We appreciate your interest in being a part of the inaugural Racing Festival of the South Food Truck Days. We are excited to be bringing this event to Oaklawn and to coincide with the greatest racing weekend of the season. Over the course of this 2 day event, Friday, April 13 and Saturday, April 14, 2018, Oaklawn expects to play host to close to 100,000 guests. We are looking for approximately 10 Food Truck Vendors with all the best they have to offer to join us in the Infield at Oaklawn for this festival as we bring the Mobile Food Community together with our paramount event, the Arkansas Derby.
Where and When
Friday April the 13th and Saturday, April 14, 2018 in the Oaklawn infield located at 2705 Central Ave. in Hot Springs, Arkansas 71901.
Registration Documents and Fees
Registration deadline for applicants is Wednesday, February 28, 2018. A non-refundable reservation fee of $350 (the "Reservation Fee") is required to be paid to Southwestern Catering Company, Inc. ("SWCC") by all Food Truck Vendors selected to participate in the two day 2018 Racing Festival of the South Food Truck Days. This reservation fee is due by March 15, 2018. Additionally, there is a $2,150 flat fee that will need to be paid by each participating Food Truck Vendor to SWCC no later than March 30, 2018. Submittal of application does not guarantee participation. SWCC and Oaklawn Jockey Club, Inc. ("Oaklawn") reserve the right to reject any application, and to revoke acceptance of any application if any required payment is not made as set forth herein, or if the vendor otherwise fails to abide by the other terms set forth in this application. All accepted Food Trucks Vendors will receive a confirmation letter by March 5th. This event is rain or shine. By submitting the Reservation Fee payment, you hereby agree to all terms set forth in this application form.
It is the vendor’s responsibility to meet all city and state permits and to be familiar with, and to abide by, all Arkansas Health Department codes and regulations. Documents required for participation consideration are listed below. Please do not send expired documents.
- Completed Registration Form;
- Photo of Truck;
- Menu- Limited to no more than 5 items per vendor. All items on their menu will need to be executed in less than 2 minutes;
- Copy of Arkansas Health Department License;
- Copy of your Hot Springs business/operating license;
- Customary certificate of general liability insurance listing Southwestern Catering Company, Inc. and Oaklawn Jockey Club, Inc. as additionally insureds with respect to this event and related activities.
Checks should be made payable to Southwestern Catering Company, Inc.
Mail to: PO Box 699 Hot Springs, Arkansas 71902
Participating vendors will need to load in for the festival Thursday, April 12, 2018 at 6 pm, and need to be staged in the Oaklawn North Parking Lot no later than 5:30 pm on that day. Participating vendors will be given one parking pass to park in the infield. On Friday, April 13, 2018 participants will be allowed to drive through the vehicle tunnel underpass to/from the infield between the hours of 8 am-10:30 am and after the last race. On Saturday, April 14, 2018, the tunnel will be open from 7 am-10 am and after the last race.
Weather and Ground Surface
The Racing Festival of the South Food Truck Days will take place rain or shine. The Festival is an outdoor event that is located solely on grass. There will be some locations that are not level. Vendors should come prepared for the weather. Tents, canopies and pop-ups must be secured to withstand wind and weather. The infield will be provided for the event in its AS-IS condition, without any representation or warranty from Oaklawn or SWCC. It shall be the responsibility of each participating vendor to inspect the area of the infield to be used by the vendor in order to determine for itself that the condition is satisfactory for the vendor's intended purposes.
The infield shall be used by the participating vendor solely for the purposes contemplated hereby, and shall not be used for any other unrelated purpose without the prior written consent of Oaklawn. Each participating vendor shall conduct its activities in a safe and commercially reasonable manner, in compliance with all applicable laws, and rules and regulations of governmental agencies or authorities, and shall not permit any activities which are inherently hazardous or dangerous, or which are otherwise obnoxious or create a nuisance.
Oaklawn will provide its customary security during event hours only. None of Oaklawn, SWCC, or their respective staff or volunteers assumes any responsibility or liability for loss or damage to any equipment or other property. It is further acknowledged and agreed that neither Oaklawn nor SWCC shall have any liability arising out of the participating vendor's use of Oaklawn's premises with respect to this event, or any sales or other activities conducted by the vendor in connection therewith.
All trucks MUST have a working fire extinguisher on site, serviced within the past year.
Trash cans and removal will be provided by Oaklawn. Vendors are responsible for keeping their area clean. DO NOT dump water, grease or any other liquid onto the grass. Ice chests or other containers should not drain onto the grass.
Participating vendors will not be permitted to exit the infield until approximately 8 pm on Saturday, April 14, 2018, and must exit the infield once authorized and before 10:00 pm that night. Leaving early will not be permitted for the safety of those attending. Please remain open even if you are sold out of items. It is important to remember that when customers see a vendor shutting down, they will generally stop buying.
A refrigerated truck will be provided for extra cold storage. There will also be a lockable dry storage building for vendors. All items should be picked up before 8pm on Saturday April 14, 2018. In addition, five (5) 25lb bags of ice will be provided per day, with additional bags for $2.00 each, while supplies last.
All participating Food Trucks must be self-contained or run off a “quiet” generator, no more than 70 db. No electricity or water will be provided.
This is a non-ticketed event. All attendees will pay directly to the vendor. Each vendor will be responsible for their own sales. Oaklawn will provide a secure Wi-Fi login for participants to use, subject to events outside Oaklawn's reasonable control.
Oaklawn will be promoting this event and all vendors participating through several different media outlets. There will be a press release regarding the 2018 Racing Festival of the South Food Truck Days and all participants. In addition, vendors may participate in any of the morning shows that will be broadcasting from Oaklawn on 2018 Racing Festival of the South Food Truck Days, subject to appropriate scheduling and the broadcaster's requirements. The Oaklawn website, as well as social media outlets including Facebook, Twitter and Instagram will be used to promote the 2018 Racing Festival of the South Food Truck Days and vendor participants. Oaklawn will also run an ad in our daily racing program on one or more 2018 racing days and a list of all participating vendors will be included in some in-house TV spots during our 2018 racing season. Participating vendors will also be listed in Oaklawn’s “Where it’s at” map for the 2018 Racing Festival of the South Food Truck Days. Each participating vendor consents to the use of its name, logo, website address, and general food description for these purposes.
Racing Festival of the South Food Truck Days Menu Specifics
Each truck will need to identify one signature item. This item will be listed as your featured item and Oaklawn will use this to promote your business in connection with this event.
- Menus need to be limited to five (5) quick-serve items, so as to enable more patrons to be served and to hopefully increase your sales.
- Turn-around should be 2 minutes or less.
- Menus are required to be submitted to Oaklawn and should be advertised on your truck. Prices of food items must be clearly displayed along with all methods of payment accepted. Tax must be included in the menu pricing.
- No beverages may be sold or given away by food trucks.
- The DAY OF menu should only be the food that you are serving at the 2018 Racing Festival of the South Food Truck Days along with the price including tax. Menus that have items covered with duct tape or the like will not be permitted.
Questions or concerns? Contact Karie Hobby 501.623.4411 Ext. 252 KHobby@Oaklawn.com