A completed Vendor Application and two photos of your booth (including signage) must be submitted three weeks prior to event date.
METHOD OF SELECTION:
The Baytown Parks & Recreation Department can only accept a limited number of vendors. Vendors are evaluated on event experience within Baytown Parks and Recreation, overall booth attractiveness (including signage), diversity of items/services that relate to theme of event (if applicable).
NOTIFICATION OF ACCEPTANCE:
This is only an application. Completing an application does not guarantee acceptance. Approved applicants will be notified via email of all approved items/services and other information regarding the event at least four weeks prior to event date. Once accepted, selected vendors must remit payment by the deadline outlined in the registration email. Booth spaces and locations are sold on a FIRST COME, FIRST SERVE basis, and are reserved at the time of payment is received by our office.
The Parks & Recreation Department reserves the right to select the types of items to be sold in order to minimize duplication and retains the right to deny the selling of any particular menu item. In such an instance, the vendor will be contacted to discuss alternatives. Priority will be given to those that apply first. There is no guarantee that you will be the sole vendor or the sole vendor of any particular item.
A confirmation of all approved items will be provided along with notice of acceptance prior to the event. Vendors must agree to only sell approved items.
Standard booth space for games is 20’ x 15’.Standard booth space for rides is 40 x 15’. If you need larger booth space, you must seek approval from event officials. This is an outdoor event. Vendors will also have the opportunity to promote your company/business on-site with coupons, menus and promotional materials. Booth location is determined by The Baytown Parks & Recreation and is non-transferable. Event officials reserve the right to adjust booth arrangements as necessary due to the changing park conditions, without prior notification to vendors.
Vendors are responsible for providing all operational equipment, including but not limited to: tables, chairs, canopies-shade, electricity, water supply, tents, trash bags, ice, etc. Use of a generator requires a permit from the Baytown Fire Department.
Vendor agrees to operate throughout all hours of the event and agrees to remain in booth until official closing time. Vendors that leave prior to the event closing time will not be permitted to attend the Baytown Parks and Recreation special events. 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 this will result in a forfeit of your booth fee.
RIDE / ATTRACTION BOOTH
Examples: Rock Climbing, Moonwalks/ Inflatable Games, Mechanical Rides: Train Rides, Petting Zoo, etc.
Ride / Attraction vendors MUST provide proof of insurance and list the City of Baytown under Additional Insured.
This is where all vendor materials (parking passes, etc.) will be mailed.
If yes, Fire Permit must be obtained.
Required for Game Vendor
By checking the "I agree" box below, you agree and acknowledge that 1.) your electronic signature should be given the same legal force and effect as a handwritten signature. 2.) City of Baytown has your permission to use your information and pictures of your booth and products on social media, websites, and any other form of event promotion. 3.) You will operate your booth space at the above-mentioned special event, and agree to comply by all event rules and municipal rules and regulations set fort throughout this document and any attached documents. 4.) You also agree that all information provided on the vendor application is accurate.
Completing an application does not guarantee acceptance. Approved applicants will be notified via email of all approved items/services and other information regarding the event at least four weeks prior to event date. Once accepted, selected vendors must remit payment by the deadline outlined in the registration email. Booth spaces and locations are sold on a FIRST COME, FIRST SERVE basis, and are reserved at the time of payment is received by our office.
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