Non-Profit Organizations

The Organization Vendor is to provide the public information, community service, activity, giveaway,or educational outreach. The booth must support the event's mission and remain appropriate for a family-oriented public setting.

ORGANZATION OR COMMUNITY RESPONSIIBILITIES

·    Vendor shall supervise its booth and/or display space using its best efforts to assure that all safety and health code regulations are maintained to the highest standards of the Vendor’s abilities.

·    Provide all necessary items for the operation of their booth and display space including tables, chair(s),signage and electricity. Each vendor is responsible for bringing their own electrical generators. All gas cans must be in nonflammable containers. Plastic containers are prohibited. Electrical outlets and/or generators will not be available from the City. All extension cords must be firmly secured/covered to prevent tripping hazards and out of main traffic corridors. Any signage must be professionally created. Hand drawn/painted signs are prohibited and will be removed.

·    Food and drink items must be pre-approved by the City. Prices may not be changed during the event. Each vendor is responsible for payment of all sales tax requirements on products sold. Local and state sales tax is 8.25%. Alcohol sales are prohibited unless pre-approved by the City. No glass containers.

·    Bring a suitable trash container and bags, maintain the surrounding area, and remove all materials and waste at breakdown.

·    Comply with applicable permits, background-check requirements, waivers, food rules, fire-safety requirements, and insurance requirements based on the nature of the activity. 

RESTRICTIONS AND PUBLIC SECTOR NEUTRALITY

·    The assigned booth may be used only by the approved Organization and may not be transferred, shared, subleased, or used primarily to promote another group without written City approval.

·    Political campaign activity is prohibited, including communications expressly supporting or opposing a candidate, officeholder, political party, or ballot measure, unless the City has established a separate legally authorized forum and approves participation in writing.

·    The Organization may not sell products, solicit donations, conduct raffles, collect fees, or fundraise unless those activities are specifically approved in this Agreement and comply with applicable law.

·    Food, beverages, candy, samples, or edible giveaways may be distributed only as approved. Preparation or service of open food may require a separate Food / Beverage Vendor Agreement, permits, and insurance.

·    The Organization may not use amplified sound, generators, open flame, cooking equipment, inflatables, vehicles, large structures, or activities involving physical risk without advance written approval.

·    The City may require the removal of any display, message, item, activity, or conduct that is unsafe, unapproved, disruptive, misleading, inconsistent with the event purpose, or inappropriate for the intended audience.

INSURANCE, WAIVERS, BACKGROUND CHECS, AND PERMITS

Risk-based requirements: The City may waive or modify fees and documentation for low-risk governmental or nonprofit participation; however, the City may require liability insurance, additional-insured status, waivers, background checks, permits, or safety documentation based on the activity, equipment, participants, food distribution, or other risk factors.

Children and volunteers: When activities involve children, the Organization is responsible for appropriate staffing, supervision, volunteer screening, and compliance with any background check or safeguarding requirements issued by the City.

Permits: The Organization must obtain any permit or approval required for food, fire, tents, generators, vehicles, fundraising, raffles, demonstrations, or other regulated activities. City approval does not replace another agency's approval.

Property and security: The Organization is responsible for its volunteers, employees, displays, equipment, vehicles, supplies, and property. The City does not guarantee protection from loss, theft, weather, or damage.

INDEMNIFICATION

To the extent permitted by law, Vendor shall protect, defend, indemnify, and hold harmless the City of Richland Hills and its officers, officials, employees, agents, event sponsors, and affiliates from claims, demands, causes of action, damages, losses, liabilities, costs, and reasonable attorney fees arising from or related to Vendor's participation, operations, products, services, employees, volunteers, contractors, equipment, acts, omissions, negligence, or breach of this Agreement, except to the extent caused by the negligence or willful misconduct of the City.

WEATHER, CANCELLATION, REMOVAL, AND FINAL AUTHORITY

·    Unless otherwise stated, the event is planned as rain or shine. Fees are non-refundable except as expressly provided by the City. Weather, emergency conditions, regulatory action, or safety concerns may require modification or cancellation.

·    The City may restrict the number or type of food vendors and select participants that best meet the event mission and operational needs. Approval does not guarantee future acceptance.

·    The City or a regulatory authority may immediately suspend service or remove the Vendor for unsafe conditions, missing permits, insurance deficiencies, unapproved menu items, improper conduct, nonpayment, sanitation concerns, fire-code issues, or interference with event operations.

·    City decisions regarding placement, inspection, safety, menu approval, operations, and removal are final for purposes of the event.