Vendor Information

June 5-6, 2020

Accepting all vending positions at this time at vendors@rallyonthered.com

Rally on The Red Music and Bike Rally is an action packed, two-day event happening the first weekend of June in Denison, Texas. We are looking for vendors who can bring unique and relevant experiences to thousands of people who love both the motorcycle and outdoor recreational lifestyle. If this sounds like you and would like more information on pricing, space and event details, please download our vendor application or, contact vendors@rallyonthered.com.

  • Thursday, June 4th – Vendor Setup
  • Friday, June 5th – 10:00 AM – 2:00 AM
  • Saturday June 6th – 10:00 AM – 2:00 AM
  • Sunday, June 7th– 10:00 AM – 1:00 PM
    Church Service & Vendor Breakdown
Core vending hours are usually when Rally opens until 8:00PM. You are welcome to vend as late as you like. Vendor shopping usually decreases at 8:00PM due to the concert playing in the evenings but still has good attendance. Vendor setup is Thursday, June 4; Vendor breakdown is Sunday, June 7.

Copy of sales tax certificate must be posted and made available during Rally.

Exhibitor shall be responsible for the collection of all applicable texas sales and use tax and its subsequent reporting and disbursement to the texas department of revenue. Exhibitor shall be responsible for the payment of all permit and license fees.

Space Rental:  All Vendors
Size Rental Fee OR Corner Space Rental Fee (limited availability)
Size   — Non-Corner         —   Corner
5′ x 5′       $ 225          $325
10’x10′       $ 550          $650
10’x20′       $ 1,050      $1,100
10’x30′       $1,450       $1,550
20’x20′       $1,950       $2,050
20’x40′       $2,550       $2,650

Booth Rental Online Reservation

Application Links (coming soon)
Health Department Food Vendor Requirements
Department of Health Packet for Mobile Units and Push Carts

Food Concessionaire agree to adhere to all Concessionaire rules and regulations. Failure to comply with any part of this agreement will result in immediate closure of exhibitor’s display and forfeiture of any and all monies paid.

Display Options:
Food Truck, Food Cart, Tents/Tables, Other (describe on application).

Food Vendor Permits/Required Documentation
Concessionaire is responsible for obtaining all licenses, permits, health certificates, items required by governmental agencies required to operate lawfully. A copy of all required documentation shall be provided with the Vendor/Concessionaire Agreement. Failure to present such documentation will result is delaying your application process/acceptance. Copies of all required permits, licenses etc. and Health Department approval are to be submitted to RTR prior to Vendor check-in on Thursday, June 4th, 2020.

For required Health Department forms, please contact:
Grayson County Health Department
Food Handlers Permit
515 N. Walnut Street
Sherman, TX 75090
903-893-0131

Food Vendor Sanitation
Concessionaire is responsible for proper disposal of grease or cooking oil. Failure to dispose of properly as required by the Health Department may result in a fine and or, expulsion from the event and jeopardize any future invitations.

Area surrounding Food Trucks and or Food Carts, including tables and chairs, must be kept clean at all times by the Concessionaire and it’s provided Staff. It is the Concessionaires responsibility to have proper disposal receptacles as the ones provided by RTR are for attendee use only. Please dispose of your trash throughout the day in the proper dumpster receptacles designated by RTR Staff at time of Vendor Check-in.

Signs
Concessionaire will provide their own signage that must be professional in appearance and, Concessionaire must post the name, address, and telephone number of the owner/operator permittee or business.

Picture Of Food Truck/Food Cart And Display
Concessionaire must provide a photo of the Food Truck and or Food Cart and, surroundings to accurately depict your setup (with application).

Serving Side
Please indicate on application which side your truck serves from: Driver Side, Passenger Side, Rear of Truck

Menu
Concessionaire will provide RTR with a full menu and prices at least 3 weeks prior to Rally on The Red. The menu cannot be changed after approval.
The Concessionaire cannot sell water or soda for less than the House and, selling of any alcoholic beverages is strictly prohibited as RTR holds all rights to all alcoholic beverage sales.

