ACTIVITY BOOTH APPLICATION
Dear Community Partners:
The East Bernard Chamber of Commerce and the City of East Bernard would like to invite you to join us for
a great day of fun at our annual Backyard Bash to be held on Saturday, June 4th, 2016. We are accepting
applications for local non-profit groups to set up games and activities for the event. Some examples of
booths we may see are traditional games such as ring toss, bean bag toss, duck pond, or something
unique and unusual, as long as it remains appropriate for a family event. The booths will be assigned on a
first come first serve basis. *Please note this application is only for activity booths. If you are
interested in selling items or food, please fill out the vendor booth application.
Please submit your completed application to:
City of East Bernard
Backyard Bash
704 Church Street
East Bernard, TX 77435
979-335-6532 fax
[email protected]
Please fill out your enclosed entry form and return no later than Friday, May 21, 2016.
Booth location information will be available on Friday, June 3rd at the City Hall or at the City Booth on the
day of the event. You may set up the evening before the event or in the morning beginning at 8 a.m.
If you move or change your email address, please let us know so that we may be able to reach you!
We are excited about this event and we appreciate your support of our wonderful community. Our goal is
to make sure your experience as a participant is exceptional!
Sincerely,
Audrey Scearce, City Secretary
City of East Bernard
East Bernard City Park-A Good Place to Play
ACTIVITY BOOTH APPLICATION
Saturday, June 4th, 2016-10:00 A.M.-8:00 P.M.
Sponsored by:
City of East Bernard
704 Church Street
East Bernard, Texas 77435
979.335.6558
979.335.6532 (fax)
[email protected]
Location:
East Bernard City Park-200 W Bernard St., East Bernard, TX 77435
Cost:
FREE
All vendors are responsible for providing their own canopies, tables, chairs,
and any necessary equipment for their activity.
Deadline:
Booths are available on a first come first serve basis.
*There will be a $5 late fee after May 15th
Spaces are secured with payment ONLY; turning in an application does NOT
secure your spot.
Booth Size:
12' x 12' Space
Booth Sche
June 4th,2016
8:00AM-9:30AM---Booth Set-Up
9:30AM--All Vehicles will need to be moved to
designated area
10:00 AM-close---All Booths Open. When vendor leaves the
event, all equipment must leave also.
VENDOR INFORMATION
Name of Group:
_____________________________________________________________
Contact Person:
_____________________________________________________________
Mailing Address:
Street/PO Box
_________________________________________
City, State, Zip
_________________________________________
Phone Number:
_________________________________
*Please provide a number we will be able to reach you at on the day of event.*
E-Mail
__________________________________________________________
BOOTH INFORMATION
Total Number of Booths:
____________ (Each booth must have at least one activity)
Description of Activities/Games:____________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
Other Activity Booth Information:
1.
2.
3.
4.
No food or products may be sold at activity booths. Vendor applications are available for
these types of goods.
We suggest colorful signs to grab the patron's attention to your booth. Please make sure you
advertise what type of activity you have!
Please keep your booth area as tidy as possible. Also, don't forget your supplies like strong
tape, scissors, stapler, markers, trash bags, etc.
Please no tickets or tokens at your booths.
RULES/REGULATIONS
The East Bernard City Park Grand Opening is a family-oriented function presenting entertainment and activities suitable for the entire family. The
City of East Bernard reserves the right to restrict items sold and displayed. Such items must not contain nudity, profanity, obscenity, or otherwise
objectionable material. No weapons, including without limitation, knives, brass knuckles, Chinese throwing starts, or other materials, can be sold or
displayed. No Silly String or Hair Paint can be sold (any hair paints must be applied by the vendor). No cap guns, fireworks, poppers, or cigarettes
(or anything resembling cigarettes) can be sold. Selling of pets and/or animals is prohibited. Should the City of East Bernard, at its sole discretion,
determine that a lessee's items do not conform to the standards mentioned, lessee agrees to remove such items from the site immediately.
________ Initialed
The City of East Bernard will do their best to accommodate any location requests, but specifying a preferred location does not guarantee placement.
We will place you in the best possible booth location. All booth locations are subject to change.
________ Initialed
This lease agreement shall not become effective until it is paid in full and is accepted; and shall constitute the entire agreement between the parties.
Full payment must be received for a booth to be assigned.
________ Initialed
This agreement is for rain or shine. Any such interruption, postponement, or cancellation shall not affect the space rental fees. There will be NO
REFUNDS for any reason, including rain or any other weather-related event.
