Pointers to sections below:

• Selection Process
• About Concession Stands
• Menus, Food and Prices
• Insurance, Permits and Licenses
• Sales Reporting Requirements
• Food Stand Operation & Employees
• Your Responsibility
• Phone Numbers

Definitions

• OSFEC: The Oregon State Fair & Exposition Center
• Concessionaire: The operator of a food concession stand at the Oregon State Fair
• Food Stand: A trailer, canopy, tent or building for serving food to the patrons of the Fair

Selection Process

How Does the Oregon State Fair Select Concessionaires?

During the run of the Fair, there are usually about 65 food stands open. About 15 of those stands are contracted to the year-round concessions company that has a long-term contract with OSFEC. This leaves approximately 50 food stands to be offered to private companies, non-profit enterprises, or corporate food concession companies for the purpose of selling food or drinks to the public during the eleven day run of the Fair. OSFEC grants a License to do Business to concessionaires who qualify. Most food stands have pre-determined menus for the purpose of maintaining an appropriate balance of food types, desserts, etc., in specific locations.

The term for each License to do Business is one Fair season. However, at the discretion of OSFEC, Licensees may be offered a renewal up to 4 times. This means that some concessionaires may be here for up to five consecutive years before needing to apply again.

Applications are not sent out until a particular food stand becomes available - OSFEC will then mail out applications, along with a Food Concession Opportunity Letter describing the food stand and qualifying requirements, to the following parties:

• Concessionaire on OSFEC’s mailing list who has a featured menu that generally matches the menu requirements for a particular stand.
• Concessionaire that has had a food stand at the Fair within the previous two years, and whose featured menu generally matches the menu requirements for a particular stand.
• Any concessionaire who contacts OSFEC based on an announcement on OSFEC’s website, State of Oregon ORPIN website or any other media or publication, and whose featured menu generally matches the menu requirements for a particular stand.

What determines if a concessionaire will be awarded the stand they’ve applied for?

A selection committee scores the qualified applications. The highest scoring applicant is awarded the stand, based on the following criteria:

• Description of food product, handling, safety, storage and packaging
• Past experience with similar events, including references*
• Stand appearance, serving areas, menu boards and banners, employee uniforms and customer service training

*For returning applicants, past experience may be based on evaluations and compliance from the previous Fair.

More specific details for the above criteria will be shown on the application.

How much does OSFEC charge to operate a food stand at the Fair?

Payment to OSFEC is a pre-determined percentage of gross sales, usually 22% to 30%, depending on location, past history and other factors. OSFEC audits daily sales based on cash register receipts. A deposit is due before the Fair (usually by June), with the balance (percentage payment) due no later Friday after conclusion of Fair. The deposit will reduce the percentage payment. If the percentage payment is less than the deposit, OSFEC shall not be required to refund any portion of the deposit to the Licensee. For small, “low impact” or pushcart type stands, there may simply be one flat fee. This arrangement is at the discretion of OSFEC.

What about unique, unusual or specialized ethnic foods?

OSFEC encourages unusual or specialized foods on a limited basis. Therefore, we try to offer one or two Introductory Stands each year, subject to availability. Introductory Stands have open menus and will be scored on the usual criteria and the uniqueness of the menu for that particular location.

You will probably NOT be eligible to operate a food concession if any of the following apply:

• You are just “starting out” and have no experience operating a food stand
• You are unable to obtain a $1,000,000 commercial general liability insurance policy
• You are unable to pay an early deposit of $2500 to $7000
• You are unable to obtain a temporary food vending license from the Marion County Health Department

About Concession Stands

What are the different types of concession stands at the Oregon State Fair?

The type of stand permitted at each concession site will depend upon the location and available utilities. The different types and descriptions are as follows:

• Permanent Structure: A building owned by the Oregon State Fair and permanently located on the fairgrounds.
• Canopy: An aluminum-framed portable structure with non-rigid top and/or sidewalls. Canopy must be either owned by the Licensee and meet local Fire Marshal regulations; - or- must be supplied at the Licensee’s expense from the OSFEC’s canopy contractor. Canopies must be clean and in good condition at the time of installation.
• Trailer: A transportable food stand with built-in cooking or prep equipment. Trailer must not extend beyond the indicated dimension for the described stand; however, if the trailer depth is less than the indicated dimension, the remaining area can be used for storage provided the storage area is screened from the public. Trailers must be clean and well maintained.
• Cart: A portable self-contained pushcart or canopy, taking up less than 10 ft X 10 ft of space with no utilities available. At the discretion of OSFEC, these may be on a flat fee payment, instead of a percentage payment.

What type of utilities and hook-ups are provided for the concession stands?

