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Food Vendor Application

  1. TC PR Icon Dept Logo Red Line Navy- Color w Transparent Background
  2. General Food Vendor Application

    Thank you for your interest in participating in one of our events! 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, 682-237-2900. 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. 

    This agreement is made and entered into by and between the Vendor, named below, and the Town of Trophy Club as of the application submission date. The Town of Trophy Club reserves the right to direct the location, design, and layout of the event area. The Town shall reserve for itself the exclusive right to determine if Vendor shall leave the Premises if Vendor's behavior threatens the Town's personal property, staff, or patrons. 

    QUESTIONS: Email parksandrec@trophyclub.org or call 682-237-2900.

  3. EVENT SELECTION:
  4. February 26: Application Deadline: Expired
  5. April 30: Application Deadline: Expired
  6. July 4: Application Deadline: Friday, June 10, 2022
  7. October 1: Application Deadline: Friday, Sept. 9, 2022
  8. CONTACT INFORMATION
  9. ITEMS TO SELL: Food and drinks (alcohol is prohibited)

    All food and drink items are subject to approval by Town staff.

    Please attach your proposed food and drink menu.

  10. Do you want to add electricity for this event?*

    Please be aware electricity is not provided at all events. (see individual event information and "Electrical Needs" shown on the waiver) 

  11. Electrical Needs

    Please be aware electricity is not provided at all events. (see individual event information and "Electrical Needs" shown on the waiver) 

  12. Waiver

    Vendor waives all claims against the Town for any injuries or damages that occur to its staff or property during the event. This waiver is on behalf of the vendor and its heirs and assigns.

  13. Eligibility

    The Town reserves the right to restrict the number and type of temporary food vendors and to select vendors who best meet the needs of the event. Preference is given to vendors who maintain an excellent history of service and adhere to application guidelines in a timely manner. All returning applicants must be in good standing with the Town, free of any rule or regulation violations as established in the contract agreement, paid all fees as required, and remitted all sales tax on time. Entries may be selected on a first come, first serve basis. Agreement does not guarantee acceptance into the event.  

  14. 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.

    MOBILE FOOD TRUCK FIRE MARSHAL REQUIREMENTS 

    All mobile food trucks that utilize a grill, stove or fryolator and produce grease laden vapors must provide a Type I commercial hood that complies with NFPA 96 and an extinguishing system that conforms to the requirements of NFPA 17.

    Mobile food trucks that produce grease laden vapors shall supply a Class K fire extinguisher of sufficient size conspicuously located in the area of the cooking equipment.

    Also, all mobile food trucks must supply a 2A10BC portable fire extinguisher mounted in a conspicuous location in the area of the cooking or frying equipment.

    All fire extinguishers shall be inspected and serviced on an annual basis, with proper documentation provided.

    The commercial hood extinguishing system must be serviced and inspected every 6 months, with documentation provided.

    At the time of inspection, the commercial hood exhaust system must be appropriately cleaned and visually verified by inspection and appropriate documentation.

    When a grill, stove or fryolator are adjacent to one another, there shall be an 8” non-combustible splash shield between each unit, or a 16” separation space must be provided.

    LPG tanks shall be located outside of the mobile food truck, with the safety release valve positioned away from the vehicle.

    All supply lines and connections for the LPG shall be UL or FM listed for such use.

    When LPG tanks are used, NO SMOKING signs shall be posted near the tank.

    At all special events, the mobile food trucks shall maintain a minimum spacing of 10 feet between each mobile unit.

    TENTED VENDOR FIRE MARSHAL REQUIREMENTS 

    Tents must comply with Chapter 31 of the 2015 International Fire Code.

    Provide portable fire extinguisher(s) as required by Section 906 of the 2012 International Fire Code. The minimum size allowed is a 2A-10BC (5 Pound ABC). Also, a Class K extinguisher must be provided if cooking is performed that produces grease vapors. 

    Approved illuminated exit signs shall be installed at required exits in accordance with Section 3103.12.6 of the 2015 International Fire Code.

    Open flame or other devices emitting flame, fire or heat or any flammable or combustible liquids, gas, charcoal or other cooking device or any other unapproved devices shall not be permitted inside or located within 20 feet of the tent or other membrane structures while open to the public unless approved by the fire code official.

    Generators and other internal combustion power sources shall be separated from tents or other membrane structures by a minimum of 20 feet and shall be isolated from contact with the public by fencing, enclosure or other approved means.

    Verify that the tent is not erected in a designated fire lane on the property.

