1. Application & Acceptance
Submission of a sponsorship application does not guarantee acceptance.
All sponsorships are subject to approval by the Town of Herndon Parks & Recreation.
The Town reserves the right to deny or revoke sponsorships at its discretion.
2. Event Overview & Conditions
Polar Heat on Lynn Street is a free, public outdoor event featuring entertainment, vendors, and family-friendly activities.
Sponsors acknowledge that event operations, layout, and programming are subject to change due to weather, safety requirements, or operational needs.
3. Payment Terms
Sponsorship is not confirmed until full payment is received.
Payment deadlines will be outlined in the sponsorship agreement or invoice.
Failure to meet payment deadlines may result in forfeiture of sponsorship benefits.
4. Sponsorship Benefits
Benefits vary by sponsorship level and are only guaranteed once payment is complete.
The Town reserves the right to substitute benefits of equal value if necessary due to logistical or operational constraints.
Late commitments may not receive full marketing or promotional inclusion.
5. Branding & Logo Usage
Sponsors must submit logos and marketing materials by specified deadlines to be included in promotions.
Use of the Town of Herndon name or logo requires approval and must follow official brand guidelines.
Sponsors may not imply endorsement or partnership beyond the agreed sponsorship level.
6. Booth & Activation Guidelines
Booth space, if included, will be assigned by the event organizer.
Sponsors must comply with all event rules, including:
Set-up and breakdown times
Safety and fire regulations
Noise and activity restrictions
All booth staff must be informed of and adhere to these guidelines.
7. Permits, Compliance & Conduct
Sponsors are responsible for complying with all applicable local, state, and federal laws.
Any required permits, licenses, or insurance must be obtained by the sponsor unless otherwise specified.
The Town reserves the right to remove any sponsor or activation deemed unsafe, inappropriate, or non-compliant.
8. Weather & Force Majeure
The event will take place rain or shine unless conditions are deemed unsafe.
No refunds will be issued due to weather or circumstances beyond the Town’s control, including but not limited to acts of God, public safety concerns, or government orders.
9. Cancellation Policy
Sponsor cancellations must be submitted in writing.
Refunds, if any, are at the sole discretion of the Town and may be subject to administrative fees.
If the Town cancels the event, sponsorships may be refunded or credited toward a future event.
10. Liability & Indemnification
Sponsors participate at their own risk and are responsible for their property, staff, and materials.
Sponsors agree to indemnify and hold harmless the Town of Herndon, its employees, and partners from any claims, damages, or liabilities arising from participation.
11. Media & Promotion
Sponsors grant permission for their name, logo, and likeness to be used in event marketing and promotional materials.
Event photos and videos may include sponsor branding and may be used by the Town for promotional purposes.
12. Amendments
The Town reserves the right to modify these Terms & Conditions at any time.
Sponsors will be notified of any significant changes.
13. Agreement
By submitting a sponsorship application and/or payment, the sponsor acknowledges and agrees to these Terms & Conditions.
