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Piedmont Blues Preservation Society

– Food Vendor Guidelines –

 

Piedmont Blues Preservation Society (PBPS) holds several events throughout the year that need quality food, beverage and dessert vendors. All food vendors must comply with the guidelines as stated below.  

 

TABLES/TENTS/CHAIRS:  Food Vendors are responsible for supplying their own tents, tables, and chairs (if needed). 

Food Vendors must also ensure that their tents are secured in case of wind; for venues that do not allow staking, Food Vendors must bring weights to hold tents in place. All tents must be properly weighted. Per Greensboro Fire Department, tents must be anchored to the ground with a 40 lb weight PER LEG. Greensboro Fire Marshals will be inspecting tents prior to start of each event. 

Food Vendors bringing their own canopy/tent need to provide proof that the canopy/tent is compliant with state/county/city regulations for flammability. The Fire Department will require a sewn-in label on the fabric or the manufacturer’s certification of flame treatment or the label from the product used to treat the material. Tarps are not an acceptable canopy. 

All tents must be screened in on all sides, per Guilford County Health Department regulations, using flame-retardant materials meeting Fire Department codes. 

 

SIGNAGE:  Food Vendors must maintain professional signage and menu boards in good condition. Hand-written signage must look nice and be readable. Food Vendors must not alter their signs/menus to items that deviate from what was approved in their acceptance into the event. All menu signage must include pricing and must be easy to read. Food Vendors are not allowed to change pricing during the course of the event. We recommend notating Gluten-Free, Dairy-Free and Vegan items to make it easier for people with dietary restrictions to locate these menu items.  

 

ELECTRICITY:  Electricity is available for a fee to tent and pushcart vendors. Food Trucks and Trailers will need to bring their own generators. Food Vendors who sign up and pay for a spot with electricity must make sure to supply their own 100 ft extension cords and power strips. 

 

LOAD-IN:  Food Vendor load-in time will be sent provided per event. Any Food Vendor arriving later than 30 minutes before the event start time may not be permitted to set up, and again, will not be issued a refund. We highly recommend bringing a dolly, hand truck or utility wagon. ALL Food Vendors MUST be ready for Guilford County Health Department & Greensboro Fire Marshal inspection on the day of the event. 

 

VENDING SPACE CLEAN-UP:  Food Vendors are responsible for keeping a clean area, free of debris. Appropriate ground cover should be used in the cooking and food preparation area to ensure that after the event is over, the ground will be free from oil and food waste contaminants. Any spills or debris must be cleaned up prior to leaving.

 

LOAD-OUT:  Food Vendor breakdown begins PROMPTLY at event end. For the safety of the event’s attendees, vehicles are not allowed to move onto or within the site during operating hours or until after attendees depart. We highly recommend bringing a dolly, hand truck or utility wagon to transport items to your vehicle. 

 

PERMITS:  Accepted Food Vendors are responsible for obtaining approval for a Temporary Food Establishment (TFE) permit from the Guilford County Health Department (GCHD) prior to the event (if needed). Food Vendors will be sent a link to the TFE Application once accepted. The TFE Permit and $75 permit fee payment (if required by the GCHD) should be submitted directly to the GCHD. Food Vendors must submit their TFE application to the GCHD within 7 days of being accepted as a Food Vendor. 

 

INSPECTIONS:  All food operations requiring a TFE will be inspected by a Guilford County Health Inspector. All food operations serving cooked items will be inspected by a City of Greensboro Fire Marshal. Food Vendors will not be permitted to begin their food prep and/or vending operations until their food and vending operation has been inspected and determined to be in compliance with Guilford County Health Department regulations and Greensboro Fire Department Fire Code. 

 

FOOD SAFETY:  Any Food Vendor not complying with City, County and State regulations may be immediately closed down and not permitted to return for future events. 

