City of Roanoke Vendor Application - 3rd of July All American Festival 2024

Dear Applicant:

Thank you for your interest in applying for a vendor booth space at our upcoming 3rd of July All American Fireworks and Festival! Applications for this event are due by June 24, 2024. Please note food vendors and food trucks must be able to cater to large volumes of people.

If you wish to register for space, please follow all application instructions carefully. All applicants will be notified by email of acceptance or non-acceptance. Applications will not be accepted after June 24, 2022. The following items must be completed and received for the application to be considered complete:

• Completed Application & Acknowledged Vendor Guidelines Page
• Total Fee
• Current Photos of Products & Display
• Notarized Hold Harmless Agreement
• Health Inspection Temporary Permit **Upon completion, please send the temporary permit application to the City of Roanoke Permitting Department - permits@roanoketexas.com.** The permitting department will manage the permit and any associated fees or questions. If selected to attend the event, the permit fee will be an additional $100.00. The departments phone number is (817) 491-2411.

**AT THIS TIME, ADDITIONAL FOOD VENDORS ARE NOT REQUIRED UNLESS OTHERWISE DIRECTED. IF YOU WOULD LIKE TO BE ADDED TO THE WAITLIST, OR HAVE SPECIFIC QUESTIONS, PLEASE REACH OUT TO CKNIGHT@ROANOKETEXAS.COM. **

Vendor Guidelines

1. Due to the number of available booths, the City of Roanoke will select vendors from applications received by the vendor application deadline (June 24, 2022). If selected as a vendor, an email will be sent within 5 days of the festival date with booth assignment and setup instructions.

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. Event Management reserves the right to decline a vendor’s application if they deem their product or service not suitable for the event or if there are numerous vendors previously confirmed to sell that same product or service.

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 vent hoods must be inspected by Fire Marshall two weeks in advance. If this was completed within a year of the event date, no action is necessary. Call (817)491-2301 for appointment.

5. All applicants will be notified of their acceptance or declined application by email. Vendors not selected will be refunded any paid fees immediately thereafter.

6. 3rd of July All American Fireworks and Festival vendors may set-up between the hours of 1:00 p.m. and 4:00 p.m. on the day of the festival. Vendors driving in must be in place by 4:00 p.m. on July 3rd as no traffic will be allowed into the event location after 4:00 p.m. For the safety of the event attendees, the Roanoke Police Department has asked all vendors remain in place until the event has ended. Vendors will not be permitted to leave until the event has ended, and the public has exited- at approximately 11:00 p.m. The Roanoke Police Department will alert vendors when they are cleared to depart.

7. All participating vendors shall strictly adhere to hours of operation for move-in and move-out. Event Management reserves the right to change dates, hours, or location. Booth placement, including moving or switching locations, is at the sole discretion of Event Management.

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

9. Vendors and/or their representative must remain in their assigned booth during event hours. Vendors are asked to stay the full duration of the event.

10. Vendors will also supply their own tent, tables, chairs and tent weights. Tents must be weighted down.

11. The City of Roanoke will not be providing power for this event. All vendors needing power will need to supply their own generator and fuel. If needed, vendors must supply their own extension cords, lighting and cord coverings.

12. Vendors shall provide any additional booth decorations and all sale and display items must be contained within booth area.

1 3. No additional vendor signage or product promotion is allowed outside the assigned booth space.

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

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. Vendors shall conform to all statutes, ordinances, rules, orders, regulations, and directions issued by any authorized authority of the federal, state or city government, including but not limited to, rules and regulations issued by the facility housing the festival. Event Management reserves the right to stop or remove from the festival any vendor or vendor representative performing any act or practice, which in the opinion of Event Management, is objectionable or detracts from the purpose/objective of 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.