Austin Indian Women in Business (AIWB) Collaboration with Round Rock Diwali Festival 

https://forms.gle/KgwMu2MYXrj8UvMA8

Vendor Registration:Austin Indian Women in Business (AIWB) Collaboration with Round Rock Diwali Festival

*** Registration Form***:   https://forms.gle/KgwMu2MYXrj8UvMA8

Event Overview:Austin Indian Women in Business (AIWB) is proud to collaborate with the Round Rock Diwali Festival to provide a unique platform for vendors within our community. This event offers a one-stop opportunity for all vendors, except food vendors, to showcase their products and services, recognizing the vibrant contributions of our community. The Round Rock Diwali Festival will take place at Centennial Plaza, 301 W Bagdad Ave, Round Rock, TX 78664, on October 26, 2024, from 2 PM to 10 PM. Admission and parking are free for the public.

***Very Important => ALL FOOD VENDORS NEED FOOD PERMIT FOR EVENT. EVEN IF YOU ARE A RESTAURANT, YOU NEED A FOOD PERMIT FOR THE EVENT. <= no exceptions

For information regarding food establishment requirements go to this link:Williamson County Temporary Food Permit***

Vendor Participation Details:

• Vendor Spaces: Each vendor will be provided with a 6ft table space. Vendors are responsible for bringing their own tables and necessary furniture. Lighting will be available, but vendors are encouraged to bring additional lighting equipment if needed.
• Food Vendors: Food vendors are welcome to participate but must directly contact the event organizers. They should mention the AIWB community and present the event flyer for reference.
• Registration and Fees: Due to limited spots, vendor participation is not guaranteed and will be confirmed in advance. Booth fees vary based on size and type of product or service. Vendors are responsible for their own setup, including tables, chairs, and canopy. Electrical outlets are limited, and floodlights are not permitted.
• Sales Tax: Vendors must comply with Texas state regulations regarding sales tax collection and payment. A sales tax permit should be displayed at the booth.
• Liability and Compliance: Vendors participate at their own risk and must comply with all local laws and festival guidelines. Vendors are responsible for the safety and security of their property.

Application Process:

• Vendors must complete the Round Rock Diwali Festival Vendor Registration Form.
• Payment options include Zelle, Venmo, Cash, Credit Card, or Check.
• Detailed vendor information, including what will be sold or displayed, must be provided in the application.

Key Notes:

• The Round Rock Diwali Festival reserves the right to refuse vendor participation at their discretion.
• Alcohol sales, raffles, and adult-only products are not permitted.
• Vendors must have liability insurance if offering rides, games, or interactive activities.

Contact Information:For more information or special requests, vendors can contact the Round Rock Diwali Festival organizers at info@rrdiwalifest.com.

We encourage all vendors to take this opportunity to engage with the community and showcase their unique offerings at this culturally enriching event.

MORE INFO

General InformationVendors and exhibitors will henceforth be referred to as "vendors" in this document, Round Rock Diwali Festival organizers" refers to, collectively as 'organizers'. Most of this document is for Vendors, some parts apply to Sponsors. Location of event: Centennial Plaza - 301 W Bagdad Ave, Round Rock, TX 78664 Date and time: October 26, 2024 * 2 PM to 10 PM By signing and submitting this Application, each vendor acknowledges that it has read, understands and agrees to comply with the following terms and conditions. A. Terms and ConditionsA. We have limited spots hence we can not gurantee that we will be able to accommodate all vendors. We will notify you well in advance.   B. The location of each vendor's booth is decided by the RR Diwali Fest organizers in their sole and absolute discretion based on many factors including size, type of product or service, need for electrical connections and proximity of competing vendors.  C. Booth fees are generally charged according to how many "running feet" (i.e. frontage space) the booth has (F6= 6 feet, F12 = 12 feet, F18 = 18 feet), the location and also based on the service/product. Each booth will be provided minimum 5 to 6 feet of space in the back.  D. Food trucks are welcome as well. Please indicate the size of your food truck so that organizers may place you in the appropriate food truck space  E. RR Diwali Fest will not provide tables, chairs, canopy or any other display items. It's vendor's responsibility to bring all necessary items for their business. There are some electrical outlests available but vendor is responsible for bringing electrical cords and appropriate lights. There is limit of electrical output and flood lights will not be permitted.For special request please send email to info@rrdiwalifest.com

Space and Pricing

We provide booth space of variable size from 6 ft and up. Pricing for food vendors are different than the retail and art vendors. Please scroll to the bottom to select the booth size and price.NOTE: We want to promote the small business and have lowest pricing to cover the event cost. 

RR DIWALI FEST VENDOR & SPONSOR RULES AND GUIDELINESThe RR Diwali Fest organizers have the right, in their sole and absolute discretion, to refuse vendor participation to anyone at anytime with or without cause.a. 

