1953 Golden Heights Rd, Fort Worth, TX 76177—Box Office Warehouse Suites
Saturday, September 14, 2019: 11:00 AM – 4:00 PM
Load In/Load Out
LOAD-IN
We are staggering move in times to try to avoid heavy traffic. As you can see on the attached map of the grounds our buildings in the back are four (4) different colors. We are assigning each building “color” a different move in time. Move in time for the SKY-BLUE buildings will be 9:30 AM, move in time for the PURPLE buildings will be 9:45 AM, the ORANGE buildings will be 10:00 AM and the MINT GREEN buildings will be 10:15 AM. In the email sent to you there will be a color noted. That color tells you what building you will be placed in front of and when your arrival time is. We are hoping this gives each vendor enough time to set up without making other vendors arrive too early.
Event grounds must be clear of all motor vehicles by 10:45 AM; prior to event start. Vendors must set up in their designated area. Failure to comply will result in not being able to participate as a vendor for the event. Areas will be closed off to prepare for the event, vendors must plan accordingly.
LOAD-OUT
Venue vendors may begin to breakdown their booth at 4 PM. For safety purposes, all vehicles must be escorted in/out of the Event and unless given permission by our vending coordinator, venue vendors should plan to load out vehicles after 4:00 PM. Motored vehicles will not be allowed on event grounds until after the crowd has cleared for safety purposes. You may not leave the site without being checked out by one of our vending coordinators. At this time, we will look over your area and assure it is up to our standards.
Once checked out you will be approved to leave. If you do not check out and/or your vending location is left in an unsatisfactory manner, in company’s sole and absolute discretion, then a $200 Clean-Up Fee may be collected.
Servicing Your Booth
You may not drive your car to service your booth after your designated load in time is over. If you need to service your booth please bring a hand truck to move items to your booths. For safety purposes, vehicles will be strictly prohibited to drive to the vending areas outside of your loading times. We reserve the right to remove anybody from the property for not abiding these rules.
Set-Up and Display
Your setup must be clean, organized and visually appealing. Not only is the quality of your products important, but so is the professional and aesthetic appeal of your booth. Vendors are responsible for keeping both their booth space and the immediate area in front of their booth clean. Booth setup and display is subject to final approval by Event staff. Any additional signage not provided or approved by the event staff or approved by our vendor coordinator must be placed inside your booth and is subject to removal by Event staff. All displays, supplies and operations must be inside the confines of your booth. You are not allowed to push any displays out of your given tent area, especially into the general walkway. All equipment, supplies and overstock must be stowed and hidden within the space provided.
Staffing
There must be a manager or owner present in your booth space during the hours the event is open to patrons. Please keep in mind that as a vendor at the event, you were selected for the quality of your offerings and because of your friendly, professional customer service. By providing the best in products and service, you can build loyal customers throughout the years.
Security
During event hours, security will be patrolling the event. If a conflict arises, alert one of our vending coordinators, or security. DO NOT take the law into your own hands. Although the event provides security, you as a vendor assume all liability for risk of loss or damage to your merchandise, booth, or personnel. To be clear, vendor agrees that company and all related parties shall have no liability for damage or theft of vendor’s materials or equipment.
Product Limitations
A selected vendor can only sell the types of items listed on its Application. Vendors may not sell any additional items outside of their represented product line without prior approval from an authorized event representative. This is to ensure a variety of unique products throughout the venue. Vendors may not sell any item with the event logo or name or the likeness or logo of any act playing at the event without the express written consent of authorized Event staff. Vendors may not sell any drug paraphernalia, tobacco products, weapons or studded jewelry of any kind. Vendors are prohibited from selling or giving away any alcoholic beverages to minors.
FAILURE TO COMPLY WITH THIS SECTION WILL RESULT IN EXPULSION FROM THE EVENT AT NO PENALTY TO COMPANY AND A FORFEITURE OF THE FEES. IN SUCH EVENT, YOU WILL INCUR ALL EXPENSES ASSOCIATED WITH THE CLOSING OF THE BOOTH.
General Vending Guidelines
- Booth space is for a single operation only; no sub leasing or sharing of space is allowed, unless otherwise agreed to in writing by an authorized event representative.
- Sales are limited to booth space only. No roaming sales.
- No hawkers. You may not solicit or harass the crowd for sales.
- No bullhorns or megaphones, flashing Christmas lights or strobes, speakers or amplified sound
of any kind.
- Anything that generates noise in your booth space must be contained and controlled – no noisemakers or loud playing of instruments/music.
- After load-in, no motorized vehicles (including, but not limited to, golf carts, scooters, etc.) of any kind are allowed on the Event grounds.
- Vendors must abide by vendor guidelines and follow the instructions of Event staff.
- Vendors operate as independent contractors. The Event will not be responsible for the loss or Damage of merchandise or equipment in the booth area.
- Acceptance and participation this year does not guarantee a space in future events.
- Booth fees are non-refundable. Event is rain or shine.
Acts of God
Company shall have no liability whatsoever for damage, loss of revenue of any nature, to any person, matter, or thing resulting from fires, storms, winds, water, or other acts of God, or imminent threat thereof, nor from strikes or lockouts.
Zero Tolerance
Vendors must abide by all event rules. Company has zero tolerance for vending of unauthorized merchandise or partaking in any illegal activities. Vendor booths are to only be used for the purpose set forth on their Application. Vendors may not sell any drug paraphernalia, tobacco products, weapons or studded jewelry of any kind. If there is suspicion of illegal activities occurring, company has the right to search the vending booth at any time, without warning. If Vendor is suspected of or taking part in any illegal activities, in company’s reasonable opinion, company has the right to immediately remove the vendor and its booth from the event site at its own expense. There will be no refund whatsoever and the vendor will not be allowed back into the event.
Clean Up Fee
It is each vendor’s responsibility to make sure their space is properly maintained and there is no damage to the property. A $200 clean-up fee (“Clean-Up Fee”) will be collected from each vendor if proper cleanup/check out procedure is not followed. Vendors are required to leave their area as clean as it was when they arrived; with all infrastructure in the same condition as it was upon arrival. At the end of the event you must check out with our vending coordinators who will inspect your area to ensure that all trash has been disposed of and that no damage to the property has been sustained. If your area is cleaned to company’s satisfaction, you are free to go and no Clean-Up Fee will be requested. If your area is not satisfactorily clean, we will ask you to clean accordingly or company will collect $200 from the vendor to cover any damages.
