Mayfair at Cedar Crest College May 27 — May 29

Food Vendor at Mayfair
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CONTACT:
mayfair@cedarcrest.edu
610-740-3762

Food Vendor Application

Printable Vendor Application [pdf]

OVERVIEW

It has been a Lehigh Valley tradition for over 30 years, and Mayfair Festival of the Arts has settled into its new home at Cedar Crest College. As Allentown’s largest annual art festival, Mayfair attracts 20,000+ attendees each year. While other arts organizations specialize in one art form, we offer our community more than a sampling of every major art form in one causal and convenient place at no cost. The festival will be held on the beautiful grounds of Cedar Crest College, a recognized arboretum in the west end of Allentown, just steps from Cedar Beach Park, where the very first Mayfair was held in 1987. Food preparation and service is an art form we celebrate and we welcome participation of food vendors who can accept the terms and conditions identified here.

ACCEPTANCE

Final Application deadline is April 30, 2022.

We will make every effort to minimize duplication of menu items and, before acceptance, we will communicate with vendors to clarify approved menus. Only items on the FINAL MENU are to be sold during the Festival. Vendors will be required to stop sales of any items not approved or not on their posted menu.

Mayfair at Cedar Crest College is an indoor and outdoor event and Mayfair specifically accepts NO responsibility for lost revenue because of weather conditions.

SITE SELECTION

All food vendors will be located outdoors.

Mayfair at Cedar Crest College shall determine the site for vendors’ stands based upon receipt of completed and accepted application. Once accepted, vendors may not increase the size of their vending space without approval from Mayfair at Cedar Crest College’s leadership team.

Vendor shall remove all supply vehicles – unless approved by Mayfair at Cedar Crest College – and other vehicles from the Festival Site to the designated parking lot no later than one (1) hour before opening on each day of the Festival and such vehicles shall remain off site until after the closing time each day of the Festival.

Convenient on site supply vehicle parking is available for all vendors.

VENDOR RESPONSIBILITIES

Vendor is required to use tickets for cash system and all food prices must be in $1.00 increments

Mayfair at Cedar Crest College will send payments to vendors on the Thursday following the Festival for Festival sales.

Vendor is required to obtain a sales tax license number from, and make 6% sales tax payments to the PA Department of Revenue. Also any gross receipts tax that may be due to the City of Allentown or any other tax levied by any other governmental organization with respect to sales of vendor.

Vendor shall obtain all permits and/or certifications necessary to serve food at the Festival. This shall include a business license from the City of Allentown and a temporary food service license from the City of Allentown, Bureau of Health. https://www.allentownpa.gov/Work/Growing-Allentown-Businesses

Vendor agrees that Mayfair at Cedar Crest College shall retain 20% of ticket sales income after adjusting for 6% sales tax payment by vendor.

Vendor agrees to adhere to all City, County, State and/or Federal health, safety, fire regulations and other applicable regulations governing the sale of foods/beverages at events, including the Pennsylvania Department of Agriculture’s Food Employee certification.

Health Bureau Inspections will be conducted on Friday, May 27, 2022 between 12 pm and 3:30 pm. All food vendors must successfully complete this inspection in order to open for business. No sales are permitted until your facility has been inspected and approved by the Bureau of Health for operation.

Vendor shall provide approved fire extinguishers. The extinguishers must be an ABC or BC type unit. Minimum size must be 10BC or 1A10BC. Extinguishers protecting deep frying or larger cooking surfaces must have at least a 30BC rating. All fire extinguishers should have current inspection tag from a certified technician attached.

Vendor shall fully abide by the rules and regulations of the Commonwealth of Pennsylvania, the County of Lehigh, the City of Allentown and Mayfair at Cedar Crest College in regard to recycling of cardboard, plastic, glass and metal containers, or any other materials deemed recyclable.

Vendor must keep their area presentable during the festival and clean their area completely before leaving at the end of the festival. Special attention must be taken to prevent oil stains.

Vendor shall be responsible for the removal of, but not limited to, the following items: all litter and debris, wooden or plastic pallets, waste cooking oil, gray water, set up and tear down materials, paper cups, plates, utensils, garbage, and trash from the vendor’s space and the immediate area surrounding the vendor’s booth area. These items shall be disposed of only at designated areas.

Vendor required to be open and operable for all three days of the Festival during Festival hours.

