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Become a Vendor

Vendor Market

Continuing in the tradition of bigger is better, Texas Bear Round-Up has 18,000 square feet of space available for the Vendor Market. Our standard size booths are 10 x 10 and 10 x 20. We are also happy to help you create a custom size display area based on your needs. Feel free to contact our Vendor Coordinator via email at vendor@tbru.org

 

Special emphasis is placed on goods and products that cater to the bear community – but, just as our community is diverse, we strive to have a diverse representation of products. Applications to become a Vendor will be reviewed by the committee to ensure minimal overlap of product types (i.e. t-shirts).  Vendor approval will be communicated in a timely manner.  

 

Conveniently located on the lower floor of the Hyatt Regency Dallas with easy access to a loading dock, the Vendor Market will be in the center of the majority of TBRU activities throughout the weekend. The Market is open for both attendees of TBRU as well as the general public. We will also be hosting “Community Tables” - a show within a show. Community Tables is designed for other bear clubs, LGBTQ organizations and health services to showcase their services.

 

Vendor Costs

Standard Booth - $160.00  (10 feet deep by 10 feet wide). Includes the following:

  • Two (2) run passes

  • 3 tables

  • 2 chairs

  • Access to electricity (must provide your own electrical cords and power strips)

  • Complimentary t-shirt or hat (limit 2 pieces total)

  • Access to all TBRU events and venues which do not require the purchase of a separate event ticket

 

Large Booth - $220.00  (10 feet deep by 20 feet wide) Includes the following:

  • Two (2) run passes

  • 5 tables

  • 3 chairs

  • Access to electricity (must provide your own electrical cords and power strips)

  • Complimentary t-shirt or hat (limit 2 pieces total)

  • Access to all TBRU events and venues which do not require the purchase of a separate event ticket

 

For custom space, please email vendor@tbru.org with detailed requirements

 

Two additional vendor booth badges for your staff may be purchased for $75.00 each. Any badges required over four must be purchased at the applicable registration fee.

 

Vendor spaces will be marked-off. Tables and chairs will be provided in an open concept space. We will not have pipe and drape to divide the booths. You can arrange your space to suit your needs – bring signs, banners, merchandising racks, portable walls, etc. We welcome your creativity within your designated space. Please be sure to not block traffic, alter the design of the market nor create a fire hazard. The layout will be approved by the Dallas Fire Marshall and there are restrictions in making changes. Please work with your vendor market coordinators who will be on-site for assistance.

 

Vendor Market Hours of Operation
  • Thursday, March 12, 2020:  12:00pm - 6:00pm

  • Friday, March 13, 2020: 11:00am - 6:00pm

  • Saturday, March 14, 2020: 10:30am - 4:30pm

  • Sunday, March 15, 2020: 9:30am - 12:00pm

 

Vendors will be able to make hotel reservations via a special room block at the time you register your booth.

 

To complete a Vendor Market application, click here . Your application will be reviewed by the committee to ensure a minimal amount of product overlap and approval will be communicated in a timely manner.

 

Questions? Contact our Vendor Market Team please email: vendor@tbru.org

 

 

Vendor Market Terms and Conditions
Terms
  • Vendors are solely responsible for their product, monies and vendor space (including using your own electrical cords and power strips)

  • WiFi/Internet access is available in the vendor market area for a fee charged by the hotel. Phone lines are not available

  • The preferred cellular provider of the hotel is AT&T and their cellular signal is amplified in the vendor market area

  • Each vendor agrees to have at least one person monitoring their booth at all times during Market hours

  • Vendors agree that all persons working with the vendor are at least 21 years of age. Anyone discovered to be under the age of 21 is not permitted to attend Texas Bear Round-Up, the vendor market or any TBRU events and their badge will be revoked

  • Texas Bear Round-Up, TBRU, TBRU Staff, TBRU Volunteers and/or Members of the Dallas Bears will not be responsible for your vendor area when it is unattended by you or your staff (the Vendor Market will be locked prior to and after the stated hours of the Vendor Market

  • TBRU/Dallas Bears reserves the right to approve or decline any application/registration for the vendor market.

