2023 Food Truck & Craft Beer Festival Application
Event Guidelines and Regulations | Application Below
FESTIVAL DATE: Saturday, September 16, 2023, 12:00pm - 4:00pm
RAIN DATE: Sunday, September 17, 2023, 12:00pm - 4:00pm
LOCATION: Copake Country Club, 44 Golf Course Road, Craryville, NY 12521
FEES: Food Truck Fee: $180 | Local Maker Fee:$80 | Brewery Fee: In lieu of a vendor fee craft breweries agree to provide free samples of their beer during the event. If your application is approved you MUST submit this fee within 2 weeks of your approved application. (Mail-in Check, PayPal, or cash payments accepted)
INSURANCE / PERMIT: All food trucks must submit a certificate of insurance and a Columbia County Heath Department permit within two weeks of being accepted to the festival
SET UP TIME: We will stagger arrival times in 15-minute increments beginning at 9:00 am - please be on time for your assigned time and ready to sell goods promptly at 12:00pm for VIP guests.
TEAR DOWN: Saturday at 4:00pm. Anyone tearing down prior to 4:00pm may not be invited to any future CCC events. Copake will have a dumpster available behind the building that you are allowed to drop your garbage.
COMMITMENT: Your booth/truck must be open for business from 12:00pm to 4:00pm. You must clean up your booth at closing time. Bring your own garbage can/bags for the event and dump any garbage bags in the dumpster on-site at the end of the event.
WORKER ENTRY: Each vendor will be provided (2) vendor wristbands to be used by working staff only.
PARKING: Vendor parking instructions will be distributed one week prior to event, again we will stagger arrival times in 15-minute increments beginning at 9:00 am - please be on time.
FOOD TRUCK BOOTH SPECS: All Food Trucks must list the size of your truck on the application page so we can plan accordingly.
LOCAL MAKER BOOTH SPECS: We will provide a 10x10 ft space for local maker vendors. Local Maker Vendors must provide their own table, tablecloth, banner, and any decorations and other supplies needed for their space.
CRAFT BREWERY SPECS: We will provide a 10x10ft space for local breweries to showcase their brews and share what makes them special! In lieu of a vendor fee craft breweries agree to provide free samples of their beer during the event. Brewery booths are for pouring samples, retail sales (warm canned beer ONLY) and getting exposure for your brewery, by bringing marketing and promotional material for upcoming events. *Copake Country Club agrees to purchase a minimum of 1 keg to be sold at the tap tent during the event.*
NYS SALES TAX CERTIFICATE
A copy of your valid NYS Certificate to Collect Sales & Use Tax must accompany your application if you sell products that require the collection of tax. This certificate must be displayed at all times at your booth during festival hours. Vendor is solely responsible for the collection, reporting, and payment of sales & any other applicable taxes.
HEALTH DEPARTMENT PERMIT
All vendors offering and/or selling prepared food products must have and keep at your space a Permit to Operate, or a Temporary Food Service permit from Columbia County Health Department. (Contact Columbia Environmental Health Department at 518.828.3358)
A certificate of general liability insurance – with limits no less than $1,000,000 for each occurrence and $2,000,000 general aggregate must be included with your application, and a copy must be kept at your booth during the event. Vendors must name Copake Country Club, 44 Golf Course Road, Craryville, NY as additional insured for the Festival date.
WORKERS' COMPENSATION INSURANCE
Vendors should carry the statutory minimum Workers' Compensation Insurance required to comply with New York State.
Vendor will indemnify and hold harmless Copake Country Club and their owners, directors, employees, members, festival staff, sub-contracted staff, volunteers, family members and friends assisting the festival from any loss, illness, damage or injury to product, property, or person and from all claims which might arise. In the unlikely event that legal assistance or legal action becomes necessary; vendor agrees to pay all fees and costs incurred by the Festival and those associated with it. By my signature below, I indicate that I have read the accompanying guidelines and regulations, and I agree to abide by them.
IMPORTANT MISCELLANEOUS ITEMS:
The only products you are allowed to have at your booth for sale are those listed on your application.
Product giveaways are not permitted without the prior approval of the Festival organizers.
All vendors must first be approved by the Festival organizers. Festival organizers reserve the right at their sole discretion to approve vendors.
Booth fee is non-refundable. Booth space is non-transferable and cannot be sub-rented.
No open flames or heaters. No pets. No smoking.
Anyone not complying with guidelines and regulations must leave the festival immediately if asked to do so by an authorized representative of Copake Country Club