Food Vendor Registration - Frequently Asked Questions

 What are the steps to register as a Food vendor?

  • You will need to have an account (or create one) with the Festival of India website, before you can register to participate as a Food vendor.
  • Read and agree to all the vendor guidelines listed below.
  • Provide all vendor information on the online Registration Form. Incomplete forms will not be accepted.
  • Then you will be able to choose a Booth# from the layout and pay for it during the registration process.
  • The Registration process has changed and involves two phases. In Phase I all Booths involve closed bidding for any booth and in Phase II all booths will be available for a fixed price.
  • You will start in Phase I and choose a booth and bid the listed base price. You can also up your bid with the indicated premium.
  • Once you have completed that and paid for the Booth, your registration process is complete but that Booth will remain in HOLD status.
  • Other vendors can follow you and offer a bid for the same Booth after they complete the process and pay for the Booth. You may bid for the same booth again during Phase I.
  • All bids will be reviewed by the Team Lead and, booths will be assigned and confirmed to the highest bidder and then Phase I will be closed.The Winners will also be charged a security deposit depending on the size of the Booth.This Security deposit will be used to cover penalties for any violations to the operating rules listed in detail below. Both winners and losers of a bid on a particular Booth# will be informed via email. Losing bidders will then be able to bid for the remaining booths in Phase II.
  • And then after 5 days, Phase II will be opened for registration.
  • All the remaining booths not registered in Phase I, will now be available for registration in Phase II at the listed fixed price.
  • Again, in Phase II you will choose a Booth# from the layout, and once you have completed the registration and paid for the Booth and the security deposit, your registration process is complete and the Booth reservation will be in CONFIRM status.
  • Also, view, print, complete the mandatory Health Department TFE (Temporary Food Establishment) application form and the Rules and Regulations form, and mail it in.
  • Details about your Booth reservation and payment receipt will be e-mailed to you.

How can I create an account with the Festival of India?

For the first time, when you register, you will be asked to create a new account. You will be required to validate the email address you provide during the creation of the account. This validation will happen by our system sending a validation message to your email address and you will then need to acknowledge the validation link, before your account creation process is complete. 

Can a Vendor book more than one Food Vendor booth? 

Food Vendors, Restaurant Owners and their affiliate branches cannot book more than two Food Vendor tents. If a Food Vendor has been allotted a tent in Phase I, they may book only one more tent in Phase II. If a Food Vendor has been allotted two tents in Phase I, then they cannot participate in Phase II.

It is the responsibility of the Food Vendors to declare their business interest and partnerships. Restaurant Owners cannot change their names and book more than two Food Vendor booths. Such practices may be ground to cancel Food Vendor registration and forfeit registration fees.

How can I look at what information is needed for the online Registration form?

Please click here to view the Food Vendor Registration form, that will need to be completed during the registration process.

What happens after I complete the Registration form and submit it?

It gets sent to the festival Food Vendor Lead person, for review, completeness and approval. 

What are the opening dates for Phase I and Phase II for Food Vendor Registration?

Phase I of Food Vendor Registration will open at 10 a.m on TBD, 2020 and close at 10 p.m. on TBD. Phase II of Food Vendor Registration will open at 10 a.m on TBD and will be open until all Food Vendor booths are sold out.

How do I know the cost associated with a Booth that I want to reserve?

During Registration, you will see the layout, Booth# and associated prices. In Phase I, it is advisable to add the indicated premium to the base price to ensure good standing against competition from other Vendors. During Phase I, Vendors may book more than one booth to ensure chances of getting a booth. At the end of Phase I, all Food Vendor applications will be evaluated. At the end of Phase I Registration, the Food Vendor offering the highest bid, base plus premium amount will be allotted the Food Vendor booth. In case of a price tie for the same Food Vendor booth, the Food Vendor booth application that came in earlier for a particular booth will be allotted the booth. Money paid by Food Vendors for booths not allotted to them for any reason will be refunded by PayPal without any cancellation fees. 

Phase II of the registration process happens at the end of Phase I for the booths that were not allotted at the end Phase I. Once a Booth# is allocated at the end of Phases I & II, it will not be changed. If a Booth is wanted by two or more parties, it will be allocated on a first-come, first-served basis during Phase II. 

Do I need to wait for that approval before continuing my registration? 

No, you can continue the two-phase Registration process as described above. After a booth has been confirmed, that the registration form is considered to be your digitally signed commitment as a vendor at the festival per the guidelines. If there are any issues with the content of the form, you will then be contacted to take corrective action. If not resolved to mutual satisfaction, it may lead to cancellation of your Booth reservation. 

How do I pay the security deposit in different phases of registration?

Security deposit will be collected like other payments through PayPal. At the end of Phase I, one of the following will occur: 1. If you have bid one time and been declared the winner, you will receive communication and will be requested to process a transaction thru PayPal for the security deposit for the size of the booth involved. 2. If you have bid multiple times in Phase I, security deposit will be deducted from the extra payments and the balance will be refunded to you thru PayPal.

