IMPORTANT: READ CAREFULLY
To help insure
the ongoing success of the Sturgis
Falls activities, please
read very carefully the guidelines set out so that there will be no
misunderstandings, misinterpretations, or assumptions that will interfere with
a smooth, cooperative, and successful Celebration.
OF OPERATION: If accepted, a Gateway Park food vendor agrees to operate from
6:00 P.M. to 11:00 P.M. on Thursday, Noon to Midnight on Friday, Noon to
Midnight on Saturday, and Noon to 10:00 P.M. on Sunday. An Overman Park
food vendor agrees to operate from 11:00 A.M. to 8:15 P.M. on Friday, 10:00
A.M. to 8:30 P.M. on Saturday, and 10:00 A.M. to 5:00 P.M. on Sunday. This
rule allows the greatest utilization of space for the Festival.
- SET-UP/TEAR DOWN: Set-up in Gateway Park must be done
between Noon and 5:00 P.M. on Wednesday.
in Overman Park must be done between 8:00 A.M. and 5:00 P.M. on
Thursday. Tear down may not begin until after the final performance
in each park.
- TENURE POLICY: A tenure policy has been established. This status is granted to a
food vendor after two years if the group has successfully demonstrated an
organized, sanitary, productive, aesthetically appealing, and financially
responsible operation. Tenured status assures the vendor of the same
location and their “exclusive” food items for the next year unless the
sales of an “exclusive” item are below industry standards compared to
other items in that park. If this would be the case, the vendor would
loose this status and may have to share the menu item with another vendor
or not be able to sell that item at all.
Menu changes approved by the Sturgis Falls Board will not affect a
vendor’s tenured status. If the event must be relocated, every effort will
be made to give the vendor a comparable location taking into consideration
electricity, space, and other factors.
The tenured status can be nullified due to non-conformance with the
established guidelines, substandard
sales or any other issues deemed not in the Spirit of the Sturgis Falls
- SELECTION PROCESS FOR NON-TENURED VENDORS: The following items
will be considered: (a) Local vendors versus out-of-town vendors, (b)
Non-profit versus for-profit vendors, (c) Food menu items to be sold, (d)
Space available, and (e) Electricity available. Since all of the above
must be considered, the Board of Directors reserves the right to select
the vendors who will be participating as well as assign locations and
approve food menus. The decision of the Sturgis Falls Celebration Board
- FOOD VARIETY: Tenured vendors will automatically be allowed to sell the
“exclusive” menu items approved by Sturgis Falls Celebration, Inc.
No two vendors are allowed to sell the same “exclusive” menu items in a
park area (unless the “exclusive” item has been “grandfathered”). An
“exclusive” menu item may be a food or beverage item. Carbonated soft
drinks, iced tea, coffee, french fries, and bagged chips may not be
“exclusive” menu items. All other foods & beverages may be protected
from duplication by a vendor as an “exclusive” menu item. Non-exclusive
menu items may be sold by any vendor. Each vendor will be notified of
all “exclusive” menu items in their park area. Any vendor violating the
“exclusive” rules will be notified and if the violation continues, the
vendor will be automatically banned from future Celebrations. The Sturgis
Falls Celebration Board reserves the right to restrict or limit menus
submitted. All the items that you plan to sell, the corresponding serving
amounts, and the price to be charged must be on your proposed menu.
- SPACE: Due to the limited space available, each vendor will be granted a
certain number of square feet which will include any overhangs. No
additional space will be allowed under any circumstances. Tents and/or
canopies must be well constructed and neat appearing. For maximum
stability, all tent stakes must be placed five feet from the side poles of
the tent. Food vendors located on the grass in Overman Park must use
ground protection mats of some kind.
All high traffic areas inside your booth must be covered.
