The general rules of Hutto's Annual Crawfish Festival are incorporated into and made a part of this contract and shall be binding on the parties hereto.
All display equipment, tables, tents, etc. are to be furnished by the vendor. Tents are a requirement along with tent weights. No early tear-down. If you leave before the event ends, without prior documented approval from Chamber Staff, you will not be allowed to vend with us again.
All booths must always have an adult representative present during the festival hours of operation.
Vendors are not permitted vehicles on the grounds, except for dropping off and picking up equipment.
Vendor agrees to assume all liability for damages or loss caused to the premises on their exhibit area by reason of their exhibit and agrees to indemnify and hold harmless the HUTTO CHAMBER OF COMMERCE, the sponsor of the event, its employees, its directors, officers, and members for all liability which might ensue by reason of his/her exhibit or presence at the event.
REFRESHMENTS: The Hutto Crawfish Festival reserves all rights to the selling of Beer, Water, and Soft Drinks. FOOD VENDORS may sell lemonade or tea ONLY. The selling of Beer, Water, and Soft Drinks is allowed ONLY by the Hutto Crawfish Festival. ANY VENDOR that violates this rule will result in the vendor being asked to leave. No refund will be given.
INDEMNIFICATION: Vendors shall indemnify the Hutto Chamber of Commerce against all liability resulting from the negligence of the vendor, their agents, or employees and shall reimburse the Hutto Chamber for any loss or expense incurred by reason of negligence. The HUTTO CHAMBER OF COMMERCE is not responsible and does not guarantee against loss or damage due to theft, fire, wind, hail, rain, accident, sunlight, cold or injury, or any other acts of God.
Vendors may NOT assign this contract or their space or sublet all or any part of their space.
Vendors are solely responsible for all sales, taxes, permits, etc. We will not provide change or credit card transfers.
CANVASSING BY NON-EXHIBITORS: Booth space is limited to individuals, business firms, manufacturers, professional organizations, and dealers who have contracted and paid for their space assignments. No other persons will be permitted to demonstrate their products, solicit orders or distribute advertising materials on the festival grounds.
The Hutto Chamber of Commerce reserves the right to reject or prohibit any exhibit, proposed exhibit, or part thereof, including without limitation, any person, articles, conduct, printed matter, catalogs, or souvenirs that, in its opinion, are not suitable to and in keeping with the character of the HUTTO CRAWFISH FESTIVAL.
NO REFUNDS WILL BE MADE AFTER ACCEPTANCE. The event is Rain or Shine. HUTTO CRAWFISH FESTIVAL MAY BE CANCELLED AFTER COMMENCEMENT DUE TO ACTS OF GOD OR OTHER ACTIONS THAT MAY ENDANGER PARTICIPANTS OR VENDORS. BY APPLYING BELOW, THE VENDOR ACKNOWLEDGES RECEIPT, UNDERSTANDING, AND AGREEMENT TO THESE RULES AND REGULATIONS.
VENDOR SETUP & EVENT DAY OPERATIONS
· Setup information including times will be sent a week before the festival. If you miss your assigned time, you will not be allowed to check in.
· ALL Vendors - Tear-down cannot begin before 6:00 PM. No cars will be allowed inside festival grounds between 10:00 AM and 6:00 PM and until the grounds are cleared of patrons and the barricades open up.
FOOD VENDOR GUIDELINES
VENDOR INFORMATION: Before the festival, you will receive a packet containing information and instructions for arrival, set-up, and tear down of your booth. There will be an additional $50 charge for ANY vendor that has broken down before the Festival is over, or unless that vendor has been told otherwise by Chamber Staff / Crawfish Festival 2024 Committee representative. (Vendor breakdown at 6 PM). That vendor will also NOT be allowed to return to the next festival unless approved by the Hutto Area Chamber of Commerce. For questions regarding vendor registration, please contact the Hutto Area Chamber of Commerce at 512.759.4400 or via email at email@example.com
PLEASE NOTE THAT THERE IS A $20 INSPECTION FEE FOR THE EVENT AND A $ 60-YEAR PASS
These fees must be paid by the food vendor to the fire department on the day of the event.
