2021 AMERICAN ROYAL WORLD SERIES OF BARBECUE VENDOR ...

BBQ VENDOR INFORMATION PACKET – V2 (7.22.2021) PAGE: 1

2021 AMERICAN ROYAL

WORLD SERIES OF BARBECUE®

VENDOR INFORMATION PACKET

ABOUT THE WORLD SERIES OF BARBECUE ............................................................................................................................................ 2

VENDOR REGISTRATION PROCESS ........................................................................................................................................................ 4

VENDOR SPACE ................................................................................................................................................................................... 6

LOAD IN/LOAD OUT & HOURS OF OPERATION ..................................................................................................................................... 9

TICKETS & PARKING ......................................................................................................................................................................... 11

VENDOR GUIDELINES ........................................................................................................................................................................ 12

VENDOR PAYMENTS & CANCELLATION ............................................................................................................................................... 15

TERMS & CONDITIONS ...................................................................................................................................................................... 16

AMERICAN ROYAL CONTACT INFORMATION

For questions or inquiries about the marketplace and vending at the BBQ – please email [email protected]. This email will

also be the main source of information provide to/from vendors in the planning process.

AMERICAN ROYAL ASSOCIATION

The American Royal Association, a not-for-profit 501©(3) organization that has been a Kansas City tradition since 1899, celebrates our

region’s rich agricultural heritage through competition, education and entertainment. As a not-for-profit community volunteer based

organization, the American Royal raises funds to fulfill its vision and mission through contributions, sponsorship, and event revenues.

The funds collected at the World Series of Barbecue® contribute to our mission to support excellence in youth and education.

mailto:[email protected]


ABOUT THE WORLD SERIES OF BARBECUE The World Series of Barbecue is a 3 day barbecue contest – the largest barbecue contest in the world. Since 2016, the event has been

held at the Kansas Speedway in Kansas City, KC – all on the infield of the track. The American Royal is a non-profit organization and

the World Series of Barbecue is our largest fundraiser.

EVENT OVERVIEW

The core of the weekend event is the BBQ Contest. Teams join from all over the world and nearly every state to compete in this

contest. The schedule below is based on the events occurring on Friday and Saturday when vending is open. Additionally an

attendance overview is listed – this is based on previous year’s attendance and the patron flow through the event.

WEEKEND SCHEDULE

FRIDAY

TEAM & CONTEST EVENTS

8:00am – 12:00pm/noon Team Load In Continued

8:00am Invitational Meat Inspection Begins

3:00pm Invitational Cook’s Meeting

3:00 pm Gates open for Team Guests arrival

3:00 pm – 10:00pm Friday night vending hours

FRIDAY NIGHT ESTIMATED ATTENDANCE

Estimated attendance 400 - 475 Teams

Each team will consist of about 10-20 Team members. Teams are allowed to invite guests to their team space on Friday night.

Typically, Friday night gatherings will host about 30-40K in attendance

Note: the marketplace/food vendors are located where 80% of all guests will pass. Although they are not hanging in the public area all night, there will be lots of foot traffic.


SATURDAY

TEAM & CONTEST EVENTS

8:00am Open Meat Inspections Begin

9:30am Open Cook’s Meeting

11:00am – 7:00pm Vending Hours – Event Open to Public Guests / Festival Events Begin

12:00pm – 2:00pm Invitational Judging

12:00pm – Chicken

12:30pm – Rib

1:00pm – Pork

1:30pm – Brisket

1:30pm Kids Que Cooks Meeting Check in

3:15pm – 4:00pm Kids Que Judging

3:15pm- Ages 11-15; Steak

3:30pm- Ages 6-10; Hamburger

3:00pm – 5:00pm Open Sides Judging

3:00pm – Vegetable

3:30pm – Baked Beans

4:00pm – Potato

4:30pm – Dessert

5:00 pm Open Meats Judging- Sausage

7:00pm Awards Ceremony

SATURDAY ESTIMATED ATTENDANCE

Estimated attendance 400 - 475 Teams

Each team will consist of about 10-20 Team members. Teams are busy cooking on Saturday and do not hosts guests/parties

Public Festival:

The American Royal team is working on the public festival plans for Saturday. We anticipate an estimated 7-10K guests in attendance for BBQ demos, bands, family events and more – additional details to be provided to registered vendors

Note: the marketplace/food vendors are located where 80% of all guests will pass. Although they are not hanging in the public area all night, there will be lots of foot traffic.


