Vending & Sponsorship Application

Event Details

Power

One 110 Volt/20amp circuit with two standard Edison plug sockets per vendor space will be provided by UTV Takeover. When existing site power is not available, we will provide diesel generators and construction-style spider boxes every 50’ to 100’ behind your vending space. Please bring extensions cords, and adapters as needed, to reach our spider boxes from your vendor booth. Please be aware if you do not bring extension cords and/or the correct adapters for your vending needs, we do not provide them and cannot guarantee that you will have power.

If you need larger power, such as 30A or 50A circuit, to run your food truck or vendor booth please verify with us a minimum of 60 days prior to the event so that we can order the correct equipment and have it on-site when you arrive. Some event locations may not have this option. If the requested equipment is not available we will notify you 45 days prior to the event so that you can make your own accommodations for power. If we are not notified prior to 60 days before the event it will be your responsibility to provide your own power via a personal generator. Self-supplied generators must operate at a reasonable volume and not operate with any mechanical issues that would cause attendees and other vendors discomfort.

Water & Sewer

Each vendor row is built in an existing street, parking lot and/or field. There will not be water or sewer service directly at your vendor booth. If you need water for your booth please bring an external tank as required. We normally have water sources near vendor row that can be used to fill your external water tank throughout the event. We recommend bringing a 100-200’ hose to make sure you can reach the nearest water source. 
There is no dumping of water aloud nor drainage service supplied. We have a portable restroom service company at each event that can dump and fill your tanks for a small fee. We recommend having this service done early in the morning or late at night to avoid the crowds.

Parking

Up to two 12’ wide x 20’ long day use parking spaces are included for free with every vendor space. Presenting sponsors also receive a complimentary parking space. If you need additional parking for your staff please let us know prior to showing up to the event. If you are staying off-site in a hotel please let us know before you book your reservation. We have group rates in many locations and may be able to save you a few dollars.

Event Tents

No event tents or coverings are included with your vendor package. However we do have tents, side walls, tables and chairs available for rent through our tent supplier. We are happy to coordinate the purchase or rental of tents and supplies through our tent supplier on your behalf. We DO NOT add a mark-up to our tent supplier pricing, which makes this service a no-cost, hassle-free, way to reserve your tents and supplies. Your tent and supplies will be delivered and set-up by the supplier prior to your arrival date minimizing your set-up time. Our tent supplier requires a 50% non-refundable deposit to secure and reserve your tent and supplies. The remainder of the bill must be paid in full by the dates listed below based on event location:
Oregon: May 1st, 2021
Virginia: June 1st, 2021
Oklahoma: August 1st, 2021
Utah: September 1st, 2021

Cleaning Deposit

Unlike other events we do not require a cleaning deposit, but we do require vendors to maintain and clean inside and around their own personal vending space. Please see the “Rubbish Control During The Event” section for additional information.

Vending Product & Service Categories

To protect our vendors and to maximize the return on their investment, we try and minimize the number of companies vending the same products and/or services. We work hard to develop a diverse vendor row with no more than vendors overlapping within the same categories including Wheels & Tires, Apparel, Lighting, Whips, Fabrication, Retail, Performance, Upgrades & Service, etc. If we already have vendors in your category, we will work with you to find a solution that fits everybody’s marketing efforts at the event.

Vending Boundaries

We trust that each vendor will do their best to respect neighboring vendors and keep all equipment, materials, products and trailers within the allotted vending boundaries. If you are uncertain if this will be the case, please contact us prior to the event. We would be happy to help with a drawing and booth layout at no additional charge. If this is not done prior to the event we can’t make any promises that all your items will fit. Event staff may ask you to remove any items not within the boundaries of your allotted vending boundaries. If your business requires servicing attendee’s vehicles, please let us know in the details of what you’re vending so that we can make appropriate accommodations for the parking and servicing of said vehicles.

