Prosper Christmas Festival Sponsorship Application

Applications are still being accepted and are subject to availability and approval. 

 

Prosper Christmas Festival Sponsorship Application

The Prosper Christmas Festival will be held at Town Hall, 200 S. Main Street, Prosper, Texas on Saturday, December 1, from 2 p.m. to 6 p.m.
  • Instructions and Notices

    Applications are being accepted, subject to availability & approval. Payment will be due no later than October 15, 2018.  Applications are considered complete when payment and all required paperwork has been received.  A Certificate of Insurance is required with every application.  Recognition is reserved for the applicant contracting the space. Therefore, we ask there be one sponsor promoted per booth space. No outside advertising is allowed, except for items being resold.  No refunds will be issued.  Your logo will be placed on the website and/or used in publicity after payment has been received, paperwork is complete, and a high resolution logo file emailed to patty_kendzie@prospertx.gov.  Independent consultants and franchisees: Prior to beginning the application process, please check availability by emailing patty_kendzie@prospertx.gov.  Applications are considered on a first-come, first-served basis.  Town of Prosper reserves the right to refuse sponsorship from an organization, which, in our opinion, is unlikely to contribute to our mission or does not align with our organizational values. PAYMENT OPTIONS  Check made out to the Town of Prosper and mailed to: ATTN: Patty Kendzie, Town of Prosper, PO Box 307, Prosper, TX 75078  Credit card payment online at ProsperParksandRec.org.
  • Payment Options

     Check made out to the Town of Prosper and mailed to: ATTN: Patty Kendzie, Town of Prosper, PO Box 307, Prosper, TX 75078  Credit card payment online at ProsperParksandRec.org.
    Vehicles that do not fit in the allotted space will require the purchase of additional space.
    If yes, please submit a Health Application (https://www.prospertx.gov/wp-content/uploads/Health-Permit-Application-Permanent-Establishment-10-2-2017.pdf) along with the Sponsor Application. Pre-approval is required for all food items. For food related questions, please contact Megan Johnson, Health Code and Compliance Supervisor, at megan_johnson@prospertx.gov.
    Pre-approval is required for all outside entertainment.
  • Accepted file types: jpg, png, pdf.
    A Certificate of Insurance is required with every application. Please list the Town of Prosper (200 S. Main, Prosper, TX 75078) as an Additional Insured on your insurance policy for the duration of this event. The Town of Prosper minimum liability insurance requirements for vendors are: Liability And Medical Expenses - Limit $1,000,000 per occurrence. Products or Other Than Products - Limit $1,000,000 per occurrence. For information about Certificates of Insurance, contact your insurance agency or a company specializing in vendor, exhibitor, or special event insurance.
  • GENERAL REQUIREMENTS AND DETAILS:

     Payment is due no later than October 15, 2018.  Applications are considered complete when payment and ALL required paperwork has been received.  A Certificate of Insurance is required with every application. Please list the Town of Prosper (200 S. Main, Prosper, TX 75078) as an Additional Insured on your insurance policy for the duration of this event. The Town of Prosper minimum liability insurance requirements for vendors are: Liability And Medical Expenses - Limit $1,000,000 per occurrence. Products or Other Than Products - Limit $1,000,000 per occurrence. For information about Certificates of Insurance, contact your insurance agency or a company specializing in vendor, exhibitor, or special event insurance.  Please send a high resolution file of your logo to patty_kendzie@prospertx.gov so we may acknowledge your sponsorship as soon as possible.  Cancellation policy: The Prosper Christmas Festival is a rain or shine event. However, if Town officials determine severe weather dictates postponing or cancelling the event, there will be no refunds.  Businesses are considered sponsors and should apply as Hometown Sponsors at the $250 level.  Independent consultants and franchisees: please email patty_kendzie@prospertx.gov to verify availability prior to BEGINNING THE APPLICATION PROCESS to check availability.  Dogs are not allowed at the Prosper Christmas Festival.  No outside or sub advertising is allowed in your booth.
  • BOOTH DETAILS:

     Canopies are required for ALL spaces. Canopy, table and chairs are provided only for Title and Star sponsors.  Please provide an activity in your booth space and decorate for Christmas (engage the crowd)!  Booths must be self-supporting. SPACE HEATERS AND PERSONAL GENERATORS ARE NOT PERMITTED.  Additional booth space will be required to accommodate vehicles that do not fit within the allotted space.  Pre-approval is required for all outside entertainment. Please include entertainment requests with your application on page one or attach an additional sheet.  Baked goods, drinks and homemade food items are prohibited.  Booth locations are allocated at the discretion of the festival staff and applications are accepted and approved on a first-come, firstserved basis. You will receive written confirmation via email when your application has been approved.
  • DAY-OF-EVENT DETAILS (Prosper Christmas Festival, December 1, 2-6 p.m. at Town Hall

    SET UP:  Set up between 8:00am and 11:00am. Set up may begin no earlier than 8:00am.  Check-in deadline is 11:00am.  All booths are required to be open between 2pm and 6pm on the event day.  Vehicles must be relocated to the assigned parking area as soon as unloaded or 1pm, whichever comes first. Crafters and non-profit organizations are allotted one (1) parking space.  Day-of-event check-in procedures will be emailed to you after application approval and receipt of payment. DISMANTLE:  Dismantle may begin only after 6pm and must be complete by 9pm.  Dismantling includes booth tear-down and removing all trash and litter. Upon conclusion of the event, vehicles will be allowed back into the event site for loading at the discretion of the Prosper Police Department.
  • RULES AND REGULATIONS

