Villa Fest subcommittee finalizes vendor form, adds payment and electricity language; staff readies volunteer sign‑up

Carlos Jackson demonstrated an online vendor application form intended to capture vendor contact information, health certificates for food vendors, electricity needs and payment preferences. The subcommittee agreed that the form should explicitly state that the $200 food‑vendor fee includes electricity (staff said they would add that language) and that staff will not process vendor payments until the subcommittee approves each applicant.

Jackson said he will send the corrected form to vendors once the committee signs off; staff expect to send vendor outreach and the sponsor solicitation letter in the week after the meeting. The vendor form will differentiate food and non‑food applications and will collect details such as whether electricity is needed and how many outlets the vendor requires.

Staff also presented a consolidated volunteer sign‑up form covering multiple village events, with event‑specific checkboxes for Villa Fest and Autumn Jubilee, time slots, role preferences, and a standard emergency treatment/hold‑harmless waiver that staff said has been vetted by the village attorney and used previously. Committee members agreed the form can be posted on the fund commission page and shared on social media to recruit volunteers.

Other logistics discussed: the Lions Club has offered to check IDs at the beer garden in exchange for a share of proceeds (staff will confirm the historical split), Big Rigs and Kids is proposed to be staged on Central Avenue with a 10 a.m.–noon window, and staff will provide electronic map files from prior years so the committee can develop an overhead layout.

Next steps: staff will update and circulate the vendor form, send vendor and sponsor outreach emails, post the volunteer link when approved, and confirm the Lions Club arrangement and party‑trailer availability.