FOOD VENDORS: GENERAL OVERVIEW

This overview offers general information for those looking to apply. Complete information will be provided in the Interstellar Meltdown 2021 Food Vendor Contract, which will be sent to vendors who are accepted for the event. Questions? Please email info@wakarusa.com with subject line “Vending Inquiry”.

HOW TO APPLY

Applications due by Aug 31st, 2021
Visit interstellarmeltdown.com/vending-info/. Select “Food Vendor Application”, and follow the instructions.
–Spaces always sell out before due date!
–Selection is based upon date of application, type of food sold and past participation.
–We strive to provide a diversity of food choices, and do this by selectively choosing vendors that do not sell similar food.
–Due to the volume of applicants, not all will be selected and we cannot always respond personally to all who apply.
–You will be notified by email and attached contract only if you are selected.

BOOTH SELECTION: AREA, HOURS, COST
MAIN STAGE

– Main Stage vendors are within the Main Stage area of the venue. -Required hours of operation are
Friday – Sunday 11am – 1:00am
-Booth Cost: $1,500.00 + $500.00 contract compliance deposit. ($2,000.00 total).
*Vendors also pay 20% of proceeds over $7,500.00 to the festival. ($1500 v 20%)

THE MIDWAY

-Midway Vendors are located between Main Stage and Revival Venue. – Required hours of operation are
Thursday through Saturday 11am – 2:30am Sunday 11am – 12am (midnight)
Vendors may operate 24 hours if they would like.
– Booth Cost: $1,500.00 + $500.00 contract compliance deposit. ($2000.00 total). *Vendors also pay 20% of proceeds over $7,500.00 to the festival. ($1500 v 20%)

SATELLITE VILLAGE

-Satellite Village is located next to the Main Stage bowl. -Required hours of operation are
Friday through Sunday 11am – 2:30am

– Booth Cost: $1,500.00 + $500.00 refundable clean up deposit. ($2,000.00 total). *Vendors also pay 20% of proceeds over $7,500.00 to the festival. ($1500 v 20%)
APPLICATION AND CONTRACT REQUIREMENTS
–Do NOT send payment with application. If accepted, a contract will be sent to you. Payment is due in full with signed contract and proof of insurance. All items must be sent together.

Should your contract NOT be accepted, these fees will be refunded. Your space is NOT guaranteed until all items have been received.
–A list of items with prices must be submitted within contract. Only approved items may be sold. Selling unapproved or different priced items are grounds for removal.
–A staff and volunteer meal program is available, providing discounts for Event employees with meal tickets. It’s a great way to increase sales, and each ticket is 50% refunded. More information on the program is available in the contract.
–Multiple spaces may be purchased. Prices are per space and are not negotiable.
–Vendors must carry a one million dollar liability insurance policy listing the following as additionally insured:
1-O.K. Productions Inc, Pipeline Productions Inc, Old Rooster LLC, Disco Donnie Presents

2-Arkansas Ozark Promotions Inc. DBA Mulberry Mountain

PROVISIONS

–Vending booth spaces are 20w’x 30d’. All assets must fit within this space. This is not negotiable and will be strictly enforced. Additional space is NOT available for purchase.
–Each booth is provided 50a of electricity. Special power requests must be advanced and will be an added cost. Submission of a request does not mean your request will be approved. We will try our best to accommodate. All electrical equipment is subject to inspection.
–Refrigerated storage will be provided. If vendors have refrigeration in their transport trailers, the festival will NOT provide power for these.

VENDOR PASSES AND PARKING

— ALL passes are given to the designated person who claims the vendor packet upon arrival. This person is responsible for distributing all passes to their staff. Plan accordingly! Vendor check-in DOES NOT hold passes.
–Up to (6) Vendor passes per booth are provided for workers only. No exceptions.
*You must advance how many workers you have with vendor coordinator.
*If you have more than 6 workers, you must purchase additional passes at a discounted price of $199.00.
*All vendor passes are 3-day passes. The discounted rate is available only until Sept 15. *Vendors must purchase worker passes before Sept. 15! No passes available for purchase at check-in.
*Resale of event passes is prohibited and will result in ejection from the festival grounds without refund.
–Up to (2) Vendor vehicle passes are provided per booth for workers only. No exceptions. *Amount of vehicle passes must be advanced with coordinator.

*Any additional request must be made before Sept 15thst. No extra vehicle passes available at check-in.
–Vendors may camp in their 20’x30’ area if space allows. Camping within your booth space is a privilege, not a right. If abused, you will be asked to vacate the area.
–A vendor camping area is provided within reasonable proximity of vendor booths. This area is limited. All vendors intending to use this area must advance before Sept 15th.
–A staff day parking lot is available for workers who need to come and go from the festival. This area is limited, requires a special pass, and must be advanced before Sept 15th.
–If you have a large trailer, vehicle, or setup that requires pulling through a neighboring booth space to park, you must notify the vendor coordinator. Please plan accordingly.
OPERATIONS, RESTRICTIONS, & REQUIREMENTS
–Interstellar Meltdown does not allow ‘roaming vendors’.
–Food vendors MAY NOT SELL BEVERAGES unless they are of a unique nature, non-alcoholic and PRE-APPROVED. Specialty beverage vendors (fresh lemonade, coffee, smoothies) may apply. Food vendors may sell water provided by Interstellar Meltdown. Purchase price and sale prices available at a later date.
–All vendors must pass an Arkansas state health inspection (www.healthyarkansas.com) and are subject to inspection via local fire authorities and Event personnel. Vendors must provide proper fire suppression equipment (ABC fire extinguishers, K extinguishers for fryers)
–All vendors are responsible for collecting and paying State license fees and sales tax. Sales tax forms are provided to vendors upon arrival.
–This event takes place rain or shine. No vendor refunds are given for any reason including failure of the mandatory State of Arkansas health inspection.
–Event encourages vendors to use compostable cups, plates, cutlery, etc. Because of Covid protocol, We require that condiments and cutlery must be provided in single serving dispensers.
–Food vendors are asked to provide their own bags for trash disposal.
–Re-supply operations must be executed with one dedicated vehicle only during re-supply hours: 6am-10am. Other vehicles and trailers are not allowed to move for the duration of the event.
–Vendors are required to check-out by settling percentage overages and staff meal balances with the festival coordinator before departure from festival grounds.
–Interstellar Meltdown aims to provide the best festival experience possible for everyone involved. Please do not hesitate to inform festival staff on any issues you feel should be addressed.