We reserve the right to dictate soda and water pricing and, may require all Vendors to work with our On-Site Dr. Pepper representative as Rally on The Red, only offers Dr. Pepper Soda Products and Water to be sold on premises. Concessionaire may purchase water and soda from the designated representative while supplies are available but, not guaranteed. Soda and Water cannot be sold for less than what the House charges and that will be provided upon check-in.

Concessionaire may purchase ice from the bar during Rally on The Red while supplies last. (Ex. 20lb bag of ice for $5.00)

Change
Concessionaire is responsible for providing your Food Truck or Food Cart with the required change throughout Rally On The Red as RTR will not provide change.

Although we have a wireless connection inside and directly around the arenas, we cannot guarantee it will provide a strong enough signal to the various vendor locations on the premises so please make alternative connection plans for processing transactions etc.

A-1 Party Rental (3031 Woodlawn Blvd., Denison, TX 75020 (903)463-7709
If you are a vendor and need to rent equipment please submit a rental reservation form.
Rental Reservation Form (coming soon)

For water barrel rental or other rental needs (tents, tables, chairs, etc.), please call A-1 party Rental at 903-463-7709 OR, fill out the A-1 Rental Agreement located on the Rally on The Red website under the “Vendor” section.

CHARLES HOLDER INSURANCE AGENCY (601 W. Main Street, Denison, TX 75020 (903)465-9087)
KELLY JOHNSON INSURANCE AGENCY (320 E. Peyton St. STE. 300, Sherman, TX 75090 (903)870-9020
Specialize in short term Event and long-term general liability insurance nationwide for merchants, vendors, exhibitors and business owners.
Application Process – DOWNLOAD
Insurance Information – DOWNLOAD
Sample Certificate – DOWNLOAD

All items to be displayed and/or sold in the Exhibitor’s Space(s) must be listed on the vendor application form. A photo or detailed description showing the type of display, presentation and items to be sold is also to be provided.. ONLY ITEMS LISTED FOR SALE ON THIS APPLICATION WILL BE ALLOWED (BE VERY SPECIFIC). PLEASE NOTE LICENSING RESTRICTIONS BELOW. RTR DOES NOT ALLOW ANY EXHIBITOR TO SOLICIT PATRONS FOR THE PURPOSE OF MAILING LIST COLLECTION OR SWEEPSTAKES PROMOTION. NO SALE OF FOOD OR BEVERAGES ALLOWED, INCLUDING WATER, WITHOUT A FOOD & BEVERAGE AGREEMENT.

****ONE COMPANY ALLOWED PER VENDOR SPACE ****

Booth Space Type: Tent(s), Trailer, Semi, Other
Note: awnings, display racks, doors, ramps, trailer tongues, access areas and all display space must be within your assigned space.
RTR will attempt to assign spaces in order of registration, giving those who registered first preferential locations. Final decisions regarding space assignments are at the sole discretion of RTR. RTR, reserves the right to re-locate your space if your provided dimensions are incorrect or, you arrive after your allotted move-in time.

Complete SEPARATE POWER AGREEMENT. Additional fee applies.

Cutoff Date for Power Requests
All requests for power must be received by 4/28/20! (if request and payment for electricity is not submitted by the above date, power will not be provided to your booth space)

If there are plugs plugged into a power source that has not been paid for, they will be removed and subject to a fine for each plug. You must provide your own cords and required devices necessary to reach the power source.

Contact
Should you have questions about your power needs, please contact JB Electrical Services at 903-818-4501

ELECTRICAL COSTS
(must provide amps and picture of plug(s) with applicaton)

  1. 1/120v/15amp circuit service – $125/2 Days.
  2. Additional 1/120v 15amp circuit service – $100/2 Days.
  3. 1/220v/1 circuit service – $300/2 Days.
  4. Call for quote for other service.

