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Hill Country Antique Tractor & Engine Club Show

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Vendor Information

Special Event Agreement (Vendor)
A Letter to Past Vendors
The Hill Country Antique Tractor and Engine Club, Inc.

Fredericksburg, TX 78624

Dear Prior-Year Vendor:
Plans are underway for the 2005 Hill Country Antique Tractor and Engine Clubs second show at the Gillespie County Fairgrounds in Fredericksburg on June 10, 11, and 12, 2005. Please note that the show is two weeks earlier than in previous years.
Please review the rules stated in the Vendor Agreement Form; they havent changed much, but you do need to be familiar with them.
There will be two types of facilities available at the show--15 x 15 foot booths in the shade of the open pavilion, or 15 x 30 foot booths in the open air next to the pavilion. The cost of either will be $25 per booth for the entire show. The larger spaces are an attempt to accommodate vendors with trailer-loads of parts for sale.
You may reserve a booth for the show by completing and sending to me:
1. The Vendor Agreement Form.
2. The Vendor Booth Application Form.
3. A copy of a document that proves that you have at least $1,000,000 of liability insurance.
4. A copy of your Tax ID number.
5. A check for $25.00 made out to The Hill Country Antique Tractor & Engine Club.
Please note that:
1. All food vending will be provided by the Fair Association. The sale of packaged items not intended for on-site consumption, such as jams, preserves, honey, etc., is OK.
2. This is a family-oriented show; the display or sale of anything deemed inappropriate will not be allowed.
We look forward to seeing you at our show in June. If you have any questions, please feel free to contact me at any time.
Cliff Ingold, Vendor Coordinator

Harper, TX 78631

Revised 9-1-04

Special Event Agreement (Vendor)
Terms and Definitions
Date: June 10, 11 and 12, 2005
Vendor______________________________________________________
Vendors (Tax) I.D.____________________________________________
Vendors Address______________________________________________
__________________________________________________________
__________________________________________________________
Vendors Phone ________________(business) ________________(home)
Vendors E-Mail Address_________________________________________
Event: The Annual Antique Tractor and Engine Show held at the Gillespie County Fair Grounds in Fredericksburg, Texas, June 10, 11, & 12, 2005
Vendors Concessions____________________________________________
_____________________________________________________________
_____________________________________________________________
Number of Booths @ $25.00 __________(15x15) __________(15x30)
Persons Working in Booth_________________________________________
_____________________________________________________________
Revised 9-1-04

