Lost Lands 2021 Food Vendor Application

Lost Lands Festival is now accepting applications for Food Vendors!

Lost Lands Festival is a music, camping, and art festival held in Legend Valley, Thornville, OH on September 24th - 26th, 2021. Please visit lostlandsfestival.com for complete information on the Lost Lands Festival.

We are so happy you are interested in joining us and can't wait to learn more about you! In order to be considered for a coveted food vendor spot you must complete the entire application.  To pull yourself to the top of the over 400 applications, here are some pointers:

- Get on board with the theme. We are a Dinosaur, Stone Aged, Prehistoric themed festival with the BEST visual design of any festival out there - there are life sized dinosaurs populating the whole festival, moving around, and making you think you've gone back in time while bass music makes your heart rumble with joy. What can you do to make your booth come to life in this Prehistoric Bass Party? Put your creative caps on. "We sell burgers" just won't do - "We sell Brontosaurus Burgers that are as big as a small child with a dinosaur design grilled into the top of every bun" - ding ding ding! That's a winner. Bring your A-Game, get weird and have fun -  that's how to be considered.

- Be sure to list your full menu with prices and attach some good pictures of your booth set up, food, logo and promo images. 

- List at least one "tasting" or "happy hour" food item - something that will give fans a taste of what you do that is thematic interesting, but isn't the full kit and kaboodle. We will be developing tastings and happy hours for the festival fans this year and want to be able to feature your culinary creations this exciting program

Note that Load-in dates are PER ADVANCE (meaning we'll tell you later) but expect to be getting on site and setting up a couple days before the fans. 

Food Vendor Applications close Wednesday, June 30th, 2021 at 5:00pm EST.

Please note that designing a food program takes time!  Not the millions of years that it took for the earth to form, but time nonetheless.  We do appreciate your patience as we fit the pieces of this puzzle together.  If you have questions, please send us an email anytime at foodandbeverage@lostlandsfestival.com.  Email is the most effective way to communicate with us.

If you have multiple concepts/booths, you must complete an application for each separate booth/concept/menu.

BOOTH FEES:

Commission of Gross Sales (less sales tax).  Based on menu, type of booth, and location.  Most are 30-40%.  Additional Fees include operational costs such as (but not limited to) 1) power, 2) tent, 3) signage, 4) POS Square terminal

RULES & REGULATIONS:

Vendors must comply with all festival Rules and Regulations, including inventory management and the Sustainability Program.  Accepted Vendors are responsible for paying all sales taxes, obtaining a temporary food license, and complying with all requirements for a temporary food establishment.  Details regarding sales tax and food license requirements will be provided upon acceptance.

INSURANCE:

All vendors are required to have an insurance policy to participate in Lost Lands Festival.  Specific insurance requirements will be emailed to accepted Vendors.

Certificate of Insurance is to be emailed to foodandbeverage@lostlandsfestival.com within 7 days of email acceptance notice.

 

PLEASE NOTE

  • This event is rain or shine.
  • There is a limited amount of each booth space type, but we will do our best to accommodate requests.
  • Vendor Load-in is scheduled to begin on September 20-21, 2021. You will be notified of your exact Load In schedule depending on the location of your assigned booth space.
  • Campground Vendors will open at 8:00am on September 22, 2021  and close at 10:00am on September 27, 2021.
  • Venue Vendors will open at 5:00pm on September 23, 2020 and close at 2:00am on September 27, 2021.
  • Extra Vendor Credentials will be available on a limited basis for $400 each.
  • Additional Vendor credential requests must be communicated via email at foodandbeverage@lostlandsfestival.com by September 1, 2021. Payment must be in a the form of credit or debit card.  Charges will be made separatly from the any deposit and/or settlement.
  • Accepted Vendors are responsible for paying all sales taxes. Please review the 2021 Concessionaire's Sales Tax Return Form. Lost Lands Festival is not responsible for collecting taxes on Vendor's behalf.
  • Please check https://www.tax.ohio.gov/Forms.aspx for complete information.
 
 
 
 

BASIC INFORMATION

All items marked with * are required to submit the form.


EXPERIENCE

Does Your Business Have Experience With Large Festivals: *

MENU INFORMATION


BOOTH DETAILS

PLEASE LIST EACH ITEM & ITS PRICE YOUR BUSINESS WOULD LIKE TO SELL BELOW.
PLEASE BE CREATIVE WITH YOUR ITEMS & NAMES!
EMBRACE THE THEME.
FORGET "PANCAKES", I WANT TO SEE "CAVEMANCAKES"!

Final approved menu to be communicated if your business is selected.
Items not listed below will NOT be considered.
Be sure to note if the item is GF, Veg, or Vegan.

