Turnkey Event Rentals
Texas Book Festival has selected Turnkey Event Rentals to serve as the independent contractor to provide services and equipment to exhibitors. Complete information concerning equipment and services that the exhibitors may purchase or rent will be included in the exhibitor’s information kit that each exhibitor will receive in late September. Turnkey Event Rental will maintain an exhibitor service desk on site.
Care of Exhibit Space
TBF will arrange for cleaning of aisles and removal of trash from large receptacles at the end of each tent. The exhibitor will keep their booth or table space in a neat and professional manner and appearance. Handwritten signs are not permitted. Overflowing trash should not be visible within your booth. Fire Department safety regulations require that aisles be kept clear at all times. Decorations, signs, banners, etc. may not be fastened to tents and other structures. The Exhibit area is a non-smoking area; smoking is NOT allowed in any exhibitor tents, or within 15’ of any TBF tents or structures. No possession or consumption of alcohol is allowed on Festival grounds.
PLEASE DO NOT leaflet or distribute products in the aisles, near the doors or outside of the exhibitor tents, or on festival grounds. Exhibitors must remain within their booth or table space. Mascots cannot roam the festival grounds.
Helium Balloons
Due to safety issues created with the use of helium tanks, and a fee to retrieve balloons from trees near and on State Capitol grounds, helium balloons are not allowed at the Festival.
Dogs
Dogs and other pets that are part of a display must be fully vaccinated. No aggressive dogs allowed. All pets must be leashed and in complete control by the owner at all times. Owners accept full responsibility for the safety of their pets and all visitors.
Operating and Vacating Hours
Each exhibitor will maintain and operate their booth or table between 10 a.m. and 5 p.m. on Saturday, November 5, 2022 and 11 a.m. and 5 p.m. on Sunday, November 6, 2022. The exhibitor will remove all contents of booths no earlier than 5 p.m. and no later than 7 p.m. on Sunday, November 6, 2022, except for boxed materials to be shipped at the exhibitor’s cost arranged prior to the Festival. The exhibitor agrees that no Festival titles shall be sold. Other titles by Festival authors are permitted. Any exhibitor who has not occupied the booth or table by 10:00 a.m. November 5, 2022 forfeits the use of that space, no refund available
The exhibitor agrees that no Festival titles shall be sold. Other titles by Festival authors are permitted.
Subletting of Space
The exhibitor shall not assign or sublet any space allotted to the exhibitor and shall not advertise or display goods other than those sold by such exhibitor in the regular course of its business. The space assigned to the exhibitor is for its own exclusive use and may be used only for the display and sale of its goods and services.
Cancellation and Refund Policy
If you must cancel your reservation, a letter or email requesting a refund must be sent to the Texas Book Festival and Debra Saleny. Refund terms: 50% through September 2, 2022. 25% between September 3 and September 16, 2022. No refunds after September 16, 2022. The Texas Book Festival will take place rain or shine. Refunds will not be issued due to inclement weather. If the Texas Book Festival is cancelled, all exhibitor fees will be refunded. The Texas Book Festival will follow all public health advice and mandates from Austin Public Health, and will use those guidelines to make event changes and cancellations. If the Festival changes to virtual, exhibitors will be offered a virtual listing for $100, and refunded the remainder. Exhibitors may choose a full refund if they do not want a virtual listing.
Liability
The exhibitor assumes the risk of loss and all liability for any damages, liability, or expenses, arising from, out of or by reason of the exhibitor’s occupancy and use of the exhibition premises, or any part thereof. The exhibitor shall at all times protect, indemnify, save, and keep harmless TBF from any damage, liability or expense arising from or out of any loss or injury to any property or person, including the exhibitor, its agents, sponsors, employees, and business invitees, which arise from or out of or by reason of the exhibitor’s occupancy and use of the exhibition premises or any part thereof. The exhibitor is encouraged to insure itself against property loss or damage and against liability for personal injury at its own expense. The Texas Book Festival is not responsible for items left behind at the Festival. All items left behind will be disposed of at 9:00 p.m., Sunday, November 6, 2022.
Security
TBF will furnish security on a 24-hour basis, but the furnishing of security shall not be deemed to imply any liability or acceptance of responsibility on the part of TBF, its volunteers, or representatives, or to modify in any way the assumption of risk and release provided for above. All property of the exhibitor will remain under the exhibitor’s custody and control at all times. All containers, packages, and vehicles are subject to inspection.
Sales Tax
If sales or orders are taken at your booth, a Texas Sales Tax Permit is required. The permit can be obtained free of charge by calling the Comptroller’s Office at 800-252-5555 or by contacting them in writing at 1711 San Jacinto Blvd., Suite 180, Austin, Texas 78701-1416, (512) 463-4865.
By submitting this application, the applicant and all parties who will be setting up, tearing down, and working at the festival agree to abide by all rules and regulations described within the contract.
