By registering for this event vendors agree to all terms listed below. Vendors will supply all materials for set up, display and/or demonstration. Space allotted is at the discretion of the Event Manager. Texas Sales Tax collection and payment is solely the responsibility of each vendor. No pets on property or in vehicles please. Set up must be completed and vehicles removed from festival area by 8:00 a.m. on event day. No breakdown of your display may begin before 5:00 pm. All vendor spaces must be occupied at all times during the event. The Hutto Area Chamber is not responsible for any losses in sales or inventory due to weather or other incident. The Hutto Area Chamber reserves the right to deny participation without registration refund to a vendor who displays inappropriate items for this event. Vendors are responsible for cleaning up their area, if any trash or debris is left behind a $50.00 cleaning fee will be applied after the event. This is a rain or shine event, cancellation within 31 days of event will receive a full refund, cancellations 15-30 days of event will receive a credit for a future event. Any cancellations 14 days till event will not receive a refund or credit.
2019 INDEMNIFICATION AGREEMENT
As a condition to being approved as an Exhibitor, Exhibitor acknowledges that he/she has voluntarily applied for one or more vendor’s booth(s) and that in consideration of the privileges associated therewith, Exhibitor expressly agrees to PROTECT, INDEMNIFY, and HOLD HARMLESS, the City of Hutto, the Hutto Area Chamber of Commerce, any individual or committee associated with the Hutto Crawfish Festival and their officers, directors, committee members, volunteers, agents, employees, and contractors from and against any and all suits, actions, claims, losses, liability, or damage of any character, and from and against any and all costs and expenses, including attorney fees incidental to the defense of such suits, actions, claims, losses, damage or liability on account of personal injury, death or otherwise to any person or damage to any property, arising from any act or omission connected in any way with the use of the exhibit space, the premises or any of the facilities or equipment located thereon, caused by any person, regardless of whether or not such damage or injuries are caused, in whole or in part, by someone other than the Exhibitor, and whether or not the damage or injury is the result of negligence.
EXHIBITOR AGREES THAT THIS INDEMNIFICATION AGREEMENT IS INTENDED TO BE AS BROAD AND INCLUSIVE AS IS PERMITTED BY THE LAWS OF THE STATE OF TEXAS, AND THAT IF ANY PORTION IS HELD INVALID, THEN IT IS AGREED THAT THE BALANCE SHALL CONTINUE IN FULL FORCE AND EFFECT.
This Indemnification Agreement contains the entire agreement of the parties and may not be modified without the express written consent of the Hutto Area Chamber of Commerce acting by and through its duly elected Board of Directors. This Indemnification Agreement shall be interpreted according to the laws of the State of Texas and is performable for all purposes in Williamson County, Texas.
HUTTO CRAWFISH FESTIVAL 2019 APPLICATION AGREEMENT
PLEASE NOTE: Vendors from Crawfish Festival 2019 will be given first right of refusal for booth registration. The Hutto Crawfish Festival Committee will review registration applications on a first come, first serve basis and to ensure vendor diversity for both Crawfish Festival visitors and vendor profitability, will determine vendor approval based on industry/product. Vendor’s registration fee will be returned in full if they are not accepted as a vendor.
Food booths MUST be open on Saturday for the full day (10 AM – 5 PM).
Craft/informational booths MUST be open on Saturday for the full day (10 AM – 5 PM). This is an “open space” only and vendors are responsible for providing their own canopy, tables, chairs, etc.
REGISTRATION – NON-FOOD VENDORS: The registration fee for non-food crafty and non-profit vendors is $125 per 10’ x 10’ space. The registration fee for non-food business vendors is $175 per 10’ x 10’ space. There will be no price limit on items sold, and no commission will be taken.
REGISTRATION – FOOD VENDORS: The registration fee for food vendors is $250 per 10’ x 10’ space or $425 per 10’ x 20’ space. Food vendors must also provide a SEPARATE $50 deposit. The deposit will be returned in full to the vendor after the festival, provided that the vendor’s assigned space is clean and free of trash upon tear down. The Hutto Area Chamber of Commerce reserves the right to limit what menu items may be made available at any food booth. Certified fire extinguishers are required and must be operational and have an inspection tag attached. Small, approved generators will be allowed. A booth is considered a “food vendor booth” if a temporary food establishment permit is required by the Williamson County and Cities Health District (i.e. the food is handled outside the packaging in ANY WAY by the vendor, including on-site preparation and sampling).
Food vendor booths, as described in this paragraph, must submit a $20 permit inspection fee to the Williamson County and Cities Health District (WCCHD). Please have a check ready for payment on Saturday, April 13, 2019 at the time of inspection by WCCHD. Checks should be made payable to WCCHD. Prepackaged foods not requiring time and temperature control for safety and produced in a legally permitted facility and sold in original packaging do not require permitting. A permit will be required if samples are to be served to the public, unless the samples are prepackaged at a permitted, inspected facility.
