Vendor Agreement

Vendor Contract Notice

This form is intended only for vendors who have been officially selected and contracted to participate in a City of West Carrollton event. If you have not received confirmation from City staff, please do not complete or submit this form.

If you have questions or need clarification before proceeding, please contact the Event Coordinator at 937-847-4635.

Thank you for your cooperation.

Vendor Agreement

Thank you for your interest in being a vendor at the City of West Carrollton’s community event. Vendors must hold ALL required permits, licenses, and insurance policies necessary for legal business operation, sign the Participation and Indemnity Agreement included in this packet, releasing the City of West Carrollton from ANY liability, and sign the Event Rules acknowledgement also included in this packet.

“Vendor” is understood to mean the principal or principals who have entered into the City of West Carrollton Event Agreement, their families and/or employees who contribute to the sale of the vendor’s items offered for sale. “Event Coordinator” is understood to mean the person designated by the City of West Carrollton to supervise operations of the “Event.”

Event Coordinator Responsibilities include, but are not limited to the following: 1) Collect, review, and maintain Exhibitor/Vendor applications and fees. 2) Serve as liaison for Vendors to the City of West Carrollton. 3) Exercise the authority to deny any Vendor the privilege to sell at the “Event” site should the vendor break “Event” rules or regulations. 4) Enforce “Event” hours and direct vendor setup. 5) Ensure cleanup and sanitation of the site.

Business Name(Required)

Name of Owner or Proprietor(Required)

First Last

Phone(Required)

Do you consent to receive text messages from the Event Coordinator?(Required)

Yes

Email(Required)

Website

Facebook Page

Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Food Trucks:

1) Provide the dimensions of your Food Truck/Vehicle.(Required)

Indicate N/A, if not applicable.

2) How large a space do you normally require?(Required)

3) Do you need electric (we have 100 amp)? Or bringing a generator?(Required)

4) If bringing a generator, is it self-standing or attached to another vehicle?(Required)

Enter N/A, if not applicable.

5) What side do you serve out of: Passenger Side or Driver Side?(Required)

Food Trucks, Art/Craft, Merchant Vendor Details:

NOTE FOR ART & CRAFT VENDORS: Standard booth space is a 10’ x 10’ tent. All tents must be properly weighted. If additional space is needed, please indicate your request, and we will make every effort to accommodate based on availability.

Products to be sold during the aforementioned “Event”:(Required)

List the full names of family members and employees who may sell for you at the “Event”:(Required)

Vender Signature(Required)

Agreement signed on:(Required)

RULES:

Goods and Pricing: 1) In the case of baked goods, vendors shall be required to comply with all Federal, State, and Local requirements concerning the labeling and packaging of the product. 2) Each Vendor is required to have proper licensing and permits appropriate to the products being sold. Contact the Montgomery County Health District at (937) 225-4460 for proper licensing. Scales must be certified by the Montgomery County Auditor at (937) 225-6309. 3) Vendors must clearly display their prices.

General Vendor Responsibilities: 1) Vendors shall carry liability insurance indemnifying the City of West Carrollton, officers, agents, employees, and volunteers from and against any claims of liability and naming the City as an “additional insured” with the vendor’s insurance named as primary. Vendor shall provide the City of West Carrollton a copy of the aforementioned certificate of insurance at the time of signing the contract and payment of the Vendor Participation Fee. 2) Vendors must advise the Event’s Coordinator fourteen days in advance of the inability to attend the “Event” to receive a refund of any Participation Fees paid (if applicable). 3) Vendors assume responsibility for any injury to other Vendors or their property or to any “Event” attendee or attendee’s property caused by Vendor’s actions or inactions. 4) Vendors shall demonstrate respect for all “Event” members (Vendors, “Event” attendees, City officials, City employees, and property owners) by engaging in open and truthful communications of all matters to all appropriate members. 5) Vendors must pay the Vendor Participation Fee, as agreed upon in the terms prior to the “Event”. Payment can be made online via link provided by the Event Coordinator or by check. Checks must be made out to the ‘City of West Carrollton, 300 E. Central Avenue West Carrollton, OH 45449.' 6) City of West Carrollton has the right to use Vendor’s name and logo in “Event” publicity and advertising. Violation of any city, state, or federal law is also grounds for expulsion.

Participation & Fees: The vendor understands that there is a fee for participation in said "event."

Vendor(Required)

First Last

Vendor Signature(Required)

Rules agreement signed on:(Required)

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