DEPOSIT FEE:
A $50 deposit is required for craft/commercial and novelty vendor booth fees at time of approval. A refund of the deposit is determined at the conclusion of the event by the condition of the booth site (cleanliness, damage incurred, etc.) as well as adherence to rules and regulations outlined in this application. If violations occur, the full $50 deposit will be retained by Pearland Parks & Recreation. If a contracted vendor chooses to cancel their appearance at an event for any reason, the deposit will not be refunded.
DEFINITIONS
CRAFT/COMMERCIAL VENDOR:
A craft/commercial vendor is a vendor that sells handmade or commercial items and artwork that have a unique design. Examples of acceptable crafts include handmade woodwork, jewelry, toys, quilt work, Scentsy, Tupperware, Avon, etc.
NOVELTY VENDOR:
A novelty vendor is a vendor that sells children’s products or services such as face painting, sand art, glow products, or children’s toys.
ITEMS/SERVICES:
Pearland Parks and Recreation reserves the right to deny the sale of any particular item or service. In such an instance, the vendor will be contacted to discuss alternatives. Exclusivity is not guaranteed; however, every effort will be made to prevent an overabundance of similar products or services from being sold.
BOOTH SPACE/LOCATION:
Booth space will consist of 100 square feet of operational space (10’ x 10’ space). If you need larger booth space, you must seek approval from event coordinator. All events are outdoors. Vendors will also have the opportunity to promote your company/business on-site with coupons, menus, promotional materials and name-identified uniformed employees. Booth location is determined by Pearland Parks & Recreation and is non-transferable.
EQUIPMENT/ELECTRICTY:
Vendors are responsible for providing all operational equipment, including but not limited to: tables, chairs, canopies, tents, generators, etc. Vendors must bring their own power supply and extension cords. For safety reasons and the amount of noise generators produce, generators are not allowed at all events. Prior approval by event coordinator is required in order to use a generator.
DECORATIONS:
All decorations must be tasteful and reflect the theme of each individual event. Decorations in all tents that are not used for cooking, shall be limited to combustible decorations on 10 percent of walls and ceilings unless treated with flame retardant criteria of NFPA 701.(IFC 2404.2) Decorations must be within boundaries of allotted booth space. The ground, pavement, walls, poles, etc., surrounding booth space must not be damaged or defaced in any way. If vendor damages any event property, in any way (nails, staples, paint, etc.), vendor agrees to pay damages therein.
MARKETING/PROMOTION:
Vendors agree that all marketing and promotional material will be distributed ONLY from assigned booth location. No member of the organization is to distribute information verbal or printed more than five (5) feet from the assigned booth space. Violating this policy will cause your organization to be dismissed from the event grounds without a refund. In addition, your organization will not be allowed to participate in future City sponsored events.
VENDOR BEHAVIOR:
Vendors agree to behave in a professional manner or be dismissed from the event grounds without a refund. Any vendor suspected of alcohol or drug usage during the event, set-up or take-down will be dismissed from the event without a refund. Excessive complaints (two or more) from event participants, staff, or patrons will result in dismissal from the event grounds without a refund. In addition, your organization will not be allowed to participate in future City sponsored events.
EVENT HOURS:
Vendor agrees to operate throughout all hours of the event and agrees to remain in booth until official closing time. Likewise, vendors parked, onsite, in the vendor lot must remain parked until (1) the end of the event and (2) the Pearland Police reopens surrounding roads. Vendors that leave prior to the event closing time will forfeit their $50 deposit. If vendor arrives past the specified set-up time for the event, vendor will not be allowed admittance and a refund of the deposit and booth fee will not be given. If a vendor does not show up on the day of the event this will result in a forfeit of your deposit and booth fee will be retained.
GENERAL SUPERVISION:
Vendor is an independent contractor and retains the sole right to control and/or direct the way the services described herein are to be performed and details of all work performed by the vendor, its employees and representatives. Subject to the foregoing, Pearland Parks & Recreation retains the right to inspect the progress of the work performed by the vendor. Pearland Parks & Recreation has the limited right to stop the work, to prescribe alterations and generally oversee the work only to ensure its conformity with that specified herein. Pearland Parks & Recreation’s general oversight is in no way intended to assume control or to direct the details of the vendor’s work, which duties remain solely with the vendor.
DISCLAIMER:
Celebration of Freedom will be held rain or shine to the best abilities of the Pearland Parks & Recreation Department. Pearland Parks & Recreation makes no representation as to the number of potential event attendees and assumes no liability for any financial loss due to vendor’s operation at the event.
