Food Vendor Guidelines

Application Process

Thank you for your interest in vending at WinterFest Columbus. All food vendors wishing to participate must first complete an application. Submitting an application does not guarantee acceptance. Once the application is submitted, NO changes may be made without contacting Event Management.

Application Deadline

Applications submitted by Monday, September 7, 2026 will receive first consideration. All completed applications will be carefully reviewed following this date. Submissions are evaluated based on the established selection criteria, including completeness, experience, vendor history, operational capacity, appearance, menu diversity, and available space. While applications may continue to be accepted after the first consideration date, priority is given to those submitted by the deadline. Typically, reviews are completed within 30 days of the first consideration date. All applicants will be notified of their acceptance or non-acceptance via email after the review process is complete.

Selection Process for Vendors

WinterFest Columbus will select vendors based upon the following criteria.

1. Completed application: All sections of the application must be fully completed. Applications containing “TBD,” placeholders, or incomplete responses are not considered complete.
2. Vending experience: Vendor has prior experience at this event or has demonstrated success in vending at comparable high-volume festivals or events.
3. Vendor History: The vendor/business owner must be in good standing with the City of Columbus, WinterFest Columbus, and other affiliated or past events.
4. Capacity: Vendor demonstrates the ability to efficiently serve large crowds (thousands of patrons) in an outdoor festival environment, including appropriate staffing, equipment, and logistics.
5. Appearance: Vending operation is aesthetically pleasing. All signage, graphics and images are family friendly, and do not contain anything obscene, vulgar or distasteful.
6. Menu offerings: Vendors are selected to ensure a diverse and well-balanced menu, while minimizing direct duplication of menu items. WinterFest Columbus is seeking local food trucks that will provide patrons with a variety of unique food options and at least one (1) seasonal/holiday themed menu item.
7. Space availability: Vending space is limited. Final vendor selection is made considering all criteria above, with the goal of creating a well-balanced, high-quality culinary experience that aligns with the event’s theme and enhances overall attendee satisfaction.

WinterFest Columbus reserves the right to determine the eligibility of any vendor for inclusion in the festival, as well as approve menus and assign locations. WinterFest Columbus reserves the right to require the modification or removal of any vendor display, signage, flags, products or merchandise that, in its opinion, is not in character with the event or does not comply with health, safety and fire codes. The decisions of WinterFest Columbus are final. Due to space limitations and the short duration of the event, priority will be given to food trucks.

Vendor Types

WinterFest Columbus will consider the following types of vending operations. When applying, please select the concession type that best describes your operation.

• Food Truck: Food Trucks are fully self-contained units with mechanical refrigeration, a complete plumbing system including a hot water tank, and plenty of storage space for multiple day events. These are generally considered “restaurants on wheels.”

WinterFest Columbus will NOT consider the following types of vending operations.

• Concession Trailer: Concession Trailers are self-contained units requiring a tow vehicle. Trailers include mechanical refrigeration, a complete plumbing system including a hot water tank, and plenty of storage space for multiple day events. These are generally considered “restaurants on wheels.”
• Knockdown Concession: A Knockdown Concession consists of a tent and tables which is built up and knocked down at each event.
• BBQ Pit/Mobile Cooker Concession: A BBQ Pit/Mobile Cooker Concession is a cooking unit that is mounted to the frame of the concession. The BBQ Pit/Mobile Cooker concessions will include all the infrastructure of a Food Truck, Concession Trailer or Knockdown. An auxiliary trailer(s), food truck and/or knockdown concession may be required to accommodate the infrastructure needs of the concession operation.

Food Vending Rules

• Signage – Vendors are responsible for providing signage identifying their booth, food items, and prices. Signage must be clean, attractive and properly installed for safety and able to withstand high winds and other weather conditions. When planning signage, consider size of space purchased and speed of installation. Do NOT block the street during set-up – a 20’ fire lane must be maintained at all times. Signage must all fit within space purchased and anchoring cables, ropes, etc. may not extend beyond the front of your booth. No signage can be tied to tent barrels. Vendor must provide own weighted anchoring system for signage. Nothing may be tied to trees, light poles or traffic signs. Event Management reserves the right to require removal of any signage not meeting installation guidelines or considered to be unsafe or undesirable to the Event. No vendor shall display any form of political advertising.
• Branded Items – Items branded with commercial names other than the vendor’s own brand are prohibited. This includes, but not limited to branded items such as umbrellas, tents, signage, etc. (Example – NO beer branded umbrellas or soft drink branded tent, etc.) Event Management may make an exception for items branded with Event sponsor or participant brands on a case-by-case basis.
• Sampling/Coupons – Any food samples or coupons distributed by vendors must be distributed from the booth or directly in front of your booth.
• Souvenir Items – Event Management reserves the exclusive rights to sell all Event branded souvenirs. No vendors may use the Event mark or logo for any purpose without prior approval. Vendors may sell their own merchandise branded with the Vendor’s mark or logo.