A vendor will sell only the items listed in the description of the vendor's business attached to the vendor's Application and, if a food vendor, for the stated price.

b. No vendor can sell water bottles, soda or other drink items unless agreed with organizers.

C. This is family event, adult only products can not be sold. This is not a complete list; vendors and exhibitors are juried on a case-by-case basis.

d. Alcohol sales are not permitted at the Festival.e. Raffles are not permitted unless prior written permission is granted by the Festival organizers.

f. Any special operating requirements or special requests must be approved by Festival organizers at least 30 days before the event date. Special requests will be approved or denied in the sole and absolute discretion of the Festival organizers.

g. Subcontracting is prohibited. Sharing space with, or subletting, subcontracting, assigning or transferring space to, other vendors, businesses or non-profit organizations is not permitted and will be justification for expulsion from the event.h. 

The RR Diwali Fest organizers have exclusivity for sales of water, Coca-Cola, soda products, Tea, Coffee and other drinks to specific vendors. Other food or retail vendors may not sell these items.

LIABILITY

a. Ride/Game/Interactive Vendors must provide proof of liability insurance

b. This form also serves the purpose of Release and Waiver of Liability and Indemnity Agreement, which we refer to herein as the "waiver."

c. Security is not provided to vendors. The Round Rock Police Department may be present at this event for purposes of protecting public safety and providing traffic and crowd management, not for providing security to vendors.

d. This is an open public event; DO NOT leave your property unattended and/or unsecured.

LEGAL

1. Vendors will operate as independent contractors.

2. Vendors are responsible to comply with all laws, rules, regulations, policies and ordinances as directed by the City of Round Rock, Williamson County and the State of Texas.

3. All vending operations at The RR Diwali Festival participate only with the permission of the RR Diwali Festival organizers and within the rules and guidelines set by the City of Round Rock Parks and Recreation Department. The RR Diwali Festival organizers retain the right, in their sole and absolute discretion, to refuse any vendor from participation in The RR Diwali Festival and/or to have any vendor removed from the field for any reason whatsoever or for no reason at all.

4. None of The RR Diwali Festival or the RR Diwali Festival organizers shall be liable or responsible for any personal injury, equipment, or inventory loss incurred before, during or after the event. None of The RR Diwali Festival or the RR Diwali Festival organizers will be responsible for the loss or damage of merchandise or equipment, nor does the RR Diwali Festival or the RR Diwali Fest organizers assume any responsibility for any liability incurred by any vendor or booth operator, owner, employee or other person associated with that vendor or business. Each vendor will electronically sign and submit a copy of the online waiver and agrees to be bound by the terms of the waiver.

5. None of the RR Diwali Festival organizers shall have any responsibility for any legal transactions that vendors participating in the RR Diwali Festival have entered into with third parties.

6. Vendors are responsible for any damage to or theft of their property.

7. Festival rules and guidelines are subject to change at anytime at the discretion of the RR Diwali Festival organizers with due notice

IN CONSIDERATION FOR PARTICIPATION in the RR Diwali Festival, the undersigned hereby agrees to the following:

1 Vendor hereby waives, releases and forever discharges the RR Diwali Festival Organizers and the City of Round Rock and their respective Representatives (as defined below) (collectively, the "Released Parties") from any and all liabilities' losses, causes of action' claims, demands, judgments, costs and expenses of any kind or nature' either in law or in equity, known or unknown, foreseen or unforeseen, WHETHER CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF ANY OF THE RELEASED PARTIES OR OTHERWISE (collectively "Claims"), that Vendor or its Representatives now have, or in the future may have, arising out of or in any way connected with Vendor's or any of its Representative's participation in the RR Diwali Festival. For purposes of this Agreement, "Representatives" means, with respect to a party, such party's officers, directors, principals, employees, agents, contractors, advisors (including, without limitation, accountants and attorneys), representatives, affiliates, equityholders, members and volunteers.

2 Vendor hereby agrees to indemnify, hold harmless and defend the Released Parties against any and all Claims against the Released Parties, WHETHER CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF ANY OF THE RELEASED PARTIES OR OTHERWISE, that may arise out of any act or omission by Vendor or its Representatives in connection with Vendor's or any of its Representative's participation in the RR Diwali Festival.

3 Vendor, on behalf of itself and its Representatives, understands that Vendor and its Representatives are participating in the RR Diwali Festival at their own risk' and that attendant risks for participating in the RR Diwali Festival include all risks associated with participating as a vendor at a public festival, including' but not limited to' injuries' illnesses' death' property damage, loss or theft' or any other kind of harm (pecuniary' bodily or emotional) to Vendor or its Representatives caused by, among other things: moving heavy objects; bending, lifting or stooping; working with volunteers and staff; driving to and from the event; electricity or lightning; weather; theft of merchandise or other property; or claims against Vendor involving faulty products or tainted food or beverages.