Payment Process

Returning this completed application signifies your intent to sponsor/vend at the selected 2021 UTV Takeover events. Upon receiving this application, we will verify and process this information into a PayPal invoice. This invoice must be paid in full by the location-specific dates listed below. If you are attending multiple events, you can pay either all at once before the first event, or per the payment dates listed below. You are not required to pay the invoice via PayPal as we accept cash, business checks, credit card, debit card along with directly via PayPal. No PayPal account is required to fulfill an invoice.
Oregon: May 1st, 2021
Virginia: June 1st, 2021
Oklahoma: August 1st, 2021
Utah: September 1st, 2021

Terms & Conditions

1. REFUNDS

a. THERE WILL BE NO REFUNDS FOR SPONSORSHIP PACKAGES. WE WILL ALLOW REFUNDS FOR VENDOR PACKAGES UP TO 45 DAYS PRIOR TO THE EVENT; AFTER 45 DAYS NO REFUND WILL BE GIVEN. THERE WILL BE NO REFUNDS OR REIMBURSEMENTS RELATED TO WEATHER OR OTHER “ACTS OF GOD” THAT IMPACT ATTENDANCE, ENGAGEMENT OR ABILITY TO PRODUCE A HIGH QUALITY EVENT.

b. THERE ARE NO GUARANTEES ON REVENUE THAT WILL BE GENERATED, NUMBERS OF ATTENDEES, OR ENGAGEMENTS DURING EACH EVENT.

c. IF GOVERNMENT OFFICIALS FORCE THE RESCHEDULING OF AN EVENT, SPONSORSHIPS WILL BE TRANSFERRED AND VENDORS HAVE THE OPTION TO RESCHEDULE OR RECEIVE A REFUND. IF AN EVENT IS CANCELLED DUE TO GOVERNMENT INTERVENTION, REFUNDS WILL BE ISSUED FOR BOTH VENDORS AND SPONSORS.

2. USE OF ASSIGNED SPACE (the “Booth”)

a. Participant may not display, sell and/or attempt to sell any items of drug paraphernalia; Any item displaying obscenity or profanity; Any item that is sexually explicit or displays excessive nudity; Or any item tending to excite racial disharmony.

b. Participant may use the booth space assigned to sell only the items described in the permit application. Participant accepts the booth space in the condition existing at check in.

c. Participant shall not make any alterations to the booth space without the written approval of UTV Takeover management. Participant shall take reasonable precautions to prevent damage to the booth space.

d. Participant shall be responsible for and shall compensate UTV Takeover management for damage that is caused by the negligence or other wrongful acts or omissions of Participant, or their employees or agents.

e. Participant shall keep the booth space reasonably clean during the Event and afterward place all trash generated by the Event in receptacles provided in the Event area. All corrugated boxes will be flattened and placed next to a dumpster or in recycling bin if provided.

f. Participant shall remove from Vendor’s area their furniture, appliances, supplies, signs, and other personal property used at the Event and surrenders the booth space to UTV Takeover management in the same condition as received no later than 12:00 p.m. on the last day of the Event.

3. FOOD AND BEVERAGES

a. No person or entity may serve food or beverages at the Event for consumption by the public without a temporary restaurant license as required by UTV Takeover management.

b. No beverages can be sold without the approval of UTV Takeover management.

4. COMPLIANCE WITH LAWS

a. Participant shall comply with all federal, state, and local statutes, regulations, administrative rules, codes, and ordinances that apply to the Event, including UTV TAKEOVER management Rules and Regulations.

b. PLEASE PAY CLOSE ATTENTION TO LOCAL TAX LAWS WHEN SELLING ITEMS AT OUR EVENT. SOME LOCATIONS REQUIRE SALES TO BE PAID BY CHECK OR CASH JUST 7 DAYS AFTER THE EVENT.

5. INDEMNIFICATION

a. Participant, and Participant’s officers, employees, and agents are not officers, employees, or agents of the UTV Takeover as those terms are used in state code. Participant shall defend, indemnify, and hold harmless UTV Takeover management, their officers, employees, and agents from claims, actions, damages, judgment, and other expenses and liabilities (“claims”) arising out of injury to any person or damage to property caused in part or entirely by the activities of Participant, or Participant’s officers, agents, or employees or any hazardous condition at the vendor booth. Participant will not be responsible for claims resulting solely from the negligence of UTV Takeover management, employees, or agents, or latent hazardous conditions.

b. This section merely allocates risk between UTV Takeover and Participant. It cannot be construed to diminish any liability insurer’s obligations or to waive contribution or indemnity from other persons or entities.

