Form Center

2. 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.

   Please complete this form by the date specified in your confirmation email

4. 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.

6. Date: July 19, 2024
   Event Hours: 7 p.m. – 9 p.m.
   Food Service Hours: 6 p.m. – 9 p.m.

7. July 19, 2024

   1. Yes
   2. No

9. Date: August 2, 2024
   Event Hours: 7 p.m. – 9 p.m.
   Food Service Hours: 6 p.m. – 9 p.m.

10. August 2, 2024

    1. Yes
    2. No

12. Date: September 6, 2024
    Event Hours: 7 p.m. – 9 p.m.
    Food Service Hours: 6 p.m. – 9 p.m.

13. September 6, 2024

    1. Yes
    2. No

15. Date: Friday, August 16, 2024
    Event Hours: 7 pm – 9 pm
    Food Service Hours: 6 pm – 9 pm

16. August 16, 2024

    1. Yes
    2. No
18. Company Name*
20. Company Contact Name(s)*
22. Address*
23. City*
24. Postal Code*
26. Phone*
27. Cell*
28. Email*
30. Event Contact Name*
32. Phone*
33. Cell*
34. Email*
36. Food Vendor Fees

    1. $50 – Food Vendor
    2. $0 – Food Vendor Canada Day Package
38. 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.

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

    1. Truck
    2. Trailer
    3. Cart
    4. Tent
    5. Other
44. Please specify Other
46. Please indicate the size and footprint of your truck/trailer/cart and the side of service (e.g., passenger’s side, driver’s side).
48. 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.

    1. I confirm my food truck is self-sufficient
52. Required Documentation

    Please submit the following documentation.

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

54. A current approved Fire Inspection certification
56. Fraser Health - Temporary Food Premises Permit
60. 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.

62. Do you follow PCI DSS?

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

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

    1. Yes
    2. No
66. Who is the acquirer that you use for business? (e.g. Square, Moneris, PayPal, etc.)
68. Please list the forms of payment that you will use? (e.g. Cash, Tap, Swipe, Electronic, etc.)
70. What are your estimated sales for the event?
72. Payment Terms
    • A 25% holdback fee will be charged once an invoice has been issued.
    • A 50% holdback fee will be charged to all vendors withdrawing 16 to 60 days prior to the event.
    • No refund will be given if a vendor withdraws 1 to 15 days prior to an event.
76. 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. The vendor will provide all company signage, promotional materials and supplies needed for the event.
    7. Cancellation/Event Withdrawal – Vendor cancellation/withdrawal from the event must be submitted in writing no less than 15 days before the event. Failure to provide advanced cancellation notice will impact a vendor’s acceptance into future City of Coquitlam events.
78. 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
80. 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
Leave This Blank:


82. 1. Receive an email copy of this form.
83. Email address

    This field is not part of the form submission.

84. Submit

* indicates a required field