- SITE/ACCEPTANCE: Vendors that sold at Sturgis
Falls last year and
have complied with all guidelines will, in all probability, be placed at
the same location as the previous year. If a vendor wishes to relocate,
this should be noted on the application form. First preference for any
newly vacated location will be given to prior year vendors. A member of the
Sturgis Falls Food Concession Committee will be available to assist new
vendors regarding their exact location. Arrangements may be made for a
meeting time prior to the Celebration. A general letter of acceptance
including a map denoting your exact location will be mailed to each vendor
well in advance of the Celebration.
- LIABILITY, INSURANCE, and INDEMNIFICATION: Each vendor accepts
full responsibility for all liability for damages to persons or property
arising out of its use and occupancy of the premises, and further
understands that the premises presently used are the property of the City
of Cedar Falls and that neither the City nor Sturgis Falls Celebration,
Inc. assumes any responsibility for damages or losses that may occur to
the vendor, its employees, agents, or property by reason of such
occupancy. Each vendor shall, at least 30 days prior to its use of the
premises, give to Sturgis Falls Celebration, Inc. a copy of a policy of
public liability insurance (from a company acceptable to the Sturgis Falls
Celebration, Inc. Board and the City of Cedar Falls) naming Sturgis Falls
Celebration, Inc., the City of Cedar Falls, Iowa, and Cedar Basin Jazz
Festival, Inc. as additional insureds. This policy shall include coverage
for products-completed operations, bodily injury, and property damage
liability in the amount of one million dollars ($1,000,000) per occurrence
with no less than two million dollars ($2,000,000) in the aggregate. Since
this is a requirement of both Sturgis Falls Celebration, Inc. and the City
of Cedar Falls, failure to provide this coverage will result in the
exclusion of a violating vendor from the Celebration.
A copy of your insurance certificate must be given to the Sturgis Falls
Celebration, Inc. Board at least 30 days prior to the Celebration or your
organization may be removed from the approved vendor list and replaced
with a vendor on the waiting list.
Each vendors insurance certificate must contain in the box for “Additional
Insureds” the following exact words:
Sturgis Falls Celebration, Inc.
City of Cedar Falls, Iowa
Cedar Basin Jazz Festival, Inc.
- SALES TAX PERMIT: Each approved vendor will be responsible for
having either a permanent or temporary sales tax permit or must be a
non-profit corporation whose sales are not subject to sales tax. Each
vendor must have at their site, their sales tax permit or a copy of their
non-profit exemption letter. Unless the vendor is a non-profit
organization, each vendor must provide their sales tax number and exact
name on their application. Prior to the start of the Celebration this
information is given to the Iowa Department of Revenue. An auditor
generally checks these permits.
- HEALTH DEPARTMENT REGULATIONS: Each vendor agrees to follow all
Health Department regulations related to food and beverage distribution.
If permits are required, the vendor must obtain the necessary permits
prior to the Celebration.
- ELECTRICITY: A limited amount of electricity is available for each site. Each
vendor must take this into consideration when planning their menu. Many
items can be cooked or warmed with no electricity. Also, pop can be
dispensed utilizing iced cold plates that require no electricity. Gas
burners often can be used for heating purposes. Please do your planning
well in advance so that you do not have a problem with electricity. All
electrical cords must follow safety recommendations. To reduce the risk of
blowing a fuse, heavy-duty extension cords must be used. Your maximum
electrical requirements must be on your application form. THE ELECTRICITY
AVAILABLE MUST NOT BE USED FOR COOKING PURPOSES. REQUESTS FOR ELECTRICITY
IN EXCESS OF 30 AMPS WILL NOT BE
- FINANCIAL RESPONSIBILITY: All vendors agree to pay the greater of 15%
of their GROSS SALES, or a minimum fee based on square footage used, to
Sturgis Falls Celebration, Inc. Gross sales is defined as the total amount
of sales less any sales tax paid. A vendor not required to collect sales
tax would compute the amount due Sturgis Falls Celebration, Inc. by
multiplying the total receipts by 15%. A vendor required to collect sales
tax would compute the amount due Sturgis Falls Celebration, Inc. by
dividing the total receipts by 1.07 and then multiplying this result by
15% (i.e. total sales of $1,000 : 1 .07 x .15 = $140.19). The minimum fee
will be $1.00 (one dollar) per square foot used by the vendor.
