This is a family-friendly event. Exhibitors and vendors must agree to meet the high standards outlined below. Prosper Parks & Recreation reserves the right to revoke or refuse to grant space at any time without recourse by the vendor and shall not be held liable to anyone for this action.
ELECTRICITY: BOOTH SPACE REQUIREMENTS:- The maximum number of representatives allowed within each booth space is four. Each 'booth' consists of one table and two chairs.
- Your table is required to have a covering. All tables and chairs will be provided.
- Soliciting or standing outside your booth space is prohibited.
- Space heaters, fire, and televising within booths are prohibited.
- Recognition is reserved for the applicant contracting booth space. Only one vendor may be promoted per space.
- No outside or sub-advertising is allowed.
- All booths must be staffed for the duration of the event.
- Exhibitors and vendors are solely responsible for the security of their booths and the contents therein.
- Exhibitors and vendors are required to clean up their space before vacating the premises. Booth space shall be returned to the condition it was in before use. Approved exhibitors and vendors are responsible for the space provided and may not sublease or sublet the space to other parties. If parties other than the approved applicant occupy the space, these parties will be asked to leave immediately, and the booth may be closed indefinitely.
- Exhibitors and vendors agree that their employees involved with the event shall not drink beer, wine, or any other alcoholic beverage while performing their duties under this Agreement.
RULES & REGULATIONS: - Exhibitor applications are subject to approval and selected provided all rules and requirements are met.
- Only completed, signed applications will be considered.
- Completion of this application does not guarantee booth space for the event.
- The Town of Prosper reserves the right to deny approval to an Exhibitor or vendor, who, in our opinion, is unlikely to contribute to our mission or does not align with our organizational values. The Town reserves the right to refuse any sponsor that does not comply with the above-listed rules and regulations, including the day of the event.
- Participants will be asked to leave immediately if not in compliance with event rules and regulations.
SALES & MERCHANDISE:- Exhibitors and vendors may NOT sell items or services at their booth. If we see that any vendor is making a sale at their booth, they will be asked to leave immediately. Any exceptions must have prior written permission from Event officials.
- Please bring promotional items and marketing materials to giveaway to participants.
- Vendors are highly encouraged to bring door prizes for raffle winners. This can include anything from swag, baskets, gift cards, etc. Please include your business information with the prize so that winners can know who the gift is from. The Town will coordinate all raffle winners.
- Exhibitors and vendors must keep merchandise, materials, etc., inside their booth area, unless otherwise approved by Event officials.
CANCELLATION POLICY: This is a rain or shine event. Yet, in the event of severe weather, Town officials reserve the right to cancel. Should the event be postponed or canceled by Force Majeure, public safety and welfare, or for any reason whatsoever, the vendor/Exhibitor hereby releases and forever discharges the Town of Prosper, its officers, Council members, employees, representatives, agents, and volunteers from any and all liability and claims for damages and/or loss which result from such post-postponement or cancellation.
INDEMNIFICATION AGREEMENT:Vendor shall indemnify the Town of Prosper, their respective officers, Council members, volunteers, directors, employees, representatives and agents against, and hold the Town of Prosper, their respective officers, Council members, volunteers, directors, employees, representatives and agents harmless from, any and all claims, actions, liability, lawsuits, judgments, damages, injuries (including death), costs or expenses, including reasonable attorney’s fees, for injury to person or property or death of any person resulting from or based upon, in whole or in part, any act performed or omission in the performance of this Agreement by Vendor, its agents, officers, representatives, volunteers and employees. This indemnity is intended to protect the Town of Prosper, and their respective officers, council members, directors, employees, representatives, volunteers and agents, from consequences of their own negligence. The provisions of this paragraph shall survive the termination of this Agreement.
Vendor, its officers, directors, representatives, volunteers, agents and employees do hereby waive any and all claims for damage, injury or loss to any person or property, including the death of any person, that may be caused, in whole or in part, by the act or failure to act of the Town of Prosper, their respective council members, officers, agents, directors, representatives, volunteers and/or employees. Vendor, its officers, directors, representatives, volunteers, agents and employees assume the risk of all conditions, whether dangerous or otherwise, in and about the premises of the Town of Prosper, and waive any and all specific notice of the existence of any defective or dangerous condition in or about said premises. The provisions of this paragraph shall survive the termination of this Agreement
Vendor hereby releases the Town of Prosper, their council members, officers, agents, directors, representatives, volunteers and/or employees from any actions for any loss damage sustained by reason of any defect of any part of the water supply system, the sewage and drainage system, the gas system, electrical apparatus and/or wiring on the Event site and/or booth(s) and/or any other premises or band stand, and for any loss or damage resulting from fire, theft, water, tornado, rain, snow, strikes, civil commotion riot, or otherwise caused by gross negligence of the Town of Prosper, their respective council members, officers, agents, directors, representatives, volunteers and/or employees.
Failure by Vendor to comply with any of the “Vendor Rules and Regulations and Indemnification Agreement” shall be sufficient cause for termination of this Agreement by the Town of Prosper. In the event of termination, Vendor shall immediately vacate Event property, removing all equipment, materials, supplies and any other property of Vendor; in addition, the Town shall have other rights and remedies available at law or in equity, which rights and remedies shall be cumulative. Vendor acknowledges that this Agreement is not a lease but only a revocable license to operate the activity described herein.
