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Pet Fest - Food Vendor Application

  1. 2021 Fourth of July - Food Vendor Application

    Saturday, October 2, 2021; 9:00 am - 11:00 am Freedom Dog Park, 2675 Trophy Park Dr., Trophy Club, Texas 76262

    Thank you for your interest in participating in our annual Pet Fest! If your application is approved, you will receive a notice via email. Feel free to call the office to check the status of your application, 682-237-2926. There are a limited number of booth spaces available. Applications will no longer be accepted once capacity has been reached or the deadline has passed. Deadline: September 18, 2021.

    All approved vendors are asked to donate one door prize to be raffled off throughout the event.

    QUESTIONS: Email or call 682-237-2926.

  3. ITEMS TO SELL: Food and drinks (alcohol is prohibited)
    Vendors are limited to five (5) food items and are encouraged to sell drinks. Drinks do not count as a food item.

    All food and drink items are subject to approval by Town staff. Be specific when listing items; no general categories to cover multiple items.
  4. Will you be selling drinks? *
  5. Vendors are limited to 5 food items and alcoholic drinks are prohibited.
  6. Inspections
    Each food vendor will undergo a Food Establishment Inspection on site by a Town contracted health inspector.

    In addition, the Trophy Club Fire Marshal’s Office will be conducting fire safety inspections at all food vendor sites prior to opening.

    The 2015 International Fire Code requires any commercial cooking (i.e. producing a grease vapor) must have a Class K fire extinguisher within 30’ of the cooking area, as well as one (1) 2A10BC charged and working fire extinguisher for all other types of potential fires (i.e. paper products, flammable liquids and electrical).

    Each food vendor cooking without a grease producing product will have a minimum of one (1) 2A10BC charged and working fire extinguisher on site for Class A, B and C fires (i.e. paper products, flammable liquids and electrical).

    If food is prepared offsite and brought in for sale, and there are any type of warmers or heating devices that require electricity to be used on site, one (1) 2A10BC fire extinguisher will be required.

    If you have any questions, please call 682-237-2946.
  7. Food Vendor Fees
    BOOTH COST: One booth space = $130.00/Nonprofit booth space = $50.00

    All vendors are provided a 10x10 tent, one 6' foot table and two chairs.
  8. Electrical Needs

    All vendors are responsible for providing power to their space. 

  9. Vendor Instructions, Guidelines and Electrical Requirements
  10. The event is at Independence Park East, located in Trophy Club at 500 Parkview Drive. All booths are located on grass.
  11. 1. Booth Reservation & Assignment:
    Town Staff will assign booths for vendors. Vendors cannot trade spots nor can they move to another spot without approval from Town Staff.
  12. 2. Booth Space:
    Booth sites measure ten feet by ten feet (10 ft. x 10 ft.). Vendors may supply a stand, counter, tent or tables not to exceed the width of his or her booth space. If you bring a tent, consider how you will weigh it down in case of winds, as you will not be able to use tent stakes.
  13. 3. Hours of Operation:
    You are required to have your booth open to the public during the entire event, which lasts from 6:00PM-9:30PM on Sunday, July 4th.

  14. 4. Set Up:
    Set up will begin no sooner than 1:00PM on the day of the event. Vendors will be permitted to drive onto the event site to unload from 1:00PM-5:00PM. Electricity will be available at 3:00PM. No vehicles will be permitted on the event site after 5:00PM. All booths must be ready by 5:45PM. Spaces that are vacant at 5:30PM on the day of the event will be filled at the discretion of Town Staff.
  15. 5. Booth Equipment & Construction:

    All booths must be adequately staffed and maintained in complete form from 9:00 am-11:00 am on the day of the event. Nails, screws, tapes, glues and all other fasteners are prohibited from use on the tents, tables, chairs, or other fixtures of town property. All vendors are required to keep their space neat and orderly at all times.

  16. 6. Tear Down:

    No early tear down allowed. The Town Staff reserve the right to refuse a future application from or refuse future display privileges to any vendor who tears down their booth earlier than 11:00am on the day of the event.

