Updated 4/21/2025
By submitting an application, you (“Vendor”) agree to the following terms and conditions. Please read them carefully and reach out before applying if you have questions.
Insurance, Liability & Best Practices
- Business Insurance: Each Vendor is required to carry their own insurance. You may be asked to provide proof of insurance.
- Responsibility: The Vendor acknowledges and agrees that Westwood Works Board of Directors and Staff, City of Cincinnati, Cincinnati Parks, Cincinnati Recreation, or volunteers shall not be liable for any loss, injury, death, damage, or legal claims arising from participation in the event. This includes, but is not limited to, damage to person, property, loss of items or funds, or any legal disputes.
- Trash Removal Liability: Westwood Works is not responsible for the removal or disposal of Vendor waste.
- Mobile or Temporary Food Licensing: All food or beverage items must adhere to City of Cincinnati Health Department regulations. All food or beverage vendors are required to have a valid mobile food, temporary food service license, or cottage license as required by the City of Cincinnati. Licenses must be provided to event organizers no later than 45 days prior to each event in order to participate. An invalid, missing or expired license will not be allowed. Vendor fees are not refunded if license is invalid. Event organizers are not responsible for ensuring that your license is approved. For more information, please visit: https://www.cincinnati-oh.gov/health/chd-programs/food-safety-and-inspections/food-businesses-and-licensing/
Conditions
Events are rain or shine. Vendors acknowledge and agree that the events will proceed as scheduled, regardless of weather conditions, unless event organizers determine that conditions are unsafe. In the event of severe or unsafe weather conditions, organizers may cancel the event in the interest of safety. Vendors will be notified using the email or phone number on this contract if cancellation takes place before the event starts.
Vendors may choose, at their discretion, not to participate due to unfavorable weather conditions. No refunds or payment will be rendered in the case that a vendor/subcontractor chooses not to participate.
Vendor fees will not be refunded in the event of cancellation or no-show. Sufficient weights are required for all tents, inflatables, large signage or other items that might be affected by wind. Vendors that arrive without weights will not be allowed to participate.
Vendors/subcontractors assume all risks associated with weather conditions and agree that event organizers are not responsible for any loss, damage, or injury or death resulting from weather-related circumstances.
Additional Information
- Electricity is not available
- If event organizers, Cincinnati Police, CRC staff or event volunteers suspect that a vendor is under the influence of drugs or excessive alcohol, you will be asked to leave the event premises immediately without refund.
- Event logistics, parking information and event map will be emailed to the address on your application no less than (5) days before the event. Please make sure that event organizers have up-to-date contact information for communications.
- Vendors may temporarily park to load/unload near the event space. Please move your car to long-term lot or street parking immediately after unloading/loading. No one will be allowed to drive into or through the event space once street closures have taken place. This is a City of Cincinnati safety requirement.
- Vendors are responsible for providing tents, tables, chairs, battery powered lights (if needed) and any other items required to participate. Booth spaces may be grassy, concrete or asphalt; shaded or unshaded. Booth space sizes are 10’x10’ unless otherwise agreed upon. Booth site preferences are not guaranteed.
- Event organizers cannot guarantee help loading or unloading.
- If you are a vendor or subcontractor that has accessibility needs, please reach out to event organizers in advance so that we can discuss appropriate accommodations.