HINT: A short, uncomplicated menu is preferable.

 ITEMPRICE = $XX.00ITEM DETAILGF, VEGAN, OR VEG
1
2
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5
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What Type of Space Does Your Business Operate In? *
 

Desired Booth Location: Please note this is a request only, final placement is decided by the festival *

SIGNAGE

Banners will be printed for all booth spaces.  There will be (1) banner per 10' of booth frontage, each banner will list the booth concept in bold letters with a few menu items in smaller font below.  For example:


BRONTOSAURAUS BURGERS
& FRIES      (LARGE FONT) 
 Angus Beef Burgers | Vegan Velocoraptor Burgers | Loaded Flintstone Fries          (SMALL FONT)


Please use the space below to list what you would like your banner to say.  This is a request, final banner wording will be reviewed/updated with you and ultimately chosen by the Producer.


 BANNER 1
LARGE FONT
SMALL FONT

 

 BANNER 2
LARGE FONT
SMALL FONT

STAFF


POWER

Please note – there will NOT be an electrician onsite to modify your equipment. Please email us if you are unsure of your power needs.


MISC


PAYMENT

Once your completed application has been submitted the following steps will happen:

  • Lost Lands Festival Food Manager will send an email to notify you of your application status by July 9th, 2021
  • If accepted to the Lost Lands Festival 2021 Food Program, you will receive an email from the Lost Lands Festival Food Manager and you will have until July 16th, 2021 to accept or reject the invitation.
  • Once you have accepted the invitation to vend at Lost Lands Festival, you will be sent a contract to sign and request for payment through an internal payment processing system called "Sertifi".
  • Applications that are not accepted will not receive a contract and/or be charged Booth Fee Deposit.
  • Credit card info will be stored securely on Sertifi with applicant's online file and deleted after deposit is paid.
  • Booth Fee payments must be in the form of a credit or debit card. There is no additional fee for this service.

All booth fees include camping and parking.

All payments must be in US Dollars. Payments submitted in any foreign currency will not be accepted. Vendor will be responsible for all processing fees incurred due to payments issued with insufficient funds.

