the form of Agreement for - Borough of Ramsey

A Taste of Ramsey 2012 - Agreement
Date: Sunday, September 30, 2012
Time: 1:00 pm to 4:00 pm
Location: Ramsey Main Street Train Station Parking Lot
This Agreement is between The Borough of Ramsey, 33 North Central Avenue, Ramsey, New Jersey,
(“the Borough”) and ___________________________________ (”the Restaurant”). Contact information for
the Restaurant is as follows:
(Contact Person) ________________________________
(Business Address): _____________________________
(Business Phone):_______________________________
(Cell Phone): ___________________________________
(e-mail):________________________________________
I. EVENT RULES AND INFORMATION
A Taste of Ramsey is an annual event that began in 2008 as part of Ramsey’s Centennial Celebration. The
event typically draws approximately 700-1000 visitors. Please plan on preparing enough food to serve at least
300-500 servings from your table.
The Restaurant shall prepare and serve food in sample portions to sell for $1, $2, or $3 per portion at the event.
It is suggested that $3 samples are reserved only for very high-end items and that the majority of items sold are
either $1 or $2.
Customers will purchase these sample portions from the Restaurant using tickets sold by the Borough, each of
which are equivalent to $1 towards food and beverage purchases. The Restaurant will collect the tickets during
the event in an envelope provided by the Borough. At the conclusion of the event, the Restaurant must count
the number of tickets collected, write the amount on the outside of the envelope and return the tickets in the
envelope to the Borough before departing the event. The Borough will, by October 31, 2012, mail a check to
the Restaurant in the amount of 50% of the value of tickets received; the Borough will retain the remaining
50%.
The Restaurant’s fee for participating in this event is $100, payable to the Borough of Ramsey, plus fifty
percent of the Restaurant’s proceeds as described above.
This event will be held rain or shine, but in case of severe weather, the Borough may, at its discretion,
reschedule, relocate or cancel the event as it deems appropriate.
The event will be under a tent – minimum size 40’ x 120,’ in the Ramsey Main Street Train Station Parking Lot.
The Tent will be erected the day prior to the event, and will be available for Restaurants to enter and begin setup
by 10:00am on the day of the event. Restaurants may drop off their equipment near the tent but must park in
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the far rear of the parking lot prior to the start time of 1:00pm. There is a public restroom located in the Ramsey
Main Street train station which will remain open for the duration of the event.
II. COOKING/SERVING AREA RULES:
TABLE: Borough will provide Restaurant with one 8-foot x 30” table with a white linen cloth and table skirt
upon which to prepare and serve food. Subject to available space, additional table space may be available for
purchase by Restaurant for a fee of $75 per table.
ELECTRICITY: Electricity is available on a limited basis, first come, first serve. If you require electricity
you MUST inform the Borough upon signing this agreement by completing a form with the Borough Fire
Code Official. Only 110 volt equipment is permitted.
COOKING: Sterno flames are permitted under the tent, but no other open flames are permitted under the tent.
Any cooking grills must be approved by the Borough’s Fire Code Official one week prior to the event and
must be located outside the tent in a location to be determined by the Borough Fire Code Official. Water for
sterno trays will be available, but must be set up no later than 12:00pm on the day of the event. If you will be
using an open flame you MUST inform the Borough upon signing this agreement and you MUST fill out
a form with the Borough Fire Code Official.
PAPER/PLASTIC: Borough will provide each Restaurant with a supply of 7” plastic plates, plastic forks,
knives, and spoons, and dinner napkins. Any other type of serving cups, bowls or serving utensils are the sole
responsibility of the Restaurant. Sterno and sterno trays are the sole responsibility of the Restaurant.
TABLE AREA SIGNAGE: The Borough will provide each Restaurant with an 8”x10” sign for their name,
menu and pricing, however the menu with prices MUST be provided to the Borough no later than Monday,
September 17 th . The Restaurant may bring other promotional items to the event to be displayed, space
permitting, on the Restaurant’s table or at the ticket selling area. The Restaurant is encouraged to be creative
with decorations so long as the decorations stay within the Restaurant’s assigned table area.
III. ADVERTISING/PROMOTION/ENTERTAINMENT:
ADVERTISING: Borough will provide all advertising and promotion of the event as it sees fit, including flyers,
posters, social media, newspaper postings and/or articles, e-mail, etc, however the Restaurant may also
advertise or promote the event if desired.
PROMOTIONAL MATERIALS: Participating restaurants may distribute menus, flyers, coupons or other
promotional materials to distribute at the event. These materials will be either displayed at a table/booth
managed by the Ramsey Chamber of Commerce at the event, at the front ticket sales table, or provided in giveaway
bags to ticket-purchasers at the event, depending on the size, nature and quantity of the promotional
materials. Please contact Robert Tilton, President of the Ramsey Chamber of Commerce, at
rob@wirelessworldoframsey.com or (201) 818-7171 with a description of the proposed promotional materials
by September 17, 2012 (or sooner if possible) to allow for appropriate advanced planning of the promotional
display areas. These promotional opportunities are intended to take the place of the event journal, which has
been discontinued for this year’s event.
PRE-SALE OF TICKETS: The Borough will be pre-selling tickets to the event at the Ramsey Farmers’ Market
and at Borough Hall prior to the event. Tickets will also be sold on the day of the event and during the event.
Tickets will be custom printed to prevent forgery or duplication.
