Village Application

Village Lead Role & Responsibilities

Each Village should have two leads to ensure full participation and representation in CelebrAsian. Each Village will receive two exclusive festival shirts and two VIP Reception tickets. The Village Leads are responsible for ensuring the following tasks are completed by set deadlines:

Ensure your community understands and follows the restrictions supplied for temporary food service, usage of space, electricity, entertainment, trash, grease disposal, and cleanup.
Recruit enough volunteers to appropriately staff all Village tents and activities.
Notify Village Director if, for any reason, your Village cannot host a minimum of 2 tents (Cultural and Gift). Failure to meet all criteria may result in forfeiting participation.
Ensure all information and criteria provided in the CelebrAsian meetings are conveyed to your Village participants.
April 17th Deadline
1. 􀀀 Cultural Performance & Fashion Show Participation – Email Entertainment Committee atcelebrasianentertainment@iowaasianalliance.com the following details:
  1. 􀀀 Cultural Performance Participation and audio file(s).
  2. 􀀀 Fashion Show Participation, audio file(s) and description.
  3. 􀀀 Saturday Opening Ceremony – provide names of 2 Village reps to be on stage.
  4. 􀀀 Saturday VIP Reception – provide names of 2 Village attendees.
2. Culinary Tent Participation – Email Culinary Director, Bill Lu at celebrasian.culinary@iowaasianalliance.com the following details:
  1. Chef name(s), recipe(s), and applicable photo(s) to be featured.
  2. Questions – call Bill at 248-787-8211.
Iowa Department of Inspections and Appeals (515-281-7102):
1. Complete and submit Temporary Food License no later than May 1st. Approval must be received prior to festival dates.
2. Hold 1:1 meeting with Food Inspector to ensure food and beverage items for sale will meet all prep and cooking criteria no later than May 15th.
Sales Tax Permit – provided by the Iowa Department of Revenue - 515-281-3114.
Communicate any concerns/suggestions to CelebrAsian Executive Team in a timely manner.
Encourage all participants of your Village to meet at the Western Gateway Park for set-up and Entertainment walk-through on Thursday, May 25th after 5:30pm.

Village Checklist and Key Dates (subject to changes as needed)

Monday, January 30th Village Meeting

Kick-off meeting! Review changes, timeline, fees and theme.

Monday, March 6th Village Meeting (working meeting as needed)

Village application and payment submission.
Full payment must be received to draw and select village location.
All payments received by this date will use a lottery system to determine order of location picks.

Monday, April 3rd Village Meeting (working meeting as needed)

Working meeting– turn in requested materials and festival forms as needed.
Cooking demo info to celebrasian.culinary@iowaasianalliance.com.
$50 - $100 cultural performance & fashion show credit – details to celebrasianentertainment@iowaasianalliance.com.

Monday, April 17th Village Meeting

Review festival map. Drawing and selection of Village locations.
All outstanding Village info & forms due– extra equipment order, electrical needs, etc.

Thursday, May 4th Village & Vendor Meeting

Food Inspector presentation on temporary food license and required documents.
Festival security overview by Des Moines Police Department.
Fire safety requirements by Des Moines Fire Department.

Monday, May 15th Village Meeting

Review final festival map, logistics and setup.

Thursday, May 25th @5:30pm – Western Gateway Park

Verify Village location, equipment order, and set-up.
Entertainment run-through on main-stage as needed.

Friday, May 26th & Saturday, May 27th - Western Gateway Park

CELEBRASIAN FESTIVAL! Villages may arrive NO earlier than 5:30PM Thursday to setup.
Villages may arrive NO earlier than 8AM Friday and Saturday for setup.
Setup must be completed, and all vehicles removed from festival grounds by 10AM.
All Villages and Food Vendors MUST remain open for visitors till close of festival at 10PM.
Submit sales tax form within 10 days post festival.

Questions? Email leads at celebrasian.villageandvendor@iowaasianalliance.com. Jade Cao, Village Director | 515-423-1125 or Khong Lovan, Village Advisor | 515-829-1678 Maulik Schroff, Vendor Director | 515-779-9240

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Village Application

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