 

FIRE CODE REQUIREMENTS:  ALL Food Vendors must comply with the codes for combustibles, canopies, fuel tanks for cooking, fire extinguishers and solid fuel:

  • All Food Vendors must have a portable fire extinguisher that has affixed a current inspection tag that carries a minimum of a 2A-10B or 2A-10B(C) rating. For those Food Vendors using cooking oil, fats, or greases in a deep well fryer or cook top are required to have a Class K fire extinguisher. Residential extinguishers are NOT acceptable. 
  • All propane tanks must be firmly secured on a hard, non-combustible surface that cannot be knocked over. Food Vendors must supply their own surface on which to secure tanks; the ground alone does not qualify. Bungee cords are not an acceptable form of securing propane tanks. 
  • Propane tanks need to be 10 feet away from electrical meters, open flame, freezers and refrigerators and per Fire Code, 10 feet from your tent. 
  • Due to fire code restrictions, the spaces between vending operations may not be used for seating or storage. These are to remain open air areas. 
  • All tents must be properly weighted. Tents must be anchored to the ground with a 40 lb weight per leg. No staking allowed.

 

SPACE ASSIGNMENT:  Event space assignments are at the sole discretion of the PBPS. All space assignments are final. The PBPS reserves the right to make final determination of all event space assignments in the best interests of the event. The PBPS reserves the right to make modifications to the event layout plans.

 

ASSIGNMENT OR SUBLETTING OF EVENT SPACE:  Food Vendors shall NOT assign, sublet, or share the event space allotted without the knowledge and written consent of the PBPS. No products, arts, accessories, souvenirs, catalogs, or other goods bearing the name(s) of any other Vendor(s), Sponsor(s), or anyone other than the Food Vendor may be displayed. Any firm or organization that is not assigned event space will not be permitted to solicit business within the event area. Food Vendors will not be allowed to switch spaces on the day of the event without authorization of event staff.

 

TAXES:  Piedmont Blues Preservation Society is a non-profit and does not pay taxes on anything Food Vendors sell, and this is, therefore, the responsibility of all Food Vendors. 

 

CASH SALES:  Food Vendors should furnish sufficient change for their sales transactions. We cannot provide change to Food Vendors. We highly recommend having a method of electronic payment so you don’t miss out on sales.

 

LIABILITY AND INSURANCE:  Food Vendors assume all rights and responsibilities for the conduct of their operations, including but not limited to:  obtaining liability and general coverage insurance for Food Vendor-related activities adhering to all local and state ordinances and regulations. Neither the PBPS, nor the agents, officers nor volunteers or employees of the PBPS will be responsible for any injury, loss or damage that may occur to the Food Vendor or the employees or property of the Food Vendor from any cause whatsoever. It is the Food Vendor’s responsibility to protect machinery or exhibits so that no injury will result to the public, visitors, guest, or persons on the property. All property of the Food Vendor is understood to remain in the Food Vendor’s care, custody, and control in transit to, from or within the confines of the event area subject to the rules and regulations. The Food Vendor, on signing this contract, expressly releases, holds, keeps, and saves harmless and indemnifies the forgoing named organizations and committees and individuals from all claims for such loss, damage or injury. The Food Vendor is encouraged to carry insurance to cover any of the above.

 

SECURITY:  The PBPS will provide reasonable security for the event. The PBPS shall take reasonable care to see that exhibits are not destroyed or damaged through any cause within its control, but does not ensure the safety of exhibits and is required to use only such care as would a reasonable and prudent business person in the protection of their own property.

 

REFUNDS/FORCE MAJEURE:  In case of cancellation of the event or unavailability of the event space for the specified use due to war, governmental action or order, acts of God, fire, or any other causes beyond PBPS’s control, this agreement shall terminate, and the Food Vendor shall be entitled to the return of the rental fees for the event space. In case of cancellation by the PBPS for any reason within the control of the PBPS or a change in the date or the location of the event, which is unsatisfactory to the Food Vendor, the Food Vendor shall be entitled to a return of all sums paid for the event space. Refund of rental fees, as provided for in this section, shall be the exclusive remedy of the Food Vendor against the PBPS, in case of cancellation or rescheduled or if the event space is unavailable for use. In case of damage to the Food Vendor’s property due to war, governmental action or order, acts of God, fire, strikes, labor disputes, or any other causes beyond the control of the PBPS, the Food Vendor expressly waives liability of the PBPS from all claims for the damage and agrees that the PBPS shall have no obligation except for the above stated refund. 

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Food Vendors must comply with all federal, state, and local health and fire regulations. Food Vendors who fail to comply with or repeatedly violate these guidelines may be expelled and/or not invited to apply in future years. The PBPS reserves the right to amend these guidelines as needed.