Retail / Merchandise / Service Vendor

The Vendor is approved only for the products, services, performance, attraction, demonstration, or activity. Changes require advance written approval from the City.

 VENDOR RESPONSIBILITIES

·    Provide, supervise, and safely operate all booth, display, service, performance, or activity equipment during the entire event.

·    Provide all necessary tables, chairs, tents, signage, extension cords, generators, tools, supplies, staffing, and other equipment unless the City expressly agrees otherwise in writing.

·    Use professionally prepared, family-appropriate signage. Hand-painted or improvised signage may be removed at the City's discretion.

·    Keep the assigned area clean and orderly; provide at least one suitable trash container and bags; and remove all materials and waste at breakdown.

·    Secure all cords, equipment, displays, and merchandise so they do not create tripping, fire, accessibility, or traffic hazards.

·    Operate only during authorized event hours and remain staffed until the City authorizes breakdown or departure.

·    Comply with applicable sales tax obligations. The Vendor is solely responsible for collecting, reporting, and remitting taxes and for obtaining any required business license or permit.

·    Alcohol, weapons, illegal products, unsafe activities, and products or conduct that are not appropriate for a family-oriented public event are prohibited.

SERVICES, PERFORMANCES, AND ACTIVITIES

·    Any service, demonstration, attraction, game, or performance must remain within the assigned footprint and may not obstruct event traffic or neighboring participants.

·    Amplified sound, electrical use, generators, inflatables, interactive equipment, and activities involving physical participation require advance City approval.

·    The Vendor must provide qualified personnel and all safety equipment required for its activity. The City may suspend an activity that presents a safety concern.

·    When participation involves children or other vulnerable populations, the City may require background checks, waivers, supervision plans, or additional documentation before final authorization.

·    A Vendor being paid by the City must provide any requested contract, W-9, invoice, and vendor-registration documents before payment can be processed.

SETUP, UTILITIES, AND EVENT OPERATIONS

·    The City controls booth placement, layout, access, parking, load-in, load-out, and the use of event premises.

·    City electrical outlets, water, tables, chairs, tents, or generators are not guaranteed. Vendor-owned generators must be approved and positioned as directed by City or fire personnel.

·    Tents and membrane structures must be adequately anchored, kept outside designated fire lanes, and comply with applicable Fire Marshal requirements.

·    The Vendor may not transfer, share, or sublease its assigned space or promote another organization without written City approval.

·    The City may limit or relocate a display, service, or activity that interferes with event operations, safety, visibility, accessibility, or neighboring vendors.

6. INSURANCE, PERMITS, AND RISK

Permits and licenses: The Vendor shall obtain, maintain, and provide copies of all licenses and permits required for its business, service, activity, equipment, or participation. Approval by the City does not replace any other governmental approval.

Insurance: When required by the City based on the nature of the activity, the Vendor shall provide a current certificate of insurance in the limits specified by the City and name the City of Richland Hills as an additional insured. The City may require primary and noncontributory wording and contractual-liability coverage.

Responsibility for property: The Vendor is responsible for its merchandise, equipment, displays, vehicles, supplies, employees, volunteers, and personal 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 the City states otherwise, the event is planned as rain or shine. Inclement weather, emergency conditions, or other circumstances may require delay, relocation, modification, or cancellation.

·    Fees are nonrefundable except as expressly stated in the event information or approved in writing by the City. Any refund request must be submitted in writing.

·    Submission, approval, or payment does not create a guaranteed right to participate. The City may deny or remove a Vendor for rule violations, unsafe conduct, misrepresentation, unapproved products or services, nonpayment, interference with event operations, or conduct inconsistent with the event's mission.

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