Food vendors MUST have the proper certification from the Williamson County Health Department and a copy must be submitted with the Crawfish Festival Vendor Registration form.
For more information, please click here:
Requirements: WCCHD Temporary Food Establishment Requirements
Application: WCCHD Temporary Food Establishment
Application REGISTRATION – INFORMATION BOOTH: Information booths will be available for businesses that wish to distribute marketing materials during the festival hours. The registration fee for an information booth is $175 per 10’ x10’ space and includes both days.
REGISTRATION – 501(C)3 NON-PROFIT BOOTH: Booths for non-profit organizations will be available for organizations that wish to distribute materials during the festival. The registration fee for an information booth is $150 per 10’ x10’ space.
REFRESHMENTS: ANY VENDOR that has not initialed and agreed to the above-mentioned DRINK SALES agreement and is found to be selling refreshments, will be asked to immediately cease all beverage sales. A second request to cease beverage sales will result in the vendor being asked to leave. No refund will be given.
MEMBER DISCOUNT: Hutto Area Chamber of Commerce members in good standing may deduct $25 from their business booth registration fee.
SPACE ASSIGNMENT: Priority will be given according to when an application is received, availability of requested space and the special needs and compatibility of exhibitors. For safety precautions and in the event of conditions beyond its control, the Hutto Area Chamber of Commerce reserves the right to rearrange the floor plan and relocate any exhibit. 10’ x 10’ or 10’ x 20’ open spaces are provided. You provide your own canopy, tables, chairs, etc.
PAYMENT: Payment in full for exhibit space is due and payable when the application is executed and forwarded to the Hutto Area Chamber of Commerce. Exhibitors may not occupy assigned spaces until all fees are paid in full. A credit card authorization form is provided with the application. If paying by check, please make check payable to the Hutto Area Chamber of Commerce and mail together with the completed application to P.O. Box 99, Hutto, TX 78634.
REFUNDS & CANCELLATIONS: No refunds will be made for event cancellation due to adverse weather conditions. Cancellations by vendors after March 1, 2019 will result in loss of full registration fee.
SUBLETTING OF SPACE: Exhibitors will not assign or sublet any space allocated to them. Exhibitors may not advertise or display goods other than as indicated in this application. The space assigned to the exhibitor is for the exhibitor’s exclusive use.
NO FLAMMABLE MATERIALS: Combustible tents or decorations such as crepe paper, tissue paper, cardboard, and corrugated paper will not be allowed. ABSOLUTELY NO silly string or poppers will be allowed.
ALL BOOTHS ARE SUBJECT TO INSPECTION BY THE FIRE DEPARTMENT.
BOOTH ATTENDANTS: Each exhibitor must keep an attendant at the display during open hours of the festival. All attendants must be legitimate employees or representatives of the exhibitor. The exhibitor will keep the occupied space in good order. Items may not be placed in the aisles or walkways during open hours of the festival.
CANVASSING BY NON-EXHIBITORS: Booth space is limited to individuals, business firms, manufacturers, professional organizations and dealers who have contracted and paid for their space assignments. No other persons or concerns will be permitted to demonstrate their products, solicit orders or distribute advertising materials in the festival facilities.
TAXES: Each exhibitor must comply with all State and local tax regulations. LIABILITY: The exhibitor agrees to defend, indemnify and hold harmless the Crawfish Festival, its Committee, the Hutto Area Chamber of Commerce, The City of Hutto, and their officers, agents, employees and volunteers from all actions, suits, claims damages, losses and expenses including interest and attorney fees in connection with any personal injuries or property damages arising out of or in any way connected with the use of the exhibit space in Hutto, its premises or any of the facilities or equipment located thereon, regardless of whether such damage or injuries are caused in part by someone other than the exhibitor.
The INDEMNIFICATION AGREEMENT can be found on PAGE TWO of this document and must be signed and returned with the booth application. Participation in this event is contingent upon agreement of these terms, and agreement will be assumed, whether this document is returned or not.
VENDOR INFORMATION: Prior to the festival, you will receive a packet containing information and instructions for arrival, set-up, and tear down of your booth. There will be an additional $50 charge for ANY vendor that has broken down before the Festival is over, or unless that vendor has been told otherwise by a Chamber/ Crawfish Festival 2019 Committee representative. That vendor will also NOT be allowed to return to the next festival unless approved by the Hutto Area Chamber of Commerce. For questions regarding vendor registration and/or Crawfish Festival 2019, please contact the Hutto Area Chamber of Commerce at 512.759.4400 or via email at firstname.lastname@example.org.
Thank you for your support of Crawfish Festival 2019! We look forward to a successful event!