Vendor Booth: FCSC September Luncheon

LUNCHEON VENDOR 2024-2025 AGREEMENT AND CONTRACT (updated 07 JUL 2023)

The purpose of this contract is to document the agreement between the Fort Cavazos Spouses Club (FCSC) and Vendors for 2023-2024 Luncheon events.

The Fort Cavazos Spouses Club Vendor Coordinator reserves the right to accept and/or deny any Vendor. Vendors who are accepted must enter into a contract with FCSC. By entering into a contract, the Vendor agrees to all of the following:

FEES

Prices are subject to change without notice.

• FCSC Current Members $30.00 per table space
• Non-FCSC Members $35.00 per table space
• Non-profit Organizations $25.00 per table

space

Note: If the Vendor desires and requests more than one table space, requests must be approved at the time the Vendor is booked and the table fees must be paid in advance. Full payment and a signed Vendor’s contract must be received no later than 2 weeks prior to the event.

FCSC retains the option to contract the table space to another Vendor until both payment and signed contract are received.

1. A receipt for the Vendors will be given the day of the event.
2. All NSF checks will be charged a $35.00 fee, and table space/spaces will be canceled.

CANCELLATIONS AND NO SHOWS

If the Vendor must cancel, the FCSC Vendor Coordinator must be notified by e-mail (vendorcoordinator@fortcavazosspousesclub.org) 10 days before the day of the event. Vendors who cancel within 10 days will have their fee transferred to any future event. Failure to cancel within

10 days will result in the forfeiture of all fees.

Vendors will lose privileges when they are no shows. Vendors who do not show up, will lose their table and forfeit all fees. Vendors must be present to check in and receive their table. Please notify the Vendor Coordinator of any emergencies.

LIABILITY

The Vendor shall in no way hold the FCSC responsible for broken, lost, stolen, or damaged items due to fire, water, or any other cause. Vendors, under franchise, are welcome to sell their products as long as sales are in accordance with franchise guidelines. FCSC is not liable for Vendors violating franchise agreements.

TAXES

The Vendor will be responsible for reporting his/her own Texas State Sales Tax. For events held in Fort Cavazos the tax rate is 8.25%. However, this amount is subject to change, and it is the Vendor’s responsibility to ensure she/he is collecting the proper amount.

TABLE SPACE

Each table space shall include one 6’ table and two chairs. FCSC reserves the right to assign all table space/spaces locations and make space assignment changes prior to the Luncheon. The Vendor agrees to keep their wares within the boundaries of the space assigned and arrange their wares in such a way as to avoid interference with other Vendors. Failure to comply with this provision could result in removal of the Vendor from luncheon events, and forfeiture of all fees.

1. The FCSC Vendor Coordinator will arrange the Vendor’s table space/spaces prior to the event with suitable covering and chairs.
2. If the Vendor wishes to use their own equipment, such as alternate tables, to display their wares, please inform the FCSC Vendor Coordinator in advance.
3. If electricity is required, please inform the FCSC Vendor Coordinator in advance. There are limited outlets available and they will be assigned on a first come, first serve basis. We suggest you bring an extension cord if you need to use power.

Note: Please be aware that your business may not be the only one of its kind at the event. (Example: If you sell cookware, there may be another Cookware Representative.) We will not schedule two representatives from the same company. If this situation should arise, both Vendors will be notified, and suitable arrangements will be made.

SET UP /CLEAN UP TIMES

Set up times for Vendors can begin at 9:00 a.m.; The FCSC Vendor Coordinator will contact the Vendor by email three days prior to the event to confirm set up times. Set up must be complete no later than 10:15 a.m., 15 minutes prior to the doors opening. The FCSC Vendor Coordinator will have the tables labeled with your business name.

Clean-up must not begin before the event is complete. Vendors will have 40 minutes to clean up after the event is complete. Vendors who take longer than 40 minutes to clean up will be charged an additional $15 every 10 minutes. Vendors in violation of the stated set up and clean-up procedures will forfeit the opportunity to be Vendors at future events.

DOOR PRIZE

Vendors are required to provide FCSC with a product suitable for use as a door prize. The door prize (suggested minimum value of $15.00) will be awarded at each luncheon. Non-profit organizations are exempt from this requirement.

1. Please identify the door prize by attaching a business card to it. The card will remain with the prize when awarded.
2. A receipt for the door prize will be given to the Vendor on the day of the event. In your contract, please include the retail value of your door prize.

ADVERTISING

There is also an opportunity to advertise in our monthly Newsletter. This newsletter is digitally published and distributed to each club member monthly between September and June. You can contact our Newsletter Chair at historian@fortcavazosspousesclub.org

or view the information on our website www.fortcavazosspousesclub.org

CHILDREN of VENDORS

Children 6 months and under are allowed. 

CONTACT INFORMATION

Please be assured that we are dedicated to making our events inviting and entertaining, and as always, we will be on hand to help ensure you have a great day. We are deeply appreciative of your interest in being a Vendor at our event. We hope you will let us know if we can help in any way.