STAND REQUIREMENTS

  • A recent photograph of your stand is required with this application.
  • Food trucks and trailers are acceptable.
  • Tents must be of a professional quality frame or pole tent. Mayfair at Cedar Crest College can provide professionally installed tents for an additional cost.
  • All tents must be securely anchored and able to withstand a 40 mph constant wind, with 60 mph gusts.
  • Vendor is encouraged to have the capability of enclosing tent with side walls in event of severe weather.
  • Vendor shall post attractive, legible menu boards indicating all available items and cost in number of tickets.
  • Menu boards must be clear and visible to the patrons. Do not include products that are not available.

PHOTO CONSENT

By participating in this event, vendor agrees to allow photos to be used by Mayfair Festival of the Arts at Cedar Crest College in future publications or future events.

INSURANCE

Vendor shall be solely liable for any equipment, food, beverage or other items of personal property that it brings to the Festival location.

Vendors must provide Mayfair at Cedar Crest College with a certificate of insurance showing Commercial General Liability coverage with limits of $1,000,000.00 (million) Occurrence and $2,000,000.00 Aggregate, and Automobile Liability limits of $1,000,000.00. Proof of insurance certificate must be provided within 30 days of festival start date. An updated certificate may be necessary prior to the event date and will be requested if necessary.

Mayfair will provide security patrols starting Thursday, May 26 at 5 pm through Monday, May 30 at 9 am covering both operating and non-operating hours for the event, but it is specifically understood and agreed that Cedar Crest College, their officers, agents, servants and employees shall be held harmless for any claim for theft, casualty or other loss whether or not said casualty or loss is covered by insurance, with respect to the vendor’s property left on the location, at any time before, during, and/or after the event.

Vendor hereby agrees to indemnify and hold harmless, of and from all actions, causes of action, damages, suits or claims of any kind resulting from the provisions of service by the vendor under this contract, including, but not limited to, any acts of vendor, its agents, servants or employees in the performance of this contract, personal injury or damage to personal property or real estate resulting from the acts, errors of employees, whether negligent or non-negligent, or damage to vendor’s property.

WATER & ELECTRIC

Direct water hose hook-ups are limited; vendors must share these services. Vendor must supply backflow preventers and only food-grade hoses will be permitted. No garden-type hoses are allowed.

120 or 240 volt power will be available but Mayfair at Cedar Crest College reserves the right to limit the total electrical power provided to any vendor.  Noisy power-producing equipment is not permitted and all vendor supplied generators must be approved by and coordinated with Mayfair at Cedar Crest College Operations.  All power cables are to be rated for outdoor use and sized for the connected loads.  All 120 volt extension cords shall be a minimum of 12/3 outdoor rated.

Vendor shall specify in application the number and rating (120 or 240 volts and amps) of each circuit required. Any additional power requirements requested at the Festival will be subject to availability and at added cost.

Electric power will be available for connections to vendors after 5 pm on Thursday, May 26. Power supply will conclude at 9:00 am on Monday, May 30.



OPERATING HOURS

All food vendors are to have their food service operations active and be prepared to serve food throughout designated operating times all three days of the Festival.

Food service shall be available from 4 pm to 10 pm Friday and 12 pm to 10 pm Saturday and Sunday.

Food ticket sales will begin at 4 pm on Friday and 12 pm on Saturday and Sunday.

Electric Pricing:

Voltage

Amps per circuit

Price / Ckt

 

Voltage

Amps per circuit

Price / Ckt

120 volts

1st 20 Amp circuit

$60

 

240 volts

Each 30 Amp circuit

$120

120 volts

Each Added 20 Amp circuit

$20

 

240 volts

Each 40 Amp circuit

$140

120 volts

1st 30 Amp circuit

$90

 

240 volts

Each 50 Amp circuit

$160

120 volts

Each Added 30 Amp circuit

$30

 

240 volts

Each 60 Amp circuit

$180

Stand fee: based on maximum stand width parallel to frontage in feet (including trailer and hitch) – must include size of all equipment behind stand including vehicles approved for parking behind stand. Rates increase as follows based on date of application receipt:

 

Thru 2/1/2022

2/2 thru 3/31/2022

4/1 thru 4/30/2022

Up to 10 ft.

$350

$375

$400

10.1 to 15.0 ft.

$450

$475

$500

15.1 to 20.0 ft.

$550

$575

$600

20.1 to 25.0 ft.

$650

$675

$700

APPLICATION PROCEDURES AND FEES

Submit completed application form along with payment, photos of your stand, and the completed food menu. The certificate of insurance is required before the festival. Items may be emailed to Mayfair@cedarcrest.edu.

