2019 Food Vendor Application

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Call 432-335-4683 to pay Booth Fee with credit card or mail check to address listed on form below.

Please correct the field(s) marked in red below:

1

New this year, Downtown Odessa, Inc. is using a common application for all events. You may either submit an application for each event individually whenever you know you are able to commit to the event, or you may submit multiple events on one application if you know your schedule far enough in advance.

Dates:

  • October 31 - Night of Light Downtown (Arrive as early as 3pm, Inspections at 4pm, Event from 6-9pm)
  • November 29 - Winter Fest Opening Ceremony (Times TBD)
  • November 30 - Winter Fest Weekend 1 / Santa's Small Business Saturday Workshop (Times TBD)
  • December 7 - Winter Fest Weekend 2 / Gingerbread Rock (Pre-Parade of Lights Festival) (Times TBD)
  • December 14 Winter Fest Weekend 3 / Staycation Weekend (Times TBD)
  • December 21 Winter Fest Weekend 4 / Sno-dessa Weekend (Times TBD)
  • December 28 Winter Fest Weekend 5 / Merry-achi Weekend (Times TBD)

* Night of Light has an additional fee and certain restrictions not found at other events in order to cut down on patron wait times.

 

Fees: Booth fee is a $100 refundable deposit (excluding Night of Light and Firecracker Fandango). This fee will be returned to you 1 week after your event or may be rolled over to your next event with us if you meet the following conditions: 1. do not cancel your participation within 2 weeks of the event date, 2. have arrived and are prepared at the communicated inspection time, 3. do not cause damage to your area/city property at the event, 4. do not leave trash and litter on your area, 5. remain open for the entirety of the event (unless you are sold out of product).

For Firecracker Fandango and Night of Light, there is a non-refundable $100 fee per booth space in addition to your $100 refundable deposit.

Your deposit must be received at least 2 weeks in advance of earliest event for which you are applying. Check or money order must be payable to Downtown Odessa, Inc., credit card is accepted in our office or over the phone, and cash is accepted in our office.

 

Booth space: Individual 10’ x 20’ spaces will be allocated to each vendor. Vendors will be responsible for furnishing their own set-up, including tables and chairs, etc. No items may extend more than two feet from your booth or visually block the booth next to you.

For most events, all trailers must be unhitched and personal/tow vehicles removed from the event area and parked in a legal parking area. This will be specified in an informational email you'll receive in advance of the event.

 

A MANDATORY meeting will take place the week before each event; your organization must have a representative at this meeting or make arrangements for a private meeting to go over information.

 

Electrical outlets: Vendors will be responsible for their own electrical and lighting needs, as necessary.

 

Set Up/Move Out/Cleanup: For most events, your booth must be ready 2 hours before the event begins for a safety inspection by the Ector County Health Department, Odessa Fire Marshal, and City of Odessa Building Services Department. All private vehicles must be out of event area 1 hour before the event begins. A representative must remain in your booth at all times until closing. All vendors need to secure merchandise during the hours of set up, event and tear down. Downtown Odessa, Inc. is not responsible for any lost or damaged items, equipment, or personal property. You are responsible for cleanup of your area during and after the festival. Any dumping of grease will result in a fine. Any damage to public space, trees, electrical outlets, etc. will be the responsibility of the vendor. 

 

Location: Vendor spaces will be assigned for food trucks and trailers and will be communicated in an informational email before the event and at the mandatory meeting that takes place during the week of the event.

 

Insurance: Vendors must provide a copy of their of general liability insurance ($500,000 minimum) with Downtown Odessa, Inc. and the City of Odessa listed as Additional Insured by event day. Vendor will not be allowed on grounds without appropriate insurance certificate on file with Downtown Odessa, Inc.

 

Permits: Vendors must provide a copy of Ector County Health Permit.

 

Menu: Vendors will decide their own menus and pricing, but should make Downtown Odessa, Inc. aware of their offerings so that we can ensure that there is adequate variety at each event.

 

For Firecracker Fandango Only: In an effort to cut down on wait times and make the event more family friendly, vendors may only have 3 distinct items on their menu for Firecracker Fandango; all items (excluding combination plates) should be $10 or less. Your menu items must be sent via email to amoulakis@odessa-tx.gov by June 20, 2019.

 

For Night of Light Only: In an effort to cut down on wait times and make the event more family friendly, vendors may only have 3 distinct items on their menu per food truck and at least 1 of those items should be $5 or less. 

 

MAKE ALL CHECKS OR MONEY ORDERS PAYABLE TO DOWNTOWN ODESSA, INC. Cash is accepted in the Downtown Odessa office only. Do not mail cash. Mail checks or money orders to: Downtown Odessa, Inc. P.O. Box 4398, Odessa, TX 79760. Credit cards are also accepted in office or over the phone.

 

 Thank you for reviewing our invitation – we look forward to hosting you and promoting your delicious food!