Electric/Power Restrictions

  1. Whether You Require Power Or Not, Please Submit A Power Form
  2. Vendor booths will not be allowed to open until all Rally on The Red charges have been paid and proper documentation provided.
  3. Rally on the Red personnel will install, maintain, and remove electrical service.
  4. Vendors will be responsible for providing all necessary extension cords and power strips for their booth. Use of your own generator for night service is permitted, but is subject to noise restrictions.
  5. Electrical power for booths will be turned on at 8:00AM Thursday and turned off at 12:00PM Sunday.
  6. RTR is not responsible for damages to lost product due to power failure, fluctuations/power spikes, and other equipment failure beyond ordinary control. It is your responsibility to have a backup power alternative.
  7. Electricity/Power must be requested at the time of submitting the vendor application or, it will not be provided at the event.
  8. Generators must be quiet, non-smoking or leaking and are subject to noise restrictions. RTR reserves the right to cease generator use should it not comply with the above stated requirements. RTR is not responsible for providing backup power options should this occur. RTR is not responsible for damaged product in the event your generator does not meet the necessary requirements.
  9. For individual generator rental please contact United Rentals at 903-893-9100.
  10. Vendors that do NOT comply with the above will not be permitted to open with electrical service.

Needed on Application
Please list EACH item to be powered on your application, the power amount needed, and the amperage. Please use separate sheets if needed. Power tags will be provided for each item listed below provided payment has been received.
If there is an item plugged in without proper identification, it will be unplugged and a fine may be charged.
Please list EACH item to be powered Item(s) to be powered please list only one item at a time Power Amount Needed standard 110-outlet or a larger 220-outlet per item Amperage Needed per item

Quick lesson on power
Standard household circuits are 120volt and supply 15amps of power. This means if your devise pulls more than 15 amps the circuit will fail/trip. Just because you have a power strip with six plugs does not mean all the items plugged in will function. Add up all the amps on each device to make sure you are using less than 15 amps. If all of your devices require more than 15amps you will require additional circuits.
Here is how to check what kind of amps your device requires. Look for a label near the plug or on the power supple, you will see the volts required and amps. See examples below;

  1. Banner Displayed throughout Rally: $75.00 per banner placement location.
  2. Web Listing & Link : $100.00
  3. Arena banner: $100.00

Please contact 940-233-0413 for more information.

  • Cash
  • Check (Made out to Rally On The Red)
  • Credit Card (Accept Visa, MasterCard, American Express or Discover)
  • CALL Catherine 940-233-0413 TO PROVIDE CARD INFORMATION

A minimum 50% deposit of the total space fee is required with this Agreement to reserve your space. Deposits are non-refundable. The remaining 50% must be received by January 31, 2020. The fee for each week of non-payment past January 31, 2020, is $50 per week. Any applications received after January 31, 2020, must be paid in full at the time of registration. We accept check, money order, MasterCard, Visa, Discover, American Express and cash. You will not be assigned a space location until the deposit, Certificate of Insurance, and this Agreement, signed and completed in full, is received at the above address, and the Agreement is accepted by RTR, If you wish to use a credit card, please complete the information below.

You will have first right of refusal to the space you have for 2020, when you provide your completed registration form, proof of insurance, all required documentation and, payment in full at the time of registration on or before july 01, 2020! You will not have first right of refusal after july 1 and the space you had for 2020 will be available to another at the descretion of rtr event management.

All cancellations must be in writing and are subject to all of the terms and conditions of this Agreement.
NO refunds will be issued in the event of cancellation after January 31, 2020.

Texas can be very windy and hot this time of year! Proper anchors are required to secure your tents as vendor space is on dirt. RTR requires tent weights and does not rent equipment. Your set-up WILL be inspected by the RTR and be required to comply with the minimum requirements of: 50lbs. per leg. Proper methods to secure your tent include: Water barrels (strongly recommended), sand bags, concrete blocks, proper ratchet straps.
Rental Needs (Tents, Tables, Chairs, Water Barrel, etc.)

Exhibitor shall not sell any products that use the “Rally on The Red” event logo, event title, or Rally on the Red identification, variation of the event name, or any reference to the event. All event specific merchandise (i.e. t-shirts, etc.) MUST BE APPROVED and get a signature approval by RTR upon vendor registration. Exhibitor warrants that it has full, non-restricted license to sell, display, and/or distribute all items which it intends to do so. Merchandise in violation of this restriction may be confiscated and exhibitor may be removed from The Premises.

This application becomes an Agreement when accepted by RTR. You will receive a confirmation copy of the Agreement along with any additional instructions that may be necessary. Also understand, this is not an exclusive vendor/concessionaire Agreement and RTR, shall enter into other vendor/concessionaire Agreements with other parties.

