NAME OF ORGANIZATION

CONTACT NAME

PROSPER ADDRESS

EMAIL

PHONE

WEBSITE

AUTHORIZED SIGNATURE and DATE

2019 BOOTH APPLICATION PROSPER COMMUNITY PICNIC

SEPTEMBER 7. 4:00 pm - 7:00 pm

@ FRONTIER PARK

PAGE 1 OF 3

EXHBITOR REQUIREMENTS and DETAILS

Please sign and submit all required forms by August

26, 2019, to trevor_helton@prospertx.gov.

1. Signed Application (3 pages)

2. Signed Waiver Release

3. Certificate of Insurance listing the Town of

Prosper as an additional insured.

Exhibitors are required to bring a self-supporting

canopy, table and chairs.

Booths must remain open from 2:30 pm to 7:00 pm

Booth locations will be allocated on a first-come, first

-served basis at the discretion of Town staff. Booth

locations will be emailed prior to the event.

Electricity will not be provided.

Prohibited items:

—- Homemade food items. (All other food items

require approval from Prosper’s Health Code and

Compliance Supervisor. Please email Megan

Johnson at megan_johnson@prospertx.gov or call

972-569-1157 for details and paperwork.

— Personal generators.

— Dogs in booth spaces (except service dogs).

A limited number of complimentary booth spaces is

available at the Prosper Community Picnic for Prosper-

based, Prosper-focused nonprofit organizations and

Community Partners. For consideration, please return

the completed application by August 26, 2019. You will

be contacted regarding availability.

EVENT DAY INSTRUCTIONS

DATE: Saturday, September 7, 2019

TIME: 4:00 pm - 7:00 pm

LOCATION: Frontier Park pavilion, 1551 Frontier Pkwy.

BOOTH SPACE: 10’ x 10’ FREE outdoor space for a

limited number of approved Prosper-based, Prosper-

focused nonprofits and Community Partners and allotted

on a first-come, first-served basis.

CHECK-IN: By 2:30 pm - prior to setting up your booth. If

you have not checked in by 2:30 pm, your space may be

reassigned. (Your booth location will be emailed to you.)

SET-UP: 2:00pm - 3:30 pm. VEHICLES MUST BE

RELOCATED BY 3:30 pm.

DISMANTLE: Dismantling will not be allowed prior to 7pm

and must be completed by 8pm. “Dismantling” includes

booth tear-down and removal of trash and litter. At event

conclusion, vehicles will be allowed back into the event

site for loading at the discretion of the Prosper Police

Department.

PARKS AND RECREATION DEPARTMENT 409 E. First Street, Prosper, TX 75078 ProsperParksandRec.org 972-569-1160

EVENT RULES AND REGULATIONS

The Prosper Community Picnic is a family-friendly event. Non-profit ex-hibitors must agree to meet the high standards that are hereby outlined.

The Prosper Community Picnic reserves the right to revoke or refuse to grant space at any time without recourse by the non-profit and shall not be held liable to anyone for this action.

Only completed applications will be considered; applicants will receive notification of acceptance.

Set-up may begin no earlier than 2:00 pm on the event day, and must be completed by 3:30pm on the event day. Tear-down may not begin with-in the designated area until 7:00 pm or special consideration by staff on the event day, and must be completed by 8:00 pm on Event day.

All booths are required to be open between 4:00 pm and 7:00 pm on Event day.

All property of the non-profit must be removed from event grounds after the event by 9pm. There will not be on-site security for items left overnight. Any property remaining on the event grounds after the event may be removed and disposed of by the Town of Prosper, at the non-profit expense, in any manner deemed appropriate by the Town.

The Non-profit releases the Town of Prosper for any damages, loss or otherwise resulting from the Town’s removal and/or disposal of property in accordance with this paragraph.

Non-profit shall provide: 10x10 canopy, tables, chairs

All non-profits/exhibitors must keep merchandise, materials, etc., inside their booth area, unless otherwise approved by Event officials.

No exclusive rights for sales of any item will be guaranteed.

Non-profit are solely responsible for the security of their booths and the contents therein.

Non-profit may conduct the activities that have been specifically approved in writing by the Town of Prosper.

Changes in the activities must be approved in writing by Prosper Community Picnic officials prior to the event.

No hook-ups will be provided for mobile homes, travel trailers, or RVs at the event site.

The possession and selling and/or offer to sell weapons or fireworks is prohibited on event grounds. If caught with weapons and/or fireworks, your booth will be closed immediately.

