Form Center

By signing in or creating an account, some fields will auto-populate with your information and your submitted forms will be saved and accessible to you.

Summer Concert Series Food Vendor Agreement/Logistics Form

  1. Coquitlam’s Summer Concert Series was voted "Outdoor Concert of the Year" by Tri-Cities residents! Come onboard to enjoy great music under the evening sky.

  2. Event Details

    Please select the date you have been selected to participate in.

    Agreement/Logistic forms to be submitted minimum 3 weeks in advance of event.

  3. Date: Friday, July 15, 2022
    Location: Town Centre Park – TD Plaza Stage 
    Event Hours: 6 p.m. – 9 p.m.
    Food Service Hours: 5 p.m. – 9 p.m.
    Form Deadline: June 24, 2022

  4. Friday, July 15, 2022*
  5. Date: Friday, August 5, 2022
    Location: Town Centre Park – TD Plaza Stage 
    Event Hours: 6 p.m. – 9 p.m.
    Food Service Hours: 5 p.m. – 9 p.m.
    Form Deadline: July 15, 2022

  6. Friday, August 5, 2022*
  7. Date: Friday, September 2, 2022
    Location: Town Centre Park – TD Plaza Stage 
    Event Hours: 6 p.m. – 9 p.m.
    Food Service Hours: 5 p.m. – 9 p.m.
    Form Deadline: August 12, 2022

  8. Friday, September 2, 2022*
  9. Food Vendor Fees

    Fees have been waived for Summer Concert Series. Vendor fees may apply for future events.

  10. Food Preparation Method

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

    *All Summer Concert Series Food Vendors must provide their own power and water.

  11. Food Service Type
  12. This low-cost vendor opportunity does not provide logistics support, including power or water, please check this box to confirm your food truck is self-sufficient.

    Using a Generator? Ensure barricades are in place to protect public contact. If placing on grass, use a protective base like plywood underneath.

  13. Required Documentation

    Please submit the following documentation.

    Note: Certificate of Insurance (if applicable) – minimum $2 million Liability Insurance (may be requested by staff)

  14. 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.

  15. Do you follow PCI DSS?

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

  16. Will you be accepting electronic payment? (e.g. Visa, MasterCard, Interac, etc.)
  17. Agreement Information

    The City of Coquitlam agrees to provide:

    • A hard surface, this may not be level 
    • Provide all company signage, promotional materials and supplies needed for the event.
    • Submit all forms and insurance documentation by the deadline
    • Follow all Fire Regulations.
    • Provide Temporary Food Premises Permit.
    • All Vendors are responsible to remove any cooking generated (food) waste and leave your area as you found it.  Contact site coordinator if you have any questions regarding waste disposal.
    • Failure to provide advanced cancellation notice may impact a vendor’s acceptance into future City of Coquitlam events.
  18. Terms and Conditions
    1. Site Cleanliness – All vendors are required to remove any waste or products and leave the event area as you found it.
    2. 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.
    3. PCI DSS Compliance - 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.
    4. 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.
    5. 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.
    6. 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.
    7. Cancellation/Event Withdrawal – Failure to provide notice of cancelation within 14 days notice may impact your participation approval in future City of Coquitlam events.
  19. 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.

  20. 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 Wondy Chan, Special Events Coordinator, City of Coquitlam at 604-927-6968.

  21. Leave This Blank:

  22. This field is not part of the form submission.