 

Please select the events below for which you'd like to be a vendor:

 *
New this year, Downtown Odessa, Inc. is using a common application for all events. You may either submit an application for each event individually whenever you know you are able to commit to the event, or you may submit multiple events on one application if you know your schedule far enough in advance. Dates: October 31 - Night of Light Downtown (Arrive as early as 3pm, Inspections at 4pm, Event from 6-9pm) November 29 - Winter Fest Opening Ceremony (Times TBD) November 30 - Winter Fest Weekend 1 / Santa's Small Business Saturday Workshop (Times TBD) December 7 - Winter Fest Weekend 2 / Gingerbread Rock (Pre-Parade of Lights Festival) (Times TBD) December 14 - Winter Fest Weekend 3 / Staycation Weekend (Times TBD) December 21 - Winter Fest Weekend 4 / Sno-dessa Weekend (Times TBD) December 28 - Winter Fest Weekend 5 / Merry-achi Weekend (Times TBD) * Night of Light has an additional fee and certain restrictions not found at other events in order to cut down on patron wait times. Fees: Booth fee is a $100 refundable deposit (excluding Night of Light and Firecracker Fandango). This fee will be returned to you 1 week after your event or may be rolled over to your next event with us if you meet the following conditions: 1. do not cancel your participation within 2 weeks of the event date, 2. have arrived and are prepared at the communicated inspection time, 3. do not cause damage to your area/city property at the event, 4. do not leave trash and litter on your area, 5. remain open for the entirety of the event (unless you are sold out of product). For Firecracker Fandango and Night of Light, there is a non-refundable $100 fee per booth space in addition to your $100 refundable deposit. Your deposit must be received at least 2 weeks in advance of earliest event for which you are applying. Check or money order must be payable to Downtown Odessa, Inc., credit card is accepted in our office or over the phone, and cash is accepted in our office. Booth space: Individual 10’ x 20’ spaces will be allocated to each vendor. Vendors will be responsible for furnishing their own set-up, including tables and chairs, etc. No items may extend more than two feet from your booth or visually block the booth next to you. For most events, all trailers must be unhitched and personal/tow vehicles removed from the event area and parked in a legal parking area. This will be specified in an informational email you'll receive in advance of the event. A MANDATORY meeting will take place the week before each event; your organization must have a representative at this meeting or make arrangements for a private meeting to go over information. Electrical outlets: Vendors will be responsible for their own electrical and lighting needs, as necessary. Set Up/Move Out/Cleanup: For most events, your booth must be ready 2 hours before the event begins for a safety inspection by the Ector County Health Department, Odessa Fire Marshal, and City of Odessa Building Services Department. All private vehicles must be out of event area 1 hour before the event begins. A representative must remain in your booth at all times until closing. All vendors need to secure merchandise during the hours of set up, event and tear down. Downtown Odessa, Inc. is not responsible for any lost or damaged items, equipment, or personal property. You are responsible for cleanup of your area during and after the festival. Any dumping of grease will result in a fine. Any damage to public space, trees, electrical outlets, etc. will be the responsibility of the vendor. Location: Vendor spaces will be assigned for food trucks and trailers and will be communicated in an informational email before the event and at the mandatory meeting that takes place during the week of the event. Insurance: Vendors must provide a copy of their of general liability insurance ($500,000 minimum) with Downtown Odessa, Inc. and the City of Odessa listed as Additional Insured by event day. Vendor will not be allowed on grounds without appropriate insurance certificate on file with Downtown Odessa, Inc. Permits: Vendors must provide a copy of Ector County Health Permit. Menu: Vendors will decide their own menus and pricing, but should make Downtown Odessa, Inc. aware of their offerings so that we can ensure that there is adequate variety at each event. For Firecracker Fandango Only: In an effort to cut down on wait times and make the event more family friendly, vendors may only have 3 distinct items on their menu for Firecracker Fandango; all items (excluding combination plates) should be $10 or less. Your menu items must be sent via email to amoulakis@odessa-tx.gov by June 20, 2019. For Night of Light Only: In an effort to cut down on wait times and make the event more family friendly, vendors may only have 3 distinct items on their menu per food truck and at least 1 of those items should be $5 or less. MAKE ALL CHECKS OR MONEY ORDERS PAYABLE TO DOWNTOWN ODESSA, INC. Cash is accepted in the Downtown Odessa office only. Do not mail cash. Mail checks or money orders to: Downtown Odessa, Inc. P.O. Box 4398, Odessa, TX 79760. Credit cards are also accepted in office or over the phone. Thank you for reviewing our invitation – we look forward to hosting you and promoting your delicious food! Please select the events below for which you'd like to be a vendor:
2
Name of Food Truck/Restaurant:
 *
3
Contact Person
 *
4
Email Address
 *
5
Mailing Address
 *
Mailing Address
6
Daytime Phone Number
 *
7
Evening Phone Number
8

Please List Menu Items

 *
9

Do you Accept Credit Cards or Cash Only?

 *
10

Do you Want your Deposit Refunded After Each Event or Would you Want Downtown Odessa to Automatically Roll your Deposit from one Event to the Next One for Which you Sign Up?