The following items, among others, are not allowed for sale and/or giveaway during festival hours: glass-bottled wa-ter, alcohol or alcohol related paraphernalia, tobacco and tobacco related paraphernalia, all things resembling drug paraphernalia or with drug emblems, and all things pertaining to inappropriate language or nudity.

No pets are allowed on event grounds at any time (except service animals.)

Exhibitors/non-profits are required to clean up their space prior to vacating the premises. Booth space shall be re-turned to the condition it was in prior to non-profit use of same. Approved non-profits are responsible for the space provided and may not sublease or sublet the space to other parties. If parties other than the approved applicant oc-cupy the space, these parties will be asked to leave immediately, and the booth may be closed immediately.

Should the event be postponed or cancelled for any Act of God, public safety and welfare, or for any reason whatso-ever, Non-profit hereby releases and forever discharges the Town of Prosper, its officers, Council members, employ-ees, representatives, agents and volunteers from any and all liability and claims for damages and/or loss which result from such postponement or cancellation.

Non-profit agrees that its employees involved with the event shall not drink beer, wine, or any other alcoholic bever-age while performing their duties under this Agreement. Alcoholic beverages may not be brought into any part of the event area including, without limitation, the Non-profit booth.

Participants will be asked to leave immediately if not in compliance with event rules and regulations.

AUTHORIZED SIGNATURE DATE

BOOTH APPLICATION 2019 Prosper Community Picnic. Page 2 of 3

INSURANCE

The Town of Prosper minimum liability

insurance requirements are: Liability

and Medical Expenses – Limit

$1,000,000 per occurrence; Products

or Other Than Products – Limit

$1,000,000 per occurrence. Town of

Prosper must be listed as “Additional

Insured.” For more information about

Certificates of Insurance, please con-

tact your Insurance Agency or a com-

pany specializing in vendor, exhibitor,

or special event insurance.

NON-PROFIT WAIVER OF LIABILITY

AND INDEMNITY AGREEMENT FOR THE 2019 PROSPER COMMUNITY PICNIC

As a Non-profit, I understand that this Waiver of Liability and Indemnity Agreement (“Agreement”) must be signed in or-der for me to participate in the Town of Prosper Community Picnic on Saturday, September 7, 2019. I understand and acknowledge that my services will be provided only at the booth/table site assigned to me. I also understand that the Town of Prosper reserves the right to ask a non-profit to leave if the non-profit, the non-profit’s conductor products or services are inappropriate, as determined by the Town. In consideration for being permitted to participate as a Non-profit in the Town of Prosper Community Picnic (hereinafter called the “Event”), I hereby covenant and agree to fully indemnify and hold harmless the Town of Prosper, Texas, its offic-ers, agents and employees, in their individual and official capacities, from all suits, actions or claims of any character, whether real or asserted, whether accrued or which may accrue, brought for or on account of any injuries or damage sus-tained by any person or to any property, resulting from or in any way associated with the Event and/or actions by Non-profit, its agents or employees at the Event. I also understand that in order to receive a booth/table site, I assume all re-sponsibility and risk associated with all conditions, hazards and potential dangers in, on or about the site, whether they are open and obvious or concealed. I hereby elect to voluntarily participate in said Event with full knowledge that said Event may be hazardous to me, my organization, and our property. I voluntarily assume full responsibility for any risks of loss, property damage or personal injury, including death, that may be sustained by me and my organization, or any loss or damage of property owned by us, as a result of participating in said Event. It is my express intent that this Waiver of Liability and Indemnity Agreement shall bind me and the members of my organi-zation, and my heirs, assigns and personal representative, if I am deceased, and shall be deemed as a release, waiver, dis-charge and covenant not to sue the Town of Prosper, Texas, its officers, agents and employees. I hereby further agree that this Agreement shall be construed in accordance with the laws of the State of Texas. In signing this Agreement, I acknowledge and represent that I have read this Agreement, understand it and sign it voluntarily as my own free act and deed; no oral representation, statements, or inducements, apart from this Agreement, have been made. I acknowledge that I am at least eighteen (18) years of age and fully competent to execute this Agreement; and I execute this Agreement for full, adequate and complete consideration fully intending to be bound by same. Signed on this ____________ day of ______________, 2019. ______________________________________ ________________________________________ Nonprofit Name Non-profit Representative ______________________________________ ________________________________________ Signature Signature Address: ______________________________ Address: _______________________________

BOOTH APPLICATION 2019 Prosper Community Picnic. Page 3 of 3