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2. Please complete this form by Sunday, March 23 at 11:59 p.m.. An invoice will be issued shortly; payment must be made within 10 days of the invoice being issued in order to receive final acceptance. 

   NOTE: Final vendor acceptance will not be confirmed until all requirements and payment have been met.

4. Date*

   1. Friday , July 18, 2025
   2. Friday, August 1, 2025
   3. Friday, September 5, 2025

   Location: Town Centre Park – Community Plaza Stage and Lot D
   Event Hours: 7 p.m. – 9 p.m.
   Food Service Hours: 6 p.m. – 9 p.m.
   Set Up Time: 3 p.m. – 5 p.m.
   Strike Time: After 9 p.m.

6. Company Name*
8. Company Contact Name(s)*
10. Address*
11. City*
12. Postal Code*
14. Phone*
15. Cell*
16. Email*
18. Event Contact Name*
20. Phone*
21. Cell*
22. Email*
24. Food Vendor Fees

    1. $50 – Food Vendor
    2. $0 – Food Vendor Canada Day Package
26. Food Preparation Method*

    To assist with placement, please indicate your food preparation methods.

    1. Propane BBQ
    2. Briquettes BBQ
    3. Microwave
    4. Grill
    5. Deep Fryer
    6. Other
28. Please specify Other
30. Food Service Type

    1. Truck
    2. Trailer
    3. Cart
    4. Tent
    5. Other
32. Please specify Other
34. As a tented food vendor, please describe your plans for onsite meal prep, onsite cooking and post event cooking waste disposal.
36. Please indicate the size and footprint of your truck/trailer/cart and the side of service (e.g., passenger’s side, driver’s side).*

    Note: Accurate measurement is essential to ensure adequate space at the event

38. Are you serving from *

    1. Passenger Side
    2. Driver’s Side
    3. N/A
40. This vendor opportunity does not provide logistics support (power or water); please check this box to confirm your food service truck/trailer/cart is self-sufficient.*

    1. I confirm
42. I agree that event placement is at the sole discretion of the event organizers. *

    1. I agree
46. Required Documentation

    Please submit the following documentation; below documentation is due by Sunday, March 23.

    Vendors that have all documentation submitted sooner may receive final acceptance earlier.

    1. If directed by City Staff: Certificate of Insurance – minimum $2 million Liability Insurance, listing the City of Coquitlam as an additional insured.
    2. Fraser Health/Vancouver Coastal Health: Food permit
    3. Fire Inspection: Approved fire inspection from Greater Vancouver Fire Chief’s Association (GVFCA)
    4. Payment is received 10 days after an invoice is issued
50. Purchase Card Industry Data Security Standards (PCI DSS) Compliance

    Please note: the City of Coquitlam must ensure that all vendors comply with Purchase Card Industry Data Security Standards (PCI DSS).

    Note: In order to accept electronic payment, you must complete this  information for approval.

52. Do you follow PCI DSS?*

    If no, further approval will be required to use electronic forms of payment.

