REAL REVIEWS FROM PAST VENDORS
2024 EXHIBITOR AGREEMENT
Service: Elite Events ("Producer") agrees to provide to the exhibitor signed below ("Exhibitor") space at the Oklahoma City Soul Food Festival according to the terms and conditions listed below and for the hours determined by the Producer. Unless otherwise provided below, in-booth carpeting is not included and requested booth locations are not guaranteed. Each indoor vendor is responsible for their entire set up 10" x 10" TENT, CHAIRS, TABLES, & STANDS. . This pertains to indoor vendors. Outdoor vendors are free to bring any stands, tables, chairs as long as it fits under your 10 by 10 space. The producer will use its best judgment in promoting and staging the Show, and may for any reason change the date, times and places of the Show by giving Exhibitor five days notice before the Show. Producer may also change the floor plan or booth assignments in Producer’s sole discretion, and Producer does not guarantee any exclusive right to any exhibitor in any product category. Exhibitor may not assign, sublease, or otherwise share the booth or its rights under this agreement.
Fees and Cancellation Policy: Exhibitor shall pay the total fees set forth below to Producer. All amounts due to Producer under this agreement are unconditional obligations of Exhibitor and shall be paid to Producer as described herein and are nonrefundable. There are no refunds unless the Producer cancels the event. In the case of weather rescheduled events, all Vendor credits will be moved to rescheduled date. To redeem credit, vendors must participate on the reschedule date of the Producers discretion.
Setup and Removal: Setup will begin at 9am. Exhibitor may load in only during time(s) specified by Producer. Exhibitor’s booth must be entirely set up and staffed by 10:00am the day of the Show. Exhibitor’s display or other items may not protrude into the aisles and staff may not encroach on surrounding vendors space. Exhibitor agrees not to break down their booth until after the show closes or at least until 4:00 pm and to remove all belongings and other items, including trash, from its booth at the end of the Show.
TRASH: Vendors are expected to clean their respective area and are responsible to collect all trash and properly place it in sealed trash bags. A trash bin will be available on site in the back for vendor use. Each vendor is required to provide their own trash bags. Please bring at least 2 trash bags. Vendors agree to leave their vending area in the same condition as received.
Breakdown: All vendors are required to stay set up at least until 3:59 pm. Any vendor that breaks down before that time will have a $200 fine assessed.
Liability: Producer’s liability is limited to the actual money paid by Exhibitor to Producer hereunder. In the event a Show must be postponed due to fire, natural disaster, weather, or for any other reason, the monies paid will be applied to a rescheduled date/location. If the Show is cancelled all monies will be refunded or applied toward a future Show and will be at the Producers sole and absolute discretion. Exhibitor agrees to obtain their own liability insurance for its rental space and property used in the Show if they choose to. Exhibitor is responsible for any liability arising out of its participation in the Show, including product liability, accident or injury, and hereby agrees to indemnify Exhibitor for and hold Exhibitor harmless from the same. If Exhibitor does not stay within the boundaries of its booth, Producer may immediately remove Exhibitor from the event, Exhibitor will forfeit any money paid and any amount still due.
Elite Events Experience Policy: Exhibitor shall conduct business in the best interest of all participants and agrees to comply with all requests of the Producer. Each exhibitor will have 10 feet by 10 feet of space and if items exceed that space extra cost will incrue. ALL VENDORS WILL BE RESPONSIBLE FOR THEIR OWN TABLE & CHAIRS. Exhibitor shall comply with all state and federal laws, including all local and municipal fire regulations. Producer reserves the right to prohibit any conduct or display deemed by the Producer, in the Producer’s sole and absolute discretion, to be inappropriate or not in the best interest of the event. Exhibitor is solely responsible for its property and releases Producer from any responsibility of liability for loss or damage to Exhibitor’s property.
Vendors will provide their own table cloths.
Vendors will receive their assigned vendor space when they arrive at the venue. There will be no switching assigned tables.
The Producer assigns vendor space only for the promotion and sale of products and services specified that you have previously agreed on.
