Sponsor information checklist
This is not a formal contract. When you get a yes to a sponsorship or cash donation, email info@roundrockfirefoundation.org with the following and Diedra will submit the invoice to them.
- Business name and preferred recognition name.
- Contact person, email, and phone number.
- Sponsorship level or amount committed.
- Best invoice contact, if different from the main contact.
- Logo file or best person to request the logo from.
- Website or social link for recognition.
- Any deadline or special recognition notes.
Auction donation checklist
When you get a yes to an auction donation, email info@roundrockfirefoundation.org with the following so Diedra can track the item, coordinate pickup, and recognize the donor.
- Donor or business name.
- Contact person, email, and phone number.
- Item, gift card, service, or experience being donated.
- Estimated value, if known.
- Restrictions, expiration date, or blackout dates.
- Pickup or delivery details.
- Recognition preference, logo, website, or social link.
Food or beverage donation notes
Use this when a restaurant, coffee shop, bakery, brewery, beverage company, or snack vendor is donating food or drinks.
- Business name and contact person.
- Food or beverage item and estimated quantity.
- Pickup or delivery time.
- Serving, storage, refrigeration, or warming needs.
- Allergy notes or ingredient concerns.
- Recognition preference.
Volunteer role sheet
Use closer to the tournament when roles and shifts are being assigned.
- Volunteer name and phone number.
- Assigned role and shift time.
- Arrival time and check-in location.
- Lead person they report to.
- Supplies or notes for the role.
Formal vendor agreement
Blazing Paddles 2026 Vendor Agreement
This agreement is for vendors who will have an on-site presence at the tournament. Vendor space is limited and is not confirmed until the $100 deposit is received and RRFF confirms the vendor in writing.
$100 deposit required to hold vendor space.
The vendor spot is not held until the $100 deposit is received. Deposit handling, final payment instructions, and any refund or cancellation decision must be confirmed by Round Rock Fire Foundation in writing.
Event information
Vendor information
Vendor space and setup needs
Deposit and payment
- A $100 deposit is required to hold the vendor spot.
- Vendor space is not confirmed until RRFF receives the deposit and confirms the vendor in writing.
- Any remaining vendor fee, if applicable, must be paid by the deadline provided by RRFF.
- Deposit handling, cancellation, and refund decisions must be confirmed by RRFF in writing.
Vendor responsibilities
- Vendor is responsible for setup, staffing, and cleanup of their own area.
- Vendor must keep the assigned space clean, safe, and within the approved footprint.
- Vendor must provide accurate information about products, services, pricing, restrictions, and any required permits.
- Food or beverage vendors are responsible for any required health, safety, or service requirements that apply to their participation.
- Vendor may not assign or transfer the space to another business without written approval from RRFF.
- RRFF may decline or remove vendor participation if the vendor is not a fit for the event, creates a safety concern, or does not follow event instructions.
Recognition
Approval
By signing below, the vendor confirms the information provided is accurate and agrees to follow the event instructions provided by Round Rock Fire Foundation.