REGISTRATION & FOOD VENDORS: The cost of registration is located on the Crawfish Festival application form. If the booth area is not left like it was found (dirty, messy, in disrepair) a $50 fee will be assessed to the vendor. The Hutto Area Chamber of Commerce reserves the right to limit what menu items may be made available at any food booth. Certified fire extinguishers are required and must be operational and have an inspection tag attached. Small, approved generators will be allowed. A booth is considered a food vendor booth if a temporary food establishment permit is required by the Williamson County and Cities Health District (i.e. the food is handled outside the packaging in ANY WAY by the vendor, including on-site preparation and sampling).
Food vendor booths, as described in this paragraph, must submit the required Permit Inspection Fee to the Williamson County and Cities Health District (WCCHD). Please submit payment before Friday, April 5, 2024 to WCCHD.
Checks should be made payable to WCCHD. Prepackaged foods not require time and temperature control for safety and are produced in a legally permitted facility and sold in original packaging do not require permits. A permit will be required if samples are to be served to the public unless the samples are prepackaged at a permitted, inspected facility.
Food vendors MUST have the proper certification from the Williamson County Health Department and a copy must be submitted with the Crawfish Festival Vendor Registration form.
Requirements: WCCHD Temporary Food Establishment Requirements
Application: WCCHD Temporary Food Establishment Application
Food Truck/Trailer Vendors- Exhaust Hoods - Mobile food preparation vehicles that are equipped with appliances that produce smoke or grease laden vapors shall be equipped with a kitchen exhaust hood and that kitchen exhaust hood shall be protected by an automatic fire extinguishing system. (Per City of Hutto Fire Department and Williamson County Fire & Rescue.)
SPACE ASSIGNMENT: Priority will be given accordingly, based upon receipt of the application and any special needs and compatibility of vendors. For safety precautions and in the event of conditions beyond its control, the Hutto Area Chamber of Commerce reserves the right to rearrange the floor plan and relocate any vendor booth space. Vendors provide canopy, tables, chairs, etc.
BOOTH ATTENDANTS: Each exhibitor must keep an attendant at the display during the open hours of the festival. All attendants must be legitimate employees or representatives of the exhibitor. The exhibitor will keep the occupied space in good order. Items may not be placed in the aisles or walkways during the open hours of the festival.
TAXES: Each exhibitor must comply with all State and local tax regulations. LIABILITY: The exhibitor agrees to defend, indemnify and hold harmless the Crawfish Festival, its Committee, the Hutto Area Chamber of Commerce, The City of Hutto, and their officers, agents, employees, and volunteers from all actions, suits, claims damages, losses and expenses including interest and attorney fees in connection with any personal injuries or property damages arising out of or in any way connected with the use of the exhibit space in Hutto, its premises or any of the facilities or equipment located thereon, regardless of whether such damage or injuries are caused in part by someone other than the exhibitor.
No Electricity or Water is provided
· All groups using a generator and/or cooking on-site must have a new or inspected 5lb dry chemical fire extinguisher. Your booth will be inspected by the Fire Marshal before the event. If you fail inspection, you will not be able to operate until your booth is in compliance.
· All food vendors must complete the Temporary Food Establishment Application with the Williamson County and Cities Health Department and pay the fee associated with the permit. It is the responsibility of the vendor to contact the Health Department separate from the City of Hutto and the Hutto Chamber of Commerce.
· The Temporary Food Establishment Permit is needed for any vendor that is serving and/or providing samples of foods. If you have an Annual Mobile Food Establishment Permit with Williamson County this may replace the Temporary Food Establishment Permit Requirement.
· Permit Applications must be submitted to the Williamson County Health District at least two weeks before this event (March 29, 2024). Permit Applications can be submitted by mail, fax, or email. For more information, please visit https://www.wcchd.org/healthy_spaces/applyforapermit.php
Williamson County and Cities Health District
355 Texas Ave. | Round Rock, TX 78664