Vendor Space Rental Agreement
This is the stuff the lawyers make us give you!
1. Anyone who has a space in our vendor room will be referred to as a vendor in the following agreements, regardless of whether we call them Author, Artist, Vendor, or any other title elsewhere.
Vendor Sales Liability
2. You acknowledge your responsibility to be familiar with laws that are applicable to you (e.g. tax and intellectual property).
3. Vendors are responsible for getting registered with the state as a vending entity, obtaining sales license, and reporting income. Vendors are also responsible for obtaining licensing to use Intellectual Property.
4. Products, services and booth displays are subject to state, federal and local law as well as our judgment of appropriate and safe materials and subject matter. We expect you to abide by and know the laws that pertain to you and ask that you also use common sense.
Shiny Garden and the convention organizers reserve the right to retract a contract for rented booth space without refund if we feel that the use of the space violates any laws or seems dangerous or inappropriate for this event. This includes, but is not limited to, selling unlicensed merchandise, pirated media, pornographic material, and illegal products. Please write us if you have any questions concerning your products, services or booth display.
5. We will have minors at this show. We ask that you do not openly display anything that would generally be considered inappropriate for young children and keep all potentially harmful items (i.e. blades, appliances or displays with moving parts, toxic products, etc.) out of the reach of your potential customers, especially children. You will need to have your staff assist potential buyers with the handling of these types of products. Purchased blades will need to be taken offsite at time of purchase. It is the vendor’s responsibility to know the age restrictions of their products and to request ID as appropriate.
Vendor Setup Conduct
6. We expect our vendors to complete setup before the first day’s business hours begin.
7. We expect our vendors to have a presence in their space during vendor room hours each day of the convention.
8. We expect our vendors to be completely out of the vendor room by the time listed in the information packet on the last day of the convention.
9. If the hotel charges us an extra amount because a vendor is in the vendor room past the deadline, we will pass that cost on to any vendors causing the overage. As a vendor, you agree to this.
Vendors and their Staff Behavioral Conduct
10. Vendors agree to not be under the influence of recreational drugs during convention hours.
11. Vendors agree to not drink enough alcohol to become intoxicated during convention hours.
12. Vendors will provide to us any allergies, medications, or medical conditions that should be communicated to medical professionals in the event of an emergency AND/OR they will have a medical ID easily available.
13. Vendors will provide to us any food allergies or other relevant information if they want special consideration for any provided food.
14. Vendors assume the entire responsibility and liability for losses, damages, and claims arising out of Vendor activities on the event premises and will indemnify, defend, and hold harmless Shiny Garden, the Hotel, its owner, its management company, as well as both their respective agents, servants, and employees from any and all such losses, damages, and claims.
15. Vendors will not interfere with other vendors. For example, do not grab an attendee who is in the middle of a purchase and drag them over to your space to try and sell them something. Please keep all sales and/or interactions in or nearby your space.
16. All attendees including vendors must abide by the Shiny Garden event policies, which can be found at https://shinygarden.org/events/policies/ . These policies include, but are not limited to, our Safe Space Policy & Anti-Harassment Policy and Code of Conduct Policy.