  • BY CHECK: Application fee and stand fee must be submitted as one check along with your application form. In the event that you are not selected to be in the show, your stand fee will be refunded to you within 30 days of notification. The application fee is non-refundable. Make checks payable to Cedar Crest College. There will be a $30 returned check fee for any checks returned for non-sufficient funds.
  • BY CREDIT CARD: Please make your credit card payments online by visiting www.cedarcrest.edu/mayfair and click on the “Pay Now” button. Payment total should match what is indicated on your application form. Payment can also be made by calling the Cedar Crest College Finance Office at 610-606-4666 ext. 3332.
  • All applications will be considered void if not fully complete and accompanied by payment within 30 days.
  • NO REFUNDS: Once payments are submitted there will be no refunds granted unless your application is not selected to be included in the festival.
  • Food/Beverage vendors must submit photos of their stand by email to Mayfair@cedarcrest.edu or provide a URL.
  • Food/Beverage vendors must submit a complete menu form before the application can be approved. The menu can be submitted by email to Mayfair@cedarcrest.edu.
  • The certificate of insurance must be provided before the festival. The certificate can be emailed to Mayfair@cedarcrest.edu
  • Food categories will be filled on a first-come basis. Others will be wait-listed.
  • Photos of your stand may be used for marketing purposes.

Applicants after April 1 may not have the ability to be present on the Festival Map that will be printed for patrons.




INDEMNITY AND HOLD HARMLESS

The Food/Beverage Vendor shall indemnify and hold harmless the College, including, but not limited to, its employees, officers, trustees, insurers, attorneys, agents, and consultants, from all demands, claims, suits, actions, liabilities, costs and expenses, including, but not limited to, attorneys’ fees arising out of any and all actions at law or equity including, but not limited to, causes of action for death, negligence, tort, personal injury or property damage, brought against the College related to or arising out of the use of any College facility or service by the Food/Beverage Vendor or the Food/Beverage Vendor’s employees, contractors, sub-contractors, licensees, invitees, customers, attendees or guests during the term of this Agreement. 

COVID-19 WAIVER OF LIABILITY:

Cedar Crest College, in conjunction with the guidance issued by the Center of Disease Control (CDC), the Pennsylvania Department of Education (PADOE), the Pennsylvania Department of Health and the Allentown Health Bureau, is actively engaged in reducing the spread of the Novel Coronavirus, or COVID-19. All Cedar Crest College personnel must engage in social distancing and other preventative measures, including wearing facemasks. All guests and visitors, including clients, must also engage in these preventative measures in order to reduce potential exposure.

The Food/Beverage Vendor(s) recognizes, acknowledges, and agrees, that because the College is open for use by other individuals, the Food/Beverage Vendor(s) recognizes that they are at higher risk of contracting COVID-19. With full awareness and appreciation of the risks involved, the Food/beverage Vendor(s), hereby forever releases, waives, discharges, and covenant not to sue Cedar Crest College, and its related entities, board members, officers, agents, servants, independent contractors, affiliates, employees, successors, and assigns (collectively the “Released Parties”) from any and all liability, claims, demands, actions, and causes of action whatsoever, directly or indirectly arising out of or related to any loss, damage, or injury, including death, that may be sustained by the Food/Beverage Vendor(s) related to COVID-19 whether caused by the negligence of the Released Parties, any third-party using the facility, or otherwise, while participating in any activity while in, on, or around the College and/or while using any College facility, equipment, or materials.

The Food/Beverage Vendor(s) agrees to utilize personal protective equipment to reduce the risk of exposure while on College grounds. The Food/Beverage Vendor(s) acknowledges that their participants will abide by all College requirements, as well as those published by the CDC, Pennsylvania Department of Health and the Allentown Health Bureau.

This Waiver shall be construed exclusively in accordance with the laws of the Commonwealth of Pennsylvania, without regard to the principles of conflicts of laws therein. In the event that a dispute arises under this Agreement and legal action is instituted, the parties agree that such action shall be maintained exclusively in the Court of Common Pleas for Lehigh County, Pennsylvania. If any portion hereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.

We welcome you to our campus. By signing below, you agree to comply with the aforementioned guidelines. Failure to comply with these guidelines or verbal instructions from a College representative may result in your removal from the premises.

This waiver is an agreement that the Food/Beverage Vendor(s) will follow CDC guidelines and does not constitute legal advice. Please take into consideration your unique circumstances before deciding risk of exposure to the Novel Coronavirus. While CCC does its best to ensure safety, CCC has no liability for any consequences, foreseen or otherwise, that occur as a result of attending this event or camp, in whole or in part. The client must complete this waiver prior to their event.

By entering your name and the current date, you agree to the terms stated in the application:

Fees Due

Application Fee

$35