Guidelines
EVENT TERMS AND CANCELLATION POLICY
IRVING MARATHON GROUP, LLC.
VENDOR AGREEMENT & GUIDELINES
REQUEST FOR SPACE, PAYMENT, CONFIRMATION, AND CANCELLATION
• Payment in full, signed Vendor Agreement, and Application are required to request space. Once received, an email will be sent confirming your booth request.
• Management reserves the right to refuse applications that are deemed inappropriate for any reason.
• Booth assignments are made in the order received.
• Management reserves the right to limit the number of Vendors with the same type of products but is not obligated to do so.
• Management reserves the right to relocate the Vendor or modify the floor plan for any reason, at any time.
• Please make payment to Irving Marathon Group LLC. We accept business or personal checks, credit cards (VISA, MC, and DISC), money orders, or cashier’s checks.
• Any balance on booth space is due no later than the deadline (30 days before the event), or your booth(s) is subject to relocation or cancellation without a refund.
• Once your booth is confirmed, you’ll receive a welcome email with additional information.
• Cancellations are not allowed and no refunds will be given.
• The event is outdoors, so please plan accordingly. This is a rain or shine event. No refunds will be made should the event be subject to weather. All tents must be weighted for high winds.
EVENT CANCELLATION – NO REFUNDS
• In the case the event is canceled due to circumstances beyond the control of Irving Marathon Group, including but not limited to acts of God, fires, floods, terrorism, and labor strikes, Irving Marathon Group will not be held liable for any claims which may arise in consequences thereof and shall not be held liable to a Vendor for any loss of business, damage or expenses the Vendor may endure. No refunds will be given.
PARKING
• Parking permit (1) is included for the Toyota Music Factory Parking Garage. Additional parking is available at Urban Towers Parking Garage for $10 per vehicle and can be pre-purchased ahead of time through the garage pre-purchase portal.
INSTALLATION, EVENT HOURS & DISMANTLING
• Vendors are responsible for providing all setup needs including tent, table, and chairs.
• Vendors must check in and receive a Vendor Packet prior to unloading.
• Credentials included in the Vendor Badge must be worn at all times during set-up, event hours, and tear-down.
• Once unloaded, all Vendors are required to move their vehicle(s) to the Toyota Music Factory parking garage, or Urban Towers parking garage. Vehicles may not remain parked in the dock area for any reason and are subject to being ticketed or towed.
• Booth Installation: Begins 2 HOURS BEFORE EVENT START TIME and ends 1 HOUR BEFORE EVENT START TIME. *Booths must be ready 1 hour before the event start time.
• Vendors must install their booths during the assigned set-up times. All booths must be set up and ready 1 hour before the event start time. If a Vendor booth is not set up 1 hour before the event start time management reserves the right to rent that space to another individual or entity. No refunds will be given.
• Event Hours: All booths must be manned for the entire duration of the event and remain intact until the event closes. Vendors must have their booths open and staffed at all times during the event from start to close.
• No Vendor material may extend beyond the boundaries of their Vendor space.
• Vendor space is to be used solely to display the Vendor’s products and services offered for sale or information. Vendors are not permitted to sublet any portion of their space. Exhibits must not obstruct the view or interfere with the exhibits of others. Vendors must use discretion in utilizing sound-amplifying equipment.
• Vendor shall maintain a responsible individual or individuals in the leased space at all times during the designated event hours. Vendor shall be responsible for the conduct of any employee, agent, visitor, or guest of the Vendor in the Vendor space.
• Management retains the right to require adjustments be made to instruments causing any annoyance, including loud representatives interfering with another Vendor.
• Booth Dismantling: Starts at event close and ends 1 hour after event close.
• All Vendors should place trash in trash containers.
• The Vendor understands that the booth needs to be staffed during event hours. Vendor will not pack, break down or remove items from display in any fashion until the event has been officially closed. If Vendor violates these rules, as determined by Irving Marathon Group, an additional $200.00 will be due and payable immediately. Vendor further understands that all legal fees and collection expenses will be its sole responsibility.
• Vendor agrees that any violation of the terms contained in this contract by Vendor shall be cause for immediate termination of the Agreement with Vendor and termination of Vendor’s right to occupy a booth at the event. In the event that the contract with the Vendor is terminated, the Vendor acknowledges that no refunds will be given for any amounts paid to Irving Marathon Group LLC.
FACILITY RESTRICTIONS
• Please adhere to all the venue posted signage and instructions.
ELECTRICITY, INTERNET, WI-FI, AND PHONE
• Electricity, internet, Wi-Fi, and phone services are not included in your Vendor agreement.
• Electrical outlets may be available throughout the venue, but cannot guarantee your booth placement will have one near.
TEXAS RETAIL SALES PERMIT
• All Vendors shall be responsible for acquiring and shall pay the cost of any and all licenses, permits, and taxes required by the authorities having jurisdiction over Toyota Music Factory, the Licensee, or specific activity. The local sales tax is currently 8.25%.
DISPLAY VEHICLES
• No display vehicles are allowed in the Vendor area unless previous written authorization has been granted. Additional guidelines and restrictions will be provided.
CLEANLINESS
• Please remove all of your inventory and materials at the end of the event and throw trash away.
HOTEL RESERVATIONS
• Hotel specials are available from the Omni and Westin Hotel during the event weekend. Make your hotel reservations now. Please use the following link to book your hotel: https://www.irvingmarathon.com/hotel
INDEMNITY
• VENDOR SHALL AND DOES HEREBY AGREE TO INDEMNIFY, DEFEND AND HOLD HARMLESS THE IRVING MARATHON GROUP LLC AND AFFILIATES AND TOYOTA MUSIC FACTORY AND AFFILIATES’ RESPECTIVE DIRECTORS, OFFICERS, EMPLOYEES, AGENTS AND REPRESENTATIVES (COLLECTIVELY, THE “INDEMNIFIED PARTIES”), FROM ALL CLAIMS, LIABILITIES, LOSSES, COSTS, DAMAGES, LIENS, JUDGMENTS, AND EXPENSES (INCLUDING, BUT NOT LIMITED TO, ATTORNEY’S FEES AND COURT COSTS), RESULTING OR ARISING OR ALLEGED TO DAMAGE TO OR LOSS OF ANY PROPERTY WHICH ARISES OR IS CLAIMED TO ARISE FROM ANY EVENT RELATED TO ANY EVENT, TO THE EXTENT THAT SUCH CLAIM IS THE RESULT OF OR CAUSED BY THE NEGLIGENT ACT OR OMISSION OF VENDOR, ITS DIRECTORS OFFICERS, EMPLOYEES, VOLUNTEERS, AGENTS OR REPRESENTATIVES, OR THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF SUCH PARTIES.
• I understand I must check in on event day with the event coordinator for a Vendor Packet prior to unloading.
• I understand booth installation BEGINS 2 HOURS BEFORE EVENT START TIME and ENDS 1 HOUR BEFORE EVENT START TIME. *Booths must be ready 1 hour before the event start time.
• I understand my booth must be manned for the entire duration of the event hours and remain intact until the event closes.
• I understand that any early breakdown of my booth or exhibit could result in a $200.00 fine.
• I authorize that I have read, understand, and will abide by all Irving Marathon Running Series Vendor Guidelines stated above. Representatives from our company have also been informed and will abide by the guidelines above.