    1. Yes
    2. No
54. Will you be accepting electronic payment? (e.g. Visa, MasterCard, Interac, etc.)*

    1. Yes
    2. No
56. Who is the acquirer that you use for business? (e.g. Square, Moneris, PayPal, etc.)*
58. Please list the forms of payment that you will use? (e.g. Cash, Tap, Swipe, Electronic, etc.)*
60. What are your estimated sales for the event?*
62. Payment Terms
    1. A 50% holdback fee will be charged once an invoice has been issued 
    2. A 75% holdback fee will be charged to all vendors withdrawing 16 to 60 days prior to the event.  
    3. No refunds will be given if a vendor withdraws 1 to 15 days prior to an event.
66. Agreement Terms and Conditions
    1. Supplies – All vendors are required to provide all supplies and equipment needed for the event.
    2. Water and Handwashing – All food vendors are required to provide their own hand washing stations, ensure adequate water services and collect water back to their food vending station.
    3. Site Cleanliness – All vendors are required to remove any waste or products and leave the event area as you found it; a damage deposit may be charged for future event participation for any vendors who do not follow these guidelines and future event eligibility may be affected.
    4. Damages and Waste Removal – The Vendor shall, within 10 days of a demand from the Event Organizer, pay all reasonable costs or expenses incurred by the Event Organizer to repair any damage or remove waste from the Event Area or the Event facilities or equipment caused by the Vendor’s use of the Event Area.
    5. Vendor Booth/Designated Event Area – The vendor’s booth or designated event area will be determined by the City and use of the site will be subject to all rules and conditions imposed by the City.
    6. Permits/Licenses – All vendors are required to obtain all necessary permits, licenses and approvals and to operate in compliance with all rules, bylaws, laws and regulations.
    7. PCI DSS Compliance (ensuring the secure handling of electronic information) - In the event a Vendor is provided internet access by the City, or the Vendor otherwise has access to the City’s information security assets, the Vendor acknowledges and agrees that such access is provided on an individual basis, may not be shared and will terminate at the end of the event.  The Vendor further agrees to report loss, theft, misuse or potential misuse of passwords, access cards, keys or other control credentials to the City within 24 hours by emailing Facilities Customer Service and Security, take immediate steps to mitigate the harmful effects of such incident and report the incident and all relevant details to the City by calling 604-927-3600 and emailing Security.  The Vendor agrees to cooperate with and assist the City in the investigation and resolution of any such incident.
    8. Roving Promotions/Sales – Promotion/Sales of any and all vendor activities must take place at the vendor’s booth or designated event area.  There will be no roving promotion/sales throughout the event site or event facility except for approved Corporate Partners.
    9. Timeliness - Food vendors that arrive late to the event may not be permitted to operate. Payment refunds will not be available and this may jeopardize acceptance into future events. 
    10.  Vendor Withdrawal Terms – Vendor cancellation/withdrawal from the event must be submitted in writing no less than 30 days before the event. A 75% holdback fee on the Vendor Participation Fee will be charged to all vendors withdrawing 60 days prior to the event.  No refunds will be given if a vendor withdraws 1-15 days prior to an event. Food Vendors that have not submitted a valid Fraser Health Food permit or received an approved fire inspection from Coquitlam Fire and Rescue by the deadline may not receive confirmed acceptance. Invoice fees paid will be refunded with a 50% holdback fee. Failure to provide advanced cancellation notice will impact a vendor’s acceptance into future City of Coquitlam events.
    11. Code of Conduct - All vendors, staff and volunteers must follow the City of Coquitlam’s Code of Conduct while on City facility.
    12. Liability and Release - The Event Organizer shall not be liable for any damage or injury caused to the vendor or any person claiming through or under the Event Organizer or its or their property while in the Vendor Area. The Vendor hereby releases the Licensor and its officers, employees, agents, consultants, and contractors (the “Licensor’s Representatives”) and waives any rights, including rights of subrogation, it may have against them for compensation for any loss or damage occasioned by the Licensee or any person claiming through or under the Vendor Area.
    13. Indemnity - The vendor hereby irrevocably undertakes to indemnify, defend and save harmless the Event Organizer and the Event Organizer’s Representatives from and against all losses, claims, suits, costs, actions, damages, liabilities and expenses arising out of any act or omission of the Licensee, whether occurring in and about the Vendor Area or arising out of any breach by the Licensee of any provision of this Agreement.
    14. Compliance - The vendor will comply with all statutes, bylaws, regulations, ordinances or other laws in force during the Use Period pertaining to the event operations or use of the Vendor Area. The Vendor will abide by all rules, regulations and directives made by the Licensor from time to time pertaining to the use, operation, safety, care or cleanliness of the Licensor’s facilities or the Vendor Area. The Licensor will not be responsible for the non-observance or violation of any rules, regulations or directives by any other person.
    15. License Area – The Vendor acknowledges that the Vendor Area is being provided by the City “as is” and that the City has not made any warranties or representations with regard to the condition of the Vendor Area. The Vendor shall keep the License Area in a clean, sanitary and safe condition and shall, at the end of the Use Period, return the Vendor Area to its original condition. The Event Organizer has the right, at any time, to enter the License Area for any purpose, including inspection. 
    16. Permits/Licences – All vendors are required to obtain all necessary permits, licences and approvals and to operate in compliance with all rules, bylaws, laws and regulations.
68. Agree to Terms and Conditions*

    By checking "I agree" you indicate that you have read, understand and agree to comply with and be bound by the terms and conditions set out in this Vendor Agreement/Logistics Form.

    1. I agree
70. Freedom of Information and Protection of Privacy Act*

    By checking “I agree” you have read, understand and agree to comply with and be bound by the terms and conditions set out in this Vendor Agreement/Logistics Form. Information provided on this form is considered contact information and is not subject to the British Columbia Freedom of Information and Protection of Privacy Act. The information provided will be used solely for the purpose of hosting a special event. Your information will not be used for any other purpose. If you have questions about this form or use of your information, please contact Heidi Hughes, Tourism & Visitor Economy Manager, City of Coquitlam at 604-927-3699.

    1. I agree
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72. 1. Receive an email copy of this form.
73. Email address

    This field is not part of the form submission.

74. Submit

* indicates a required field