Dear Non-Club Member Prior-Year Vendor, or Potential Vendor:
The rules haven't changed that much but do need to be covered.
1. You are asked to provide a copy of your proof of liability insurance for $1,000,000) for The Club's records. Sorry, no exceptions but the EDGE&TA insurance is OK for tractor or engine related items)
2. You will need to provide your Tax ID number for the City of Fredericksburg's records.
3. All food vending will be provided by the Fair Association.(Packaged jams, preserves, honey, etc., and other things not intended for consumption on site are OK).
4. This is a family show and anything deemed inappropriate will not be allowed.
There will two types of booths available--15'x15' booths in the shade of the open pavilion or 15' x 30' booths in the open air next to the pavilion. The cost of either will be $25 per booth for the entire show. The larger spaces are an effort to accommodate vendors with trailer loads of parts for sale.
Please note that a HCAT&EC member only needs to submit a vendor agreement; one vendor space is provided free as long as the member's sales activity is limited to the HCAT&EC show only. Also, the HCAT&EC's insurance covers the member and no additional insurance is required.
The Vendor Agreement is cited below so that you can study it at your leisure. If you bring your tax information, insurance form and completed Vendor Agreement form with you to the show, the registration process will be simplified and accomplished more quickly.
We hope you can join us at the show on June 12 and 13, 2009.
Sincerely,
Cliff Ingold, Vendor Coordinator
P.O. Box 576
Harper, TX 78631
(830) 864-5754
cliffrof@ktc.com
The Club: Hill Country Antique Tractor and Engine Club, Inc.
Vendor: _____________________________________________________________________________
Vendor (Tax) I.D. ____________________________________________________________________
Vendor Address: ______________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Vendor Phone: Business________________________ Home__________________________
Vendor E-Mail:________________________________________________________________________
Special Event: The Club's Annual Antique Tractor and Engine Show held at the Gillespie County Fair Grounds in Fredericksburg, Texas, on June 12 and 13, 2009.
Vendor's Concession: ____________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
No. of Booths @ $25: 15' x 15'______________________ 15' x 30'______________________
Persons in booth (please list): :______________________________________________________
_______________________________________________________________________________
Whereas, the Hill Country Antique Tractor and Engine Club (The Club) sponsors the Annual Antique Tractor and Engine Club show, which involves vendors, and
Whereas, The Club is desirous of being indemnified and held harmless and making certain agreements as hereinafter provided,
Now, therefore, for and in consideration of the mutual covenants and promises contained in this Agreement and for such other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and confessed, the parties hereto agree as follows:
1. The Vendor agrees to provide and operate The Vendor's concessions at the Special Event. The Vendor shall not have the right to operate any other concessions, or sell any other products, goods or services, during the Special Event, except as is provided herein.
2. The Vendor shall have its booth set up not later than 6:00 p.m. on June 11, 2009. The Vendor shall open The Vendor's concessions to the public not later than 8:00 a.m. on each day of the special event and shall maintain said concessions open to the public until 4:00 p.m. on June 13, 2009.
1. The Club shall provide space to be utilized by The Vendor in operating The Vendor's concessions.
2. The Club shall have the right to terminate this agreement immediately and to remove The Vendor and The Vendor's property from the Special Event, when and if in the sole opinion of The Club, The Vendor is disruptive to the Special Event, or, if The Vendor otherwise engages in conduct which The Club deems to be unprofessional, offensive or harmful to other persons attending the Special Event or to The Club's reputation or business.
1. The Vendor shall observe and comply with all state, federal and local laws, rules, regulations and ordinances applicable to The Vendor, including without limitation, all state, federal and local laws, rules, regulations and ordinances dealing with the sale and handling of food products (if applicable), the protection of the environment and/or the handling and disposal of waste and other hazardous substances, public health, public safety and fire codes.
2. The Vendor shall, at its own cost and expense, obtain all necessary permits, licenses, authorizations and assurances required by federal, state or local laws, rules, regulations or ordinances in order to allow participation at the Special Event.
3. The Vendor acknowledges that it has inspected the space or grounds to be utilized by The Club in sponsoring the Special Event, that it is satisfied with its physical condition and its suitability for its intended use, and that it accepts such space or grounds in its existing condition.
4. The Vendor shall maintain the space to be utilized by The Vendor in operating The Vendor's concessions in a safe, sanitary and sightly condition and in good repair during the Special Event. The Vendor agrees that, at its own cost and expense, it shall repair and yield such space back to The Club at the conclusion of the Special Event in at least as good a condition as it was in prior to the Special Event.
5. The Club's representatives may enter the space utilized by The Vendor for the purpose of inspecting the same, at any time before, during and after the special event.
6. The Vendor agrees to indemnify, defend, keep, and save harmless The Club, its shareholders, officers, directors, agents, employees, representatives, successors and assigns, from and against all losses, costs, damages, expenses, suits, claims or liabilities of any kind whatsoever arising out of or related to, directly or indirectly, the conduct of The Vendor, or anyone else or with regard to any event or happening, at the Special Event.
7. The Vendor shall, prior to the Special Event, obtain a comprehensive public liability insurance policy, from an insurance carrier acceptable to The Club, the amount ($1,000,000), form and content of which shall be acceptable to The Club. Such insurance shall name The Club, and its officers, directors and shareholders, as additional insureds.
8. The Vendor acknowledges and agrees that The Club, its
shareholders,
officers, directors, agents, employees and representatives, shall not
be liable for any damage to the goods, wears, merchandise or other
property of The Vendor, its employees, invitees, customers,
subcontractors, or any other persons, nor shall The Club, its
shareholders, officers, directors, agents, employees, or
representatives be liable for injury to The Vendor, its employees,
agents, vendors, contractors, or others. The Vendor waives
any and all claims against The Club for such damages or injury.
9. The Vendor shall not assign its rights or delegate its duties
hereunder.
10. The Vendor shall not display any signs not approved by The Club.
1. Nothing contained in this Agreement is intended or should be construed as in any way creating or establishing the relationship of partners or joint venturers between The Club and The Vendor or as constituting The Vendor or any officer, owner, employee or agent of The Vendor as agent, representative or employee of The Club for any purpose or in any manner whatsoever, and that it shall not represent to any third parties that such is the case.
2. It is understood and agreed by the parties hereto that time is of the essence in this Agreement and this applies to all terms and conditions.
3. This Agreement is for the special event only and creates no rights in The Vendor with respect to any subsequent Special Events.
4. This Agreement and any schedules or exhibits attached hereto shall constitute the entire agreement between the parties, and no warranties, inducements, considerations, promises or other references shall be implied or impressed upon this Agreement that are not expressly addressed herein.
5. This Agreement shall be governed as to performance and interpretation in accordance with the laws of the State of Texas, and the parties hereto agree that venue over any causes or controversies arising under or from this Agreement shall lie in a court of competent jurisdiction in Gillespie Country, Texas.