Prepackaged Food Booth Vendor Application

Morgan Hill, CA is Silicon Valley's escape. Centrally located between San Francisco and the Monterey Bay, Morgan Hill is one of the most desirable and fastest growing communities in Santa Clara County. People are drawn to the beautiful hillsides surrounding the valley, the 
peaceful atmosphere and the general quality of life Morgan Hill offers. Morgan Hill's combination of climate, resources, points of interests and ethnic diversity provide a solid economic environment as well as a vital and exciting community in which to live, work and play.

Morgan Hill Mushroom Festival Mission is to, "Empowering the advancement of education through scholarships raised by our annual community mushroom festival"

PLEASE READ THIS ENTIRELEY AS IT HAS IMPORANT INFORMATION ON APPLYING AS A PREPACKAGED FOOD VENDOR.  

APPLICATION PROCEDURE:

• Completed application must include 1 picture of product, signed waiver, current PFR for the health permit, completed (correctly) temporary food vendor health permit application (TFF) and payment.
• The Selection Committee will meet every two weeks to consider all applications received at that time.
• The Committee’s decision is based on the needs of the Morgan Hill Mushroom Festival and is final.
• Vendors will be notified of their acceptance in a timely manner. Those accepted will receive space assignment and set-up information the first week of May. All placement decisions are final. NO NEGOTIATIONS!
• Priority on pre-packaged items is given to returning vendors. If a returning vendor does not submit their application by the deadline date of March 1st, we will accept a new vendor with similar pre-packaged items. No exceptions!  
• Fill out all Health permit forms completely and return with application and appropriate fee. If the applicant is Veteran Exempt, please fill out the necessary information included on the Temporary Event Permit from DEH. Pre-packaged vendors must abide by the Santa Clara County Health Department regulations. If not, Festival Management or the Department of Health has the right to shut down your booth without refund.
• Please fill out the application completely. Read the terms & conditions and Santa Clara DEH requirements.  Make sure you keep a copy for your records.
• Early-bird registration deadline is March 1. A $100 fee will automatically be added for applications received after this date. Applications will be accepted until sold out.
• All fees to be paid to the Morgan Hill Mushroom Festival who will write one organizational check to the Santa Clara County Health Department.

BOOTH INFORMATION:

• Vendor is provided SPACE ONLY. You are required to bring your own display, table, chairs, etc., to fit the size of space you requested.
• Electricity can be ordered for an additional fee. Electrical is only available during festival hours. No generators are permitted for Pre-Packaged vendors. Your placement will be restricted to the area that electricity is available.
• Corner booths are very limited and not guaranteed. If you require larger than a 10x10 and need the extra space, it would be beneficial to secure a 10x20 space. If you are not assigned a corner booth, we will refund your corner booth fee.  
• All applications are date stamped and selected on a first come, first served basis. Each booth must have prominent signage identifying company name!
• Vendors not accepted will have all materials and fees returned. Cancellations prior to May 1st can receive a refund, minus $100 processing fee. NO REFUNDS after May 1st! There is a $25 fee for returned checks.

GENERAL INFORMATION:

• The Mushroom Festival reserves the right to locate vendor booths according to the needs of the festival.  
• We provide space only. All pre-packaged food vendors must supply their own canopy, table, chairs, etc.
• All display and merchandise must be placed within your 10x10 space. Items may not extend into the aisle past your booth. Sidewalks must remain open and clear at all times. No sampling outside your booth. 
• Booth sharing is NOT allowed 
  No sodas, bottled beverages and bottled water are allowed to be sold or handed out in vendor booths.  
• Electrical service is available only during festival hours and not available in all locations. This will effect booth location.
• Security is provided from 8pm Friday to 8pm Sunday. Each vendor is responsible for securing their own booth. We recommend you cover your items and enclose your booth overnight. The Festival is not responsible for any loss or theft incurred by any vendor.
• Access to your booth will be available on Friday 5pm for set up. Please note: Streets don’t close until 5pm. Vendors are encouraged to put up signs, decorate and move in large items and tables on Friday. If you set up in the wrong booth space you will be asked to move. If you are not available to move your booth, Festival management has the right to move your booth and is not responsible for any damage.
• All applications are date stamped and selected on a first come, first served basis. Each booth must have prominent signage identifying company name! Vendors not accepted will have all materials and fees returned. Cancellations prior to May 1st can receive a refund, minus $100 processing fee. NO REFUNDS after May 1st!
• Tables are not available to borrow or rent from the festival. Please make arrangements to provide your own. They should be covered with a washable surface if preparing food.
• Vendors are responsible for removing their own trash from their area each evening and may not use Festival trash receptacles used by public for its disposal. Each pre-packaged food booth must provide its own garbage cans behind booth for your own trash.  
• The Morgan Hill Mushroom Festival has the right to prohibit and/or evict (without refund or assumption of liability for lost sales or expenses) any presentation or person who is in any manner deemed offensive or unprofessional.
• All vendors agree to participate for the entire event and understand that tear down on Sunday before 6pm is not allowed for any reason.
• The Mushroom Festival Committee does not guarantee exclusive rights to any food item and makes all final decisions regarding food and beverage sales.

