10/3/2026

Frozen Flames Chili Clash Application

LECOM Event Center
155 N Main St
Elmira, NY  14901

General:

1. In addition to the chili clash competition there will be a craft fair (3pm - 8pm) and a hockey game (starting at 7pm).
2. Event is scheduled at LECOM event center. In extreme weather cases where the Event is cancelled it will be determined as early as possible, but in some cases may be the morning of the event.  There are no refunds for team absences or cancellations.
3. Competitors will provide all display tables, tents and counters necessary for product sales, as applicable.
4. Each Competitor spot will be numbered and staff will be available to help you find your spot. Details on space assignment, unloading and parking will be provided within two days of the event.
5. Southern Tier Events, LLC  reserves the right to make any space assignment for any team based on extraordinary circumstances including but not limited to safety considerations, and other site considerations. All space assignment decisions are final.
6. Submission of an application does not guarantee acceptance to the event. The staff reserves the right to decline any application and all decisions are final.
7. No space will be held for any team without at least the required nonrefundable Deposit.
8. All competitors agree to staff their booths during the event published hours.
9. All teams are required to bring a fire extinguisher.
10. All teams are required to bring a first aid kit with the appropriate resources for common cuts and burn treatments.
11. Trash bins will be available and teams are welcome to haul their own trash to these bins accordingly.

Prohibited In Competition Area:

1. Smoking in competition area is prohibited (including vape devices).
2. No inappropriate clothing worn by teams.
3. No separate signage on property will be permitted.
4. Raffles, Lotteries, or Drawings will not be permitted without written pre-approval.
5. Southern Tier Events, LLC reserves the right to request the removal of inappropriate items and/or displays, and competitors selling unauthorized items will be asked to remove those items.
6. No illegal or undesirable conduct.
7. Southern Tier Events, LLC aims to provide an experience that should be safe and free from threatening and intimidating conduct, including aggressive behavior, bullying, or loud and obnoxious vocalizing. We have a ZERO TOLERANCE policy toward any team whose members exhibit violence or threats of violence of any form; those teams will be asked to leave immediately without refund and will not be invited to return. Please respect our host location and your fellow teams.
8. PETS (excluding certified service animals).

Garbage / Debris:

1. All packaging brought to event will be removed by competitor.
2. Competitors will keep their area clean during event hours and are responsible to clean their area before departing.
3. Competitors are responsible for cleaning up their own area. All trash must be deposited in trash cans located throughout the venue.
4. Over-sized trash must be removed from the venue and disposed of by the competitors.

Permits / Insurance:

1. Sales tax certificates (if applicable) must be displayed at Vendor’s booth.
2. Vendor has the option to obtain a Certificate of General Liability Insurance naming Southern Tier Events LLC as Additional Insured.  Insurance Certificate must be on file prior to event. (ACT Insurance or FLIP Insurance is a low cost insurance).
3. Southern Tier Events LLC signed by Vendors shall include Vendor’s agreement to hold harmless Southern Tier Events LLC against claims arising out of Vendor’s participation (located at the bottom of the application).
4. Southern Tier Events, LLC is not liable or responsible for any accidents or incidents that occur while vendors, volunteers or patrons are at the event. In addition, Southern Tier Events, LLC assumes no liability or responsibility for any effects vendor products may have on patrons. Each vendor holds responsibility and liability for their own products and product effects.
5. Southern Tier Events LLC application signed by Vendors shall include Vendor’s agreement to hold harmless Southern Tier Events LLC against claims arising out of Vendor’s participation in this event.

Parking:

1. During loading & unloading Vendors MUST NOT block any fire lane OR ramp.
2.  After you are finished unloading you must move your vehicle.  Staying in any Fire Lane is a safety violation.
3.  You MUST park in the designated parking area as determined by event staff.  Vendors that do not park where you are asked,  for whatever reason, may jeopardize their acceptance to future events.

Compliance:

1. NYS Law Compliance – All Vendors must comply with all NYS Department of Health & Agriculture & Market rules and regulations.
2. All Vendors are responsible for any fines incurred for noncompliance.
3. The Southern Tier Events LLC application/contract will state that the Vendor understands the Rules and Regulations, that Vendor is in compliance with (have provided proof of certificate to) NYS Agriculture & Markets and Health Department regulations, and that Vendor is providing proof of General Liability Insurance.  Violations of the Rules and Regulations may result in removal of a Vendor from the Event.  All fees will be nonrefundable in this instance.
4. Vendors are responsible for collection and reporting of applicable taxes.

Privacy:

1. Unless explicitly permitted by the vendor, Southern Tier Events, LLC will not share or distribute vendor’s personal contact information with other individuals or organizations. If provided in the application, Southern Tier Events, LLC will use the Vendor’s website/Facebook link to promote their participation as well as include in a list of participating vendors which will be posted prior to the event.