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Participating Restaurants may take a quantity tickets to pre-sell at their business premises, up to the date of the
event, at face value ($1/ticket). Participating restaurants will be notified when tickets are available to be picked
up at Borough Hall for pre-sale. The face value of sold tickets, along with any unsold tickets, shall be returned
to the Borough of Ramsey. Prior to the event, pre-sale proceeds and unsold tickets are to be returned to the
Ramsey Borough Clerk’s office. At the event, pre-sale proceeds and unsold tickets are to be returned only to
the following individuals, at least one of whom will be present at the event: Bruce Vozeh, Borough
Administrator, Meredith Bendian, Borough Clerk, Sherry Richards, Deputy Borough Clerk, or Vanessa Jachzel,
Ramsey Council Liaison. No other individuals are authorized to receive pre-sale proceeds or tickets at the event.
LIVE MUSIC/COOKING CONTEST/DOOR PRIZES/FARMERS’ MARKET: The Borough will provide live
music for the event, will host a cooking contest (this year’s theme will be a decorative cake contest-Harvest
theme), and may provide door prizes to ticket purchasers. There will be a wine tasting area at the event hosted
by the Ramsey Golf and Country Club. There will also be a farmers market prior to and possibly during some
portion of the event, also located in the train station parking lot. These events will be promoted by the Borough
along with A Taste of Ramsey.
IV. RESTAURANT’S OBLIGATIONS AT THE EVENT
1. All cooking and other special equipment or electric based equipment must be delivered and set up for
inspection by the Borough Fire code Official by to your assigned area by 11:00 am.
2. Sterno trays must be filled with water and set up by 12:00 noon
3. The Restaurant must be prepared to serve customers promptly at 1:00 pm. Please do not be late as
this is very disruptive to the flow of the event.
4. The Restaurant may use only the space and tables assigned to it.
5. The Restaurant must provide food and maintain the table and sales until 4:00 p.m. No Restaurant may break
down and leave early unless permitted by the Borough.
6. The Restaurant must ensure all garbage is bagged and placed at designated waste disposal bins; will dispose
of wastewater at designated wastewater disposal locations; will remove and dispose of oil and grease off-site at
an approved location; will place all recyclables at designated recycling bins. Any fines arising out of improper
disposal practices will be the responsibility of the Restaurant and must be paid in a timely manner.
7. The Restaurant agrees to keep the area in and around the booth clean during the event and to clean up the
booth area at the end of the event.
8. TICKET COLLECTION. The Restaurant will collect all tickets received for food/beverage purchases at the
event in the envelope provided with the Borough. At the end of the event, the Restaurant must count the
number of tickets, and mark its count on the outside of the envelope. Envelopes are to be returned to either the
Borough Administrator, Borough Clerk, Deputy Borough Clerk or Council Liaison at the conclusion of the
event. The Restaurant understands and agrees that the Borough will re-count all tickets to verify the number of
tickets collected prior to issuing payment; Upon confirmation, the Borough will mail the Restaurant a check for
an amount equal to fifty percent of the total tally ($0.50 per ticket). Checks will be issued by October 31, 2012.
9. The Restaurant agrees to comply with all rules, regulations and directives of the Borough Fire Code
Official at the event.
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V. HOLD HARMLESS
it is further understood and agreed that:
a. The Restaurant is an independent vendor and not an employee of the Borough of Ramsey or the
Police Department of the Borough of Ramsey.
b. The Restaurant agrees to indemnify and hold harmless the Borough of Ramsey, the Governing
Body of the Borough of Ramsey, and all of its officers, agents and employees of and from any and all liability
for damages for injury to person and property, including death, and against and from all suits and actions and all
costs, damages and changes of whatsoever kind and nature, including attorneys’ fees to which the Borough may
be put for or on account of any injury or alleged injury to person, including death, or property, resulting from
the Restaurant’s participation in the Borough’s Taste of Ramsey event, or by or in consequence of any neglect
or omission of the part of the Restaurant, whether such operations, or the absence thereof, be by the Restaurant
or anyone directly or indirectly employed by the Restaurant.
c. The Restaurant shall hold the Borough of Ramsey harmless for damages to the Restaurant’s
equipment utilized.
In order to properly plan this event and prepare printed materials, this Agreement, along with the
attached Menu and Equipment Form, must be returned to the Borough by September 17, 2012.
All approvals by the Borough Fire Code Official are the sole responsibility of the Restaurant. Any
permit applications for cooking equipment must be promptly completed by the Restaurant.
Signed this _________ day of __________________, 2012 as the binding act in deed of
____________________________________
Name of Organization
____________________________________
Authorized Signature and Title
____________________________________
PRINT – Authorized Signature and Title
Please return, along with $100 check payable to Borough of Ramsey, to:
Borough of Ramsey
33 North Central Avenue
Ramsey, NJ 07446
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A Taste of Ramsey 2012 - Menu/equipment form
Return to Borough Hall by September 17, 2012
Name of Restaurant: _____________________________ __________
Contact name(s): ____________________________________________
Phone numbers (business AND cell phone) ___________________________________________
E-mail address: ____________________________________________
PROPOSED MENU: (two to four different items are recommended)
Item (please describe exactly as you would like it to appear on the menu): Price (# of Tickets):
________________________________________________ _________________
________________________________________________ _________________
________________________________________________ _________________
________________________________________________ _________________
Proposed electrical cooking/cooling equipment: Electricity is limited at the site so please describe your
needs as fully as possible and whether these can be replaced by other means if need be. Cooking equipment is
subject to approval of the fire official and it is your responsibility to obtain and complete all forms required by
the fire official.
_____________________________________________________(amperage)__________
_____________________________________________________(amperage)__________
_____________________________________________________(amperage)__________
Proposed non-electrical cooking equipment (please describe in detail). Cooking equipment is subject to
approval of the fire official and it is your responsibility to obtain and complete all forms required by the fire
official.
______________________________________________________________________
______________________________________________________________________
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