HEALTH PERMIT:

• All necessary health permit requirements are downloadable from this application.  It is your responsibility to read and agree to the Dept of Health requirements. Failure to follow the requirements can close you down without refund.  Copy the informational pages and train all workers on these regulations. Inspectors will be on site both festival days to ensure compliance. All Health Department regulations will be enforced even after the inspectors have left the grounds.
• Food may not be sold or sampled outside of the booth. The Mushroom Mardi Gras does not take responsibility for any vendor who is shut down for non-compliance. Absolutely no refunds will be granted if a food vendor is shut down by the Health Department or festival management for non-compliance.
• As a prepackaged food vendor you are required to have a PFR or Cottage permit. A copy must be submitted with this application.
• All prepackaged food vendors are required to fill out and return the Temporary Food Facility permit (attached with this application). 

VENDORS/TEMPORARY FOOD FACILITY OPERATORS:

Temporary Food Facilities (TFF) or food booths are food operations that operate at approved public events.  An Environmental Health permit is required to operate a TFF whenever food or beverage (unpackaged or prepackaged) is sampled, sold, prepared, or given away to the public.  Food shall be obtained from sources that comply with all applicable laws.  Food stored or prepared in a private home shall not be used or offered for sale unless that food is prepared by a cottage food operation that is registered or has a permit.  Permitted operations are inspected by the Department of Environmental Health.  Note:  A processor of general food commodities (e.g. baked goods, noodles, processed fresh vegetables, seafood, snack foods, dietary supplements, etc.) must obtain a Processed Food Registration (PFR) from the California Department of Public Health Food and Drug Branch.  The PFR is needed prior to obtaining a TFF permit from DEH.  For more information, visit the state website: Processed Food Registration.

If you use a co-packer and receive the food a day or more before the event, complete the “Advance Preparation/Storage activities at approved kitchen” section on the TFF application.

Food vendor instructions on obtaining a temporary food facility permit (TFF):

• Download and complete the Temporary Food Facility (TFF) permit application which can be downloaded in this application.  You can either upload it and submit it with this application or email to Heather Moggia at heather@mhmmg.com no later than April 1st to be accepted as a food vendor.
• Morgan Hill Mushroom Festival collects all Health Permit Fees and submits them to the Santa Clara County Department of Health on behalf of participating food vendors.  Any applications submitted within two-weeks prior to the festival will incur a 25% late fee.  
• If you will have more than one (1) food booth/operation, submit a separate TFF application and permit fee for each booth/operation.  
• A Processed Food Registration (PFR) from the California Department of Public Health – Food and Drug Branch is required for pre-packaged processed foods (see additional information on PFR requirements below).
• A CDFA license is required for manufacturing milk, ice cream or soft-serve products.
• A Cottage Food Operator registration or permit is required to make approved cottage foods from a home kitchen.  
• Once all event applications are approved by the Santa Clara County Dept of Health, permits will be sent to the Mushroom Festival who will distribute your permit to you Saturday morning by the Food Vendor Manager Caryn Laird.
• Your permit must be posted in public view at your TFF (i.e., booth) at all times during operation. 

VETERANS:

Download and complete the Affidavit for a Veteran's Exemption form included with this application and return with all required documentation either with the application submittal or no later than April 1st.  If you do not return with all the requirement/necessary documentation, you will be invoiced the $99 DEH permit fee of $99.  Veterans are not exempt from late fees, reinspection fees, or enforcement fees.

PREPACKAGED PFR REQUIREMENTS

(PFR's or Cottage Food permits must be submitted no later than April 1st to be accepted as a prepackaged food vendor).

The Santa Clara County DEH requires that all prepackaged foods must submit a valid copy of your CDPH Processed food registration (PFR) or the company’s PFR that processes your food (typically called a “co-packer”) with your temporary food vendor permit application.

When do you need a PFR before a health permit can be issued by the Santa Clara County DEH to participate in the event: 

1. If you manufacture/process your own food and store in boxes, bottles, jars, cans, etc.
2. If your food is sold outside of your manufacturing facility and requires a label, you must obtain a PFR
3. If you pick up or receive your product directly from your co-packer.
4. You are a retail food facility (ie: restaurant/grocery store) selling your product outside of your permanent facility at a festival/special event.  
5. If the prepackaged vendor uses a co-packer (co-packer has the PFR), then they are not required to have a PFR if they only hold the product for less than 7 days. However, in this example, this county requires one of the following to occur as the product cannot be stored in unapproved facilities or private residences:
   1. Product stored at an approved food facility – the permit holder of the approved facility is required to sign their commissary form and indicate on the application they are used for storage prior to the event; submit a copy of their state or local permit with the application.  
   2. Product can be shipped directly to the event site. i.e. Event site is a community center, convention center, school, church or other facility that is under permit by the local health department. The commissary section must be signed by the permit holder and include a copy of their permit.  
   3. The vendor can pick up their product from the co-packer and deliver straight to the event. At no time can food be stored in unapproved facilities or private residences. If product is picked up prior to the event, they need to disclose that information for review. Maintain receipts, packing slips, etc. during the event and present to the inspector upon request.
   4. Example: Vendor and co-packer is in Southern California, picked up the day before and driven to the event site that night; product remains in a locked trailer at the event, etc.

All new pre-packaged food vendors are encouraged to meet with festival staff prior to the festival to go over requirements, etc to ensure all rules and regulations are followed by festival staff & Health Department. To set an appointment to meet prior to the festival, call, text or email Heather Moggia at 408.858.8694 or heather@mhmmg.com.

For more information or questions regarding Temporary Events contact:
(408) 918-3400 and ask to speak to Administrative Support for Temporary Events