Special Event Agreement (Vendor)
Recitals

Whereas, The Hill Country Antique Tractor & Engine Club, The Club, sponsors the Annual Antique Tractor and Engine Show which involves vendors, and
Whereas, The Club is desirous of being indemnified and held harmless and making certain agreements as hereinafter provided:
Now therefore, for and in consideration of the mutual covenants and promises contained in this Agreement and for such other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and confessed, the parties hereto hereby agree as follows:
A. Concession Agreement
1. The Vendor agrees to provide and operate The Vendors Concessions at The Special Event. The Vendor shall not have the right to operate any other concessions, or to sell any other products, goods or services, during the Special Event, except as provided herein.
2. The Vendor shall have its booth set up not later than 6:00 p.m. on
_______________ . The Vendor shall open The Vendors Concessions to the public not later than _______________ on each day of The Special Event and shall continuously maintain The Vendors Concessions open to the public until _______________ on each day of The Special Event.
B. Rights and Obligations of The Club
1. The Club shall provide space to be utilized by The Vendor in operating The Vendors Concessions.
2. The Club shall have the right to terminate this Agreement immediately and to remove The Vendor and The Vendors property from The Special Event, when in the sole opinion of The Club, The Vendor is disruptive to The Special Event, or if The Vendor otherwise engages in conduct which The Club deems to be unprofessional, offensive or harmful to other persons attending The Special Event, or to The Clubs reputation or business.
Special Event Agreement (Vendor)
C. The Vendors Rights and Obligations
1. The Vendor shall observe and comply with all state, federal and local laws, rules, regulations and ordinances applicable to The Vendor, including, without limitation, all state, federal and local laws, rules, regulations and ordinances dealing with the sale and handling of food products (if applicable), the protection of the environment and/or the handling and disposal f waste and other hazardous substances, public health, public safety and fire codes.
2. The Vendor shall, at its own cost and expense, obtain all necessary permits, licenses, authorizations and assurances required by federal, state or local laws, rules, regulations or ordinances in order to allow participation at The Special Event.
3. The Vendor acknowledges that it has inspected the space or grounds to be utilized by The Club in sponsoring The Special Event, that it is satisfied with its physical condition and its suitability for its intended use, and that it accepts such space or grounds in its existing condition.
4. The Vendor shall maintain the space to be utilized by The Vendor in operating The Vendors Concessions in a safe, sanitary and sightly condition and in good repair during The Special Event. The Vendor agrees that, at its own cost and expense, it shall repair and yield such space back to The Club at the conclusion of The Special Event in at least as good a condition as it was in prior to The Special Event
5. The Clubs representatives may enter the space utilized by The Vendor for the purpose of inspecting the same, at any time before, during and after The Special Event.
6. The Vendor agrees to indemnify, defend, keep and save harmless The Club, its shareholders, officers, directors, agents, employees, representatives, successor and assigns, from and against all losses, costs, damages, expenses, suits, claims or liabilities of any kind whatsoever arising out of or related to, directly or indirectly, the conduct of The Vendor, or anyone else or with regard to any event or happening, at The Special Event.
7. The Vendor shall, prior to The Special Event, obtain a comprehensive public liability insurance policy, from an insurance carrier acceptable to The Club, the amount, form and content of which shall be acceptable to The Club. Such insurance shall name The Club, and its officers, directors and shareholders, as additional insureds.
Special Event Agreement (Vendor)
8. The Vendor acknowledges and agrees that The Club, its shareholders, officers, directors, agents, employees and representatives, shall not be liable for any damage to the goods, wares, merchandise or other property of The Vendor, its employees, invitees, customers, subcontractors, or any other persons, nor shall The Club, its shareholders, officers, directors, agents, employees or representatives be liable for injury to The Vendor, its employees, agents, vendors, contractors, subcontractors, or others. The Vendor waives any and all claims against The Club for such damages or injury.
9. The Vendor shall not assign its rights or delegate its duties hereunder.
10. The Vendor shall not display any signs not approved by The Club.
D. Miscellaneous Provisions
1. Nothing contained in this Agreement is intended or should be construed as in any way creating or establishing the relationship of partners or joint venturers between The Club and The Vendor or as constituting The Vendor or any officer, owner, employee or agent of The Vendor as agent, representative or employee of The Club for any purpose or in any manner whatsoever, and that it shall not represent to any third parties that such is the case.
2. It is understood and agreed by the parties hereto that time is of the essence in this Agreement and this applies to all terms and conditions.
3. This Agreement is for The Special Event only and creates no rights in The Vendor with respect to any subsequent special events.
4. This Agreement and any schedules or exhibits attached hereto shall constitute the entire agreement between the parties, and no warranties, inducements, considerations, promises or other references shall be implied or impressed upon this Agreement that are not expressly addressed herein.
5. This Agreement shall be governed as to performance and interpretation in accordance with the laws of the State of Texas, and the parties hereto agree that venue over any causes or controversies arising under or from this Agreement shall lie in a court of competent jurisdiction in Gillespie County, Texas.

Revised 4-4-04Special Event Agreement (Vendor)
In witness, the parties have caused this Agreement to be signed as of the date hereof.The Club
By________________________________________________________
Printed Name_______________________________________________
Office Held_________________________________________________

The Vendor
By________________________________________________________
Printed Name_______________________________________________
Title______________________________________________________


Revised 4-4-04

  • The Hill Country Antique Tractor and Gas Engine Club will see that all rules are followed as well as our own rules for safety.
  • All EDGETA Rules will apply for Engine and Tractor Exhibits.

Click here for the Special Event Agreement.