  17. 7. Electric Service:
    No personal generators are allowed.
  18. 8. Open Flame:
    No combustion devices or open flames are allowed.
  19. 9. Noise:
    Any usage of any type of noise-making devices must have prior written approval by Town Staff.
  20. 10. Drawings/Giveaways:
    Free drawings and giveaways are permitted. All items to be used in the drawings and giveaways must be listed on the Vendor Application and approved by Town Staff.
  21. 11. Solicitation:
    Vendors are prohibited from soliciting outside of their assigned booth space. Literature is prohibited from being placed anywhere on the grounds, including but not limited to car windshields, bathrooms, picnic areas, etc. The Town of Trophy Club reserves the right to charge a clean up fee to anyone violating this rule.
  22. 12. Prohibited Items
    Items not allowed for sale or distribution include (but are not limited to): weapons or weapon-like novelties, tobacco or alcohol related items, sexually explicit or adult-themed material, bootlegged records, tapes, DVDs or CDs; any materials that advocate sexism, racism, violence, profanity or that are discriminatory, intolerant, or violent in content (at the discretion of Town Staff).
  23. 13. Sales Restrictions:
    Each vendor is restricted to sell only the items listed on their application. All sales and distribution of materials must be conducted in your assigned booth space. Vendors are not permitted to roam the grounds to sell or hand out anything. No petitions may be circulated in any place other than your booth without prior written approval from Town Staff. No signs or activities may be placed outside of your booth space.
  24. 14. License and Permits:
    Vendors are responsible for all appropriate licenses and permits for their operation.
  25. 15. Sales Tax:
    The vendor shall be solely responsible for the payment of all required taxes to local, state, and federal authorities and shall keep such records of transactions as may be required by such authorities. The Town of Trophy Club sales tax rate is 8.25%.
  26. 16. Attire:
    All vendors must dress appropriately. Shoes and shirts are required. No person working and/or representing a booth or stand shall wear clothing that makes mention of or reference to any obscenities, sexually explicit material and/or drugs.
  27. 17. Drugs/Smoking/Alcohol
    No smoking, alcohol or illegal drugs will be permitted on-site.
  28. 18. Trash:
    Each vendor is responsible for keeping their assigned booth clean, neat and orderly at all times. This includes hauling away any trash or garbage that is generated in or around the booth and sweeping up any product debris left on the ground.
  29. 19. Food/Beverages:
    Town Staff reserve the right to require the removal of any item that may present a conflict. No discharge of gray water permitted. You may only sell approved items.
  30. 20. Animals
    Animals are not allowed in vendor booths. Exceptions will be made for assistance animals.
  31. 21. Exceptions:
    Any exception(s) to foregoing any rule must have prior written approval by the Town of Trophy Club.
  32. 22. Transfer of Agreement:
    The Town of Trophy Club and the vendor hereby agree the services specified in this agreement may not be transferred, delegated, or assigned in any way, shape, or form or for any reason.
  33. 23. Agreement Termination:

    This agreement may not be terminated prior to its normal conclusion, except as provided in this section. The Town of Trophy Club may terminate this agreement without notice and forthwith remove the vendor from the premises for selling unauthorized items, failure to sell from the assigned booth space, or breach of any part of this agreement, including without limitations, failure to timely pay the booth fee set forth herein. a.No refunds shall be given to the vendor should this agreement be terminated due to the vendor being removed from the premises for any reason. b.The vendor may terminate or cancel this agreement by mailing or emailing a request in writing which states reasons for cancellation. This request must be received no later than August 27, 2021; otherwise, this agreement may not be terminated or canceled prior to its normal conclusion. c.No refund will be issued due to inclement weather, war, flood, disaster, an act of God, strikes, riots, or scarcity of fuels or energy.

  34. 24. Vendor as Independent Contractor:
    The parties hereto stipulate and agree that, under this agreement, the vendor is not acting as an agent, employee, representative, partner, nor joint venturer of the Town of Trophy Club, but shall at all times and for all purposes have the status of independent contractor. The Town of Trophy Club shall not control the manner or methods by which the vendor performs sales, except as expressly provided for herein.
  35. 25. Vendor Responsibility and Liability:
    The vendor assumes the entire responsibility and liability for:

    a. Losses, damages, and claims arising out of injury to his/her own personal property or party.

    b. Damage to the vendor's displays, equipment, or other property.

    c. The vendor agrees not to hold liable or responsible in any form the Town of Trophy Club, its employees, event coordinators, guests, volunteers, and participants against any and all claims or expenses for such losses, arising out of the performance of this agreement.
  36. All booths must utilize 10x10 tents within your assigned booth area; no food trucks. Selection of vendors will be based on the items listed on the application, ability to properly (and safely) provide enough of the items with consistent quality, and when the application is received; submitting items "first" does not mean you are guaranteed approval of those items. Town staff may use their discretion when selecting items/vendors. Town staff will consider the past conduct of applicants/vendors when selecting vendors for the event; to include conduct during the application process, conduct during the event, and conduct after the event.
  37. These rules and general information have been established to satisfy the diverse needs of our vendors and patrons. Town Staff reserve the right to change these regulations at any time.
  38. Electronic Signature Agreement
    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.
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