Exhibitors will be allowed to set up space and/or displays on Thursday June 4th, 2020, from 8:00AM-7:00 PM. certain lots may be “zone load in specific with different times.” Vendors will be notified of move in times on their Vendor Confirmation sent right before Rally. All exhibits must be in place by 7:00PM Thursday, June 4th, 2020. You must be Rock-n-Roll Ready by 10:00 am Friday, June 5th, 2020 when Rally opens to the General Public. No exhibits may be removed or dismantled before Sunday, June 7th, 2020 at 1:00PM. Any vendors who breaks down early will be subject to a $500 fine. All materials must be removed no later than 5:00PM Sunday, June 7th, 2020.

If an Exhibitor fails to adhere to the final set up schedule, fails to occupy the assigned space(s) by 7:00PM Thursday, June 4th, 2020, fails to make prior written arrangements with RTR or fails to comply in any other respect with the terms of this Agreement, RTR shall have the right to reassign or permit others to utilize the assigned space(s) or any part thereof, and remove Exhibitor from The Premises. Any space not occupied by the time set for completion of set-up may be reassigned by RTR and all fees paid by Exhibitor shall be forfeited unless prior arrangements have been made in writing with RTR.

Exhibits shall be so arranged as to not obstruct the general view or site lines nor hide or prejudice the exhibits of others. Information regarding rental of tents, tables, chairs, etc. will be included in your registration packets. Electrical power is not included in this Agreement. All electrical overloads are the Exhibitor’s responsibility. Any resets or repairs will be charged to the Exhibitor at the electrician-on-site’s rate. Information regarding rentals and utilities will be included in the exhibitor confirmation packet.

Keep your vendor space and surrounding area clean at all times. It is the Vendors responsibility to have proper disposal receptacles as the ones provided by RTR are for attendee use only. Please dispose of your trash throughout the day in the proper dumpster receptacles designated by RTR Staff at time of Vendor Check-in.

No separate sound systems are permitted unless prior written approval is received from RTR.

Exhibitor warrants and represents to RTR that it is insured at all times of this event and will be insured by a licensed insurance company authorized to do business in the State of Texas for liability in a minimum amount of $1,000,000 per occurrence and that such insurance will be in full force and effect at all times of the event. Exhibitor agrees and acknowledges that all risk of loss relating to any of Exhibitor’s equipment, displays, or merchandise shall be borne by Exhibitor and not by RTR, regardless of whether the loss is caused by weather, fire, theft, or other causes.

Exhibitor agrees to comply with local, city, and state laws, ordinances, and regulations covering fire, safety, health, and all other matters. All exhibit equipment and materials will be reasonably located within the space and protected by safety guards when appropriate.

Exhibitors will keep their exhibit open and staffed at all times during the event hours. RTR reserves the right to restrict exhibit to a maximum noise level and to suitable methods of operation and display of materials. Exhibitors will not be allowed to “vend” from racks and/or tables that are not located completely within the rented space. If for any reason an exhibit or its contents is deemed objectionable, the exhibit will be subject to removal. “Objectionable” includes but is not limited to: persons, things, conduct, printed matter, or any item of poor character that RTR in its sole discretion, considers objectionable. In the event such an eviction or restriction occurs, all monies paid by Exhibitor shall be forfeited. Each exhibit must remain within the confines of its space(s). Attendants, models, and other employees must confine their activities to the space(s) occupied by the Exhibitor. Approved handouts, including literature and souvenir items, and any and all promotional materials, can be distributed only from the Exhibitor’s space. Literature and/or other promotional materials cannot be handed out, left for display, or otherwise distributed in any other area at any time without prior written permission from RTR. No solicitation of any sort shall be conducted outside of Exhibitor’s space. Absolutely no aggressive sales tactics or deterring customers from other vendor spaces will be tolerated.

Exhibitor agrees to place a functioning link on Exhibitor’s web site to the Rally on The Red web site if Exhibitor maintains a website. Web links must remain until the morning of Sunday, June 7th, 2020. Graphic image and code language relating to this link will be provided by RTR.

