Important information for food vendors 2024

Welcome to the World Village Festival!

Here you can find information regarding your food vendor stand in the festival. Please read this info carefully. Remember to read carefully also Info page for exhibitors.

In this info page you will find:

We have provided you with information about exhibitor info events and vehicle access routes to the festival site. We have also sent our invoice regarding your attendance at the festival. Food vendor info event was held at Fingo’s office on 2nd of May from 17.00. Here you can find the info material regarding the event.

This year, the festival organize a competition for Food Vendors.
We evaluate food vendors’ compliance with the our instructions, responsibility, food quality,  taste and service. The winner will get a free food stall for the World Village festival 2025.

We will notify the winner after the festival in June.

Thank you for joining in to change the world with courage!

Anu Wiik
Sales Coordinator
anu.wiik@maailmakylassa.fi
+358 50 317 6709

Vegetarian food only

From spring 2024 onwards, the festival will have a vegetarian-only food policy. Each food vendor is committed to provide only vegetarian food, which means it will not be permitted to sell meat, poultry, or fish. Meals containing dairy products and eggs are allowed. Each food vendor is committed to provide at least one vegan food in their menu. We recommend food vendors to offer entirely vegetarian food.

To help the transition to vegetarian food this year, we have Hernis® as our vegetarian protein partner, offering vegan pea protein for our food vendors to use.  Order your free sample at hernis.fi by filling a contact information document at Hernis website or send an email to info@hernis.fi. As a reply you will get a sample and recipe ideas!

Hernis can also be ordered at a special price for festivals. Replace common meat proteins with plant based Hernis. You can easily cook woks, tortillas, wraps and any other festival foods. Additional information by email or phone 0503380558 / Eero.

Hernis is this year’s protein partner for the festival, but it is certainly allowed to offer vegetarian food made from other plant-based proteins as well. The festival recommends boldly trying out various plant-based protein options!

Biodegradable/reusable dishes and cutlery

World Village Festival is committed to recycling all waste relating to the event. Food and drink serving dishes and cutlery used at the festival must be biodegradable. Please take this guidance into account in advance at planning stage.

One option to reduce waste is to use Kamupak’s  reusable containers. Kamupak is a circular economy company with a mission to reduce waste from single-use packaging. Kamupak’s reusable containers, together with a digital app, replace disposable take-away containers and significantly reduce waste. One reusable container reduces around 8kg of single-use packaging waste over its lifetime. Kamupak is an easy way to offer customers an ecological and waste-free takeaway. Read more from site kamupak.com and visit their spot at World Village Festival’s Recycling world in May.

Notifications to Environment Services of Helsinki

Every food vendor (both CSOs and professional food vendors) taking part in the festival must submit themselves a notification of the sales, serving and preparation of food. Subject to restrictions on what can be served: https://www.ruokavirasto.fi/en/foodstuffs/instructions-for-consumers/-operating-in-the-food-sector-as-a-private-person/pop-up-restaurant-activities/

Submitting notifications of selling and serving food 

Those selling or serving food (including distributing or providing give-aways of food) must notify the City of Helsinki Environment Services of their activity no later than 4 business days before the event. To do this, use the e-service or the form.

For notification instructions and forms, visit the City of Helsinki website at https://www.hel.fi/en/business-and-work/businesses-and-entrepreneurs/permits-and-facilities-for-businesses/mobile-sales-operations-food-trucks-and-mopeds-sales-carts-and-bicycle-cafes/registering-and-notification-obligation-of-food-trucks#notification-obligation-of-outdoor-food-sales

If you are unable to fill out the application form online, please complete the PDF or Word form and send it via email to the address ulkomyynti@hel.fi

No notification is required for low-risk activity such as serving coffee or tea or other small-scale distribution of individually wrapped sweets, biscuits or snacks.

It is, however, recommended that you submit the notification as soon as you know which products you will be selling, serving or preparing. Remember to mention all your products and for any more exotic products also the ingredients, if necessary!

Pre-preparation and preparation of food

Food must be pre-prepared or prepared in advance at a restaurant or home, for example.

Baking, cleaning or peeling vegetables, chopping or slicing food is not permitted at your food vendor space.

You may prepare pastries, biscuits, dry cakes and other products that do not require cold storage in advance for the event.