VENDOR REGISTRATION PROCESS REGISTRATION

All vendors are required to fill out the online registration and agree to the terms presented in the registration.

Vendors are to register as one of the following:

o Food Vendor: a vendor selling food for consumption at the event - such as a food truck.

o Marketplace Vendor: a vendor selling/showcasing goods or services.

Note: a vendor selling bottled sauce would be considered a Marketplace Vendor

Payment is due at the time of registration and done via credit card on the registration form.

Please note: when you have completed your registration, you may log back into your account and add/edit items. If you would

only like to purchase your vendor space and log back in later to add extra items, you can do so. Supporting documents on

how to do this will be supplied online and will be in the registration form.

NOT APPROVED VENDORS

The American Royal reserves the right to decline the participation of any vendor. After the registration is received, if the American

Royal would like to deny your participation, you will receive a notice for the reason and a full refund.

Vendor spaces may not be used for religious or political purposes, or for solicitation of funds for any political, educational, or

charitable corporation or association, or any other corporation, association, group, individual, or cause of any kind or character. The

sale or display of any tobacco products or weapons (i.e., guns, knives, spears, arrows, etc.) or products promoting tobacco or

weapons is prohibited.

VENDOR PRICING/SPACE OPTIONS

MARKETPLACE VENDOR OPTIONS

10x10 Space 10x20 Space

Vendor Cost: $250 Vendor Cost: $500

FOOD VENDOR

Vendor Cost: $250 + 20% Commission*

Includes a 10x10 Space OR a 10x30 if

you own a food truck.

*Required to pay the American Royal 20%

on food gross sales after taxes.


WHAT COMES WITH MY VENDOR SPACE?

Please note: Parking passes are for your vehicles to/from the event and for load in/load out. These cannot stay in your vendor space.

ADDITIONAL ITEMS FOR PURCHASE DURING REGISTRATION

Electrical Drop (20 AMP) – $75/each

o Limit 3

o Prices will increase

Trash Box with 3 Liners - $10/each

3 Trash Liners pack - $6/each

Ice Bag (20lb) - $14/each

Single Entry Tickets - $13/each

Weekend Wristbands - $18/each

These items may be available on site but the cost will be higher and only base on availability.

VENDOR DOCUMENTS

In addition to the registration and payment to the American Royal– all vendors have required permits/documents that they

must complete and return prior to the event. After registration is complete, information about the vendor documents and link

to download vendor documents and upload completed vendor documents will be located on our website.

All vendors are expected to obtain and provide relevant permits, including, but not limited to, resale permits, health permits and fire

permits. Our vendors are required to comply with all rules, regulations, and requirements of the fire marshal, the City of Kansas City,

KS Health Department, and any governmental entity having jurisdiction over our premises.

Please note – if you are a food vendor that additional wants to sell non-food items (merchandise) you must get the Food Permit & the

Sellers Permit.

FOOD VENDOR

Footprint of space (either 10x10

or 10x30 for food truck)

2 Weekend Wristbands

2 parking passes in General

Public lots

MARKETPLACE VENDOR

10x10 Space

o Footprint of 10x10 Space

o 2 Weekend Wristbands

o 2 parking passes in General Public lots

10x20 Space

o Footprint of 10x10 Space

o 4 Weekend Wristbands

o 2 parking passes in General Public lot

FOOD VENDORS

Food Permit

Vendor/Subcontractor Insurance & Indemnity

Insurance

Tax Clearance Application

MARKETPLACE VENDORS

SELLING AT THE EVENT

Seller’s Permit


Insurance

Tax Clearance Application

MARKETPLACE VENDORS

NOT SELLING AT THE EVENT


Insurance


VENDOR SPACE WHERE WILL THE VENDORS BE?

The World Series of Barbecue is hosted on the infield of the Kansas Speedway. Parking is located around the Speedway – no parking

is on the infield of the venue. Please note that the layout below is based on how the event has been in the past. The layout for 2021

may update/change.

Imaging you were sitting in the Grand Stands at the race:

Public events and vendors will be located on Pit Road – where the cars pull off for vehicle checks.

o On Friday and Saturday, the guests coming down to the event will enter the complex via the Grand Stands and walk

over the grass – directly towards the Public Events and Vendors.