    Prosper Christmas Festival is a family-friendly event. Exhibitors, vendors and sponsors must agree to meet the high standards that are hereby outlined. Prosper Christmas Festival reserves the right to revoke or refuse to grant space at any time without recourse by the exhibitor, vendor or sponsor and shall not be held liable to anyone for this action. Only completed applications will be considered; applicants will receive a notification letter of acceptance and set-up guidelines. No pets are allowed on event grounds at any time. Should the event be postponed or cancelled for any Act of God, public safety and welfare, or for any reason whatsoever, vendor/exhibitor hereby releases and forever discharges the Town of Prosper, its officers, Council members, employees, representatives, agents and volunteers from any and all liability and claims for damages and/or loss which result from such postponement or cancellation. There will be no refunds. Set-up may begin no earlier than 8:00 am on the event day, and must be completed by 1:30pm on the event day. Teardown may not begin within the designated area until 6pm or special consideration by festival chair on the event day, and must be completed by 9:00pm on the event day. All property of the vendor or exhibitor must be removed from event grounds after the event by 9:00pm. There will not be on-site security for items left overnight. Any property remaining on the event grounds after the event may be removed and disposed of by the Town of Prosper, at the vendor/exhibitor’s expense, in any manner deemed appropriate by the Town. Vendor/exhibitor releases the Town of Prosper for any damages, loss or otherwise resulting from the Town’s removal and/or disposal of property in accordance with this paragraph. Exhibitors and vendors shall provide: 10x10 canopy/tent, tables, chairs, any extension cords, lighting, etc., power will be provided by the Town. All vendors/exhibitors must keep merchandise, materials, etc., inside their booth area, unless otherwise approved by Event officials. No exclusive rights for sales of any item will be guaranteed. Vendors/exhibitors are solely responsible for having cash on hand to make change. Exhibitors and vendors are solely responsible for the security of their booths and the contents therein. Exhibitors and vendors may only sell items or conduct the activities that have been specifically approved in writing by the Town of Prosper. Changes in products to be sold and/or given away and/or activities must be approved in writing by Prosper Christmas Festival officials prior to the event. No hook-ups will be provided for mobile homes, travel trailers, or RVs at the event site. The possession and selling and/or offer to sell weapons or fireworks is prohibited on event grounds. If caught with weapons and/or fireworks, your booth will be closed immediately. The following items, among others, are not allowed for sale and/or giveaway during festival hours: glass-bottled water, alcohol or alcohol related paraphernalia, tobacco and tobacco related paraphernalia, all things resembling drug paraphernalia or with drug emblems, and all things pertaining to inappropriate language or nudity. Exhibitors/vendors are required to clean up their space prior to vacating the premises. Booth space shall be returned to the condition it was in prior to vendor’s and/or exhibitor’s use of same. Approved exhibitors/vendors are responsible for the space provided and may not sublease or sublet the space to other parties. If parties other than the approved applicant occupy the space, these parties will be asked to leave immediately, and the booth may be closed immediately. Vendor/Exhibitor agrees that its employees involved with the event shall not drink beer, wine, or any other alcoholic beverage while performing their duties under this Agreement. Alcoholic beverages may not be brought into any part of the event area including, without limitation, the vendor/exhibitor booth.
  • INDEMNIFICATIONS AGREEMENT

    Vendor shall indemnify the Town of Prosper, their respective officers, Council members, volunteers, directors, employees, representatives and agents against, and hold the Town of Prosper, their respective officers, Council members, volunteers, directors, employees, representatives and agents harmless from, any and all claims, actions, liability, lawsuits, judgments, damages, injuries (including death), costs or expenses, including reasonable attorney’s fees, for injury to person or property or death of any person resulting from or based upon, in whole or in part, any act performed or omission in the performance of this Agreement by Vendor, its agents, officers, representatives, volunteers and employees. This indemnity is intended to protect the Town of Prosper, and their respective officers, council members, directors, employees, representatives, volunteers and agents, from consequences of their own negligence. The provisions of this paragraph shall survive the termination of this Agreement. Vendor, its officers, directors, representatives, volunteers, agents and employees do hereby waive any and all claims for damage, injury or loss to any person or property, including the death of any person, that may be caused, in whole or in part, by the act or failure to act of the Town of Prosper, their respective council members, officers, agents, directors, representatives, volunteers and/or employees. Vendor, its officers, directors, representatives, volunteers, agents and employees assume the risk of all conditions, whether dangerous or otherwise, in and about the premises of the Town of Prosper, and waive any and all specific notice of the existence of any defective or dangerous condition in or about said premises. The provisions of this paragraph shall survive the termination of this Agreement. Vendor hereby releases the Town of Prosper, their council members, officers, agents, directors, representatives, volunteers and/or employees from any actions for any loss damage sustained by reason of any defect of any part of the water supply system, the sewage and drainage system, the gas system, electrical apparatus and/or wiring on the Event site and/or booth(s) and/or any other premises or band stand, and for any loss or damage resulting from fire, theft, water, tornado, rain, snow, strikes, civil commotion riot, or otherwise caused by gross negligence of the Town of Prosper, their respective council members, officers, agents, directors, representatives, volunteers and/or employees. Failure by Vendor to comply with any of the “Vendor Rules and Regulations and Indemnification Agreement” shall be sufficient cause for termination of this Agreement by the Town of Prosper. In the event of termination, Vendor shall immediately vacate Event property, removing all equipment, materials, supplies and any other property of Vendor; in addition, the Town shall have other rights and remedies available at law or in equity, which rights and remedies shall be cumulative. Vendor acknowledges that this Agreement is not a lease but only a revocable license to operate the activity described herein.