Important things to remember: If you prepare the food before the event, you must chill it already at the place of preparation. The food must be chilled very rapidly using, for example, iced water. Hot food may only be transported if using hot food storage containers.

You must have enough utensils such as tongs and spatulas at your food vendor space so that you will not need to touch any food by hand.

You must also have enough cold and hot storage items (such as cooler boxes and ice packs) as well as thermometers.

Any pre-prepared products must be transported and stored at temperatures complying with the regulations and packed appropriately (in leak-proof containers with lids, not directly in hot food containers/coolers).

Food storage

Pre-packaged items must be labelled at least with the name, ingredients and preparation date of the food product.

There must be enough lidded storage containers at the food vendor space.

All food and its packaging and transport containers must be stored off the ground (on shelves, pallets or similar structures).

No products or product packaging must be placed directly on the ground! If your spot is located on a sand or grass field, the base must always be protected, for example, with a tarpaulin.

It is a good idea to set up your food storage area so that everything you need will be easily accessible in different containers.

Special attention must be paid to the temperatures at which you serve and store food!

Perishable food and food that requires cold storage must be always sold and stored at +0–6 °C.

Products that require refrigeration must be provided with a sufficiently cold storage place, such as a cooler box cooled with ice packs or with frozen plastic water bottles.

The temperature of any food served hot must be at least +60 °C. It is recommended that you use catering food warmers.

The correct temperatures must also be maintained during the transport of food.

Perishable food may only be presented for sale for a maximum of 4 hours, after which it must be discarded.

Protection against droplets

You must prevent customers from getting too close to the actual food preparation area by using protection against droplets. 

For example, a wok must be entirely under a shelter, there must be a sneeze guard or some other similar protective barrier in front of the pan and the pan must be separated far enough (a minimum of 50 cm) on the table from customers.

Pastries, sandwiches, pasties and other similar products must be protected with a display cabinet or cake domes. Placing clingfilm or aluminium foil on products will not be enough unless the products are individually wrapped.

Cleaning deposit

PLEASE NOTE:
A deposit of €100 will be collected from food vendors during Saturday morning (25th of May).

The deposit must be paid in cash. The deposit will be returned to you on Sunday after the festival when the stands are being taken down if:

  • You have left your food vendor space tidy and taken all waste to its designated collection points by 21.15 on Sunday 26th of May;
  • Your vehicle has not caused any damage to the lawn, planted areas or other environment;
  • Fingo has not needed to discontinue your sales due to a breach of agreement (see Terms and Conditions of Participation for Exhibitors and Other Participants).

https://maailmakylassa.fi/wp-content/uploads/sites/4/2024/03/MK2024-Terms-and-Conditions-for-Exhibitors-and-Participants.pdf

Water and wash points

Food vendors must bring their own hand wash points and take care of filling them, heating the water and taking wastewater away.

There will be two water/wash points on the site for picking up clean water and for rinsing and washing up dishes.

You must take very good care to remove all food scraps from dishes before washing up so that the drains will not get blocked.

Let’s make a joint effort to keep the water/wash points tidy – this will keep the site pleasant for everyone.

PLEASE NOTE: The food vendor water access points will be separate from the public water access points. The public water access points are not intended for food vendors to use as wash points.

Hand hygiene

Food vendors must bring their own hand wash points and take care of filling them, heating the water and taking wastewater away.

The hand wash point must be placed in the food vendor space or its immediate vicinity behind the stand so that there is unobstructed access to the hand wash point from inside the tent.

It is easy to set up a hand wash point using a water container with a tap, a cooler box and a bucket/pail used to collect wastewater.

The water used at the point must be warm throughout the event.

Hand wash points must be in use already before the event begins.

Food inspections

A food inspector from the City of Helsinki Environment Services will inspect all food vendor spaces of the festival to ensure the correct hygiene levels in food preparation, transport and storage and the correct temperatures of food items.

If any serious non-compliance is detected in the inspection, the inspector has the right to close the food vendor operation with immediate effect.

Vendors who receive a serious reprimand will also lose their right to take part in next year’s festival.