All team spaces will be located past Pit Road – in the infield area where drivers and some fans are located.


SPACE INFORMAITON

Your vending space will be located on Pit Road. This road is paved and can get warm.

Your space will be marked in the corners with chalk and a space number upon arrival.

Each vendor will be given a space number/map prior to arrival.

Please note that the map is continuing the change and your space location/number may shift.

It is recommended to keep a copy of all of your permits and documents at your space at all times if/when there are health and

safety checks.

ELECTRICAL

Vendor space/food truck space does NOT come with electricity.

Electricity is the responsibility of the vendor.

ELECTRICAL DROPS AVAILABLE FOR PURCHASE

Each vendor is allowed to purchase up to 3 electrical drops – 20amp drop each – on the registration form.

Electrical will not be available for purchase on site – if you need electrical you must purchase on your registration form.

Vendors that purchase electrical are required to bring at least 100- 150ft of extension cord to reach their space.

Electrical will not be turned on until Thursday, September 16, 2021 at 5:00pm. Depending on weather conditions and other

variables, electricity may not be available to your space until Friday.

50amp electrical is not available.

ELECTRICAL PRICING

May – June 30: $75/drop

July 1 – July 31 : $95/drop

August 1 – August 18: $115/drop

Requests after August 18 will be based on availability. Electrical may be available on site to add on but is not guaranteed. The

cost of electrical on site will begin at $150 per drop if available.

ON-SITE ELECTRICAL PROCEDURES

Vendors who purchase electrical will receive a tag(s) specific to their vendor space number per each drop purchased. The tag

will be provided on site when you load in. Each tag must be placed on your electrical cord to denote that you have paid for

electric.

If an unauthorized cord is found plugged in (unpaid/no tag), it will be pulled.

Electrical usage will be monitored by the American Royal officials and unauthorized use will be dealt with on a case-by-case

basis.

IMPORTANT ELECTRIAL INFORMATION

These outlets are single 120V circuits. They CANNOT be combined to make a 220V circuit.

The American Royal may use different types of equipment to supply power to your area. This equipment may have other types

of outlets on them, these other outlets MAY NOT be used under any circumstances.

Please note that up to 100-150 feet of power cord may be necessary for your connection. Vendors are responsible for

providing their own extension cords. **Please make sure all cords are 12 3 gauge with ground to help alleviate power

surges and outages.


GENERATORS – PERSONAL

Vendors may bring and set-up personal generators without the aid of a different commercial electric company. If you choose to bring your own generator, no service/fuel/maintenance will be provided from the American Royal. Contestants who bring their personal generator must be self-sufficient.

GENERATOR – RENTALS

If you will be renting a generators, all generators must be rented through our exclusive partner – Foley Electric. Generators

rented through Foley will receive service throughout the weekend. Information can be found on the website.

EQUIPMENT

Vendor is responsible for ALL equipment at their/in their space. This includes but is not limited to: rental needs (chairs, tents, etc),

signs, displays, etc.

If rental equipment is needed (tent, tables, chairs, linens), Vendor must contract and make all arrangements and payments with

Marquee Event Rental for these needs. (see vendor documents online)

SPACE RESTRICTIONS

Vendors cannot exceed the 8 ft. height limit of the booth. The maximum height in the front and the first 5 ft. of the sides of the

booth is 4 ft. high.

Displays, signs and products must stay 4 ft. or below in the front 5 ft. of the booth to allow maximum view of all vendors. Any

exceptions must be approved in advance by the American Royal.

Awnings and canopies must not extend past the visual front line of vendor row. Units must be placed in compliance with the

space allotted.

Refrigerated storage, storage vehicles, trailers, etc. must fit in the size of booth space purchased and must be approved prior

to the event.

You will be allotted the exact frontage and depth you purchase, there will be no additional space available.

WATER

On site water: There are hydrants on the grounds of the speedway to get water. This water is not potable. If you choose to use this

water, you must bring your own bucket/container to get water to/from your vending location. Water is not accessible from your vending

location. Water hose may not be attached directly to your space.

Dumping of “gray water” cannot be done on the general grounds. Specific dumping areas/containers will be marked for teams/vendors

to dump “gray water” during the event.

