Firefighters Helping Firefighters BBQ Cook Off & Music Festival Non-‐Food Commercial Vendors Rules and Regulations of MediLife of Houston, Inc. (501c3) www.FireHelpingFire.org Dates/Times: Location: Deadline: Friday July 10, 2015 5:00pm – 12:00 Midnight Saturday July 11, 2015 12:00pm – 12:00 Midnight Pasadena Municipal Fairgrounds 7902 Fairmont Parkway, Pasadena, TX 77507 Application for participation must be submitted by June 15, 2015. All payments will be made by credit or debit card. PRICING NON-‐PROFIT (proof of 501c3 required) 10 x 10 -‐ $150 NOT AVAILABLE STANDARD outdoor space PREMIUM outdoor space (endcaps or covered) STANDARD indoor space (A/C & electric access NOT AVAILABLE included) PREMIUM indoor space (endcaps with A/C & NOT AVAILABLE electric access included) ADDITIONAL space 10 x 10 – $100 For-‐Profit/Commercial 10 x 10 -‐ $200 10 x 10 -‐ $250** 10 x 10 -‐ $350** 10 x 10 -‐ $400** 10x10 – ½ off IF same space type✪✪ Electrical hookup (outdoors) $35 Cleanup fee (refundable after inspection) $100 **LIMITED AVAILABILITY -‐ On a first-‐come, first serve basis for vendors who are paid in full. ✪✪IF PURCHASING BOTH A PREMIUM AND STANDARD SPACE: The premium space will be charged full price and the 2nd space will be charged at 45% off the STANDARD space price. Acceptance & Notification • All vendors are required to submit a list of products to be sold with application • All applicants will be reviewed by the FHF Vendor Committee. The committee will approve on a first-‐ come-‐
first-‐serve basis. The committee will allow only 2 of each type of product from the same company. • Upon acceptance, you will be called and notified and if rejected you will receive a full refund by June 18. o Confirmation of acceptance and receipt will be mailed to the Lessee along with map of the area and where your location will be. LEARN MORE ON OUR WEBSITE: FIREHELPINGFIRE.ORG Page 1 of 5 Firefighters Helping Firefighters BBQ Cook Off & Music Festival of MediLife of Houston, Inc. (501c3) www.FireHelpingFire.org Requirements for festival participation •
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The number and types of non-‐profit organizations will be limited. Fees are non-‐refundable for any reason. Security will be present on the fairgrounds, and the building will be secured during non-‐operational hours Vendors will provide a total sales and # orders report at the end of each day (not to include any sales not related to the event). Vendors WILL NOT BE PERMITTED to camp on the Fairgrounds. NO EXCEPTIONS TO THIS RULE. Only listed items that have been authorized are allowed to be sold during the event. NOTHING ELSE shall be sold or given away from a rented space, booth, concession, or any other area of the Fairgrounds. If items are to be given away at your booth, please list these items on your contract as such. Lessee(s) MUST conduct business ONLY in the area contracted, and will NOT be permitted to distribute or sell advertising materials or products at other locations without prior approval. NO part of any space under contract may be transferred or sublet to another person. Vendor is responsible for his own cords and adapters to reach available power source. Tables, chairs, or any other items are the responsibility of the Lessee. They will not be provided by the event coordinators but can be rented from the FHF Vendor Committee (see attached price list). INSIDE VENDORS: All inside vendors must provide a 10x10 (per space) mat, carpet or some kind of protection for the floor in your space(s). No partial covering allowed. This will help prevent damage to the floors with some of the exhibit set ups. YOU MAY NOT USE TAPE ON THE FLOORS OF ANY KIND. If you do not have this floor protection you will not be allowed to set up and remember there are no refunds for any reason. All outdoor tents, tarps and canopies must be anchored and marked clearly for safety. All tents, tarps and canopies should be lowered or closed when the booth is not in operation. No destruction of property will be tolerated in the allotted booth space. Exhibit booths shall be clean and neat at all times. Signs, banners and decorations must be constructed in such a manner as to not obstruct the view of any other Lessee(s) nor create a hazard. Crepe paper or highly flammable materials are not permitted in preparation of the booth. Open fires and/or the burning of wood or charcoal are strictly prohibited. No type of horns or similar instruments may be used to attract patrons. Exhibits displaying television sets, radios, musical instruments, or speakers must maintain a volume that is not boisterous. The erection of antennas or any similar instruments on the roof of any building is prohibited. Lessee(s) are NOT permitted to sell or give away lighters or knives (must be in enclosed cases or out of the reach of the public) to anyone under the age of eighteen (18). Lessee(s) are NOT permitted to sell laser pointers, gun powder products, fire crackers, throw down poppers, potato guns, guns, brass knuckles (double or triple ring) or stink bombs. Lessee may not advertise any illegal drugs and/or drug paraphernalia (i.e. posters, t-‐shirts, etc. showing marijuana plants, crack-‐cocaine, etc.) This also includes gang related items and anything deemed inappropriate by the authorities. Periodic inspections of booth spaces will be made. Any item(s) which are of concern may be asked to be removed from your booth space, and will not be allowed to be sold for the duration of the festival. ALL LESSEE(S) MUST CONDUCT THEMSELVES IN AN APPROPRIATE BUSINESS-‐LIKE MANNER AT ALL TIMES. Failure to comply with this rule is grounds for eviction without a refund. Page 2 of 5 Firefighters Helping Firefighters BBQ Cook Off & Music Festival of MediLife of Houston, Inc. (501c3) •
