Race Vendor Market Agreement for Changing Lives in 915 Race by Rudolph Helping Hands
This agreement is made between Rudolph Helping Hands and the undersigned Vendor for participation in the Vendor Market during the Changing Lives in 915 Race on October 5th, 2025 at Ascarate Park.
1. Event Time & Setup
• Vendor setup begins at 5:00 AM.
• All vendors must be fully set up by 7:30 AM and no later.
• Vendors arriving after 6:45 AM must unload and immediately move their vehicle to the designated parking area before continuing setup.
• Tear-down may not begin before noon without prior approval.
2. Booth Details
• Each vendor will be allotted a space of approximately 10x10 ft. unless otherwise agreed upon.
• Vendors are responsible for providing their own tent, and any additional setup needs unless otherwise specified. No electricity will be provided.
• All tents must be securely weighted down for safety.
3. Fees & Payment
• A non-refundable vendor fee of $100 is due as soon as the agreement is made and within one week of the invoice sent out date.
• Payment confirms your spot and acceptance of all terms in this agreement.
4. Permits & Insurance
• Vendors are responsible for complying with all local, state, and federal laws, including any required business licenses or permits.
• Vendors selling food or beverages must provide proof of proper health permits.
• Vendors are strongly encouraged to carry general liability insurance.
5. Conduct & Cleanliness
• Vendors must maintain a clean, safe, and professional booth space.
• All trash and debris must be removed at the end of the event.
• Any vendor who leaves excessive trash may be charged a cleanup fee and may not be invited to future events.
6. Cancellation & Refunds
• This event is rain or shine unless otherwise communicated by the Event Organizer.
• In case of cancellation due to extreme weather or emergencies, vendor fees may be credited toward a future event, at the discretion of the Event Organizer.
7. Liability & Responsibility
• Vendors participate at their own risk.
• The Event Organizer, property owners, sponsors, and partners are not liable for any loss, theft, damage, injury, or incident that occurs before, during, or after the event.
• Vendors are fully responsible for their booth, staff, merchandise, equipment, and all activities taking place within their assigned space.