CARE OF VENDOR SPACE

The American Royals will arrange for sweeping of aisles. Vendors will be responsible for the cleanliness of booth space. All signage

must be professionally made and fit within booth dimensions without blocking the view of any other Vendor. Vendor may not use nails,

staples, hooks, tacks or screws to erect any decorations, or adhesives, including tape that would deface the walls, floors, facilities and

equipment contained on the Kansas Speedway grounds. Vendors may not place anything in the aisles during the show. Vendor will be

expected to leave booth in usable condition as when moving in. Additional cleanup charges will be deducted from the security deposit

for any trash, food items or objects left on your site.


LOAD IN/LOAD OUT & HOURS OF OPERATION BEFORE YOU ARRIVE

Prior to arrival – vendors must submit the following. This can be done via the registration form and/or emailed to [email protected].

All required documentation:

o Registration Completed

o Completed Vendor/Subcontractor Insurance & Indemnity Form

o Proof of Liability Insurance

o Sellers License (if necessary)

o Food Permit (if necessary)

Full payment

A complete listing of products and services. Food vendors must include pricing with the menu. Retail Vendors should include a

range of prices for their products/services. Photos or samples of products are helpful and encouraged.

A photograph or artist’s rendition of your booth design. Photos of prior exhibits and/or set-up specs are acceptable. All both

design/setup must be managed by the vendor.

Health regulation process – each vendor is required to provide the American Royal with their process of vending as it relates

to the guidelines provided by the health officials. For example, social distancing regulations, sanitizing, etc.

LOAD IN

Vendors may arrive to load in during the time windows below:

Wednesday :10 AM - 5 PM

Thursday : 9 AM - 6 PM

Friday: set up will be available 7 AM - 12 PM, but vendors are encouraged to set up early on Wednesday or Thursday

All vendors must be loaded into their space, vehicles removed from their space (moved to the parking lot) by 12:00pm. No additional

load in may happen after 12:00pm on Friday. Vendor spaces must be ready for inspection by 12pm on Friday.

During load in, vehicles may enter the grounds to provide supplies/equipment into space. All vehicles must exit the infield by 11:00am

on Friday, September 17. Any vehicles found after 12:00pm on Friday will be towed at the owner’s expense. You will be provided a

general public parking tag to move your vehicle that helped load in, to the general public lot. No vehicles may be in your vendor space

unless specific to your selling of goods and approved from the American Royal prior to the event (ie: promotional truck that goods are

sold from). ATV’s and golf carts are not permitted.

All load in must be managed by vendor. American Royal staff and volunteers will not be supplying support for load in/load out

measures.

When arriving for setup, we ask for your patience. American Royal is an outdoor festival; therefore, weather may cause delays in our

setup process. The American Royal staff will do our best to show you to your designated booth space in a timely manner. If your setup

requires plenty of time, arrive early. Prior to arrival, you will receive a map noting your space as well.



SCHEDULE FOR VENDING

FRIDAY 3 PM - 10 PM (BE READY BY 2:00PM)

SATURDAY 11 AM - 7 PM (BE READY BY 10:30AM)

**Vendors are required to vend during all open vending hours listed above. **

Vendors are to remain open until the time listed above or released based on crowd size.

For Saturday Vending: the vehicle tunnel closes at 8am. If you need to replenish supplies using a vehicle, you must do so before

8am. Otherwise, when you or any of your staff working your booth arrive to the Speedway on this day, you will park in General Parking

using the parking passes provided in your vendor packet and enter via the main gate or tram. All persons entering must have a valid

single entry ticket or weekend wristband to enter.

Sunday – not required, but food vendors are welcome to vend on Sunday to our teams for the Open Meat Competition. If you choose

to stay Sunday, you are required to vend until 5:00pm. You may tear down from 6:00pm – 10:00pm and must be off property by

10:00pm.

LOAD OUT

You may begin to tear down no earlier than 9:00pm/Conclusion of the Awards Ceremony on Saturday. Absolutely no vehicles will be

able to access the site for tear down until the grounds in accordance to the gate hours. All booths must be dismantled and removed

from the property by noon on Sunday.

Please bag all trash and place on the road for removal. Failure to leave your space clean and as you received it will result in your

refuse deposit being withheld.

No early tear-downs allowed. Booths will open and close corresponding with the festival hours. Vendors are required to stay open until

7:00pm on Saturday and may not load out down during the awards ceremony. Tear down may begin at that time, but vendor must

abide by gate hours for vehicles.