In Phase II, security deposit will be added to the cost of the Food Booth and you will see the total sum (Cost+Security Deposit) as the amount for the PayPal transaction. 

What is the TFE (Temporary Food Establishment) form for? How do I look at the kind of information needed to complete it?

It is a form mandated for all food vendors by the Food Department. Please click here to view the TFE form. You will need to print a copy, complete, sign and mail to Festival Lead for Food Vendors: Ashish Mishra, 6800 South Creed Rd, Charlotte, NC 28272-3885.

You must also draw the set-up diagram in a neat and legible way, per sample shown on the TFE form, and attach it to your application. Also attach a $75.00 check payable to MECKLENBURG COUNTY HEALTH DEPARTMENT, fee required by the Food Department.

What are the Rules and Regulations form for Food Vendors?

It is a form mandated for all food vendors.Please click here to view this form. You will need to print a copy, complete, initial each line, sign and mail to Festival Lead for Food Vendors: Ashish Mishra, 6800 South Creek Rd., Charlotte, NC 28277-3885. 

When do Food Vendors need to decide on menu items and prices?

Food Vendors will have to submit the final menu with prices by mail or email no later than TBD, 2020. 

Can Food Vendors change menu items and prices before the start or during the Festival?

Food Vendors will be provided an approved menu with prices by TBD, 2020. Menu items and prices cannot be changed after TBD, 2020 or during the Festival. Any changes to this are subject to penalties as listed below.

Can Food Vendors display their own banners and pictures?

Food Vendors will be provided with display boards by the Festival of India Committee with their approved menu and prices. Food Vendors are not allowed to display their own banners or pictures of their menu items

Can Food Vendors use the space outside the tent?

Food Vendors will not be able to cook, display or sell food outside the tents. It is against Mecklenburg County Health Department rules to cook, sell or display food outdoors in
the open that does not have an overhead cover.

Can Food Vendors purchase additional space?

Food Vendors may be provided additional tents at nominal price upon request and availability of tents and space only after they have a confirmed registration.

Will there be electrical power available for Food Vendors?

Food Vendors will be provided with power outlets that will be powered by a Generator during the operating hours of the Festival. 

Will there be water available for Food Vendors? 

Food Vendors will be provided with water through a fire hydrant close to the Food Vendor booths.

Will Food vendor trucks be allowed in lieu of the tents? 

Food vendor trucks will be allowed at the Festival. Food vendors with trucks will have to pay the same price as tents and they will automatically be assigned the last spots for easy entry and exit for the trucks.

Where can I find the layout of the Food vendor Booths?

Click here to see the outside Layout map. 

What type of payment options are accepted? 

Payments are accepted through PayPal only. You don't need to have an account with PayPal. You can pay as a guest using your Credit Card during the checkout process.

Do you have a refund/cancellation policy? 

Yes, please see the Guidelines below for our refund/cancellation policy. 

How will I get a refund?

In the event that you are eligible to receive the refund, the payment will be refunded through PayPal refund process, as long as it is within PayPal refund timelines (45 days). If PayPal refund is not possible, a check will be mailed.

What if I have questions that are not addressed above?

Please contact the Festival Lead for Food Vendors Ashish Mishra at (704) 621 8425 email:ashish@mishraarch.com

As a Food vendor at the FOI (Festival of India), you are required to follow the following guidelines throughout the duration of this event.