For more information on the authorities’ rules and regulations, contact the Food Safety Unit of the City of Helsinki: ulkomyynti@hel.fi

Electricity

The power extension with the socket designated for your space will be located no further than 5 m from your food vendor space. The power socket will be labelled with the number of your space.

You will need to bring enough power cords intended for outdoor use for your space.

Extension cords intended for outdoor use are always black in colour.

Please note: Using your own generator will not be permitted on the festival site.  If you will need electricity, remember to order the right type of access to electric power already when signing up. Any additional orders made while on the festival site will be double the price shown in the price list.

Waste management and recycling

The waste containers of your food vending area must be emptied regularly, and the waste must be disposed of correctly.

Food vendors are responsible for disposing of their own waste in the correct waste bins and compactors, which are in the maintenance area next to Kattilahalli

The recycling points intended for the public must not be used for sorting food vendor waste.

Wastewater must not be poured on the ground. A wastewater drain/grey water container where food vendors must empty the wastewater generated at their space will be available in the food vendor maintenance area.

There will also be a collection point in the food vendor maintenance area for waste cooking oil generated in food preparation.

Toilets

After using the toilet, hands must be washed at the hand wash point located in conjunction with the toilet – not back at your food vendor space!

There will be a toilet intended for food vendors in the food vendor maintenance area.

 Gas bottles

  • The maximum size of a liquefied petroleum gas (LPG) bottle permitted at the event is 11 kg.
  • There may be a maximum of 25 kg of LPG at a food vendor space.
  • LPG bottles must be connected to the equipment consuming gas.
  • It is not permitted to store gas bottles at the food vendor space.
  • Those using LPG-fuelled equipment must be prepared for first-aid extinguishing and have a portable fire extinguisher and fire blanket at their space.

Neste K Sörnäinen (Sörnäisten rantatie 21) is the closest place to purchase gas exchange cylinders. Prices as of 04/24: Composite cylinder exchange 5kg €32, 10kg €43.90. Steel cylinder exchange 5kg €29, 11kg €39. Both are equipped with pressure valves. Additionally, exchange for a 11kg steel cylinder with a screw valve is €39.

Fire safety and first aid

Each food vendor must have their own fire blanket (costs around €20–€30).

There must be a long enough distance between electrical appliances and fabrics.

Tents and tablecloths must be low flammable or fire retardant.

There will be first aiders on call at the event, but food vendors must also have their own first aid kit.

Food vendor for festival staff

The value of the food voucher is €10 (ten euros). Those selling food for festival staff must not charge any extra for the voucher. The food voucher must entitle to a proper dish of food, including a vegan option.

Each food vendor must send their invoice and the food vouchers received to Fingo by 10.06.2024.

A faster option is to handle billing matters with the food sales coordinator on-site on Sunday evening, simultaneously with the return of the cleaning deposit.

PLEASE NOTE: We will only pay you for food vouchers returned to us.

We have accepted the following food vendors as vendors selling food for festival volunteers:

Adzika Georgian Street Kitchen
African pots
Almost Vege
Awa Senegal 
Bites Burgers
Casa moro The Moroccan Vegan Street Flavor Factor
FALAFEL WORLD
FRESHVEG 
Ghana Union Finland ry
Haapasalon Hatsapuri
HEED ASSOCIATION FINLAND
Justvege
Kambodzhalaista ruokaa
Kreikkalainen grill house
LN-Sushi Art
Loving hut Helsinki
Momo House Kallio
Nigerian vegan and vegetarian food 
Nusantara cafe
Phin Coffee
Premium Asian Food
Rannagor
Social Burgerjoint
Suomi Gambia Yhdistys
Suomi-Nicaragua-seura ry. 
TASTE OF AFRICA
THE NIGERIAN KITCHEN
THE TASTE OF KILIMANJARO (Tufahamiane Club ry)
Tibet Hut
UYS – UKRAINALAISTEN YHDISTYS SUOMESSA RY
Viet-Thai Vegaanista ruokaa

More information about selling food outdoors:

https://www.hel.fi/en/business-and-work/businesses-and-entrepreneurs/permits-and-facilities-for-businesses/mobile-sales-operations-food-trucks-and-mopeds-sales-carts-and-bicycle-cafes/registering-and-notification-obligation-of-food-trucks#notification-obligation-of-outdoor-food-sales