Speed of Service

Vendors must do their best to keep customer lines reasonable. Vendors may not intentionally provide slow service to create lines at their booth.

PA Systems/Music

Music may be broadcast inside of booth space so long as the sound does not carry into the adjoining booth spaces or negatively impact the Event stage entertainment. All music must be family friendly. No live entertainment is allowed inside or outside booth space. Bullhorns and megaphones are not allowed and “Barking” is not permitted. Event Management reserves the right to adjust the volume level and/or placement of PA system in each booth space. Failure to comply will result elimination from future Events pending review by Event Management.

Objectionable Products, Material or Conduct

• Event Management takes pride in hosting a quality, safe, family event that disallows anything obscene, vulgar or distasteful from being offered for sale or put on display. Our family policy also includes zero tolerance for obscene, vulgar or distasteful actions from any vendors and their staff or volunteers.
• Any item that could be used as or considered a weapon, including but not limited to stun guns, cap guns, Tasers, mace, pepper spray, or similar items that are considered a defense item, or any items that simulate weapons are not allowed on the Event site.
• Selling or giving away stickers, smoke bombs, sparklers, canned string, laser pointers, roach clips, drug paraphernalia of any kind, offensive tee-shirts (sexually suggestive or explicit), or other items considered annoying or a nuisance are strictly prohibited.

Space Assignment

• Event Management reserves the right to make the final determination of all space assignments. There is no guarantee of vending location from year to year either stated or implied and no space shall be sublet.
• Vending Applications are not transferable without permission of the Event Management.
• All space is RENTABLE, including additional feet needed for trailers, side cooking, trailer hitches, signage, etc. Event Management will conduct a space audit. Any vendor using more footage than what they have purchased will be required to move their property into the allotted space or will be charged for the additional space.

Individual Portable Restrooms

Only Event Management is allowed to obtain and place portable restroom units at the Event site.

Food Vouchers

Event Management reserves the right to produce and distribute food vouchers to be redeemed at Vendor booths during the Event. Each voucher will have a set monetary value. All redeemed vouchers will be reimbursed to Vendors by Event Management at the end of the event.

Site Security

Event Management will provide crowd control security for the site. Event Management and producers of the Event do not assume any liability for vendor’s property.

Damages/ Clean-Up Fees

• Any damages to tents; generators; water lines; lawn, street and sidewalk areas adjacent to vending space; and all Event owned or leased equipment will be billed to vendor responsible for damage.
• There will be an automatic elimination from future Events pending review by Event Management for draining wastewater into booth space during event and washing equipment on-site.

At the close of the Event, remember to:

• • Place pallets, garbage, or other debris from the vending site in appropriate steel dumpsters located in Event support areas. Do not leave these items in your booth space, in the street or next to trash containers or dumpsters.
  • Clean all areas within booth space and sweep your vending site. Pressure washing of grills on Event site is not permitted.
  • Damage to any grass, landscaping, etc. will be billed to vendor responsible for damage. Failure to pay any assessed fines will result in loss of participation in future events.

Event Management reserves the right to determine the clean-up appropriateness of a site. No food preparation is allowed on brick sidewalks. Nothing may be placed on or dumped onto any grass areas. You will be charged for any damages or labor expenses associated with clean up provided by Event Management and/or the City of Columbus. Final inspection of a site’s cleanliness will take place immediately following the completion of Event. Failure to pay any assessed fines will result in loss of participation in future events.

There is no vendor fee to participate at WinterFest Columbus.

Designated set-up instructions, site access passes and load-in times will be determined once City of Columbus permits the street and parking meter closures. Everyone will have adequate time to set up their vending operations in time for the inspections by Columbus Public Health and Division of Fire.

Vendor Load-In

Saturday, November 21, 2026, 10:00 a.m. – 11:00 a.m.

Vendor Operating Hours

Saturday, November 21, 2026, 12:00 p.m. – 4:00 p.m.

Immediately following the close of the Event, vendors must remove signs, equipment, decorations, tape, etc. from tents. All rented tents, tent lighting and electrical equipment will be removed by the appropriate contractors.