  • Each Vendor registration with FOI is non-transferable. Vendors may not sublet or share their booth or any part thereof. Violations of any of these guidelines will result in vendor being asked to leave the festival and forfeit all fees paid.
  • You will be provided a tent space (10 feet x 10 feet) with two 8 feet tables and two chairs. The 10 feet x 20 feet tents will be provided with four 8 feet tables and three chairs.
  • Sign of each vendor name will be provided by FOI.
  • FOI will guide and provide overall direction for setup and coordination.
  • Vendor booth must be setup by 9:00 AM on Saturday to be ready for Health Department inspection and by 10:00 AM on Saturday.
  • Street closings are monitored by the City Police. You will be allowed to park near your booth for the purpose of loading & unloading only.
  • All vehicles must be off the festival street site by 10:30 AM. This is enforced by police and after that time, any vehicles still on the street will be towed, at the expense of vendor/owner of the vehicle.
  • All day parking options are available near the festival site, at a number of parking decks, at vendor expense.
  • Vendor will be totally responsible for satisfying all license and tax compliance issues mandated by the state of NC, related to all transactions in your Booth.
  • City of Charlotte provides adequate safety during the festival. But security of the products in the booths is the sole responsibility of the vendor.
  • FOI date is reserved and committed with the City of Charlotte/Belk Theater a year in advance. A week before, we start monitoring the weather forecast diligently.
  • But the festival will take place no matter the weather! We expect you to keep an eye on the weather as well, and come prepared for whatever Mother Nature has in store for us during the festival weekend.
  • Security Deposit for all food vendors: At the end of Phase I and II a security deposit will be required before the booth is confirmed. This deposit amount will be $600 for a 10x10 Booth and $1400 for a 10x20 Booth and $650 for Food Trucks. This Security deposit will be held by the Committee till October 28th, 2019, and used for penalties of any violations to the Rules listed below. Those penalties will be:
    1. Vendor using space beyond the Tent space: $300 for 10x10 Booths and $800 for 10x20 Booths
    2. Vendor changing or tampering with FOI printed Menu and Price List: $200
    3. Vendor using personal banners: $100
    4. Vendor spilling trash and grease on the road and sidewalk after the end of the Festival. The fine amount will be at the discretion of the Festival of India Committee.
  • Refund/Cancellation policy:  We understand that sometimes things do not go as planned, because of factors beyond our control. Here is our refund policy:
    • Full Refund if cancelled in Phase I of the Registration.
    • 70% Refund – If cancellation requested 30 days before the start date of the festival.
    • 40% Refund - Within 30 days of the start date of the festival.
    • No Refund – Within 10 days of the start date of the festival.
    • No Refund – if inclement weather disrupts activity on the street.
    • The Security deposit will be returned in full if there is a cancellation before the start of the Festival.
  • Food Vendor booths with already approved TFE forms, will be inspected for compliance, by the Health Department inspectors by 10:00 AM on 1st day (Saturday) of the festival.
  • Food Vendor must read and understand the Health department regulations and sign the document.
  • Per Health Department mandatory requirements, Food Vendor must follow all the regulations including, but not limited to the following:
    • Keep the food service facility in clean surroundings and maintain it in a clean and sanitary condition.
    • Use screens for protection of food against flies and other insects, and these must remain in place for the duration of the festival.
    • Protect food with glass or equivalent on top, front and ends. Food should not be exposed to the public or any other means of contamination.
    • Keep equipment thoroughly clean and maintain sanitary conditions at all times.
    • Provide 2 1⁄2 gallon water jug with spout (available at Walmart). The city will provide water hook ups thru fire hydrants on the street.
    • Provide hand washing facilities for their workers. At a minimum provide a plastic sink with bucket (available at Home Depot), soap and single use towels.
    • Make arrangements to heat water in a coffee pot that has a gravity flow flip faucet.
    • All workers must wash their hands after using Port John toilet facilities, located conveniently across the festival area.
    • Must have adequate refrigeration for perishable foods. Cold foods must be maintained at 45 F or below.
    • Must provide hot food holding units to keep potentially hazardous foods at or above 140 F.
    • Must have at least one stem thermometer (0-220F) to monitor temperature of all hot and cold foods.
    • Must store all foods and single service items above floor level.
    • All refuse should be disposed in garbage cans only. City will provide garbage cans located conveniently across the festival site.
    • Foods brought from an approved kitchen should be prepared, transported, handled and stored in a sanitary manner.
    • Foods brought from an approved kitchen should be clean, wholesome, and free from adulteration and obtained from an approved source.
    • Should make sure that vendor workers are free from contagious or infection disease.
    • Make sure that their vendor workers do not use tobacco, in any form while preparing, handling or serving food.
    • Must not change the menu listed in the online Registration form. Any major menu changes may result in vendor being asked to leave the festival and forfeit all fees paid.
    • Must provide all condiments including plates, cutlery, napkins, etc.
    • Maintain an accurate list of all workers, to assist investigators in the event of a food-borne illness outbreak.
  • You are expected to behave professionally with courtesy, in all your dealings with festival organizers, sponsors, participants and visitors. Violations of any of these guidelines will result in vendor being asked to leave the festival and forfeit all fees paid.
  • The decision of the Food Vendor Lead is final and binding. FOI leadership team takes all decisions, based solely on ensuring successful execution of the festival.

YES. I have read all 2020 Food vendor participation guidelines and wish to proceed with Registration

Food Vendor Layout Maps

Food Vendor Layout Maps

 

Download - TFE & Rules Form

In addition to completing the registration form, you will need to print a copy, complete and sign and mail in the Vendor Rules form & TFE form with a $75.00 fee to Ashish Mishra. 

Temporary Food Establishment Form

Rules & Regulations From

 

 

Food Vendor Booths

Booth Size Cost Vendor Name
F01 Food Truck    
F1A Food Truck    
F02 Food Truck    
F03 10x20    
F04 Food Truck    
F05 10x20    
F06 10x20    
F07 10x20    
F08 10x20    
F09 10x20    
F10 10x20    
F11  10x10    
F12 10x10    
F13 10x10    
F14 10x10    
F17 10x10    
F18 10x10    
F19 10x10    
F20 10x10    
F21 10x20    
F23 10x20    
F24 10x20