  • It is the goal of TBRU to offer a wide variety of goods and products at TBRU and thus may limit the number of vendors with similar goods and products

  • Vendor booth spaces will be assigned by the vendor coordinators.

  • Vendor set-up is Wednesday evening 7:00pm - 10:00pm and Thursday morning 8:00am - 11:00am. All spaces must be set-up and ready for business no later than 11:30 am on Thursday, March 12, 2020

  • Vendor space will be forfeited if the vendor does not show up by 10:00 am on Thursday, March 12, 2020 Once a space is forfeited, the space will be awarded to a standby vendor or distributed to other vendors in the room needing extra space. Exceptions will be considered if vendor contacts Texas Bear Round-Up Vendor Market Coordinator before the event begins to report extenuating circumstances for your late arrival. If you are selected to participate in the Vendor Market and fail to show up without notice – you will forfeit any future vending opportunities with Texas Bear Round-Up

 

Adult Items

Since the vendor market is open to the public you must use good judgment when displaying products, playing videos, etc. Please make sure you are abiding by the retail laws of Texas.

 

Street Legal Attire

Booth staff can go shirtless or even in underwear. However, everyone must comply with Texas State law. Please remember to keep genitals and butt covered at all times. A jockstrap or underwear that does not cover the anus/butt crack with a minimum one-inch wide (size proportionate) piece of material is not considered street legal in Texas.

 

Access to Vendor Market
  • Wednesday evening Early Set-Up and receiving dock access begins at 7:00 pm. Set-up time will be provided on Thursday beginning at 8:00 am.

  • On following days, vendors will have access 30 minutes prior to opening and 30 minutes after closing

  • The Vendor Market will not be accessible outside of the pre-opening and post-closing times.

  • The Vendor Market will be closed, locked and secured by hotel security.

  • When the Vendor Market closes vendors have two options:

  1. Leave your products in your booth - covered if desired.

  2. Take your products out with you.

  • Vendors should never leave monies, credit card information, technology devices and/or irreplaceable items in the vendor area while your booth is unattended.

  • All vendor space must be vacated by 2:00 pm on Sunday, March 15, 2020

 

Vendor Badges
  • Each vendor will be provided with two (2) complimentary Vendor ID badges.Two additional Vendor ID badges may be purchased for $75.00 each

  • Additional badges over 4 must be purchased for the full registration price applicable at the time of your request.Vendor badges are solely for the use of you and your booth staff.

  • All vendor badge names must match the badge holder's government-issued ID.

  • Lost or misplaced badges are subject to a replacement fee. No more than one badge will be replaced over the course of the event.

  • Vendor ID Badges allow you access to TBRU events and venues which do not require the purchase of a separate event ticket

 
Cancellation

Cancellations must be received either in writing addressed to our PO Box or via email prior to February 27, 2020. No refunds will be processed after February 27, 2020. Please refer to the refund policy for complete details.

 

Hotel Rooms

When you register for your Vendor Market booth, you will find a link on the confirmation page to make your hotel reservations. We have set aside a block of rooms for our vendors. Hotel room costs are the sole responsibility of the vendor.

 

Acknowledgments
  • Vendors are solely responsible for the behavior and actions of their Vendor Representatives

  • Vendors and Vendor Representatives are expected to uphold themselves to truthful and ethical business practices

  • Vendors should have a policy for returns and exchanges

  • Vendors and Vendor Representatives are expected to comply with the TBRU Code of Conduct

  • TBRU / Dallas Bears may remove a vendor at any time, without refund, due to violations of the Vendor Market terms and conditions or for any actions or behaviors determined to be unethical, illegal or actions that would jeopardize the organization as a whole

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