Provided utilities vary with location and will be indicated on the Food Concession Opportunity letter. Your utility requirements must be indicated on your application. Most Food Court locations come with at least 100 amps of power, natural gas, water and sewer. Licensees are totally responsible for all hook-ups except electricity, which OSFEC electrician will provide at no charge. The natural gas company will turn on gas lines only upon approval of correct hook-ups. Water and sewer hook-ups must conform to all local codes, including proper anti-backflow devices. If you are unsure of these regulations, do not wait until you are moving in to learn them! Concession stands will not be allowed to open if any utility hook-ups are substandard.

Plan to have on-hand the proper equipment and supplies, such as: portable sinks, hot water heater, PVC pipe materials, tools and more.

Menus, Food And Prices

Can concessionaires charge whatever they want for their products?

Fountain soft drink prices are controlled by OSFEC, and all stands must sell fountain soft drinks for the same price. Other menu item prices must be submitted with your application and are subject to approval by OSFEC. OSFEC reserves the right to add, delete or modify prices on any menu item. All requests for food prices or menu changes during the run of the fair must be submitted to OSFEC. Concessionaires should keep in mind that pricing specials are encouraged, such as “value meals,” “kid’s meals,” “combo plates,” etc.

Are serving sizes and ingredient qualities standardized?

OSFEC food stands must meet minimum quantity and quality standards. Any deviations from these standards will require OSFEC approval.

Here are the MINIMUM quantity and quality standards for ten popular State Fair food menu items:

• Hamburgers: No less than 5 patties to the pound (pre-cooked weight). No more than 20% fat, 8% water, and 4% texturized protein. Beef must be USDA approved. Served on a bun no smaller than 4 inches diameter, sesame seeds are optional. Must be cooked to 160 degrees.
• Hot Dogs: Wieners may be all beef, combination beef or pork, or poultry. Must be USDA approved, with protein content of at least 15%. If poultry wieners are used licensee must list that information prominently on menu boards. Must be warmed to 155 degrees.
  • “Regular” hot dogs must use at least an 8-to-a-pound wiener with at least a 6 inch bun
  • “Long”, or “Foot Long” hot dogs must use at least a 5-to-a-pound wiener, 10 inches long served on an 8 inch bun
  • “Corn Dogs” or “Pronto Pups” must use at least a 10-to-a-pound wiener, dipped in a good quality batter, frozen accepted, hand-dipped preferred.
• Chicken: Must use USDA-approved whole chickens or chicken parts. Fresh or frozen. Must be cooked to 165 degrees.
• French Fries: Grade A Line Flow or better, fresh or frozen. No less than 4 ounces per serving. At least 70% to be 2 inches in length or longer.
• Soft Ice Cream: All natural, minimum 6% butterfat
• Hard Ice Cream: All natural, minimum 12% butterfat
• Frozen Yogurt, Or Low Fat Ice Cream: Must be labeled as such on menu board
• Milk: Only 100% real dairy products will be allowed. Milk to be homogenized and at least 1% milkfat. Non-fat milk, if served, must be labeled as such on menu board.
• Coffee: #2 grind, drip or percolated, minimum 8 oz serving. “Instant” coffees are not allowed. Decaffeinated coffee must be labeled as such.
• Soft Drinks: Ice must be available for fountain soft drinks and shall be limited to 1/2 cup or less. Fountain drinks may be post-mix or pre-mix and MUST be regulated to soft drink vendors’ specifications. Three cup sizes must be offered: 12 ounce (posted as “child size”), 16 ounce (posted as “small” size), and 32 ounce (posted as “large” size). Pricing for all fountain drinks shall be determined by OSFEC and will be uniform at all OSFEC licensed concession stands.

All concessionaires will be given a Fairtime Food Concessions Sanitation Manual, and are contractually obligated to familiarize themselves and their employees with it.

Insurance, Permits and Licenses

Do concessionaires need Insurance?

All concessionaires must maintain, throughout the term of the fair, the following types and amounts of insurance coverage:

• General Liability Insurance - Combined single limit per occurrence shall not be less than $1,000,000. Each annual aggregate limit shall not be less than $1,000,000. The State of Oregon, the Oregon State Fair & Expo Center, and its departments, divisions, officers and employees must be named as Additional Insured’s, with respect to the business conducted pursuant to the license.
• Automobile Liability Insurance – Combined single limit per occurrence shall be not less than $500,000. You may have this policy written in combination with the General Liability Insurance referred to above.
• Workers’ Compensation – All concessionaires that employ subject workers who work at the fair food stand MUST provide the required Workers’ Compensation coverage, and ensure that their subcontractors comply with these requirements.

It is very important that concessionaires furnish acceptable insurance certificates to OSFEC at least 30 days prior to the start of the fair. If proof of insurance is not on file when the fair begins, the affected food stand will not be allowed to open.

Are there any other local Permits or Licenses required to operate a food stand?