Vendors may return and load out anytime on Sunday beginning at 8:00am. All spaces must be completely cleared by 10:30pm.


TICKETS & PARKING VEHICLES ON THE INFIELD

Vehicles may enter the infield to load in/load out only when the Tunnel Gate is Open. The Tunnel Gate is the only vehicle access point

into the infield – where vending will occur.

DATE TIME TUNNEL INFORMATION

Wednesday 8:00am – 11:59pm TUNNEL OPEN

Thursday 12:00am – 11:59pm TUNNEL OPEN

Friday 12:00am – 12:00pm (noon) TUNNEL OPEN

Friday At 12:00pm TUNNEL CLOSES & All unnecessary cars removed

Friday 12:00pm – 11:59pm TUNNEL CLOSED

Saturday 12:00am – 8:00am TUNNEL OPEN

Saturday 8:00am – 10:00pm TUNNEL CLOSED

Saturday 10:00pm - 11:59pm TUNNEL OPEN

Sunday 12:00am – 10:00pm TUNNEL OPEN

Subject to change

Please pay close attention to vehicle traffic times. We have established a NO TOLERANCE POLICY for vehicle traffic on the festival

grounds as listed above in the interest of patron safety. Please plan accordingly. If you park within your space, you must abide by the

above tunnel hours. There will not be parking on the infield for vendor vehicles. Vendor vehicles will be in one of the parking lots on

the East or West sides of the Speedway.

No general public vehicles are allowed on the grounds. BBQ teams and vendors may have vehicles (if necessary for sales) and

must abide by the gate hours. These hours note when the gate of the tunnel will be open and closed.

Vendors will be provided tags for vehicles to park in lots around the Speedway. These lots will have a tram that will bring you

back into the grounds after you have parked your car.

TICKETS/ENTRY

Food vendors will receive 2 weekend wristbands for each space.

Marketplace vendors will receive 2 weekend wristbands for each 10x10 space.

Every person on the ground beginning on Friday at 3:00pm must have a valid wristband or ticket.

Additional tickets for staff working during the event MUST BE PURCHASED IN ADVANCE. Wristbands provide access both

days. Single day tickets do NOT allow for re-entry so we stress that all vendors obtain wristbands that allow for re-entry.

These must be worn at all times. These will be available for purchase through the registration process.


VENDOR GUIDELINES GENERAL GUIDELINES

The American Royal (AR) shall have full authority of interpretation of these regulations. All vendor contracts, when executed

properly, shall be considered a binding agreement. Vendors shall abide by Federal, State, and City ordinances and regulations.

You are permitted to sell/exhibit within the space you purchase only – no walking or selling at a different location. Absolutely

no roaming sales allowed! Anyone found selling outside of their purchased space will forfeit their space and will no longer be

eligible for vending space at future American Royal events.

You must have proper paperwork in order to sell any merchandise/food. Please see above for information regarding permit

requirements. All vendors must have proof of insurance.

Anyone selling unauthorized items will be removed from the grounds. All items must be approved prior to acceptance.

American Royal will not allow any items i.e., flags, T-shirts, bandanas, novelty items, to be sold or promoted that reference

illegal activities, violence, profanity, nudity, or discrimination. This is a no tolerance policy. AR reserves the right to remove

from the grounds, any vendor breaching this policy and will result in permanent termination from displaying at any future AR

events.

NO food or beverage carry-ins. One small water dispensing cooler may be placed at your booth at the time of set-up for you

and your employees.

Once the festival gates have opened, absolutely no one is allowed to carry in water dispensing items.

Food coolers are not allowed. (unless in Food Truck)

Anyone found dispensing water or beverages to patrons will be automatically removed from the grounds. (unless approved by

Levy)

Any usage of any type of noise-making devices, flashing lights, etc. must have prior approval by AR management.

Please do not ship items to the Kansas Speedway. Any vendor needing to ship items, please coordinate with the American

Royal team prior.

NO VIDEO CAMERAS ALLOWED. NO DRONES ARE ALLOWED.

ABSOLUTELY NO PETS ALLOWED.

No unauthorized sweepstakes or trip registration allowed.

ATV’s and golf carts are not permitted unless otherwise specified by the American Royal.

Vehicle traffic must use paved roads only. No vehicles may drive/park on grass tri-oval. No vehicles may enter/drive on the

race track at any time for any reason. Vehicles of vendors found on the track will be escorted off the property immediately and

may not return to the event.


FOOD VENDORS – ADDITIONAL INFORMATION

The Kansas Department of Agriculture (KDA) may be onsite to inspect any mobile units or mobile food establishments located at

the event.

FOOD SAFETY REQUIREMENTS

Please review the requirements for mobile food establishments by accessing the KDA website, www.agriculture.ks.gov. Review the

Temporary Food Establishment handout if you are operating less than 7 days in the State of Kansas. If operating 7 or more days in

the State of Kansas, a license is required. Please contact KDA for more information about licensing at (785) 564-6767.

Please note that additional information regarding food service to the public will be provided. All vendors must abide by updated

information provided by government and health officials to ensure the health and safety of all patrons.

BEVERAGE SALES – UPDATED 7.22.2021

Updated 7.22.2021 – Food Vendors at the World Series of Barbecue are NOT allowed to sell beverage unless pre-approved by the

American Royal and Levy (on-site concessionaire). No Alcoholic beverage, soda or water may be sold by any food or merchandise

vendor.

If you are a food vendor and interested in selling a unique drink (for example: homemade root beer, lemonade, etc) – please contact

the team at the American Royal at [email protected] and provide details of your offering for approval.

Drink stations/Bars will be setup near the marketplace/food areas managed by Levy to ensure guests have the option to purchase

drinks once they have stopped at your vending spot.

SALES COMMISSION TO THE AMERICAN ROYAL

All food vendors are required to pay the American Royal 20% on food gross sales after taxes.

Settlement must take place within 30 days of event end. Within that 30 days, you are responsible for the % of sales payment to the American Royal as listed above. Documentation is required with all payments to note total sales and % sales back to the American Royal.

http://www.agriculture.ks.gov/

https://agriculture.ks.gov/docs/default-source/fsl--handouts/-51temporaryfoodestablishments.pdf?sfvrsn=2



USE OF LOGO

The American Royal has sole and exclusive right to produce, sell or give away products bearing its logo(s) and only its designated

licensees may distribute such products at the show.

VENDOR PAYMENT

Vendor is responsible for their own payment process – cash or credit card. The American Royal will not be supplying POS systems. All

sales must have a cash or card transaction – no “tickets/vouchers” are allowed.

SECURITY

Security is provided on a 24-hour basis; however, Vendors agree that the American Royal or Kansas Speedway assumes no

responsibility for any accident, injury or mishap which may befall you, your employees or members of the show public. Vendor agrees to

indemnify and hold harmless The American Royal Association, the Kansas Speedway, the City of Kansas City, Kansas, the County of

Wyandotte, their agents, officers, directors, and employees from all claims, losses, costs, damages or expenses resulting or arising from

any and all injuries to or death of any person or damage to any property caused by any act, omission or neglect of Vendor, its agents,

employees, invitees, contractors, sub-contractors, or guests which occurs on the grounds of the American Royal Barbecue Festival or the

Kansas Speedway. The American Royal will NOT be responsible for any damage incurred if you request American Royal equipment

and/or employees to move your property during setup or tear down of exhibit(s).

American Royal does not assume responsibility for any stolen or damaged items.


VENDOR PAYMENTS & CANCELLATION PAYMENTS

Full payment is due at the time of registration.

Please note: when you register, you will have the ability to create an account, log back in and add/edit items.

(Food Vendors) Settlement must take place within 30 days of event. Within that 30 days, you are responsible for the % of sales payment to the American Royal as listed above. Documentation is required with all payments to note total sales and % sales back to the American Royal.

CANCELLATION & REFUNDS

Requests for refunds must be submitted to the American Royal at least seven days in advance of the start of the World Series of BBQ. A roll over of funds for future events is not allowed.

DATE CANCELLATION

Prior to August 1 Full refunds provided to vendor. Includes vendor space amount and additional items (minus $5 convenience and processing fee)

August 1 – August 18 Partial refund provided to vendor. Includes vendor space amount and additional items, less a $100 Cancellation fee & $5 convenience and processing fee.

After August 18

Vendor fess associated with the space less a $150 cancellation fee. There will be no refunds on electrical, trash boxes, ice and other items where the American Royal is responsible to pay a third party after the deadline date (August 18, 2021)

After September 10 No refunds will be provided.


