Food Vendor FAQ

Key Dates

01 June: Food Vendor application goes live @ 1800

02 June: Food Vendor application window closes @ 1800

25 June: Food Vendor notified of acceptance or waitlist

21 July: Food Vendor Contract Briefing @ 0900, at Hercules Theater

26 August: $350 (cash or check) Cleaning Deposit Due & Mandatory Food, Fire and Safety refresher for POCs

Applications

When is the application deadline?
To be considered for a Food Vendor slot, a complete application must be submitted online through the Ramstein Bazaar website from Sunday, 01 June at 1800 to Monday, 02 June at 1800.  Hard copy applications will not be accepted. Spaces fill very quickly, we suggest being online 01 June at 1800 with your information ready. Please note, applications are considered on a first come, first serve basis.

Why can't I access the application from my .mil computer?
Per regulation AFI 34223 11.1.3 and DoDI 5500.7-R, The Joint Ethics Regulation (JER)

Do I have to submit the application online through the Ramstein Bazaar website?
Yes! We will only be accepting the application online. Hard copies and emailed copies will not be accepted. We encourage all Ramstein Private Organizations to apply on Sunday, 01 June at 1800. 

What information is required to fill out the online application?

  • Organization Name to be used during the Bazaar (must match the organizational name on file with FSS PO office)

  • Two points of contact (POC).

  • Email and phone for both POC's (use of .mil and DSN's prohibited)

  • At minimum, THREE food choices in order of preference

Only Private Orgs who have not used their three quarterly fundraisers are eligible to apply; in addition, if you are behind with meeting minutes or financial reports you may not qualify for a Food Vendor slot. Please contact the 86 FSS Private Organization Office if you have any questions about your qualification status.

If more than one PO wishes to share responsibilities for a booth, all organizations must be listed.

All Private Orgs must be in good standing to participate.

  • What are the meeting requirements for being a Food Vendor at the Bazaar?
    Organizations that are EITHER selected or waitlisted are required to participate in mandatory briefings: Food Vendor Contract Briefing, Commissary Statement of Understanding on Monday, 21 July 2025.

  • At the 21 July MANDATORY Food Vendor Briefing, you are required to submit a space fee payment of $400 CASH. This meeting will take place at Hercules Theater, at 0900. Waitlisted POs do not pay at this time, but must attend.

  • At the 26 August mandatory Food, Fire, and Safety Briefing, please arrive early for check-in prior to meeting start time.

    • $350 (cash or check) Cleaning deposit. You are required to submit a $350 refundable cleaning deposit on August 26th at the Hercules Theater.

  • Failure to attend the mandatory meetings will result in a forfeiture of your organization's space.

Fees

  • How much are the Food Vendor fees?

  • The space fee is $400.  This fee must be paid on 21 July at the Contract Briefing. This fee is refundable prior to 30 July 2025. After this date 100% of the space fee is non-refundable per the guidelines set forth in the Food Vendor Contract.

  • The cleaning deposit for the Food Vendor space(s) is $350.  This is a refundable deposit returned to the PO if their area passes the cleaning inspection on Monday 15 September 2025.

  • Cleaning deposits not collected by this date will be considered forfeit and retained by the Ramstein Bazaar.
    PLEASE NOTE: Space Fee is due in CASH only and cleaning deposit in cash or check. Payments must be made at the briefings.

Food Vendor Selection

When will I know if my PO has been chosen?
You will receive official notification via email on Wednesday, 25 JUNE 2025, with instructions regarding the mandatory Contract Briefing on 21 July 2025. The briefing will begin at 0900, at Hercules Theater.

Why wasn't my PO selected?
While we would love to accommodate all those who wish to participate, space is limited.  Consideration is given to the private organizations who are in good standing with FSS and in compliance with Bazaar and Public Health Food Vendor regulations. Additionally, the variety of food selections is considered in support of the overall objectives of the Bazaar. ALL decisions from the Bazaar leadership team are final.

Can I be placed on the waitlist?
Once all spaces are filled, a waitlist is created with the remaining qualified applicants. Please note: if you are placed on the waitlist you MUST still attend the briefings on 21 July in order to secure potential participation. Failure to attend, even as a waitlisted applicant, will result in the immediate disqualification of your PO.

Equipment

Where can I get appliances?
Food vendors are required to secure their own equipment, to include any and all appliances.  Bazaar Committee does not rent appliances. Government equipment for PO business, to include computer, telephone, vehicle, etc., is strictly prohibited. Please be sure to have an alternate plan in the event FMO does not authorize the use of their supplies. 
Remember: 220V ONLY!
Per Fire and Safety regulations, there will be strict guidelines for hot oil equipment.

Where can I get a tent?
The Bazaar Committee does not rent tents. We suggest reserving your tent with Outdoor Rec as soon as possible. Your total authorized space size is 20x20 - no exceptions. Please keep this in mind when reserving your tent.

Where can I get sandbags?
Food vendors are required to secure their tent. The Bazaar Committee does not provide anything to assist with this.   
Please note: your tent must be secured prior to leaving for the evening.

All food vendors must adhere to COVID-19 safety measures put in place by Public Health. No exceptions.

Booth Location

Can I request a specific booth location?
Booth locations will be assigned by the Food Vendor Chair based on food selection and power requirements.  All decisions are final.   

General

What are the Bazaar dates and hours?
- Thursday, 11 September, Red Carpet Welcome
- Friday, 12 September, 1000 – 2000
- Saturday, 13 September, 1000 – 2000
- Sunday, 14 September, 1000 – 1700

Food Vendors should be prepared to begin serving food promptly at 1000.

What are the Food Vendor deadlines and briefing dates?

  • June 01: Application goes live on website https://www.ramsteinbazaar.org/foodvendors @ 1800 for 24 hours.

  • June 02: Application closes @ 1800.

  • June 25: Email notification of food vendor selection from 86 FSS and Bazaar Food Vendor Coordinator.

  • July 21: Contract briefing 0900, Hercules Theater - MANDATORY

  • July 21: Space fee ($400 CASH) due at Contract Briefing.

  • July 30: Space fee ($400) refundable until this day.

  • August 27: You are required to submit a $350 (cash or check) refundable cleaning deposit at the MANDATORY Safety briefing.

For cancellations, please email the FV chair at FoodVendor@RamsteinBazaar.org.