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www.FireHelpingFire.org All vehicles MUST be removed from the festival area and parked in the parking lot by Friday July 10 at 3pm. This rule may be removed if the vehicle is a permanent fixture of the booth and will not be removed for the duration of the festival. This will be determined on a case by case basis. The delivery gate to the Fairgrounds will be closed and locked at 3:00 p.m. on Friday, 10:30am on Saturday. ALL MERCHANTS AND OTHERS MAKING DELIVERIES ON THE FAIRGROUNDS MUST HAVE ALL VEHICLES OFF THE GROUNDS BY THE ABOVE MENTIONED TIMES. NO EXCEPTIONS!!! All vendors MUST clean their spaces at the end of the night or end of festival. In the event of a conflict with the rules or special circumstances, the decision of the FHF Vendor Committee is final. First right of refusal on any and all vendors is at the discretion of the FHF Vendor Committee. All sales taxes, income taxes, FICA, or other State and local taxes arising out of or in connection with Lessee’s use of the leased space are the sole responsibility of Lessee(s) and must be paid by Lessee(s) in accordance with existing laws. Lessee’s sales tax permit must be prominently displayed in Lessee’s space at all times if Lessee is selling merchandise directly to the public. Lessee’s Tax ID# must be on the contract. The terms of this contract may not be changed, altered, cancelled, or a refund paid after approval by FHF. REMEMBER, if contract is accepted, NO REFUND SHALL BE ISSUED TO LESSEE(S) BY LESSOR. All items to be sold or given away must be listed on the contract, and approved by the FHF Vendor Committee. FHF reserves the right to reject any contract for any reason. If your application is rejected, ONLY THEN can full payment for contracted space be returned. The Firefighters Helping Firefighters BBQ Cook Off & Music Festival assumes no responsibility for Workman’s Compensation, FICA or withholding taxes for any and all employees or agents that work for any vendor in the Firefighters Helping Firefighters BBQ Cook Off & Music Festival, and shall not be responsible for sales tax. Date MOVE-‐IN TIMES MOVE-‐OUT TIMES Thursday, July 9, 2015 12:00pm – 5:00pm Not applicable Friday, July 10, 2015 12:00pm – 3:00pm May begin no earlier than 9pm Saturday, July 11, 2015 7:00am – 10:30am May begin no earlier than 9pm • Entry into the Fairgrounds allows vehicles access to unload/load only before/after all participants are gone. • Campbell Hall (INDOOR VENDORS) may begin disassembly at 9pm for departure. Outdoor vendors may begin disassembly at 9pm but may not use any motor vehicles for transporting equipment. All vehicles must be loaded in the vendor parking lot. General Information • Each vendor will receive (2) wristbands for entry. Wristbands cannot be taken off after putting them on. Anyone not wearing a wristband will NOT be granted entry to the Festival. The wristbands will be valid for the dates purchased. Additional wristbands may be purchased at regular price. • No ice chest/coolers or outside food will be allowed in during the festival times. (See dates/times) • No pets are allowed on the fairgrounds unless it is a service pet. • Booths must be manned and operational during the festival hours for the length of the festival. Unless prior arrangements have been made with FHF Vendor Committee, Lessee(s) who do not follow the minimum schedule of operation will be evicted from the fairgrounds without refund. Page 3 of 5 Firefighters Helping Firefighters BBQ Cook Off & Music Festival of MediLife of Houston, Inc. (501c3) •
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www.FireHelpingFire.org All sales and promotions must be conducted inside the vendor’s booth space, not in the aisles, in front of the booth or walking around the festival grounds. All equipment must be inside the vendor’s allotted booth space and must not encroach into the aisle. No golf carts or 4 wheelers of any kind are allowed to be used by anyone except the Firefighters Helping Firefighters committees. Adequate security will be furnished by FHF beginning Thursday, July 9, 2015. FHF will NOT be responsible for any and all damaged and/or stolen items. It is in the best interest of the vendor to secure all belongings and merchandise at all times. Vendors will not be permitted to camp on the Fairgrounds. NOT EXCEPTIONS TO THIS RULE. No items bearing the words “Firefighters Helping Firefighters”, “FHF” or “Firefighters Helping Firefighters BBQ Cook Off & Music Festival” or its logos will be allowed without prior approval of the foundation. Firefighters Helping Firefighters reserves the right to prohibit sales or distribution of any and all printed or other items which may be considered objectionable to the organization. Firefighters Helping Firefighters reserves the right to limit products to vendors with political or controversial issues. Firefighters Helping Firefighters reserves the right to ask any vendor to leave the Festival for unruly behavior or language. You will be escorted off the property by security, with NO refund due. Lessee agrees to hold Firefighters Helping Firefighters BBQ Cook Off & Music Festival or the City of Pasadena and its agents harmless from any and all liability whatsoever. EMERGENCIES In the event any situation arises which in the sole discretion of the Festival, requires immediate suspension of Festival activities or a part of same including the activities of Festival patrons, concessionaires, Vendor’s, firms or corporation with or without contracts to be present on the Fairgrounds, it is agreed that they will cease their operations or activities immediately upon notice until directed to reopen or resume activities by the Festival. All parties agree that no liability shall be asserted against the Festival on account of such closing or ceasing or activities even for lost profits, rent paid or expenses of any kind. See next page for liability waiver Page 4 of 5 Firefighters Helping Firefighters BBQ Cook Off & Music Festival of MediLife of Houston, Inc. (501c3) www.FireHelpingFire.org Waiver and release of liability and agreement to indemnify and hold harmless In consideration of entry into and participation in the activities associated with the Firefighters Helping Firefighters BBQ Cook Off & Music Festival and in recognition of the risk of injury while participation in festival activities and as consideration for the right to participate in the activities, I hereby for myself, my heirs, executors, administrators, assigns, or personal representatives knowingly and voluntarily enter into the WAIVER and RELEASE OF LIABILITY and hereby WAIVE and all rights, claims, or causes of action of any kind whatsoever arising out of my participation and do hereby RELEASE and forever discharge the FIREFIGHTERS HELPING FIREFIGHTERS BBQ COOK OFF & MUSIC FESTIVAL and their affiliates, managers, members, agents, attorneys, employees, volunteers, heirs, representatives, predecessors, successors and assigns, the event site and its agents, attorneys, employees, volunteers, heirs, representatives, predecessors, successors and assigns and all sponsors and/or beneficiaries of the FESTIVAL from any and all liability, claims, demands, damages, actions or causes of action of every kind and character now existing or which hereinafter may arise as a result of my participation regardless of cause or whether any injury is caused by sole, joint, comparative, or concurrent negligence or gross negligence or fault of the FESTIVAL, the negligence or fault of myself or third parties, the conditions of the event site or any other cause. Further and for the consideration herein described, I agree to INDEMNIFY and HOLD HARMLESS the FESTIVAL against any and all claims, demands, damages, suits or actions of any kind whatsoever for liability, damages, compensation or otherwise brought by me or anyone on my behalf, including attorneys fees, if litigation arises per se, strict liability and/or liability under the Deceptive Trade Practices Act or other fault regardless of cause or whether caused by the sole, joint, comparative, or concurrent negligence, gross negligence or fault of the FESTIVAL, my own fault or the fault of third parties, the conditions of the event site or any other cause. To INDEMNIFY means to assume the liability in a situation, thereby relieving the other party of responsibility. I recognize that various photographs, video recordings and/or other media will be taken during the FESTIVAL’S activities. I agree to grant the FESTIVAL full permission to use any photographs, video recordings, or other media of the FESTIVAL activities that contain my likeness for the purpose of promoting the FESTIVAL or its SPONSORS in any manner deemed appropriate by the FESTIVAL. I further agree to RELEASE and INDEMNIFY the FESTIVAL for any claims of NEGLIGENCE, GROSS NEGLIGENCE, NEGLIGENCE PER SE, STRICT LIABILITY or LIABILITY under the DECEPTIVE TRADE PRACTICES ACT or other fault for claims made that relate to any usage of photographs and/or interviews, including but not limited to damages, losses, costs of defense, attorney’s fees and whether caused by the sole, joint, comparative or concurrent negligence, gross negligence or fault of the FESTIVAL or myself or third parties, the conditions of the event site or any cause. I hereby declare that I have read and fully understand the Agreement in its entirety and that, by signing (or clicking) below, I assent to the terms and conditions contained in this Agreement. Signature: _________________________________________ Date: _______________________________________ Page 5 of 5