Vendor Guidelines
IRVING MARATHON GROUP, LLC.
VENDOR AGREEMENT & GUIDELINES
REQUEST FOR SPACE, PAYMENT, CONFIRMATION, AND CANCELLATION
Payment in full and a signed agreement are required to request space.
Accepted forms of payment are credit cards and checks. Checks payable to Irving Marathon Group LLC.
Payments are due 30 days before the event, or your booth(s) is subject to cancellation.
Management reserves the right to limit applicants within the same industry but is not obligated to do so.
Management reserves the right to refuse applicants for any reason.
Management reserves the right to relocate booth assignments or modify the floor plan for any reason, at any time.
No refunds will be given for cancellations.
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
Toyota Music Factory Parking Garage 370 W Las Colinas Blvd Irving, TX 75039. Enter from Exhibition Way on Westin side. All other entrances will be closed. Show your vendor parking pass to enter and either 1) tap/swipe your credit card and then scan QR code at check-in table to validate or 2) pre-register your license plate.
BOOTH SETUP, EVENT HOURS & DISMANTLING
Check-In: Vendors must check in and receive credentials before setting up. Credentials included in the Vendor Packet must be worn at all times. VENDORS MUST CHECK IN ON TIME. Vendors who are not on time will not be allowed to set up, and management reserves the right to rent that space to another individual or entity. No refunds will be given.
Tents: Tents are provided by IMRS. Branded tents are not allowed unless pre-approved with sponsorship package.
Setup: Vendors are responsible for providing all other setup needs, including tables, tablecloths, chairs, generators, etc. Electricity, internet, and phone services are not included.
Check-Out: Vendors must have their booths open and staffed until check-out time. Vendors must remove all property at the end of the event and put trash in trash containers. Vendor will not pack, break down, or remove items from display in any fashion until check-out time. 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.
Space: 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.
Conduct: 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.
Venue Restrictions: All Vendors must adhere to venue-posted signage, restrictions, and instructions.
Vehicles: Vendors must park in the Toyota Music Factory Parking Garage. Vehicles not parked in the designated parking garage are subject to being ticketed or towed. No display vehicles are allowed in the Vendor area unless previous written authorization has been granted. Additional guidelines and restrictions will be provided.
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%.
Weather: This is a rain or shine event. The event is outdoors, so please plan accordingly. No refunds will be made should the event be subject to weather.
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.
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.
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.
