Thank you for your interest in the Big Event Lakeland with theme Pirates on the Promenade for 2017! We anticipate approximately 4,000-6,000 attendees for our second year. Admission is free, leaving attendees to spend money at your booth. All vendors at the Big Event keep 100% of their proceeds.
The Big Event is made possible by the Lakeland Chamber of Commerce, in partnership with InnerAct Alliance (Red Ribbon Run) and Big Brothers Big Sisters Polk. The Lakeland Chamber will be the exclusive provider of bottled water, beer and wine. Vendors may sell non-alcoholic beverages, except for bottled water and/or drinking water.
Booth spaces are 10'x10':
- Member Business $200
- Non-Member Business $350
- Member Food $150
- Non-Member Food $250
- Member Artisans & Makers / Nonprofit $100
- Non-Member A&M / Nonprofit $200
- Electric (Power) is additional $100
- There are no refunds - rain or shine
- You are not allowed to sell water, soda or alcohol
- You are not allowed to give away water, soda or alcohol
- You are not allowed to pack up early
- No portable generators allowed
The BIG Event Lakeland Committee (hereinafter Committee) will approve all applicants. Once you locate your booth and pay for it, it will be submitted to the Chamber Staff for approval. Vendors can be moved if there are too many similar businesses near each other.
I agree to indemnify and hold harmless the Lakeland Chamber of Commerce and the City of Lakeland from any personal injury which I or my helpers, employees or assistants may sustain during setup, dismantling or while participating in the BIG Event Lakeland 2017 or any injury to third parties that may be caused by myself, my helpers, employees or assistants. I also understand that neither the BIG Event Lakeland 2017, nor any of the above-named parties carries any insurance to cover my personal property. As an independent contractor, I will provide, in advance, a certificate of insurance to cover my personnel and/or my property.
Further, I hereby grant full permission to the event organizers and/or other agents authorized by them to use photos, videos, recordings, or other records of this event for legitimate reasons.
SET-UP: All exhibitors must be set up before official open. No booth may be dismantled prior to event end, unless otherwise specified. Violators of this rule may be banned from future festivals. Any exhibit or part of an exhibit left in the exhibit area after official event end will be removed and the cost of the removal will be borne by the booth exhibitor. Any person(s) used to remove such material will assume no responsibility for loss or damage.
APPLICATION FEE: To qualify for the membership rate, applicant must be a member of the Lakeland Chamber of Commerce (dues are paid to date) on the day of the event, November 11, 2017. If applicant is a current member but that membership lapses before November 11, 2017, the applicant will need to pay their renewal fees prior to the event date, or they will have to pay the non-member rate. The applicant fee must be paid in full online to complete your order. DEADLINE FOR APPLICATION IS November 1, 2017, 12:01 a.m. Note: Sometimes we sell out before the deadline. There will be NO refunds for any reason, including inclement weather.
ENTERTAINMENT AT EXHIBIT: All entertainment that you would like to have at your exhibits (i.e. characters in costume, face painter, photographer, snow cone machine, fire dancers) must be approved of by the Committee. The Committee reserves the right to decline or prohibit entertainment for any reason.
CHARACTER OF EXHIBIT: All exhibits are at the discretion of the Committee. The Committee reserves the right to decline or prohibit any exhibit or exhibitor that, in the Committees opinion, is not suitable for the event. This clause includes conduct, printed material, souvenirs, catalogs, artwork and all other things, that in the opinion of the Committee affect the character of this event.
NON-EXCLUSIVITY: All exhibitors, once accepted by the Committee, are aware that there will be NO exclusivity as to the nature, type or kind of displays. Because of this, the Chamber retains the right to modify the booth arrangement to evenly space out similar businesses. Exclusivity may be applied as it pertains to certain sponsorships.
BOOTH SPACE/SIZE: Each 10x10 booth space will be clearly marked. There will be approximately 2-3' between booth spaces. Exhibitors may not extend their booth space beyond the area assigned. All exhibitors will be responsible for bringing their own tent, weights (NO STAKES!), tables, chairs, linens / table covering, and will be responsible for their own setup and breakdown, and for all items necessary for display. Booth sharing is not allowed. Per City of Lakeland, you are REQUIRED to provide WEIGHTS for your tent. NO STAKES are allowed at Lake Mirror Park. The BIG Event only provides a 10x10 space.
ARTISTS & MAKERS: All items must be made/crafted by the exhibitor. We do not allow resale items.
COMBUSTIBLE FUELS: There will be no combustible fuels or open flame equipment allowed in the display area unless prior written permission is received from the Committee. NO generators of any type will be allowed. Power is available for purchase within designated areas of the event for an additional charge.
PARKING: Exhibitor parking will be available at _____________________________. Parking is on a first come first serve basis with plenty of spaces available. All exhibitors agree to comply with traffic flow rules that are in place during setup and breakdown times. On the day of the event, exhibitor vehicles are NOT ALLOWED in the exhibit area between 3:00 p.m. and the end of the event. Lakeland Police Department will determine when it is safe for vehicles to re-enter the exhibit area. Violators of this rule may be banned from future festivals.