Competition Details:

1. Registration closes on September 30, 2026, and space will be assigned on a first-come basis — the sooner teams register and pay, the closer their site will be to the turn-in location. Space is limited.
   1. Participation includes the ability to sell any pre-packaged product or merchandise without requiring a state or local tax permit this includes sauces, rubs, shirts, hats, etc. but does NOT include any cooked meats or food prepared on-site.

Competition Rules:

1. We want this event to be fun for our participants as well as everyone who comes out to attend.  Competition is open to both hobbyists and commercial cooks.

2. Our rules are simple and relaxed for the chili competition. A key to winning is to ensure you don't run out early.  We recommend to prepare accordingly.  Please do not hesitate to contact our organizer with any questions.

3. GENERAL SUMMARY:   Booth Setup can begin on Friday if you choose, however must start no later than 8:30AM on Saturday. Cooking may begin at 8:30AM to be prepared to serve to the public from 3pm-7pm.  Cooking must begin no later than 8:30AM. A team cook meeting is at 8:00am in the rotunda. You must prepare an 8 ounce portion that will be provided for our judges to sample and rate for "Judges Choice". These portions must be turned in to the judges table at 4PM. Do not put any garnishes or toppings on your chili that you submit to the judges.

4. COOK ON SITE all ingredients from their natural state. You may not bring in partially prepped ingredients. Meat may NOT be cooked prior to the event. Canned ingredients may not be opened prior to event.

5. PREPARE (ONE TYPE) of chili. We anticipate several attendees that want to sample your chili and may vote for you. They can't vote for you if you run out of samples before they can try yours. We will provide sample cups and spoons for your team to serve up your chili to the public. Tips - A few large crock pots work well but large cooking pots work even better when you are cooking in volume.

6. REQUIREMENTS:  Electric cords, electrical tape, and your own generator if you prepare it outside (if necessary) napkins, condiments (i.e. cheese, onions, crackers, hot sauce, etc.) if you wish, and signage and decorations for your booth.  We provide cups and spoons for tastings. Each team is given a 10 x 10 space. We recommend to cook behind your table set up. 110V power is available. All ingredients must be listed and visible for public review.

7. JUDGING:  Guests will pay an entry fee to taste and judge chili entries in the general competition of all teams competing.  Each registered guest will receive two tickets to vote in the chili competition.  Dropping a ticket in the ballot box at any booth will constitute as a vote. Additional tickets can be purchased for $5 each. No limit on purchases of tickets.

8. Judging Criteria:
   1. Aroma:
      1. The chili must smell appetizing and rich with spices, indicating good flavor before tasting.
   2. Color:
      1. The chili should look appealing and possess a rich, natural red (or appropriate green/white) hue.
   3. Consistency:
      1. The meat-to-sauce ratio must be balanced. It should not be too thick, watery, lumpy, grainy, or greasy.
   4. Taste:
      1. The primary flavor should taste distinctly like chili, showing a harmonious blend of meat, spices, and peppers where no single ingredient overpowers the rest.
   5. Aftertaste (Bite):
      1. The lingering, pleasant heat or burn left after swallowing, which should be flavorful rather than overwhelmingly painful.
9. AWARDS:

   General Competition (People's Choice)

   1st Place - $ 100
   2nd Place - $ 75
   3rd Place - $ 50

   General Competition (Judges Choice)

   1st Place - $ 100 & 1 night in a Suite for an Elmira Aviators Game
   2nd Place - $ 75
   3rd Place - $ 50

   Rules, booth locations and prizes are subject to change by the host organization.

Expected Schedule:

Friday October 2nd

4:00 PM - 6:00 PM Check in for load-in and setup

Saturday October 3rd

8:00 - Team Meeting

8:30 AM - Cooking begins

12:00 PM - Craft vendors begin set up

3:00 PM - Doors open to Public

4:00 PM - Judging turn in

6:00 PM - Public voting closed

7:00 PM - Hockey Game

7:45 PM - Awards Ceremony

Marketing:

1. Social media marketing
2. TV marketing
3. Targeted text messaging
4. On premise signage

Payment:

1. $50 Payment is due 7 days prior to the event.  In person payments must be prior authorized and in such cases are due prior to set up.
2. Acceptable forms of final payment include:
   Venmo (@Amber-Saltsman)
   Paypal (AmberLSaltsman@Gmail.com)
   check
   cash
   money order
3. Make checks payable to:
   Southern Tier Events
   c/o Amber Saltsman
   165 Walnut Street
   Corning, NY  14830

Deadline: Applications will not be accepted after September 30th.

In the event of an emergency at any time while on premise, please contact 911, there are no local or remote alarms.