Vendors promoting or selling any other products or services not listed on their agreement or subletting space to other businesses will be required to leave the premises immediately with no refunds.
Vendors are not permitted to sell or give for free water, juices, sodas, or any drinks unless you are an allowed drink vendor and received permission to do so.
Vendors are not permitted to exhibit or promote their products or services outside the boundaries of their assigned space. This is a policy of the Festival and the Fire Marshal and will be strictly enforced! Only 1 business category per booth. Booth sharing is prohibited.
No music is allowed at the tables.
ADVERTISING RULES: All registered vendors are responsible for also advertising that the vendor will be at this event atleast weekly.. #EliteExperienceEvents #OklahomaSoulFoodFestival @OklahomaSoulFoodFestival @EliteExperienceEvents
Vendors will recieve a link to send out to 100 friends, family, and customers.
Vendors must promote on their personal pages along with their business pages.
VENDORS WHO FAIL TO PROMOTE THIS EVENT ARE AT RISK OF LOOSING THEIR VENDOR SPACE WITH NO REFUND.
any pictures or videos taken on the premises of the event must be hash tagged to #EliteExperienceEvents #OKLAHOMASoulfoodfestival posted that day or any day thereafter.
Please be respectful of other vendors space and belongings.
Vendors are solely responsible for the security and safety of all cash, equipment, goods, inventory, supplies or other property. The producer and/or event is in no way responsible for loss or theft of vendor’s equipment or property.
Vendors are responsible for watching your table items and maintaining safety for the entire event. Do not leave burners unattended at any point.
Vendors must stay in the area they registered for with selling and marketing their business. That consists of in front of or behind your booth. Vendors will not be able to or send family members or staff to solicit customers from other areas. This is a direct violation of the contract and any violators will be terminated and removed from the premises immediately.
All indoor vendors must have a 10 by 10 tent of any color.
ALL Food, Drink, & Dessert Vendors must wear gloves and practice proper food handling techniques.
Vendors are to provide napkins and cutlery for their products.
Any vendor coming with grills or fryer must grill outside
Hand sanitizer on each table is optional.
Vendors are not permitted to bring food/drinks or coolers unless these are items listed to sell
Vendors are to have their food/product displays neat and keep your area tidy during the event
Food must remain maintained at a proper temperature and handled with care at all times, in order to avoid any food borne illnesses.
There is no cooking or frying indoors.
Please try to avoid Peanuts, Peanut oil. Shellfish including shrimp, prawns, crayfish hidden in your foods since so many people have allergic reactions to them.
ALL VENDORS SELLING FOOD, DRINKS, DESSERTS ARE REQUIRED TO HAVE 1 FULL BOX OF HAND GLOVES AT THE EVENT AND MUST WEAR THEM AT ALL TIMES HANDLING ITEMS WITH ATTENDEES.
Horseplay at this event will not be tolerated.
Food vendors must comply with and Obtain City of Oklahoma Permits.
Food Drinks Dessert Vendors
Vendors can only choose one category to sell from unless you are on a food truck then you can opt and pay for both
Dessert vendors can only sell desserts. No meals or drinks
Drink vendors can sell only drinks no meals or desserts.
Food/meal vendors can only sell food no drinks or dessert items.
We have created this rule to make the event fair for all Vendors selling items.
FOOD VENDORS WILL NOT BE PERMITTED TO INFLATE FOOD RATES.
Food plates must be $5-$30 max. Attendees are coming to eat from several vendors. You can adjust your portion size accordingly to accommodate your business. The goal for this event is to promote your business to as many people as possible.
Drink vendors can sell non alcoholic drinks between $0.50-$10 max
All other items and/or plates can be priced at the vendors' discretion between $1-$30.
COMMUNICATION: All Vendors must download Whatsapp messaging system as a way to share images and larges files with the event Host.
Entire Agreement: This written agreement represents all understanding between Producer and Exhibitor and no oral representations have been relied on that are not written on this form. All changes to this agreement must be written and signed by the Producer.