4 Vendor, on behalf of itself and its Representatives, understands that the risks to Vendor and its Representatives associated with participation in the RR Diwali Festival include but are not limited to the risks set forth in Section 3 above, and Vendor hereby assumes full responsibility for the risk any and all injuries, illnesses' death' property damage, loss or theft' or any other kind of harm (pecuniary' bodily or emotional) relating to or arising out of Vendor's or any of its Representative's participation in the RR Diwali Festival.

5 The undersigned further expressly agrees that this Agreement is intended to be as broad and inclusive as permitted by the laws of the State of Texas, and that this Agreement shall be governed by' and interpreted in accordance with, the laws of the State of Texas. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way.

6 Vendor gives permission to the Festival Organizers to take photographs and record video and audio images of Vendor and its Representatives at the RR Diwali Festival and vendor hereby grants and conveys unto the Festival

7.) The Vendor has read and understands this Agreement and voluntarily signs the same. The undersigned also certifies that the signatory below is an authorized agent of the Vendor and is 18 years of age or older.

8.) Vendor’s operations will be conducted in a safe and prudent manner. No known toxic materials will be used in an inappropriate manner or in a manner inconsistent with normal usages. Vendor will not engage in any activity deemed unsafe by the RR Diwali Festival. Vendor will abide by safety guidelines set by the City of Round Rock, Williamson County and the State of Texas.Vendor understands, acknowledges and agrees that this Agreement constitutes a binding legal agreement, enforceable against Vendor in accordance with the terms hereof. The RR Diwali Festival Organizers encourage Vendor to consult an attorney prior to entering into this Agreement. Vendor understands that failure to comply with participation regulations and requirements as specified herein may result in removal from the RR Diwali Festival or denial of participation.

POSTPONEMENT OR CANCELLATIONThere is no rain date or second alternate date for the festival.

a. The weather in Round Rock can be wonderful in mid October to November, but it can also be cold and/or wet. The decision to hold, postpone, or cancel the RR Diwali Festival can be a difficult one. Festival organizers want the best event possible for the public and for our vendors, volunteers, sponsors, and other stakeholders.Generally, if it is possible to hold the Festival without endangering the health and safety of our guests, vendors and volunteers, and without damaging the Plaza, Festival organizers will do SO. But one can not always predict what the weather will be later that day.

b. Decisions regarding postponing or cancelling the RR Diwali Festival will be made in consultation with the City of Round Rock. The RR Diwali Festival organizers and the various departments within the City of Round Rock will use their best judgment as to whether to hold, postpone, or cancel the Festival, taking into account multiple factors, including the safety of the Festival participants.

C. If RR Diwali Festival organizers go forward with the Festival on the initial scheduled date, but vendor does not participate, regardless of the reason, vendor will not receive a refund of its fees.d. If event is cancelled completely, vendor will receive minimum 50% refund of the booth fees (less processing fees)e. RR Diwali Festival organizers and the City of Round Rock assume no responsibility for losses or damages arising out of the decision to hold the RR Diwali Festival on a day when the conditions are less than perfect.f. Further, RR Diwali Festival organizers and the City of Round Rock assume no responsibility for losses or damages arising out of decisions to postpone or cancel the Festival.g. In no event will the Released Parties (as defined in the waiver) have any liability to you or anyone else for lost profits or direct, indirect, special, incidental, consequential, compensatory, punitive, statutory or other damages of any kind or nature whatsoever arising out of decisions regarding holding, postponing or cancelling the RR Diwali Festival, due to weather or otherwise.h. The RR Diwali Festival strives to set fair and equitable booth fees for every vendor. Vendors shall treat their agreement with the RR Diwali Festival organizers as confidential information not to be shared with other vendors or organizations.

BOOTH SELECTION and SIGNATUREThe RR Diwali Festival organizers reserve the right, in their sole and absolute discretion, to select the vendors for the RR Diwali Festival. I understand that there is no assurance that I will be assigned a booth at The RR Diwali Festival. I understand that, if I do not pay the applicable fees in full by their due date, I will not be permitted to be a vendor at the RR Diwali Festival and any fees previously paid by me will be not be refunded. In addition, I understand that if I am unable to attend RR Diwali Festival I will I will forfeit any fees I have paid.Pricing below is for general retail and food vendors only. Price for booth or space for specific purposes are decided by organizers.I have read, understand and agree to all the rules, policies, guidelines, information and stipulations, including the guidelines of the Round Rock Parks and Recreation Division, regarding participation in the RR Diwali Festival. Without limiting the generality of the foregoing, by signing and submitting the Application, I acknowledge that I have read, understand, agree to comply with, and shall be bound by the Terms and Conditions set forth in the RR Diwali Festival Vendor Application and Contract Agreement, which Terms and Conditions are incorporated by reference into this Application and Contract Agreement, which constitutes a binding legal agreement, enforceable against me in accordance with its terms.