________ Initialed
Displays, signs, tables, chairs, and canopies MUST fit inside the designated booth space allowed. If equipment is larger than booth space , an
additional space MUST be purchased at the time of set-up. Spaces will be pre-measured before set-up. The City of East Bernard reserves the right to
remove any display that does not conform to these guidelines.
________ Initialed
Vendors must provide their own equipment, including; tables, chairs, sanitation supplies, tents, and canopies. No stakes may be driven in the
sidewalks.
________ Initialed
Vendors may only sell out of their booths. Soliciting outside your booth is not permitted. Fences or anything other barriers placed by the City of East
Bernard may not be moved.
________ Initialed
All Vendors are responsible for their own finances. No small change will be given by the City of East Bernard. The State Comptroller of Public
Accounts requires vendors who are not sales tax exempt to have a sales tax number and pay sales tax. It is your responsibility to obtain and furnish
the necessary sales tax number.
________ Initialed
The sale of alcoholic beverages by an undesignated vendor is prohibited.
________ Initialed
All food booths must operate in conformance with the Texas Dept. of Health regulations. Vendor agrees to keep the booth(s) clean and well
maintained during the hours of 10:00 AM through closing. All trash will be placed in the appropriate trash receptacle.
________ Initialed
All Vendors will be considerate of others when unloading their booths. Please follow instructions from the staff when arriving to set-up. Vendors
will need to unload as quickly as possible and move their vehicle to allow all vendors opportunity to do so.
________ Initialed
The undersigned Lessee:
LESSEE SHALL INDEMNIFY, DEFEND, AND HOLD HARMLESS THE CITY OF EAST BERNARD, SPONSORS, AND EACH OF
THEIR RESPECTIVE GUESTS, AGENTS, SERVANTS, EMPLOYEES, OFFICIERS, AND DIRECTORS FROM AND AGAINST ANY
AND ALL ACTIONS, CLAIMS, LIABILITIES, ASSERTIONS OF LIABILITIES, LOSSES, COSTS AND EXPENSES, INCLUDING,
BUT NOT LIMITED TO ATTORNEYS' FEES, WHICH IN ANY MANNER MAY ARISE OR BE ALLEGED TO HAVE ARISEN OR
RESULTED OR ALLEGED TO HAVE RESULTED FROM THE PRESENCE, ACTIVITIES, EVENTS AND OMISSIONS OF ANY
NATURE WHATSOEVER OF LESSEE, THEIR AGENTS, SERVANTS, EMPLOYEES, AND THEIR RESPECTIVE GUESTS AND
INVITEES, IN CONNECTION WITH THE USE AND OCCUPANCY OF THE LESSEE'S BOOTH AND BOOTH AREA INCLUDING,
WITHOUT LIMITATION, ANY CLAIM OR CLAIMS FOR BODILY INJURY OR DEATH OF ANY PERSONS AND FOR ANY LOSS
OR DAMAGE, FOR ANY LOSS OR DAMAGE TO PROPERTY, AND FURTHER INCLUDING WITHOUT LIMITATION, ANY
CLAIM OR CLAIMS ARISING OUT OF THE PRESENCE, FURTHER INCLUDING WITHOUT LIMITATION, ANY CLAIM OR
CLAIMS ARISING OUT OF THE PRESENCE, SERVING OR USE OF ANY ALCHOLOIC BEVERAGES AT THE CITY OF EAST
BERNARD PARK GRAND OPENING.
The undersigned lessor (The City of East Bernard):
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Will furnish space for lessee's use as a booth
Will assume no responsibility for Workman's Compensation, FICA, or other withholding taxes for any and all employees or
agents that work in the booths and shall not be responsible for sales tax.
Reserves the right to approve for each booth the items offered for sale, distribution, or display in order to avoid excessive
duplication. No booths will be leased for garage sale type merchandise.
Will assume no responsibility for items left, loss, or damage to articles while at the East Bernard City Park Grand Opening
or in transit there to or there from for any cause whatsoever.
Will provide no parking for RVs.
Will provide water for Vendors in the Hospitality Area.
I agree to the guidelines and conditions in this contract. In addition, I declare that the information above is true and correct. I
understand that all contracts and applications must be completed, signed, and paid for in full before being accepted by the City of
East Bernard. I further understand that this application and contract will not be considered to be valid until all information has been
provided, payment received in full, fully executed contract and Lessee notified of acceptance.
___________________________________________
Lessee's Authorized Signature
_______________________
Date
___________________________________________
City Representative's Authorized Signature
_______________________
Date
THANK YOU FOR BEING A PART OF THE EAST BERNARD BACKYARD BASH!!