RULES & REGULATIONS

  1. Vendor and its employees, personnel and agents, agree to abide by all instructions, information and Rules and Regulations of the Lost Lands Festival.
  2. Lost Lands Festival shall have sole discretion in the interpretation and enforcement of all Rules and Regulations contained herein and has the power to make such amendments thereto, and such further Rules and Regulations as it shall consider necessary for the proper conduct and success of the Event.
  3. Lost Lands Festival reserves the right to decline, prohibit or expel any Vendor which, in their sole judgment, is out of keeping with the character of the Event, including but not limited to persons, display materials, printed matter, product or conduct.
  4. Lost Lands Festival reserves the right to determine, in their sole discretion, the eligibility of all Booth Space applicants and individual products to be exhibited.
  5. 2. LL and Local Law Enforcement reserve the right to conduct security searches of you and your belongings at the festival.  Any items that may be used in an illegal or offensive manner will be confiscated. 
  6. Assignment of Booth Space shall be made by Lost Lands Festival in their sole discretion.
  7. Location preference will be considered upon final placement.
  8. Acceptance of an applicant does not imply endorsement of Vendor's products or services, nor does rejection imply lack of merit of the same.
  9. Lost Lands Festival reserves the right, in their sole discretion, to alter the exhibit hours or floor plan arrangements in any manner.
  10. Vendor shall not affix, attach, display, or distribute any magazines, books, pamphlets, promotional materials, handbills, flyers, posters, banners, signs, scrims, or any other similar materials, etc., without the prior express written consent of Lost Lands Festival which shall be given or withheld at Lost Lands Festival’s sole and absolute discretion.
  11. Vendor shall not affix, attach, display, or distribute any stickers, labels, decals, and adhesive signage of any kind whatsoever. Vendor hereby agrees that any stickers, labels, decals, and adhesive signage of any kind found from Vendor before, during, and after the Event will constitute a breach of this Lease.
  12. Vendor shall not possess or operate any public-address systems, audio equipment, speakers, amplifiers, and microphones that enable a broadcast to be audible beyond the limits of the Booth Space.
  13. Vendor shall participate in the serveware inventory program and purchase serveware products from Lost Lands Festival distributor. The serveware inventory program guidelines will be provided to Vendor prior to the Event and will outline product options and pricing.
  14. Vendor shall participate in Lost Lands Festival sustainability program. The sustainability program guidelines will be provided to Vendor prior to the Event and will outline the on-site requirements.
  15. Vendor shall use the Lost Lands Festival approved PO5 system for the Event. The PO5 system guidelines will be provided to the Vendor prior to the Event and will outline how to use the POS system. Vendor shall setup an Event­ specific account with the approved POS system that will be used exclusively for transactions made during the Event.
  16. Vendor shall only sell pre-approved menu items. Any exceptions must be pre-approved by the Lost Lands Festival Food Manager in writing.
  17. Vendor shall accept all credit cards, including American Express, for all food and beverage transactions at the Event, with no additional fees passed on to the customer including transaction fees and/or other service fees.
  18. Vendor shall not distribute or deliver, either by sale or by any other method, any beverage whatsoever without the prior express written consent of Lost Lands Festival, which shall be given or withheld at Lost Lands Festival’s sole and absolute discretion and described in the Exhibition. All beverages approved by Lost Lands Festival must be served and distributed in Lost Lands Festival approved serveware.
  19. If written consent is given, then Vendor shall purchase packaged beverages from Lost Lands Festival and comply with unified beverage pricing structure as specified in the serveware inventory program guidelines
  20. Vendor shall only sell pre-approved menu items. Any exceptions must be pre-approved by the Lost Lands Festival Food Manager in writing
  21. Vendor must comply with all Fire Department and Department of Health regulations.
  22. Vendor shall not distribute or deliver, by sale or by any other method, alcohol, tobacco products, E-CIGS, vape and/or drugs, including but not limited to over-the-counter medications, supplements/vitamins, or any other similar or dissimilar products whatsoever.
  23. Vendor shall not distribute or deliver, either by sale or by any other method, any bottle, can or any product that could be implemented as a missile or projectile, or could create a hazard to the safety of any person or persons at the Venue before, during, or after the Event whatsoever.
  24. Vendor shall not possess or operate individual generators.
  25. Vendor may possess and use pre-approved open-flame cooking equipment, electric broilers and/or other electric cooking equipment. Vendor may possess propane fuel to operate the cooking equipment. Any other variation of fuel and/or cooking equipment is prohibited unless otherwise approved by the Lost Lands Festival Food Manager in writing prior to Event. Anyone entering with unacceptable cooking equipment or variations thereof will be prohibited from entering the Venue.
  26. Vendor shall not possess, distribute or deliver, by sale or any other method, any glass containers whatsoever.
  27. All Vendor signage, banners, or display logos must be approved in advance by Lost Lands Festival.
  28. Vendor shall not possess any animals, illegal drugs, weapons, and illegal contraband of any kind whatsoever.
  29. Vendor shall not allow any minors into the Venue at any time before, during, and after the Event without being accompanied, attended, and supervised at all times by a parent or legal guardian in the minor’s immediate proximity. Event security and the police will be notified of any minors found to be unaccompanied, unattended, and unsupervised by a parent or legal guardian.
  30. Vendor shall not possess or operate electric broilers or electric cooking equipment without the prior written consent of Lost Lands Festival, which shall be given or withheld at Lost Lands Festival sole and absolute discretion. Unless otherwise approved by Lost Lands Festival, all food Vendors must use compressed gas-fueled cooking equipment. Anyone entering with unacceptable cooking equipment or variations thereof will be prohibited from entering the Venue.
  31. Vendor shall not operate, utilize, place or park any vehicle, display unit or storage unit (collectively and individually referred to hereinafter as a "Vehicle") in any area of the Event except the area specifically designated for the Booth Area. No Vehicles, other than those Vehicles designated by Lost Lands shall be permitted in the area specifically designated for the Exhibition two (2) hours before doors on opening day. During show days, Vehicle movement only permitted during Vendor restock hours, and with a festival-provided restock pass. After the Event, all Vendors must be cleared of the site by September 27, 2021 at 6:00pm. Any Vehicle found to be in non-compliance shall be towed or otherwise removed from the Venue. Vendor shall be solely responsible for any towing, storage, and other charges associated and resulting from Vehicle removal.
  32. Vendors shall not operate, utilize, or possess any motorized vehicles including, but not limited to all-terrain vehicles, golf carts, mopeds, dirt bikes, go carts, mules, and any other similar vehicle (collectively and individually referred to hereinafter as an "ATV"). All ATVs shall be confiscated by Lost Lands Festival or removed from the Venue. Vendor shall be solely responsible for any towing, storage, and other charges associated and resulting from ATV removal.
  33. Vendor shall be bound by and comply with, at Vendor's own cost and expense, all applicable national, state, city municipal law codes and governmental regulations or other authority having jurisdiction over the Exhibition, the Venue or the Event, together with rules and regulations of the owners and/or operators of the Venue in which the Event is being held. Vendors shall be bound by and comply with, at Vendor's sole cost and expense, all applicable copyright and trademark laws and regulations that may affect Vendor's use and occupancy of the Booth Space.
  34. Campground Vendors will load in on September 20-21, 2021 between 9:00am - 6:00pm and shall be completely set up and ready for operation on September 22, 2021 at 8:00am. Venue Vendors will load in on September 21-23, 2021 between 9:00am - 6:00pm, depending on assigned booth location in venue, and shall be completely set up and ready for operation on September 23, 2021 at 5:00pm.
  35. Venue Exhibitions shall be fully operational during all Event hours. Campground Exhibitions shall be fully operational twenty-four (24) hours per day, unless otherwise approved by the Lost Lands Festival Food Manager. Failure by Vendor to occupy the designated Booth Space by the beginning of the Event for any reason shall constitute a forfeiture of the Booth Space.
  36. Booth closures during Event must be pre-approved by Lost Lands Festival Representative.
  37. Vendor shall not remove or break down their Booth Space or otherwise discontinue or interrupt the Exhibition until September 27, 2021 at 2:00am in Venue and 10:00am in Campground.
  38. If operating a food truck, Vendor may not move food truck once placed, from the time of placement until September 27, 2021 at 10:00am, unless otherwise pre-approved by Lost Lands Festival in writing.
  39. Lost Lands Festival is not responsible for payment or fulfillment of any product or services ordered or purchased by Vendor.
  40. Lost Lands Festival will not accept deliveries at the site for any reason unless otherwise agreed to in writing by Lost Lands Festival Representative prior to the delivery. Vendor agrees to comply with Lost Lands Festival shipping guidelines and understands that all shipments are at Vendor's own cost and risk. Festival shipping information will be provided prior to Event. Vendor is responsible for picking up all deliveries.
  41. Vehicle operation, travel and movement is prohibited in the concert area of the Venue once the gates open to the public and will be enforced until Lost Lands Festival deems it safe after each day’s events have concluded.
  42. Vendor shall not contract with any other festival that is geographically closer than two hundred (200) miles of the Event location within a timeframe of thirty (30) days before and fifteen (15) days after the Events. Exceptions to the radius exclusion may be granted by Lost Lands Festival in sole and absolute discretion.
  43. Vendor shall have insurance coverage for all days on-site at the Event. The insurance requirement sheet will be provided to Vendor prior to the Event and will outline type of policies and limits required.
  44. Upon submission of Booth Fee, Vendor agrees to provide a list of any and all employees, personnel and agents that will be involved in the Exhibition. Lost Lands Festival reserves the right, at its sole and absolute discretion, with or without cause, to prohibit entry to, and remove from the Event any and all of Vendors employees, personnel and agents for any reason whatsoever.
  45. Vendor cancelations must be received in writing by the Lost Lands Festival Representative. Vendor may cancel this Agreement (31) thirty-one days or more prior to load in for full Booth Fee refund. If Vendor cancels between (30) thirty and (15) fifteen days before load in, Vendor will be refunded (50 %) fifty percent of Booth Fee. Booth Fees are non-refundable and non-transferable (14) fourteen days or less prior to load in. Load in is scheduled to begin on September 20, 2021.