    An unobstructed fire break passageway or fire road not less than 12 feet wide and free from guy ropes or other obstructions shall be maintained on all sides of tents, canopies, and other membrane structure sunless otherwise approved by the code official.

    “No Smoking” signs shall be conspicuously posted.

     Tents or membrane structures shall be adequately roped, raced and anchored to withstand the elements of weather and prevent against collapsing.

    If you have any questions, please call 682-237-2946.

  15. Food Vendor Fees

    Fees are listed on the individual events information. Contact Permitting at 682-237-2917 for Health Permits and Fees.

  16. Electrical Needs

    All vendors are responsible for providing power to their space unless otherwise indicated in the individual event information. Personal generators are subject to approval by Town Staff. In the event electricity is offered, it will be limited to one standard 110 outlet but this does not guarantee availability. You MUST bring your own extension cords. We suggest you bring at least one 75 foot cord and more if possible.

  17. Vendor Instructions, Guidelines and Electrical Requirements
  18. 1. Booth Sizes & Assignment:

    Town Staff will assign booths for vendors. Vendors cannot trade spots nor can they move to another spot without approval from Town Staff.

    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. (See "Tented Vendor Fire Marshal Requirements" for structure requirements)

    Food trucks should be no longer than 26 feet.

  19. 2. Hours of Operation:

    You are required to have your booth open to the public during the entire event. In some cases, you may be required to remain open after the events' scheduled hours.

  20. 3. Set Up and Tear Down:

    Set up is required to be completed by the required time given by the event organizer. 

    No early tear-down allowed. The Town Staff reserve the right to refuse a future application form or refuse future display privileges to any vendor who leaves early.

  21. 4. Booth Equipment & Construction:

    All booths must be adequately staffed and maintained in complete form 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.

  22. 5. Open Flame:

    No combustion devices or open flames are allowed.

  23. 6. Noise:

    Any usage of any type of noise-making devices must have prior written approval by Town Staff.

  24. 7. 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.

  25. 8. 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.

  26. 9. Authorization to Distribute Products:

    The Town hereby authorizes Vendor to sell only the products listed above at the scheduled event in the Town of Trophy Club. Town Staff reserves the right to require the removal of any item that may present a conflict. All products shall be consistent with all town, county and state health department regulations. The Town of Trophy Club reserves the right to inspect all products distributed by Vendor at the event. At its expense, the Vendor shall obtain all licenses and permits that may be required by any public authority for the distribution of any of the products. This includes all permits and licenses required by both the Town and the Denton County Health Department. 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. No discharge of gray water is permitted.

  27. 10. 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%.

  28. 11. 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.

  29. 12. Drugs/Smoking/Alcohol

    No smoking, alcohol or illegal drugs will be permitted on-site.

  30. 13. Animals

    Animals are not allowed in vendor booths. Exceptions will be made for assistance animals.

  31. 14. Exceptions:

    Any exception(s) to foregoing any rule must have prior written approval by the Town of Trophy Club.

  32. 15. 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. 16. 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 45 days prior to the event; otherwise, this agreement may not be terminated or canceled prior to its normal conclusion. No refunds will be granted after 45 days prior to the event. Request for refund must be in writing.

    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. 17. Liability, Insurance, indemnification and Permits:

    Vendors are responsible for all appropriate licenses and permits for their operation.

    Vendor acknowledges that Vendor shall at all times be acting as an independent contractor and understands that nothing in this Agreement shall be constructed to make Vendor an agent of the Town and that the Town is not directing the manner of the activities of Vendor. Vendor accepts full responsibility for all liability for damages to persons or property arising out of its use and occupancy of the Premises and the distribution of the products therefrom. If Vendor prepares or hands out open food at the event, the Vendor is required to provide proof of insurance. In this circumstance, Vendor shall deliver to the Town prior to occupying the Premises, a certificate of insurance evidencing General Liability Insurance with minimum liability limits of not less than $1,000,000 per occurrence, $1,000,000 products liability, and a $1,000,000 general aggregate limit. The policy will be endorsed to include the Town of Trophy Club as additional insured and be primary over any other valid and collectible coverage available to the Event. The policy will include Contractual Liability insuring the indemnity obligation of this Agreement. The Certificate shall state that the Town will be notified in writing 30 days prior to cancellation, material change or non-renewal of insurance.

  35. Please contact the Parks & Recreation Department to submit certificate of insurance or submit certificate when purchasing your health permit at 1 Trophy Wood Drive.
  36. 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.
  37. Vendor Agreement Acknowledgment*
  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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