Vendor Information Form

Vendor Application Instructions for 2024 Youth Expo Day 

Thank you for your interest in participating as a vendor at our 2024 Youth Expo Day! We're excited to showcase your offerings and provide a platform for engaging with our diverse audience. Please carefully follow the instructions below to complete your vendor application:

1. Review the Event Description: Familiarize yourself with the purpose and theme of the 2024 Youth Expo Day, as well as the focus of our celebration. Our event aims to highlight the programs, initiatives, and opportunities available to young people, so we encourage vendors whose offerings align with these principles.

2. Complete the Application Form: Fill out all required fields accurately and completely, providing details about your organization, products/services, and any special considerations or requests.

3. Submit Required Documentation: Along with your application form, be sure to include any additional documentation requested, such as proof of insurance, permits/licenses, or samples of your products/services. These documents help us ensure compliance with event regulations and standards.

4. Provide Relevant Information: Use the space provided in the application form to describe how your participation as a vendor contributes to the overall theme and objectives of International Youth Day. Highlight any youth-focused initiatives, programs, or promotions you'll be featuring at your booth.

5. Agree to Terms and Conditions: Review the vendor agreement or contract included with the application materials. By signing and submitting your application, you acknowledge your commitment to abide by event policies, guidelines, and regulations, including set-up and tear-down procedures, safety protocols, and payment deadlines.

6. Submit Application by Deadline: Ensure that your completed vendor application, along with all required documentation, is submitted by the specified deadline. Late or incomplete applications may not be considered, so be sure to plan ahead and allow ample time for preparation.

7. Await Confirmation: Once your application has been received, our event organizers will review it and notify you of your vendor status. If accepted, you'll receive further instructions regarding payment, booth assignment, logistics, and any additional requirements.

8. Prepare for the Event: Upon confirmation of your participation, begin preparing for the 2024 Youth Expo Day! Plan your booth layout, stock up on inventory, design promotional materials, and get ready to engage with our enthusiastic audience of young people and their families.

Thank you for your interest in being a part of our 2024 Youth Expo Day. We look forward to showcasing your contributions and celebrating the energy, creativity, and potential of youth together!

Insurance Requirements for Vendors Participating in the 2024 Youth Expo Day:

1. General Liability Insurance: All vendors are required to maintain general liability insurance with coverage limits of at least $1,000,000 per occurrence and $2,000,000 in the aggregate. This insurance should protect against claims for bodily injury, property damage, and personal injury arising from the vendor's participation in the event.

2. Additional Insured Endorsement: Vendors must name the event organizers (One Team One Dream of the Capital District, Inc.), along with any affiliated organizations or entities, as additional insured parties on their general liability insurance policy. This endorsement should be provided in the form of a certificate of insurance, clearly stating the names of the additional insured parties and the scope of coverage.

3. Certificate of Insurance: Prior to the event, vendors must submit a valid certificate of insurance as proof of coverage. This certificate should be issued by the vendor's insurance provider and include details such as policy number, effective dates, coverage limits, and the additional insured endorsement. The certificate must be submitted to the event organizers at least 30 days before the event date.

4. Compliance with Legal Requirements: Vendors are responsible for ensuring that their insurance coverage meets all legal requirements and regulations applicable to their business activities. This includes obtaining insurance from reputable carriers, maintaining coverage throughout the duration of the event, and adhering to any specific insurance requirements outlined by event organizers or venue management.

By adhering to these insurance requirements, vendors can help ensure a safe and successful 2024 Youth Expo Day for all participants. Failure to provide adequate insurance coverage may result in the vendor's exclusion from the event or other consequences as determined by the event organizers.