Vendor and Exhibitor Application Terms and Conditions
Effective Date: Submitted application
These Terms and Conditions ("Agreement") govern the application process and participation of vendors and exhibitors ("Vendor", "Exhibitor", "you", or "your") in the Enchanted Pages Market Kansas City ("Event") organized by Fae Ball Events LLC ("Organizer", "we", or "us"). By submitting an application to participate as a Vendor or Exhibitor at the Event, you agree to comply with these Terms and Conditions.
1. Application and Acceptance
1.1 Application Process: Vendors and Exhibitors must complete the official Vendor/Exhibitor Application Form and submit it for review. The submission does not guarantee acceptance. The Organizer will review all applications and notify vendors and exhibitors of acceptance based on criteria including, but not limited to, event theme, product relevance, and available space.
1.2 Approval and Confirmation: If your application is approved, the Organizer will send you a formal confirmation with event details, including booth location, setup instructions, schedules, and terms of participation.
1.3 Application Fee: A non-refundable booth fee must be paid once the application is approved. Failure to pay the fee may result in the cancellation of your application.
2. Booth and Space Allocation
2.1 Booth Assignment: Vendors and Exhibitors will be assigned a booth or table at the Event. The Organizer will make every effort to accommodate location preferences, but reserves the right to assign booth locations at their discretion.
2.2 Booth Setup: Vendors and Exhibitors are responsible for setting up their booths or tables according to the assigned schedule. Setup instructions and materials will be provided prior to the Event. All booths must be fully set up and staffed during Event hours.
2.3 Display and Materials: Vendors and Exhibitors are only permitted to display and sell the products or services approved in their application. Any additional items or services must be approved in writing by the Organizer before the Event. All displays must comply with Event safety and aesthetic guidelines.
3. Sales and Payment
3.1 Product Sales: Vendors and Exhibitors are responsible for pricing, selling, and managing their own inventory during the Event. Sales will occur directly between the Vendor/Exhibitor and Event attendees. The Organizer does not take any commission on sales, unless otherwise agreed upon in writing.
3.2 Payment Processing: Vendors and Exhibitors will handle their own payment processing, whether cash, credit card, or other means. The Organizer is not responsible for payment collection or financial transactions.
3.3 Taxes and Permits: Vendors and Exhibitors are responsible for ensuring they have all necessary tax identification numbers, sales tax permits, or licenses required by local or national authorities to legally sell their products during the Event. The Organizer is not responsible for collecting or remitting any taxes or fees.
4. Conduct and Professionalism
4.1 Behavior and Conduct: Vendors and Exhibitors are expected to conduct themselves in a professional, courteous, and respectful manner at all times during the Event. Any disruptive, inappropriate, or offensive behavior may result in immediate removal from the Event without a refund.
4.2 Booth Management: Vendors and Exhibitors must ensure their booths are staffed and maintained during all event hours. Booths must be kept clean and orderly at all times.
4.3 Product Representation: All products and services sold or promoted by Vendors and Exhibitors must be accurately represented, with no misleading claims. Vendors and Exhibitors are responsible for ensuring the safety and compliance of their products.
5. Liability and Insurance
5.1 Personal Property: Vendors and Exhibitors are solely responsible for the security of their booth, products, and personal property. The Organizer is not responsible for any loss, theft, or damage to property during the Event.
5.2 Liability Insurance: Vendors and Exhibitors are encouraged to obtain liability insurance for their participation in the Event. The Organizer is not responsible for any injury, damage, or loss arising from the Vendor/Exhibitor’s actions or products.
5.3 Indemnification: Vendors and Exhibitors agree to indemnify and hold harmless the Organizer, its employees, agents, and contractors from any claims, damages, losses, or liabilities arising out of their participation in the Event, including but not limited to sales, product defects, or customer issues.
6. Health and Safety
6.1 Compliance with Health Guidelines: Vendors and Exhibitors must comply with all health and safety guidelines in place at the time of the Event, including any COVID-19-related protocols (if applicable). Non-compliance may result in removal from the Event.
6.2 Booth Safety: Vendors and Exhibitors are responsible for ensuring that their booth and displays are safe for attendees and comply with all fire safety and local regulations. The Organizer reserves the right to remove any setup deemed unsafe.
7. Cancellations and Refunds
7.1 Vendor/Exhibitor Cancellations: If the Vendor/Exhibitor is unable to attend the Event, they must notify the Organizer in writing as soon as possible. If cancellation occurs after the approval of the application and payment received, no refund will be provided.
7.2 Event Cancellations: The Organizer reserves the right to cancel, reschedule, or modify the Event for reasons beyond their control, including but not limited to natural disasters, government restrictions, or other unforeseen circumstances. In such cases, the Organizer will inform all approved Vendors/Exhibitors promptly and will either refund the application fee or apply it to a future Event, at the Organizer's discretion.
8. Media and Promotion
8.1 Media Coverage: The Organizer may take photos, videos, and other media of the Event, including Vendor/Exhibitor booths, for promotional purposes. By participating, Vendors and Exhibitors grant the Organizer the right to use any media captured during the Event in marketing materials, on websites, and social media platforms without additional compensation.
8.2 Social Media Promotion: Vendors and Exhibitors are encouraged to promote their participation in the Event through social media, using official event hashtags and handles. However, all promotional activities must adhere to the Event’s guidelines.
9. Force Majeure
9.1 Non-Performance: The Organizer shall not be held liable for any failure to perform their obligations under this Agreement due to causes beyond their control, including but not limited to natural disasters, pandemics, strikes, or government-imposed restrictions.
10. Modification of Terms
10.1 Amendments: The Organizer reserves the right to modify or amend these Terms and Conditions at any time. Any changes will be communicated to the Vendor/Exhibitor in writing or by email prior to the Event.
10.2 Governing Law: This Agreement shall be governed by and construed in accordance with the laws of Kansas City, KS. Any disputes arising out of or in connection with this Agreement shall be resolved in the courts of Kansas City, KS.
11. Agreement
By submitting this Application, the Vendor/Exhibitor acknowledges that they have read, understood, and agree to be bound by these Terms and Conditions.