All vending equipment, including food trucks and concession trailers, must remain in the designated booth location from load-in through the end of the event. Vendors must wait until the streets are clear of pedestrians before driving any support vehicles within the site to teardown.

Indemnification/Insurance

• Each vendor will be required to maintain a $1,000,000 liability insurance policy covering bodily injury and property damage as well as agree to indemnify and hold the City of Columbus, its officials, employees, agents, and sponsors harmless from and against any and all suits, claims, demands, costs, damages, counsel fees, charges, liabilities, and expenses which may at any time be sustained by consequences of any act or negligence of the vendor’s business, its employees, agents, or volunteers.
• The City of Columbus, Office of Special Events, 1111 E. Broad Street, Suite 103, Columbus, Ohio 43205 shall be named as additional insured on such policy, valid Saturday of the event, at minimum.
• Insurance policy verification, including the City of Columbus, must be submitted 30 days prior to the start of event.
• Vendors must provide proof of insurance before they will be permitted on-site at the Event.

Vendors are required to obtain all licenses and permits as required by law. A description of the licenses/permits, the procedure for obtaining each license/permit and the name of the issuing office are outlined below. Additional links are included in Section 14: Supplemental Documents.

Health Licenses

• A Temporary Food Service License is required for all food vendors not issued an annual mobile food vendor license from a board of health in the state of Ohio.
• NEW AS OF 2024: Vendors operating under a Mobile Food Vendor (MFV) License must also obtain a Temporary Food Service License for cooking operations happening outside of the vehicle covered by the MFV License. (e.g. external grill).
• Food vendors operating under a Temporary Food Service License must submit their application to Columbus Public Health 30 prior to the start of event. No Temporary Food Service License applications will be accepted on-site.
• Temporary Food Service Licenses must start on the first day onsite food preparations begin.
• All food vendors will be inspected by Columbus Public Health. Beginning at 11:00 am on Saturday, November 21,  a Columbus Public Health representative will inspect all booths for proper washing facilities, proper sanitation, food temperatures, flooring, and other health department regulations. Licenses will be issued to each vendor on-site once Health Inspectors have determined that the vending operation meets city regulations. Your license must be displayed at your vending site throughout the entire Event.
• Food concessionaires may not sell food to public until they have been inspected by the Health Inspector.
• Columbus Public Health will make periodic checks of the vending area throughout the Event to be sure you are operating your booth according to city regulations. If violations are found, they will close your food operation until you comply with health standards.
• Food vendors cited for health code violations by Columbus Public Health during the Event will be ineligible for participation in future Events pending review by Event Management.

Steps for obtaining a Temporary Food Service License

Complete the City of Columbus Public Health Temporary Food Service License Application, include a check for all fees payable to Columbus City Treasurer and submit a drawing of your booth set-up (cooking, food preparation and serving areas).

Send application and payment by 30 days prior to the start of event to:

Columbus Public Health
Environmental Health License Program
240 Parsons Ave
Columbus, Ohio 43215

Food Security at Events

Food vendors should be aware of the actions in and around all temporary food operations. To prevent food contamination Columbus Public Health makes the following recommendations for securing your Event site:

• Restrict the access of non-employees to the food operation.
• Monitor the arrival of deliveries and restrict the times deliveries can be made.
• Create barriers between temporary food operations and the public.
• Train, monitor and supervise employees/volunteers on security procedures.
• Lock food storage areas and make sure they are in areas that are well lit.
• Limit public access to Event water supply and electrical connections.

For questions related to mobile food service operations in the City of Columbus please contact:

Columbus Public Health
Environmental Health License Program
Tim Basak
240 Parsons Ave
Columbus, Ohio 43215
(614) 645-6741
[email protected]

Fire Permits/Licenses

• Mobile Food Vendors (MFV) OPERATING IN the City of Columbus are required to acquire and maintain a City of Columbus MFV License.
• Non-Columbus licensed Mobile Food Vendors VISITING the City of Columbus are only allowed to operate at “city sanctioned” Special Events or Festivals and are required to meet the State of Ohio Fire Code regarding MFV operations and are required to pass a Division of Fire safety inspection (at the event site) prior to the event before being permitted to operate.
• The Division of Fire will conduct an inspection each day of the Event and issue permits to each person operating in a temporary structure or using propane. During the inspection all tents, cooking equipment, appliances and compressed/flammable gas tanks will be checked for compliance with standards of City Code 2501.23 and NFPA #58.
• Inspections will begin at 11:00 am on Saturday, November 21. All vendors must have propane tanks on hand and be ready to operate to be inspected.
• Food vendors cited for fire code violations by Columbus Division of Fire during the Event will be ineligible for participation in future Events pending review by Event Management.