DECORATIONS, SIGNS, FURNITURE, ETC: Exhibitors may equip their space with furniture, potted plants, flowers and other special effects as long as they do not obstruct the general view of any other exhibit. Exhibitors are prohibited from obstructing pathways marked for emergency vehicles and carts that are used by officials of the event. All items must be kept within the boundaries of the exhibitors 10x10 space unless otherwise approved by the Committee.
EXCESSIVE NOISE/DEMONSTRATIONS: Musical instruments, stereos, radios, machines, sound systems and televisions may be operated under the following regulations: (1) Volume of all above-mentioned equipment must be kept to a minimum. (2) Exhibitors are not allowed to use loud speakers or amplifiers of any kind in their booths without written permission of the Committee.
SOLICITATION: All solicitation, petitioning or drawing for prizes must be done from within the exhibitors booth. Exhibitors are NOT ALLOWED to walk with items or literature. If this occurs, the exhibitor will be asked to cease and if a second occurrence is noted, the exhibitor will be expelled from the event.
EXPULSION: The Committee reserves the right to expel any exhibitor who refuses to comply with the above-mentioned Rules and Regulations. Such exhibitors will forfeit all fees.
ADDITIONAL REQUIREMENTS: Food vendors must charge for all food distributed. Food vendors are prohibited from selling any water and/or alcoholic beverage. This rule will be monitored closely by the committee and violators will be expelled immediately. All non-food/restaurant vendors are prohibited from distribution of any food or beverages. Food providers must have their menu approved and bring a fire extinguisher for their area. Please remember to bring all licenses and proper hand washing stations.
TRASH / COOKING OIL: It is the responsibility of each food provider vendor to remove their trash including cooking oil from the event. IF cooking with grease or oil, I agree to use cardboard to absorb drippings in my booth. Cleanup fees apply to any grease or oil that remains at the site.
Even more explicit instructions for food/restaurant vendors:
Please have a copy of your license available on the day of the event.
DIVISION OF HOTELS AND RESTAURANTS
GUIDE TO TEMPORARY FOOD SERVICE EVENTS
For Floridas Public Food Service Establishments
This webpage contains the same information as our brochure: DBPR Form HR 5030-034, Guide to Temporary Food Service Events.
A temporary food service event is an event of 30 days or less in duration where food is prepared, served, or sold to the general public and is advertised and recognized in the community. A temporary food service establishment or vendor is a participant at a temporary food service event.
We developed this guideline for temporary events from Chapters 61C-1 and 61C-4, Florida Administrative Code, and Chapter 509, Florida Statutes.
A public food service establishment or other food vendor must obtain a license from the division for each temporary food service event in which it participates (unless exempted). Annual temporary event licenses are also available which allow participation in an unlimited number of temporary events. The division will inspect temporary events and if minimum sanitation standards are not met, the food service operation will be discontinued until corrections are completed and verified by the division.
Sponsors of a temporary food service event must notify the division of the following items no less than three business days prior to the scheduled event.
1) Type of food service proposed,
2) Time and location of the event,
3) Complete list of food service vendor owners and operators participating, and
4) Current license number of each public food service establishment participating.
Notification: Event sponsors may complete notification requirements by telephone at (850) 487-1395, in person at the appropriate district office or in writing. A public food service establishment or food service vendor may not use this notification process to circumvent the license requirement.
The division keeps record of all notifications received for proposed temporary food service events and provides appropriate educational materials to the event sponsor.
Group License: The division may issue a group license to a vendor with multiple units serving a single non-potentially hazardous food (e.g., churros). All grouped units must serve the same food. Foods requiring additional preparation or handling are not eligible for group licensing. All qualifying units must be inspected in a single location.
Public food service establishments operating under a current license from the division or from the Department of Agriculture and Consumer Services may operate under the regulations of those licenses at temporary food service events of 1-3 days. For events of 4-30 days, such establishments must purchase a temporary food service event license.
Temporary events such as carnivals, fairs, or other celebrations operated on church or school property or any eating place operated by a nonprofit civic, fraternal or religious organization are exempt from licensing and inspection by the Division of Hotels and Restaurants.
Temporary public food service establishments and vendors are required to pay the following license fees at the time of licensing:
1-3 day event $91
4-30 day event $105
The division does not accept cash payments for fees at temporary events. The division accepts cashier's checks, money orders or other certified payments.
Fire Safety Code requires a portable fire extinguisher. Check with the local fire authority for specific requirements pertaining to the size, type or tagging of required fire extinguishers or other fire related requirements.
Employees may not touch ready-to-eat (RTE) food with their bare hands unless there is a written Alternative Operating Procedure (AOP) available that has been approved by the division. Without an approved AOP, employees must use suitable utensils such as deli tissue, spatulas, tongs, single-use gloves, or dispensing equipment when handling RTE food.