COVID-19 NOTICE

COVID-19 NOTICE: You understand that the event for which you are applying to work shall be presented in accordance with applicable public health requirements as of the date of such event; such requirements may include, without limitation, changes to capacity, attendance procedures and other protective measures.  

WARNING: COVID-19 is an extremely contagious disease that can lead to severe illness and death.  There is an inherent and elevated risk of exposure to COVID-19 in any public place or place where people are present and there is no guarantee, express or implied, that you will not be exposed to COVID-19 at the event.  

CRAFT VENDOR PROMISE & HEALTH ACKNOWLEDGEMENT: You agree to follow event policies (including health and safety policies) and posted instructions while at the event.  According to the CDC, older adults and people of all ages with serious underlying medical conditions may be at higher risk of death or severe illness from COVID-19.  You should evaluate your risk in determining whether to attend the event.  By entering the venue/event, you voluntarily assume all risks related to exposure to COVID-19 and confirm that you will adhere to local quarantine requirements and the CDC quarantine guidelines, available at https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/quarantine.html.

By checking the box below, you confirm that you have read, understand and agree to all of the 2021 Lost Lands Festival rules and requirements.  You also represent and warrant that (a) you have the full right and authority on behalf of your company to submit this application, (b) you have filled it out completely and accurately, (c) you are available for the dates as outlined in this application and (d) if selected, you intend to participate as a craft vendor at the 2021 Lost Lands Festival.   *

Thank you for your interest in Lost Lands Festival 2021!

Please email any additional questions to foodandbeverage@lostlandsfestival.com

 

If your Food Vending application is accepted, you will receive an acceptance email from the

Food Vendor Manager via  foodandbeverage@lostlandsfestival.com confirming your acceptance.