Propane Pressure Leak Test (PPLT)

• ALL vendors using propane are required to have documentation certifying a PPLT has been performed and passed. This test must be administered by a certified propane technician within the last 12 months. Documentation for the PPLT must be displayed at your vending site throughout the entire Event.
• This test is to be completed PRIOR to the Event and must be performed by a Licensed Propane Technician or Licensed Plumber (State Certification/License# will need to be provided in paperwork).
• ALL vendors using propane must confirm status of PPLT or provide a copy of the PPLT documentation, if available, to Event Management by 30 days prior to the start of event.

Please note the following Division of Fire regulations

Food concessionaires may not prepare food until they have been inspected by City Fire Inspectors.

• A new or recharged 40BC rated fire extinguisher must be available at each cooking location. Additionally, a Class K extinguisher is required for vendors cooking with vegetable or animal oils or fat.
• No open-flame or “deep fry” cooking will be allowed under a tent or canopy. Such cooking must occur under a metal awning.
• All (liquefied petroleum gas) LPG tanks must be secured by a steel chain or cable.
• All LPG tanks must have a safety ring on them while in use, and a safety cap when they are not in use.
• LPG tanks with an expired requalification date shall not be refilled or used until requalified in accordance with DOT regulations.
• Hoses connected to LPG tanks must be marked “LP GAS PROPANE, 350PSI WORKING PRESSURE”.
• Charcoal grills may not be used under a tent or canopy and all ashes must be disposed of in a metal container. At least 5 gallons of water must be kept next to the grill during cooking.

If you have questions about your equipment’s ability to pass inspection please contact:

City of Columbus, Division of Fire
3639 Parsons Ave.
Columbus, Ohio 43207-4054
Attention: Public Assembly Inspections Office
(614) 645-7641/ Fax: (614) 645-4245
[email protected]

Site Access, Parking, & Support Vehicles

• No parking will be provided for vendor staff.

During set-up and teardown, all vehicles must be stopped/parked to allow a clear vehicular path. No vehicles are allowed on the Event site during Event hours. All unauthorized vehicles will be towed at the owner’s expense.

Only self-contained food trucks will be accepted. Tents are not permitted for food vendors.

Event Management will not provide electric service. Vendors are responsible for providing all necessary power generators.

Vendors needing propane must order directly from a propane supplier.

Local supplier and Certified Propane Technician for PPLT:
Nimco Propane (formerly Selby Gas)
740-596-4477
[email protected]

Ice will not be available on-site. Vendors are responsible for providing all necessary ice.

Event Management will not provide water service. Vendors are responsible for providing all necessary water.

Wastewater Disposal

• Event Management will not provide wastewater removal services. Vendors are responsible for removing and disposal of all wastewater offsite.
• Wastewater CANNOT be dumped into the sewer grates. Failure to properly dispose of wastewater may result in elimination from future Events pending review by Event Management.

Grease/Charcoal Ash Disposal

• Event Management will not provide grease, charcoal or ash removal services. Vendors are responsible for removing and disposal of all waste offsite.

 Trash/Recycling/Compost Removal

• Vendors must supply their own trash receptacles and bags for use at their booth. Booth area must remain clean and neat at all times. Do not allow trash to build up at your booth.
• The trash containers placed throughout the Event by Event Management are for the use of guests.

Themed Menu Items

WinterFest Columbus is seeking local food trucks that will provide patrons with a variety of unique food options and at least one (1) seasonal/holiday themed menu item.

Restrictions

The following items will NOT be considered:

• Alcoholic Beverages

Specialty Beverages

Event Management may consider the sale of specialty beverages by vendors. This consideration may include additional fees to the vendor. The following items are considered specialty beverages:

• Fresh Squeezed Lemonade
• Fresh Brewed Sweet Tea
• Coffee Based Drinks
• Boba Tea
• Smoothies
• Other items as defined by Event Management

Event Management has control over any and all food products sold or given away at Event. Vendors agree to abide by Event Management standards on reasonable portion sizes and prices. All menus will be checked on-site for compliance.

If there are questions about the eligibility of menu items, contact Event Management.

Event Management recommends minimizing menu offerings to maximize speed of service.

Certificate of Insurance Sample

Columbus Public Health: Mobile and Temporary Food Licenses Information

Columbus Public Health: Temporary Food License Application Form

Columbus Division of Fire: Mobile Food Vending Information

Columbus Division of Fire: Visiting MFV Propane Pressure Leak Test Form

Columbus License Section: Mobile Food Vending License Information