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1. CONFIRMATION AND BOOTH ASSIGNMENT: Booth space is limited and vendors are selected on first-come/first-serve basis. Acceptance and booth location are determined by the date application and full payment are postmarked. You will receive receipt and load-in information the week prior to the Festival.
2. BOOTH SPACE: We provide booth space only, no tents, tables, chairs, electricity, etc. If you want more space than a 10X20 provides, you can buy it in 10X10 increments at the price listed for a 10X10 booth.
3. SALES / SUBLEASING: Sales must take place within your booth space. You may promote your company with coupons, promotional materials & signage. No subleasing of booths allowed. Cook-off only provides the space; Vendors must provide their own tents, tables, chairs, etc.
4. INSURANCE – Vendor must provide their own insurance.
5. EQUIPMENT RENTAL: We will not have any equipment for rent. Vendor must provide their own equipment(s).
6. EXCLUSIVITY – Types of merchandise sold must be included in application and approved by Cook-off. For an exclusivity on any product call 713-829-9518 or email georgia@kalpanapro.com.
7. DEPOSITS, LATE FEES, CANCELLATION, NSF – Applications paid after 10/16/2015 incur a $25 late fee. Deposits are returned on the day of event. If you cancel within 15 days of Cook-off, your deposit will not be returned. A $30 fee applies to returned payments of any kind.
8. MERCHANDISE VENDORS – If applicable, required permits will be included in a future version of this application.
9. FOOD VENDORS: NO Beverages or food must be solid to the public. Prior approval must be received from Cook-off, and Required Temporary Health Permit must be provided to Cook-off.
10. WASTE DISPOSAL: It is responsibility of each vendor to keep the booth and the surrounding area clean. Vendors must provide their own garbage receptacles & garbage bags. Double-bag food waste. No dumping of oil or water; vendors failing to abide by waste disposal guidelines may lose their deposit.
11. EVENT DAY SETUP: Vendors will not set up until fees are paid. Vendor Check-in and set-up takes place on Fri, October 23rd or Sat, October 24th, 2015. Load-in will be first-come first-serve and must be completed prior to dark. The Day-of Information Packet you receive the week of the Cook-off will give you specific instructions. Most vendors will not be able to pull up to your booth, so bring a dolly. Bring your paid receipt, Security will only allow paid vendors into the unloading area. Vendors who have not pre-applied and paid are not guaranteed space. Overnight Security: There will be security. Vehicles: Not allowed on Cook-off grounds. Vendors requiring restocking of supplies may re-enter the area only with a dolly. Parking: Vendor parking is available nearby. Each vendor will be given a vendor parking pass. More information, see Day-Of Event Info Packet. Business Hours: Vendors must be ready for business by 4pm Fri. and 10am Sat.
12. BEVERAGE SALES: The Cook-off will be selling all beverages at the event. No BEVERAGE sales allowed in vendor booths.
13. PROHIBITED: Vendors may not sell drug paraphernalia, guns, fireworks, weapons, apparel displaying profanity or sexually explicit items. No music in the vendor booths – no exceptions.
14. SALES TAX: It is the vendor’s responsibility to adhere to city and state tax guidelines in the collection and payment of sales tax. The Texas Sales Tax Info Line is: 800-252-5555
15. SECURITY: The Cook-off Area has security. Vendors are solely responsible for the security of their cash, coupons, equipment, goods, inventory, supplies or any other property.
16. COOK-OFF GUIDELINES will be strictly monitored. If violations occur, two warnings will be issued. Additional violations will result in removal from the Cook-off site by Police without refund.
17. SOUND LEVELS: Vendors may not play their own music at this event. Violators will be removed.
18. ACTS OF GOD: The Cook-off producers, promoters, sponsors, staff/employees, volunteers, etc. are in no way responsible or liable for personal adversity or acts of God.
19. RAIN OUT POLICY: If a date is cancelled due to rain, technical problems or any other act of God beyond the control of the festival the following shall apply: If a rain date for the Cook-off is scheduled, Vendor may set up and the basic booth fee only will be waived. Other fees will still apply.
20. ELECTRICITY: We provide (1) 20-amp, 110-volt circuit for $100. Vendors must provide their own lighting fixtures and enough grounded heavy-duty outdoor cable to reach service. No light-duty cords. Only Whisper-Quiet type generators are allowed – must be pre-approved by vendor Coordinator.
21. ELECTRICAL NEEDS APPLICATION: Vendors whose electrical needs exceed (1) 20-amp, 110 – volt circuit must submit the following information for each piece of equipment by 10/16/2015. If you do not complete this form, we won’t incorporate your needs into the electrical design plot of the Cook-off and you will not be supplied with electricity. An electrician will be available (at your expense) on-site during the Cook-off if you have a problem. Vendor coordinator must be notified in advance of your needs.