6. LIABILITY INSURANCE

a. Participant shall, at its own expense, at all times while Participant is using the Booth, maintain in force a commercial general liability insurance policy that covers claims arising out of the Event. The amount of coverage must be equal or greater than the limits for claims made under the Oregon Tort Claims Act with minimum coverage of $1,000,000 per occurrence (combined single limit for bodily injury and property damage claims) or $1,000,000 per occurrence for bodily injury and $100,000 per occurrence for property damage.

b. Liability coverage must be provided on an “Occurrence” basis. “Claims made” coverage will not be acceptable UTV TAKEOVER shall be named as Certificate Holder and Additional Insured.

c. Your Insurance Certificate must be emailed along with your Application.

7. WEATHER AND SECURITY

All booth space located outside has little protection from the elements. Participant must keep in mind that weather conditions can change quite rapidly. Participants are advised to be prepared for all types of weather. UTV Takeover management will provide 24 hour security, however it is the vendor’s responsibility to secure booth space and the contents within.

8. RUBBISH CONTROL DURING THE EVENT

Dumpsters are provided in the Event area for use by Participant to dispose of Event created rubbish. Each vendor shall provide a suitable trash container at their booth, police the area around this container, and empty it as required. To maximize our dumpster space we require all vendors to separate cardboard from ordinary garbage. Cardboard items must be flattened and recycled in the dumpster marked “Cardboard only”.

9. EXTENSION CORDS

Participant must provide all required extension cords. When more than one cord is used all connections shall be taped or otherwise sealed to provide waterproof protection. Use only heavy-duty cords. As a word of caution, worn, frayed, or improperly insulated extension cords will trip the GFI circuit breakers.

10. CHECK-IN/OUT

Assigned space numbers will not be given prior to check in. However companies will be located on a map prior to the event. We will use this map to create groups of companies based on the layout. Companies will be located somewhere within their group in the order in which they arrive. This allows us to get you settled in right away when you arrive without you having to wait for another company that may be running late that needed to go in before you. If you would like to have a certain spot, please let us know prior to the event and we will do our best to accommodate your needs.

CHECK-IN DATES & TIMES

Oregon: Tuesday, June 22nd, 2021 by 3:00 PM
Virginia: Tuesday, July 27th, 2021 by 3:00 PM
Oklahoma: Tuesday, September 7th, 2021 by 3:00 PM
Utah: Tuesday, October 19th, 2021 by 3:00 PM

CHECK-OUT DATES & TIMES

Oregon: Sunday, June 27th, 2021 by 12:00 PM
Virginia: Sunday, August 1st, 2021 by 12:00 PM
Oklahoma: Sunday, September 12th, 2021 by 12:00 PM
Utah: Sunday, October 24th, 2021 by 12:00 PM

Code of Conduct

UTV Takeover management is committed to conducting its business affairs in a socially responsible manner. UTV Takeover expects a commitment to legal compliance and ethical business practices by all of its vendors. This Code of Conduct shall apply to all participants of UTV Takeover events.

a. LEGAL COMPLIANCE: Vendors must comply with all applicable legal requirements in conducting business related to sales. Vendors must comply with any lawful and reasonable direction given UTV TAKEOVER management.

b. ENVIRONMENTAL COMPLIANCE: Vendors will be committed to the protection and preservation of the local environment and conduct business accordingly.

c. COMPLIANCE WITH ETHICAL PRINCIPLES: Vendors will be committed in the conduct of their business to a set of ethical standards, which include, but are by no means limited to honesty, integrity, trustworthiness, and respect for the unique intrinsic value of each human being. Vendors are expected to act with integrity during the course of relationship between UTV Takeover and your company. UTV Takeover management also expects that vendors will not provide false or misleading information to anyone.

d. FAILURE TO COMPLY: If any vendor, or others acting on behalf of the vendor or its business, fails to comply with the Code of Conduct, UTV Takeover management will decide an immediate course of action including but not limited to; Dismissal from the Event without reimbursement of previously paid funds, exclusion from future participation in events, and legal proceedings that best protect UTV Takeover and others in attendance from personal injury, harassment, or damages.

I certify that by signing this document I signify, and have the appropriate authority to signify on behalf of, the business listed in this application intends to lock into an agreement of sponsorship and/or vending as indicated on this document, and to be invoiced for selected sponsorship, vending and/or services within this document for the 2021 UTV Takeover tour of events. I have read and agree to the conditions set forth in this application’s Terms & Conditions, along with its Code of Conduct, and to which I have retained a copy for reference.