vendor agreement [Terms and Conditions]

By purchasing your vendor spot for the Event, you agree to the following terms and conditions:

Vendor Eligibility

• Priority will be given to vendors whose products or services fit the theme of the Event (including but not limited to arts and crafts, locally made or sourced items, etc.).

• Two Food Truck vendors will be selected separately. All vendors must be in good legal standing and comply with all applicable laws and codes at the local, state, and federal laws. The event organizers reserve the right to reject any vendor application that does not meet the event's criteria.

Approval Process

• All vendor applications are subject to approval. We reserve the right to reject any application for any reason. Please ensure you provide all required information, including your business name, products/services, pricing, insurance certificates, and contact details. Websites and social account information are encouraged but not required.

Booth Requirements

• We will provide a 10’x10’ canopy with one 6’ table. (Vendors must provide their own chairs.)

• All vendors must arrive prepared with all necessary materials to create an inviting and professional booth. Get creative!

• Booth Sharing: Vendors are NOT allowed to share booths unless approved by event management. Booths may not be transferred, sold, or given to another party. Vendor Cancellation & Refund Policy ALL SALES ARE FINAL: No refunds, credits, or reschedules will be issued for cancellations or no-shows. Failure to attend or last-minute cancellations will impact your eligibility for future events. Please ensure you are committed to the event date upon registration.

Requirements for Vendors Selling Food or Other Perishable/Specialty Items

• Vendors must comply with all health and safety regulations. You must have valid and current permits, including food handling certifications, and comply with all local laws.

Conduct & Behavior

• Vendors are expected to maintain a professional, respectful demeanor toward customers, other vendors, and event staff at all times.

• Zero Tolerance for Discrimination: Discrimination of any kind will result in immediate removal from the event. We are committed to creating an inclusive and welcoming environment. No Soliciting: Vendors may not solicit other events or businesses on the event grounds. Any violation will result in immediate removal from the event and may affect future participation.

Weather Policy

• The Event will take place rain or shine. In cases of extreme weather, including excessive heat, freezing conditions, or lightning, the event may be canceled. You will be notified if such conditions arise.

Electricity & Generators

• We are currently unable to provide electricity for vendors. Generators are NOT permitted.

Parking

• Vendors must park on the street. There is no reserved parking available.

Music

• No personal music is allowed in vendor booths. Music will be provided throughout the event.

Insurance & Liability

• Vendors are required to carry their own liability insurance. The Friends of Oak Cliff Cultural Center are not responsible for any loss, damage, or theft of vendor property, products, or equipment. Vendors are responsible for securing their own booths and ensuring the safety of their products and materials within them.

• Vendors, as a material part of the consideration to be rendered to The Friends of Oak Cliff Cultural Center under this Vendor Agreement, shall defend, indemnify and hold The Friends of Oak Cliff Cultural Center, and the Oak Cliff Cultural Center exempt and harmless from any claims, suits, actions, demands, causes of action, liabilities, losses or expenses, including reasonable attorneys’ fees, arising in connection with any damage or injury to any person, or the goods, wares and merchandise of any person, arising from the use of the Vendors Market by Vendor.

Permits & Licenses

• Vendors who are selling food items: Must have all necessary health permits and certifications prior to the event.

• Non-Food Vendors: Must ensure that their products comply with local and state regulations.

• Vendors are responsible for obtaining any required permits or licenses.

Event Hours & Setup

• The Event will be held from 12:00 PM to 6:00 PM.

• Vendors can arrive as early as 10:30 AM and must arrive by 11:00 AM. All vendors must have their booths set up and finished by 11:45 AM. Late arrivals will be removed from the event without a refund.

• Booth Breakdown: Vendors are required to remain open for the entire duration of the event (12:00 PM to 6:00 PM). Early breakdowns or leaving early are prohibited.

Event Conduct & Cleanup

• Vendors are expected to leave their booth space clean at the end of the event, removing all trash, products, and equipment from the area. Failure to do so may result in a fine or exclusion from future events.

Contact Information

The best method to reach event organizers is by emailing friendsofoc3@gmail.com. Inquiries through social media may be missed.

Additional event details will be sent to you no later than the Wednesday before the event.

Discrimination & Harassment

We maintain a zero-tolerance policy for discrimination, harassment, or inappropriate behavior. Any vendor engaging in such behavior will be immediately removed from the event, and their eligibility for future participation will be affected.