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JWCS

Junior Woman's Club of Sparta

Sparta Day Food Vendor Regulations

FOOD PLAZA REGISTRATION:

1.     The sale of food prepared on-site at Sparta Day is restricted to registered Food Plaza vendors. *

*Please note that all general vendors outside of the Food Plaza are permitted to sell pre-prepared and/or pre-packaged food & beverages at their booth contingent upon compliance and registration with Sparta Township and the Sussex County Department of Environmental and Public Health Services.

2.     All applications must include a completed registration form, payment, and signed food vendor agreement. Your confirmation will be sent electronically. Your space assignment will be given to you the morning of Sparta Day.

3.     Booth fees are non-refundable. We will not be able to offer a refund even if the event is cancelled due to severe weather. Fee is for space only (tables, tents and generators are NOT supplied.)

4.     The JWCS reserves the right to limit the number of vendors with duplicate products.

5.     Vendors are not permitted to sell or promote their products, services or business/organization outside of their designated booth space.

WEATHER:

6.     Sparta Day is open to the public from 11:00am to 5:00pm, RAIN or SHINE.  In the event of cancellation due to SEVERE weather, an announcement will be made via email or visit jwcsparta.org.

7.     All vendor spaces are outside. JWCS and Sparta Parks and Recreation will not be held responsible for any issues caused by weather, animals, or other forces of nature.

TOWN/COUNTY REQUIRED DOCUMENTS:

8.     Food vendors are responsible for obtaining all required permits/licenses from Sparta Township, the Sussex County Department of Environmental and Public Health Services, and the Sparta Township Fire Prevention Bureau within one month of registration or by May 10th, whichever comes first, after which JWCS cannot guarantee a space will be available and requested food exclusivity will be lost.

  • Sparta Township Temporary Retail Food Application A fee of $15 is required with each application from a non-profit organization. The fee is $30 for profit organizations. The form can be found on the township web site and the JWCS web site. (JWCS does not collect these forms/payments).
  • Sussex County Department of Environmental and Public Health Services Temporary Retail Food Vendor Application There is an application fee of $50; the county has reduced the fee down to $15 for non-profit organizations participating in Sparta Day. Forms can be found on the county website and also on the JWCS web site. (JWCS does not collect these forms/payments).
  • Sparta Township Fire Prevention Bureau There is a permit fee of $54 for profit organizations; the Township Fire Marshall has waived the fee for non-profit organizations. The form can be found on the JWCS web site (JWCS does not collect these forms/payments).

9.     Food vendors must provide Certificate of Liability and name both JWCS & Sparta Township as additional insured. This must be provided to JWCS within one month of registration or by May 10th, whichever comes first, after which JWCS cannot guarantee a space will be available and food exclusivity will be lost.

FOOD PREPARATION:

10.   Charcoal grills and open flames are not permitted.

11.   Vendor is responsible for supplying electricity/generator needed to comply with food handling and preparation requirements. Electric power is not available. Please note on your application if you will be using a generator.

12.   Vendor is responsible for water needed to comply with food handling and preparation requirements. Water from hoses will be available at the maintenance building. If your business/organization plans to use this water, please plan transport accordingly.

13.   Cooking oil and grease must be disposed of properly. Please do not pour oil/grease or any liquids mixed with oil/grease on the ground, grass, road, or in the stream. For fats that solidify, let them do so, then throw them in the provided dumpster. For oils/grease that don't solidify, pour them into a sealable bottle, and throw the whole container away in the provided dumpster.

14.   The guidelines below are required by the county. This is not an exhaustive list, please see county paperwork for all regulations they require. All food vendors must:

  • Have an approved hand wash station.
  • Provide the necessary means to keep hot foods hot and cold foods cold.
  • Adhere to sanitary food handling.
  • Be set up to vend and be ready for an inspection at least 30 minutes before event start time.

15.   Food vendors are expected to leave their space clean. Due to garbage restrictions, all vendors are asked to place all garbage and recycling in the dumpster provided.

FOOD SALES AND EXCLUSIVITY:

16.   Food Plaza vendors can request exclusivity for one registered food item which will be honored on a first come first serve basis. If upon registration an item is selected that has already been claimed, JWCS will contact you to make an alternate selection. Exclusivity will not be granted for beverages. Exclusivity requests must be accompanied by payment and must be received by March 15th. Exclusivity requests received after March 15th will not be honored. Exclusivity does not extend outside of the Food Plaza to vendors selling pre-packaged goods. 

17.   Please note that small cups of water will be available to the public for free at a station in the Food Plaza.

FOOD PLAZA VENDOR VEHICLE ACCESS:

18.   The Food Plaza is a tight space, and staggered arrival times will help alleviate congestion. At least a week prior to the event, JWCS will provide vendors with an arrival time. If a vendor arrives earlier or later than the designated time they may be asked to wait outside the park until JWCS can confirm there is room for vehicle drop-offs.

19.   Vendors will be provided with a Food Plaza Drop-off Permit granting access to the area. This allows us to limit the number of vehicles entering the area and reduce congestion.

20.   No cars may remain in food vendor spaces.

21.   Any vehicles that remain inside the entrance gate after 10:00am must be parked in the vendor parking lot and cannot be moved until the event is over at 5:00pm. As required by local police, no vendor will be allowed to “pack-up” and leave the park prior to 5:00pm. This is for public safety and no exceptions can be made.

GENERAL:

22.   Port-a-potties are available on-site.

23.   “Booth-sitting” is NOT available. Please plan accordingly.

24.   Vendor displays are solely the responsibility of the crafter/exhibitor. Tables and tents are not supplied.

25.   JWCS volunteers are not available to help unload or load at vendor spaces. Please plan accordingly.

SALE OF GOODS:

26.   The sale of “silly string,” “magic ink,” “party snaps,” “stink bombs,” “caps” of any kind, “hair color spray,” “stink spray,” “smoking candy cigarettes” and live animals is strictly prohibited. DO NOT include these or similar items in your Sparta Day inventory. If in doubt, email jwcsparta@gmail.com.

27.   JWCS has the right to restrict/prohibit sale of products it deems inappropriate.

28.   JWCS cannot control foot traffic and does not guarantee sale of vendor's goods.