2024 Hometown Holiday Vendor Application - City of Roanoke, TX

Dear Applicant:

Thank you for your interest in applying for a vendor booth space at our upcoming Hometown Holiday event! Applications for this event will not be accepted after November 29, 2024.

PLEASE NOTE: REGISTRATION AND PAYMENT DO NOT GUARANTEE ACCEPTANCE.

* Due to closing the street for the parade, non-food truck vendors will be placed in a designated vendor lot for Hometown Holiday. The lot will also include activities which will draw attendees to that shopping area.

*Preference will be assigned to vendors selling products that can be used as holiday gifts.*

If you wish to register for booth space, please follow all application instructions carefully. All applicants will be notified prior to the application deadline, via email, of acceptance or non-acceptance after receipt of the completed application and required paperwork. Applications will not be considered complete until all paperwork has been received. Applications will not be accepted after the application deadline. The following items must be completed and received for the application to be considered complete:

• Completed Application & Acknowledged Vendor Guidelines Page
• Total Booth Fee
• Current Photos of Products & Display
• Notarized Hold Harmless Agreement (if not previously completed within the last 12 months)

F OOD VENDORS ONLY- READ CAREFULLY - Please note the temporary food permit is not included in the vendor fee. Any vendor selling any type of food will require a Health Inspection Temporary Permit (Food and Beverage Vendors Only). Our third party health inspector will determine if your booth requires an inspection. Once determined, should you need an inspection, you will be asked to pay an additional $100 permitting fee. Please contact our permitting department with any questions [email protected], (817) 491 2411.

1. Due to the number of available booths, the City of Roanoke will first select vendors selling artisan goods. Booth spaces available for non-artisan products will be minimal. All selections will be made by the vendor application deadline (November 29, 2024).

2. Submission of an application does not guarantee acceptance. The City of Roanoke allocates a specific number of booth spaces for retail, food, service and non-profit vendors. City of Roanoke officials reserve the right to select or reject vendors.

3. Vendors must describe accurately, and in-detail, their booth size and requirements to avoid unnecessary movements of booth locations. Booth movements are at the sole discretion of event planners.

4. Food trucks/trailers with hoods must be inspected by Fire Marshall two weeks in advance. Call (817)491-2301 for appointment.

5. Vendors not selected will be refunded any paid fees, to the original method of payment, upon selection date. *See below for other refund information.*

6. If selected as a vendor, an email will be sent within 5 days of the festival date with booth assignment and setup instructions.

7. Vendors must begin set-up during their assigned time slot.

8. Vendors will unload at assigned entry points. Movement of street barricades is unlawful.

9. Event management must authorize any moving or switching of booth spaces.

10. Vendors and/or their representative must be present at their assigned booth during event hours. Vendors are asked to stay the full duration of the event.

11. For Hometown Holiday only, one standard 110V plug is included in the booth fee. Power for certain food vendors, especially food trucks, is not included. If needed, vendors must supply their own extension cords, power strips, lighting, cord coverings, and any additional items needed to power their booth. Use of personal generators must be approved by event staff prior to the event.

12. Vendors shall provide any additional booth decorations, and all sale and display items must be contained within booth area. Product, signage, promotions, etc. cannot exceed the booth space.

13. Vendors are responsible for submitting all applicable taxes directly to the proper agency.

1 4. Vendors selling CBD products ARE allowed. Products that contain THC or any similar psychoactive derivative are NOT allowed to be sold or handed out.

15. The City of Roanoke does not assume responsibility for damage or theft of vendor or vendor associates property.

16. The City of Roanoke, Texas reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable. If the City of Roanoke, Texas cancels an event, and no make-up day is established, participants/registrants will be offered a full refund. The City of Roanoke will make a good faith effort to establish a make-up day on any cancelled events and the participant’s registration will be transferred to the future date.

In the case of inclement weather, the City of Roanoke, Texas follows the recommendations of the City Emergency Services team. If an event is cancelled or the City of Roanoke, Texas is closed due to weather, participants/registrants will be notified via email, and all information will posted on the City website and on social media pages. Registration and any collected fees will be transferred to the make-up date; if applicable or refunded.

17. Unless specifically stated on registration materials, the City of Roanoke, Texas does not issue refunds due to participant’s unforeseeable circumstances. In the event the participant/registrant has an illness, or emergency event, the City will do its due diligence to move the funds paid to the next calendar event. If possible, please notify the City of your emergent need for cancellation within 72 hours of the event. Refunds will not be available, nor considered, for participants/registrants who choose not to attend an event or have determined a scheduling conflict. Cancellations will be accepted in writing only. All refund requests must be made by the attendee or credit card holder. Refund requests must include the name of the attendee and/or transaction number. Refunds will be issued in the original manner of payment submitted.

18. All exhibitors are expected to conduct themselves in a professional manner, according to the rules of this agreement. No illegal substances or weapons are allowed on person or in the booth. Any unruly conduct, refusal to follow rules or use of foul language will be considered grounds for removal from the festival.

These above policies apply to all City of Roanoke, Texas events unless otherwise noted in the corresponding event materials. Please read all individual event information thoroughly. By submitting this application, I agree with the provisions provided to me in this application. My submission acknowledges that I and my associates agree to follow all rules and regulations set forth by festival staff and understand that failure to do so can result in my immediate removal without refund.

Host or Publisher City of Roanoke, Texas