Website Link: https://www.rallyonthered.com

No subletting, assignment, or subdividing of space by any Exhibitor shall be permitted without the prior written permission of RTR NO EXCEPTIONS. Subletting will be subject to a fine the total cost of your booth rental.

Our rally has a lot of activity during all hours of the day and night. Some of this activity can be loud or draw large crowds. We strive to keep the vendors close to the action and crowds for optimal results, so please be prepared for loud conditions. We also ask that you respect other vendors and no loud music or, aggressive, loud sales soliciting is allowed. We want to ensure each Vendor has a successful opportunity at Rally.

Parking on-site is VERY limited, particularly for non-bike vehicles. On-site cars, trucks, trailers and RV parking on-site is limited to 1 parking pass per vendor. Please plan accordingly. Should additional Vendor Parking passes be required, written notice with the exact amount of required passes must be submitted to RTR along with your Vendor Agreement. Each additional pass will cost $25.00 and be provided on a first come first serve basis while supplies last. We cannot guarantee approval of your request based upon the limited amount of on-site parking. Additional parking passes will not be issued after vendor move-in on Thursday, June 4th, 2020.

Neither RTR, nor any sponsor associated with the event, their officers, directors, agents, nor are employees (“Releases”) responsible for any injury, loss, or damage from or to any Exhibitor, its staff, or property. Exhibitor, upon execution of this Agreement, expressly releases the Releases from any and all claims for loss, damage, or injury and agrees to indemnify Releases against such claims. To prevent lost or stolen articles, all items must be securely fastened to display boards or locked up when space is unattended. Limited overnight security will be provided at all times, but Releases shall not be held responsible for the Exhibitor’s merchandise. All Exhibitors are responsible for proper protection of their merchandise. Any and all restrictions enforced or imposed by Releases must be observed by Exhibitor.

The parties expressly acknowledge and agree that no employer-employee relationship exists between Exhibitor and Releases and that Exhibitor is acting as an independent Agreement or at all times material hereto.
Exhibitor shall, at its own expense, procure and maintain in effect during the event, commencing with the time Exhibitor enters the Premises to set up operations and ending with the time the Exhibitor dismantles and removes all material from the Premises, General Liability insurance including Products Liability, $1,000,000 per occurrence, Auto Liability Insurance $1,000,000 per occurrence, and Statutory Workmen’s Compensation insurance coverage.

Exhibitor must name RTR, and their directors, officers, employees, and agents, “The Releases” as additional insureds.
The Releases’ liability is limited to items expressly assumed herein. In no event shall Releases’ liability exceed the amount of rental agreed hereunder. UNDER NO CIRCUMSTANCES SHALL THE RELEASEES BE LIABLE FOR ANY INCIDENTAL OR CONSEQUENTIAL OR OTHER DAMAGES OR EXPENSES. THE RELEASEES SHALL NOT BE SUBJECT TO ANY LIABILITY OR OBLIGATION NOT EXPRESSLY ASSUMED HEREIN, WHETHER ARISING OUT OF BREACH OF AGREEMENT, WARRANTY, TORT, OR OTHER THEORIES OF LAW, AND EXHIBITOR WARRANTS AND AGREES TO INDEMNIFY RELEASEES FROM SUCH LIABILITY AND SUCH INDEMNITY SHALL INCLUDE INDEMNIFICATION FROM CLAIMS BY EXHIBITORS’ EMPLOYEES OR AGENTS.
If for any reason the event is not held, Exhibitor’s deposit and fees will be refunded in their entirety, except for any cost already incurred on behalf of the Exhibitor. The event will not be cancelled because of weather; therefore, no refunds will be given as a result. Exhibitors are responsible for protecting themselves and/or their property against the weather.

This Agreement shall be governed by and construed in all respects by the laws of the State of Texas. The parties hereto agree that the only proper venue for any cause of action arising hereunder shall be in the state courts of the State of Texas and Exhibitor hereby consents to the jurisdiction of such courts. In the event that any provision of this Agreement is declared void or unenforceable by any competent legislative or judicial authority, said declaration shall not affect the enforceability of any other provision, it being the intent of the parties that this Agreement shall be severable and applied as if such void or unenforceable provision had not been included herein.