Food service workers transmit most food borne disease causing germs to foods. That is why it is so important for employees to maintain high standards of personal cleanliness. All personnel must wash hands prior to beginning work, when returning to work after any break in food preparation activities, when putting on or changing gloves, or any time their hands become soiled.
Smoking is prohibited in ware washing, food preparation and food storage areas.
Personnel must wear clean outer garments, effective hair restraints and no jewelry on their hands or arms (except plain wedding bands). If worn, artificial and painted fingernails must be covered by intact gloves.
All personnel must be free of open sores and skin infections, respiratory infections, upset stomach, diarrhea or other communicable diseases.
The specific requirements for the temporary event physical facility where food is prepared or handled are based on the length of the event, the type of food that is prepared or served, and the extent of food preparation conducted at the temporary facility. Minimum requirements may include:
1) Food service operators must provide overhead protection if food is prepared or portioned or ware washing is done onsite.
2) Flooring may be concrete, machine-laid asphalt or dirt/gravel if it is covered with mats, removable platforms, duckboards, or other suitable approved materials that effectively control dust and mud and are graded to drain.
3) Walls and ceilings must be constructed of a material that protects the interior from the weather, windblown dust and debris, or other forms of cross contamination.
4) When potentially hazardous food is prepared at events of 4-30 days in length, the physical structure where the food preparation occurs must be protected against flying insects and other vermin by:
a) 16 mesh to 1 inch screens;
b) Properly designed and installed air curtains; or
c) Other effective means.
5) A three-compartment sink is required within the temporary food service for washing, rinsing and sanitizing utensils and equipment. If this activity is conducted at an approved, remotely located commissary or food service establishment, an adequate supply of spare preparation and serving utensils must be maintained on the premises in case the original utensils become soiled.
6) A hand washing facility is required. This facility may be a clean, portable container equipped with an on/off valve. Soap and single-service paper towels must be available for hand washing and hand drying.
All food service operations that prepare or portion food on the premises must provide an adequate supply of potable water for purposes of cleaning and employee hand washing. Municipal connections, holding tanks or portable containers are accepted means to provide an adequate supply.
Steam used in contact with food or food-contact surfaces must be free from contamination.
Solid and Liquid Waste
Operators must remove all garbage and rubbish from the premises often enough to prevent nuisance conditions and dispose solid waste properly in tight-fitting, covered containers.
Operators must dispose liquid waste in a public or other approved sewerage system.
Sanitizer (properly diluted, unscented bleach may be used)
Chemical test strips (for measuring sanitizer concentration)
Three-compartment sink to wash, rinse and sanitize equipment and utensils or access to such facilities at an approved commissary or food service establishment
Adequate supply of back-up utensils
Adequate supply of potable water
Soap and single-service towels
Adequate equipment and facilities to maintain food at the proper temperatures
Adequate protection from flying insects, vermin, dust, dirt and weather
Adequate protection for displayed, prepared, and stored food
If required by local fire authority, properly tagged and sized portable fire extinguisher
To Prevent Food borne Illness:
Obtain foods from an approved source. Home prepared food is not allowed.
Wash hands thoroughly before handling food, single-service items and clean equipment and utensils.
Maintain hot foods at temperatures of 135° Fahrenheit or above.
Maintain cold foods at temperatures of 41° Fahrenheit or below.
Cook pork to a minimum temperature of 145° Fahrenheit for at least 15 seconds.
Cook beef to a minimum temperature of 155° Fahrenheit for at least 15 seconds.
Cook chicken and other poultry to a minimum temperature of 165° Fahrenheit for at least 15 seconds.
Reheat cooked foods to a minimum temperature of 165° Fahrenheit within two hours for hot holding.
Check food temperatures frequently with a probe type thermometer.
Heat foods quickly and cool foods rapidly.
Keep raw and cooked foods separated.
Thaw foods properly: completely submerged under cold running water not longer than four hours, as part of the cooking process, or under refrigeration.
Use single-service articles whenever possible.
Keep foods covered and protected from dust, dirt, insects, vermin and human cross contamination.
Protect all food, including displayed food, from customer contamination (touching, coughing, sneezing, etc.).
Minimize handling of foods before, during and after preparation.
Do not store food directly in contact with ice used for beverages.
Do not use swollen, leaking or damaged canned goods.
Store all food products and equipment at least six inches off the ground.
For Food Trucks:
The truck would be required to meet all Health Department codes and all State Fire codes. Depending on the product dictates the code requirements. The most important item will be a fully automatic certified fire suppression hood system if they fry or have a burner. In addition, fire extinguishers are required.
By clicking below, I acknowledge that I have read, understand, and agree to abide by the provisions set forth above.
For more information, please contact:
Directors of Programs & Events
Lakeland Chamber of Commerce
(863) 688-8551 Ext 229