Zionsville Lions Club Fall Festival

ZIONSVILLE LIONS CLUB FALL FESTIVAL CONTRACT

The Zionsville Lions Club Fall Festival Committee (“Committee”) and the undersigned Vendor booth holder (“Vendor”) enter into this contract for booth space, subject to and on the following conditions:

1. The Fees will not be returned due to inclement weather or acts of God.  The event will occur rain or shine.

2. The Committee grants, and the Vendor accepts, a license to use booth space at the Zionsville Lions Club Fall Festival to be held at the Zionsville Lions Club Park (northeast corner of East Sycamore & Elm Street).  In consideration for the use of the booth space, the Vendor will pay to the Committee a non-transferable fee (“Fee”) per booth space. 

3. The fee becomes non-refundable after August 22, 2025.

4. Booth location will be determined by the Committee.  The booth must be located AT LEAST TEN FEET FROM ANY PAVED PATHWAY within the Zionsville Lions Club Park and Grounds or as otherwise directed by the Committee.

5. Special booth location requests are permitted but not guaranteed.  These requests (i.e. booth location, proximity to other vendors, etc.) should be made on the application.  Booth Space assignments are subject to change up to the day of the event.  No sharing of booth space with other vendors is allowed.

6. All Vendor merchandise must be approved through the application process.   Requests to sell additional products must be made by contacting Committee.  Only approved items can be sold or displayed.  Violations will result in cancellation of vendor contract, vending space, and all fees.  Vendor agrees to provide the Committee with samples of any and all items to be sold or dispensed if so requested by the Committee.  Vendor does not have exclusivity on any one product type.

7. Vendor may not provide music or entertainment in its booth unless approved by Committee. 

8. In the event the Vendor requires special electrical hookup for the use and operation of its booth space, the Vendor shall advise the committee prior to applying for vendor space. The Committee will make the electrical connection available whenever practicable.

9. Subletting of space by Vendor is strictly forbidden.

10. While on site, including both before and after the Festival, Vendor will follow any and all directions from Police and Fire personnel, members of the Zionsville Lions Club, Inc., employees of the Zionsville Lions Club, Inc., and members of the Committee.  Vendor will be subject to inspection for compliance with safety requirements and festival rules, which includes State Fire Marshall standards, at all times.  Vendor using grills or open flames must have the proper fire extinguisher at their space.

11. Vendor will ensure that all cords, hoses, and all other materials and items associated with Vendor’s operations, including, but not limited to, those that encroach upon or cross pedestrian pathways, are secured and protected in a manner that prevent tripping hazards and injury.  

12. Set-up must be done between 12:00 p.m. and 5:00 p.m. on September 5, 2025 or between 7:00 a.m. and 10:59 a.m. on September 6, 2025.  The Vendor, together with all its employees, agents, and property shall vacate this same area after the conclusion of the Fall Festival on September 7, 2025.  Any property not removed from the area at the conclusion of the event may, at the Committee’s discretion, be removed therefrom and disposed of, at the Vendor’s expense.

13. In the event Vendor has failed to occupy its booth space by 10:59 a.m. on Saturday, September 6, 2025, the Committee has the right to utilize such space in any manner it chooses. Vendor will not be entitled to a refund.

14. Vendor agrees to park and locate its vehicles, equipment, and other property in such location as the Committee directs.

15. Vendor will NOT drive tent stakes, poles, or other devices into any paved surface.

16. Vendor will provide the necessary materials and equipment needed for operation of Vendor’s booth, including, but not limited to, canopies, tables, chairs, and fans.  

17. Vendor must supply the necessary garbage receptacles inside its booth and should empty such receptacles at the end of the event.  Vendors must adhere to all recycling guidelines.  Failure to comply with garbage and recycling rules will result in a $100 fine.

18. Items cannot be served or sold in glass containers.

19. Vendor must be open and operating on Saturday, September 6, 2025, from 11:00 a.m. to 6:00 p.m. and on Sunday September 7, 2025, from 11:00 a.m. to 5:00 p.m. during the Fall Festival.  Vendors are welcome to remain open later on Saturday evening while guests remain in the park.

20. The Vendor shall not commit or permit its agents or employees to commit any waste or damage to the Zionsville Lions Club or Park grounds in any manner, nor violate any federal, state, county, or city law, ordinance, rule or regulation.  The Vendor shall keep the booth space in a safe, clean and orderly condition and shall not permit any rubbish or refuse to accumulate outside the boundaries of the booth space.  If repair, damage, or cleaning costs are incurred, and the Committee determines that the Vendor is responsible, those costs shall be reimbursed in full to the Committee by the Vendor within 10 days after written notification for such costs.

21. Smoking usage is prohibited in Lions Park. 

22. The Vendor shall not bring or permit any of its agents or employees to bring any hazardous materials including, but not limited to, fireworks, on the grounds.

23. Zionsville Lions Club is not responsible for damaged, stolen or lost items.

24. Vendor and Vendor’s employees and agents will conduct themselves in a professional and courteous manner at all times.

25. ALL Vendors interacting with the public, including, but not limited to, Food, Beverage, Massage and Children’s Activities Vendors, must have their own general liability insurance.  Vendor is required to submit a certificate of insurance in the amount of one million dollars general liability, naming the Zionsville Lions Club, Inc., and Zionsville Lions Park, Inc. as a beneficiary AND an additional insured in regard to this event.  Vendor shall provide this Certificate of Insurance in an amount and in the form required by the Zionsville Lions Club and the Committee along with the applicable booth fee by August 22, 2025.  

26. The Vendor is solely responsible for damages resulting from the sale of goods and services and for any damage, accident or injury (including death) caused by the Vendor’s (including Vendor’s agents and employees) acts or omissions.  The Vendor hereby releases the Zionsville Lions Club Fall Festival Celebration Committee and the Zionsville Lions Club, Inc. and Zionsville Lions Park, Inc. from all liability thereof.  Vendor agrees to indemnify and hold harmless the Committee, the Zionsville Lions Club, Inc., Zionsville Lions Park, Inc., and its members, officers, directors, employees, and agents and all public officials, from any and all liability, loss or damages, causes of action, claims, costs, expenditures, attorney fees and cost of defense which may occur by reason of the Vendor’s use of the Park during this event.  In addition, nor shall the Committee, the Zionsville Lions Club, Inc., Zionsville Lions Park, Inc., their members, officers, directors, employees, and agents or any public officials, be responsible for any injury, loss or damage that may occur to the vendor, or vendor’s employees, or property from any cause whatsoever prior to, during, or subsequent to the period covered by the vending contract.

27. This constitutes the entire agreement between the parties hereto, and no modifications of this agreement or waiver of the terms and conditions hereof shall be binding upon the parties unless approved in writing by both parties. 

28. Should any part of this Agreement be rendered or declared invalid by an Indiana court of competent jurisdiction, such invalidation of such part or portion of this Agreement should not invalidate the remaining portions thereof, and they shall remain in full force and effect.

29. This agreement shall be governed, construed and enforced in accordance with the laws of the State of Indiana.

30. Venue for disputes of the Agreement shall be in Boone County, Indiana.  

31. The Committee reserves the right, and Vendor agrees, to eject Vendor from the premises without refund or recourse for a breach of any one of the above terms or any applicable laws or regulations.

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