At least one worker in each stand must have a current Marion County Food Handler Card. ServSafe cards, or Food Handler Cards from other counties are generally accepted as an alternative. To obtain the Marion County card, one must take a short course covering food safety and food borne disease. These courses are offered at different times throughout the year for a nominal fee. Some stands may also need a Temporary Food Stand permit to operate. For more information about the Foodhandler Course and required permits, call Marion County Health Department at 503-588-5346.

Business corporation licenses and sales tax reporting are not required to operate a food stand at the Oregon State Fair.

Sales Reporting Requirements

Most food stands pay OSFEC a percentage. How is that amount determined?

All percentage payment food stands must operate with approved cash registers. The concessionaire must give the OSFEC, each day, a complete and accurate sales report for the previous day along with cash register tapes and any overring sheets. Blank sales reports and overring sheets will be provided to each food stand.

What is an approved cash register?

There are many lower cost cash registers that are not acceptable for use. Concessionaires must use only cash registers that include the following features and capabilities:

• Non-resettable grand total
• Non-resettable Z counter and Z reading
• Two station printer (separate journal and receipt tapes)
• Date & time printed on the detail tape
• “No Sale” transaction counter
• Two-way displays – registers must be placed at front counters in plain view of the customers
• Compulsory door mechanism (machine will not operate with drawer open)
• No duplicate receipt capabilities
• Operating manual must be available upon request by the OSFEC

Cash registers that meet these requirements are available to rent locally from Consolidated Business Machines, 1-800-466-4226.

Food Stand Operation & Employees

Concessionaire is solely responsible for set-up, operation, and maintenance of its concession stand. If the stand is located in an OSFEC owned permanent structure, the concessionaire must pay for all repairs, painting or upgrades. Any alterations or additions become the property of the OSFEC at the conclusion of the License or upon cancellation.

Storage

Storage for concession provisions, including foodstuff, ice, cups, etc. is limited to a space within the indicated dimensions of the concession stand. Provisions will need to be hand trucked in from the parking lots if sufficient storage is not available within or behind the stands.

Signs and adornment

Concessionaire will provide countertops, skirting, decorative items and menu boards necessary to efficiently operate its food stand. The menu board(s) must be approved by the OSFEC as to size and design. Hand lettered signs are not permitted. Flashing lights, flags, chasers and streamers may be subject to approval by the OSFEC. Certain brand names may not be allowed if there is a conflict with a current sponsor. Concessionaires will be informed as early as possible of any such sponsors, by the OSFEC.

Sanitation

Concessionaire is solely responsible for janitorial maintenance and trash removal within its food stand, all countertops and condiment tables. Trash placed in pre-designated areas will be removed by the OSFEC. Concessionaire must participate in any and all recycling programs developed by the OSFEC.

Grease and oil must be disposed of in containers furnished by the OSFEC from a certified disposal company. Grease or oil must NOT be poured down any storm drains, sinks or toilets.

Graywater must be disposed of in appropriate sanitary drains. If such drain is not available within the food stand, the concessionaire must rent a holding tank and schedule regular after-hour pumping service, at its own expense.

Employees

Personnel working for the concessionaire must at all times be well groomed and neatly and cleanly dressed or uniformed. Name tags must be worn so that the employee’s name is visible to patrons. Concessionaire must keep accurate records of employees’ names and addresses, which properly coincide with the name tag being worn. Concessionaires will train and closely supervise all employees to assure the highest standards of cleanliness, courtesy and service required.

Your Responsibility

Concessionaires are responsible for conducting their business pursuant to the terms of their contracts (License to do Business) in a highly professional manner and in accordance with OSFEC Rules and Regulations, which include the following and are made part of each contract:

• State of Oregon - Standard Terms and Conditions
• Oregon State Fair - Fairtime Food Concessions Special Terms and Conditions
• Oregon State Fair – Fairtime Food Concessions Sanitation Manual
• Any Addendum to the current year License to do Business

In addition to the above documents, concessionaires are expected to be familiar, knowledgeable and in compliance with food concession related laws and ordinances of other agencies and entities, including, but not limited to the following:

• State of Oregon and City of Salem Fire Marshal
• Marion County Health Department
• State of Oregon Bureau of Labor – Wage & Hour Division
• City of Salem Public Works Department – Environmental Compliance Section

This Overview is a summary of the Oregon State Fair’s Food Concessions Program. It is furnished for information only. The detailed State of Oregon Standard Terms and Conditions and the Oregon State Fair Special Terms and Conditions for Fairtime Food Concessions take precedence over this booklet at all times.

Phone Numbers

Wayne Petersen - Oregon State Fair Food Concessions Manager
   503-947-3246

Jeffery Mack - City of Salem Deputy Fire Marshal
   503-588-6245

Bob Anderson, R.S. - Marion County health Department
   503-588-5346

City of Salem Department of Public Works - Environmental Compliance
   503-588-6063

State of Oregon Bureau of Labor - Wage & Hour Division
   503-378-3292

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