Community Concert Series Food Vendor Application

Thanks for your interest in the 2024 Port Colborne Community Concert Series!

The City of Port Colborne is excited to offer this year’s concertgoers an exciting new culinary experience during this summer’s 7 concerts taking place at H.H. Knoll Lakeview Park.

Events staff are currently accepting applications for mobile food vendors as well as Port Colborne restaurants wishing to extend their license/catering endorsement for the evening of the concert(s). Applicants are encouraged to choose multiple concert dates in their application. If multiple restaurants apply for the same date, a draw will be held to ensure fairness. Additionally, staff are eager to provide a well-curated range of food options and will be sensitive in the vendor selection process to ensure there is no direct competition between selected vendors.

Thank you for your interest in participating in the 2024 Community Concert Series. Upon acceptance of your vendor application, you will receive a vendor contract and instructions for next steps.

Policies and Procedures

• All vendors MUST have their own awning/tent coverage, lengthy extension cords and any other equipment for the concert. All materials and equipment MUST be well maintained, presentable and conform to current fire, building and health code requirements.
• Tent structures must present proof that the tent meets a recognized flame-retardant standard CAN/ULC S109 or NFPA 701.
• All tent structures 10 years of age or older must provide a "Flame Test" meeting NFPA 701, recommended practice for a Field Flame Test for Textiles and films NFPA 705.
• Vendor sites will be assigned at the sole discretion of the event coordinator. The event coordinator reserves the right to make changes and modifications and designate specific vendors as sole proprietors for specific products. No on-site relocation is permitted.
• Vendors are required to provide a detailed list of their products and or menu.
• All Mobile Food Service Equipment shall have a current TSSA annual inspection certificate.
• Cooking with fuel-fired appliances (open fires), smoking, the use of candles or other open flames are strictly prohibited in any tents used by the public.
• All cooking vendors must have not less than a 40BC or type K extinguisher.

Vendor Requirements

1. Vendor Application: MUST be completed and submitted by Monday, May 13, 2024 (by 4:30 pm EST).
2. Notification of Acceptance: you will be notified of your application status by Friday, May 19, 2024. This will include your letter of acceptance.
3. Approved vendors: MUST include a certificate of insurance that MUST be received by Friday, May 31, 2024. Otherwise, your application will be invalid.
4. Approved Port Colborne restaurants MUST provide proof of Special Occasions Permit/Liquor License by Monday, June 3, 2024.
5. Mobile Food Vendors: Certificate of Insurance with a $2 million dollar Certificate of Insurance (COI) naming the Corporation of the City of Port Colborne (66 Charlotte Street, Port Colborne, Ontario, L3K 3C8) as an additional insured on their insurance policy.
6. Restaurants with a Special Occasions Permit: Certificate of Insurance with a $5 million dollar Certificate of Insurance (COI) naming the Corporation of the City of Port Colborne (66 Charlotte Street, Port Colborne, Ontario, L3K 3C8) as an additional insured on their insurance policy.
7. High-resolution logo and image (jpg, eps, or vector format) by Friday, May 31, 2024.
8. Confirmation of staffing including security for those applying for a Special Occasions Permit in order to serve alcohol.

Application Contract

1. Submission of a vendor application does not guarantee that the vendor will be offered an opportunity to participate at the concert series.
2. To submit a vendor application, the vendor must be in good standing, must not have violated any rules or regulations, must not have been previously banned from an event. The city may restrict the number and type of vendors and may select vendors who best meet the needs of the event as determined by the event coordinator.
3. All menus and products are subject to pre-approval by the City of Port Colborne, event coordinator prior to the event.
4. Vendors must be fully set-up and prepare their assigned site by 5pm, on the date of the concert they are participating in.
5. Vendors are required to open and close according to the hours of the concert series. Closing early is not permitted.
6. Restaurants wishing to sell alcohol are required to provide their own security. The City of Port Colborne will provide fencing and a food seating area. 
7. Vendors are required to provide their own, commercial awning/tent/vendor booth, table, electrical extension cords, duct tape etc. as applicable. All awnings/tents and vendor stations being used by vendors must be well maintained and comply with current fire, WSIB, CSA, TSSA, building codes and Niagara Regional Public Health standards. These requirements must be included with the application.
8. Each food vendor must provide proof of insurance and a Certificate of Insurance with $2 million insurance policy and provide the City of Port Colborne with a certificate of insurance naming the City of Port Colborne as additional insured to the commercial liability rider of the vendor’s policy by Friday, June 3, 2024 (if they applied for the June 8th concert), otherwise proof of insurance is required five (5) days prior to the concert(s) chosen in the application. 
9. Restaurants applying to the AGCO to extend their caterers endorsement must provide proof of their license at least five (5) days prior to the concert(s) chosen in the application. 
10. Restaurants with SOP must provide proof of insurance and a Certificate of Insurance with a $5 million dollar Certificate of Insurance (COI) naming the Corporation of the City of Port Colborne (66 Charlotte Street, Port Colborne, Ontario, L3K 3C8) as an additional insured on their insurance policy.
11. The vendor hereby releases and discharges the the City of Port Colborne, its employees and its volunteers from any claim or demand for any loss, damage, injury or liability resulting from participation in the Community Concert Series. The vendor further agrees to indemnify and hold harmless the Community Concert Series, the City of Port Colborne and its employees and volunteers from any such claim or demand. The City of Port Colborne is not responsible for theft or damage of the possessions of vendors.

2024 Community Concert Series Food Vendor Application

NOTE: A “Self-Contained Unit” is defined as a unit (not a tent) that has been inspected and pre-approved by the Fire Department and Public Health Department, to sell specified products. The unit must be portable and equipped with all required appliances, services, and water supply).

Use of generators is limited to only silent generators at all locations, with the decibel range from 75-85 dB(A). The electrical system on the concert grounds has a finite capacity/3-phase power is not available.

By signing this application, I hereby agree that I have read and understand the City of Port Colborne rules and regulations of the 2024 Community Concert Series as outlined in this application form and agree to abide by the rules and regulations contained herein and that may be introduced from time to time throughout the event hours of operation. I will comply with all regulatory codes and provisions as administered by Fire, Building, Regional Public Health, TSSA and provincially and locally and by those of the Event Department.

Return application and related material to:

City of Port Colborne

Attention: Olga Loeffen
Business and Community Events Ambassador
66 Charlotte Street, Port Colborne, Ontario, L3K 3C8

Email: eventservices@portcolborne.ca