Vendors shall maintain complete accounting books, accurately showing gross
sales, and these books shall be available for inspection and auditing by
the Sturgis Falls Celebration, Inc. Board of Directors both during and for
a reasonable period of time following the Sturgis Falls Celebration. All
bank deposits and invoices must be available upon request.
If payment is not received by July 16th, unless other arrangements have
been made prior to the Sturgis Falls Celebration weekend, the tardy vendor
may be excluded from the tenured vendor list for the next year.
Failure to make payment by this date also may result in loss of their
tenured status, exclusion from future Celebrations, require a prepayment
deposit for the next year, or any combination thereof.
Your application must provide the name, address and telephone number of
the person or persons responsible for counting your money at the
conclusion of your sales activities. You also must provide the name of the
person (if different than the person counting the money) responsible for
the accounting for the event. Your application must also include the name
of your supplier for each menu item listed (i.e. Martin Brothers, Pepsi,
Sturgis Falls Coupons may be used. All vendors must accept these $1.00 coupons
from customers. The use of the coupons
will not affect your financial situation in any way. The total dollar amount of coupons received
during the entire Celebration will be reconciled on the Computation of Amount
Due Sturgis Falls Celebration, Inc. form. Other organizations may also
participate in offering coupons. All
vendors will be notified of coupons that must be accepted and provided with a
copy of what those coupons will look like.
The Sturgis Falls Celebration, Inc. Board makes no guarantees to any vendor
may call Jack Jennings at 319-290-3263 or Bett Peterson at 319-231-8751 with any questions.
- DISCLOSURE OF VENDOR OWNER(S): Each application must disclose the
name(s) of the owners of the vendor business. This would include the name
of a sole proprietor; the names of all partners in a partnership; the
names of all shareholders, directors and officers of a for-profit
corporation; and the directors and officers of a non-profit corporation.
In addition, any relationship of any owner(s) of the vendor business to
any member of the Sturgis Falls Celebration, Inc. Board of Directors or
their immediate family must be disclosed.
- SOUND SYSTEMS AND NOISE: Generators or any other noisy equipment that
may interfere with music are prohibited.
- VEHICLES: Vendors will only be allowed to utilize vehicles to move
equipment and supplies to their allocated location on designated days and
times. These times may vary from one area to another. You will be notified
of the time schedule for your area. All vendors must obey all signs posted
by the Cedar Falls Police Department. Each vendor will receive one
Parking pass. It must be displayed in the vehicle's front window to
gain access to the vendor's designated parking space.
- TRASH AND REFUSE: Each vendor must police their own area and
dispose of refuse in the dumpsters provided. This must be done on a
regular basis so that the trash does not accumulate. Our Celebration must
be kept as clean as possible and everyone’s cooperation is required.
Vendors must provide their own containers for the disposal of hot coals.
Oil disposal units will be provided by Sturgis Falls Celebration, Inc. and
MUST be used by all vendors for the disposal of any oil. Neither the
dumpsters nor the Park trash barrels may be used to dispose of these
items. Vendors will be charged for any cleanup costs if grease or oil is
disposed of in any dumpster.
- ICE REQUIREMENTS: Bags of ice will be available for purchase
by vendors. The ice will be available at designated locations in each park.
You will be notified of the cost and location at a later date. All ice
must be paid for at the time of purchase.
- APPLICATION DEADLINE: All applications must be postmarked no later
than March 25, 2014. They must be mailed to:
Sturgis Falls Celebration, Inc., P.O.
Box 771, Cedar Falls, IA 50613-0030.
guidelines have been established to promote fairness and equality in selection
of vendors, assignment of locations, and assignment of menus. No guidelines can
cover every possible situation. Therefore, the Board must exercise its
discretion in a manner which will be best for the Celebration as well as
participants. Any decision of the Board will be final.