METHOD OF SELECTION:
Political campaign vendors will not be given any preference over other vendors, inside or outside the political campaign category. The Pearland Parks & Recreation Department does not support any individual candidate or message. A limited number of booths are available at each event and selection is on a first come, first serve basis.
NOTIFICATION OF ACCEPTANCE:
Applicants will be notified via Eventeny with information regarding the event at least four weeks before event date. Once accepted, selected vendors must remit payment by the deadline outlined in the acceptance letter.
DEFINITION OF POLITICAL CAMPAIGN VENDOR:
A political campaign vendor is a vendor that plans to participate in a City of Pearland Special Event as a method to promote his/her political campaign. Political campaign vendors may give away items, but are not allowed to sell any items or services. Political campaign vendors include elected officials running for election/re-election for school board, city, state, etc.
ITEMS/SERVICES:
Pearland Parks & Recreation reserves the right to deny the give-away of any particular item or service. In such an instance, the vendor will be contacted to discuss alternatives. The special events listed in this policy and subsequent applications are open to all political vendors. A confirmation of all approved items/services will be provided, along with notice of acceptance, prior to the event.
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. 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. No combustible decorations shall be located under cooking tents. 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. If vendor arrives past the specified set-up time for the event, vendor will not be allowed admittance and a refund of the booth fee will not be given. If a vendor does not show up on the day of the event your booth fee will be retained.
GENERAL SUPERVISION:
Vendor is an independent contractor and retains the sole right to control and/or direct the manner in which 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 insure 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:
The event 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.
INDEMNITY:
VENDOR SHALL PROTEST, DEFEND, INDEMNIFY AND HOLD THE CITY OF PEARLAND AND ALL THEIR RESPECTIVE OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS, THE EVENT SPONSORS AND THEIR AFFILIATES FREE AND HARMLESS FROM ANY AND ALL CLAIMS, DEMANDS, CAUSES OF ACTION, SUITS OR OTHER LITIGATION (INCLUDING ALL COSTS THEREOF AND ATTORNEY’S FEES) OF EVERY KIND AND CHARACTER ARISING AGAINST THE CITY OF PEARLAND AND ALL THEIR RESPECTIVE OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS, THE EVENT SPONSORS AND THEIR AFFILIATES OR ANY THIRD PARTY (INCLUDING BUT NOT LIMITED TO, PERSONNEL FURNISHED BY VENDOR OR ITS VENDORS AND SUBCONTRACTORS OF ANY TIER) ON ACCOUNT OF BODILY INJURY (INCLUDING DEATH) OR DAMAGE TO OR LOSS OF PROPERTY IS CAUSED BY THE NEGLIGENCE, GROSS NEGLIGENCE, WILLFUL ACTS OR CONDUCT AND/OR STRICT LIABILITY OF VENDOR, ITS VENDORS OR SUBCONTRACTORS OR ANY OF THEIR RESPECTIVE OFFICERS, DIRECTORS OR EMPLOYEES, OR ANYONE OR MORE OF THEM IN CONNECTION WITH THE EVENT.
By submitting an application, vendor agrees to the contents of the City of Pearland political campaign vendor information that has been provided.