 *
11

I understand the following:

1. Downtown Odessa Inc., the City of Odessa, our partner organizations, or any volunteer associated with each event is not responsible for any personal injuries, fines, fees, or property damage that may directly or indirectly occur as a result of participating in the event.

2. Participation Deposit is refundable if you comply with all terms and may be rolled from one event to the next or refunded back to your original form of payment 1 week after the conclusion of the event. Deposit must be paid before any marketing will occur. Payment can be made with credit card by calling 432-335-4683, checks that are made payable to Downtown Odessa, Inc. may be mailed to PO Box 4398, Odessa, TX 79760, or any form of payment is accepted in our office, 119 W. 4th Street, Suite 103, Odessa, TX 79761.

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12

Food vendors will obey all health and sanitation laws and regulations of the State of Texas, County of Ector and the City of Odessa.  A temporary food service establishment shall comply with the requirements listed below.  The Ector County Health Department may impose additional requirements to protect against health hazards related to the temporary food service establishment, may prohibit the sale of some potentially hazardous food and where no health hazard will result, may waive or modify requirements of these rules.

 

  1. A Temporary Establishment Health permit must be applied for at least seven (7) working days prior to the event.
  2. FOOD shall be in sound condition and shall be safe for human consumption.  Food shall be from an approved source.
  3. FOOD PROTECTION: Food shall be protected from potential contamination at all times, including while being stored, prepared, displayed, served or transported.  The internal temperature of potentially hazardous food shall be served at 41°F or below, or at a temperature of 140°F or above.
  4. PERSONNEL:  Hands must be washed and clean; maintain good hygiene practices.
  5. FOOD EQUIPMENT AND UTENSILS: Proper facilities shall be available for sanitizing equipment and utensils.  Single service utensils should be used.  Towelettes may be used.
  6. HAND WASHING FACILITES: Supply of soap, detergent and disposable towels must be available.
  7. GARBAGE DISPOSAL: Shall be kept in durable, easily-cleaned insect-proof containers that do not leak or absorb liquids.  Plastic bags and wet strength bags may be used to line these containers.  Containers must be kept covered.  All sewage, including liquid waste must be contained properly and shall comply with all local ordinances and state laws.
  8. PREMISES:  The booth space used to sell food must be kept free of litter.  All vendors must keep their assigned area free of trash.  If there is trash around your area at the close of the event, please see that it is removed before you leave the area.  Failure to do so will result in an additional $50 cleanup fee.
  9. Vendor must be open during all hours of the event.
  10.  Vendors may sell only approved items.  No Alcohol will be sold by any vendor. Water or soft drinks may be sold by vendors. Novelty items must be pre-approved by Downtown Odessa.
  11. Every booth must contain an up-to-date working fire extinguisher.
  12. Vendors requiring ice should make their own arrangements. Ice on site is not available to vendors.
  13. A hookup to running water is not available.  Vendor must bring clean, sanitary containers with clean water from home or purchased water for cleanup use.
  14. No amplification device such as microphones, bullhorns or loudspeakers shall be used by vendors. 
  15. Vendors must stay within the confines of their booths to distribute their wares.  No product or service information shall be communicated on the streets, curbs, or business areas.

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13

In Compliance with Ector County Health Department Rules, All Food Vendors Must Have:

  •  Stem thermometer as well as thermometers in all cooling units.
  • All foods must be at least 6 inches off the floor/ground and covered at all times.
  • Temperatures must be 41 degrees or cooler for cold hold, 0 degrees or below for frozen items, and 135 degrees or higher for hot hold items.  Some examples of cooking temperatures are: Hamburger meat 155 degrees, Brisket 160 degrees, Sausage 160 degrees, and Turkey Legs 165 degrees.
  • Crock pots and warmers should have proper lids provided.  Do not use plastic wrap or aluminum foil.
  • All outdoor barbeque pits must have lid covers.
  • All foods must be thoroughly cooked.  Turkey legs are often still frozen on the inside when you put them on to cook.  They may appear to be done on the outside but the inside may still be raw or not sufficiently cooked.  Make sure they are properly cooked through and through.
  • All foods must be cooked on site.  You cannot cook at home and bring it to the event.  If you are a restaurant owner you are permitted to cook at the restaurant and bring it to the event.  You must properly transport the foods in approved containers at the proper temperatures.
  • There will be no asado or tamales permitted.
  • Outside food tent booths must have a roof and sides provided.  The sides may be rolled up if weather permits.
  • Mobile units must have commercial vent-a-hoods at 45 degree angles and properly vented through the roof.  It must have a 2 or 3 compartment sink with a hand sink and hot and cold running water.
  • All waste water must be properly disposed of.
  • Children in diapers or training pants will not be allowed in food booths due to safety and health concerns.  Older children are allowed.
  • Tree trunks used as cutting boards are not allowed on the premises.
  • Sternos are not allowed.
  • Remember, if you don’t have your permit, go by the Health Department as soon as possible.  It is a requirement of operation that you have a permit.

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  1. To receive a copy of your submission, please fill out your email address below and submit.

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