TERMS & CONDITIONS STATE & LOCAL REGULATIONS

HEALTH AND SAFETY

It is the responsibility of each marketplace and food vendor to have their space and their vending up to code with all processes,

procedures and layout under the provided guidance of the health officials. The vendor is responsible for providing the American Royal

their process and procedure for vending ensuring the health and safety of all patrons involved.

ORDINANCES

The Agreement shall in all respect be governed by the laws of the State of Kansas and applicable ordinances. To ensure the safety of

all participants, fire regulations, health and other applicable ordinances must be followed.

INSURANCE & LIABILITY

LIABILITY

Vendors are liable and responsible for the actions and activities that occur within their space. This includes, but is not limited to staffing,

equipment and damage to the facility grounds.

In consideration of your accepting this entry, I, the undersigned, intending to be legally bound, hereby for myself, my heirs, executors

and administrators, waive and release any and all claims for damages I may have against the American Royal Association, Kansas

Speedway, the Kansas City Barbeque Society, their representatives, successors, and assigns, for any and all injuries suffered by me in

this event. Further, I hereby grant full permission to the American Royal Association and/or agents authorized by them, to use vendor

name, any photographs, video tapes, motion pictures, recordings and any other record of this event for any legitimate purpose.

EVENT CANCELLATION POLICY

The American Royal reserves the right to cancel an event for reasons beyond Force Majeure. If the American Royal cancels an event,

registrants will be notified and offered a full refund of the fees paid directly to the American Royal minus any non-refundable processing

fees. The American Royal is not responsible for any refund between the registrant and a third party vendor or for travel expenses.

FORCE MAJEURE/EVENT CANCELLATION

In case of cancellation of the contest or unavailability of the event due to any causes that are beyond the American Royal’s control,

including, without limitation, such causes as war, governmental action or order, act of God, fire, flood, severe storm, strike, labor

disputes, or other similar causes (“Force Majeure Event”), this Agreement shall terminate, and the vendor shall be entitled to the return

of the fees for the registration, less the prorated share allocated to the American Royal of the expenses incurred by the Royal in

connection with the event as of the date of the Force Majeure Event. Refund of the Fees as provided in this section shall be the

exclusive remedy of the vendor against the American Royal in case the vendor is cancelled or rescheduled through a Force Majeure

Event. In the event of cancellation or unavailability for reasons beyond the control of the American Royal, vendor releases and holds

all claims for damage and agrees that the American Royal shall have no obligation except the above stated refund.

SUCCESSOR INTEREST

This Agreement shall bind the respective parties and their successors in interest.

COVID-19 – UPDATED 6.1.2021


By attending the American Royal, you and any guests voluntarily assume all risks related to exposure to COVID-19 and agree to not

hold the American Royal Association, City of Kansas City, Kansas, Kansas Speedway, KCBS, and/or any of their affiliates, directors,

officers, employees, agents, contractors, or volunteers liable for any illness or injury.

Vendors will be responsible to produce procedures to which they will be keeping the guests and their staffing and employees safe.

Additional details to be provided.

The American Royal is working on the full event plan including the rules/restrictions for BBQ teams and public guests attending the

event. This will be shared with all registered vendors prior to the event start date.

VENDOR PACKET & RULES UPDATE

CHANGES AND AMENDMENTS

The Royal reserves the right to make changes to these rules. Any matters not specifically covered herein are subject to decision by the

Royal. The Royal reserves the right to make such changes, amendments and additions to these rules as considered advisable for the

proper conduct of the contest with the provision that all vendors will be advised of any such changes in writing.

VIOLATION OF RULES

All vendors are responsible for enforcing the rules and regulations of the contest. Non-permitted activities include damage to fences,

moving of fences, changing of boundary markers, and unauthorized entry onto the grounds, operating a vehicle by a team member or

vendor on the grounds during an unauthorized time, parking of a vehicle by a vendor on the grounds in an unauthorized area.

UPDATED TEAM PACKET

Please check back for the most updated version of this document. Vendors are required to review and follow the rules and

requirements provided in the most recent version of the packet. It is the vendor’s responsibility to review the most recent vendor

packet which will be posted on our website. Vendors will sign off that they have read and agree to our terms and conditions on their

registration. If our terms/conditions update, teams may be required to review new/updated terms and re-sign.

2021 AMERICAN ROYAL WORLD SERIES OF BARBECUE VENDOR ...

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