2025 EXHIBITOR AGREEMENT
Service: Elite Events ("Producer") agrees to provide the exhibitor signed below ("Exhibitor") space at the Nigerian Day INDOOR 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.
VENDOR SPACING
6 feet by 2.5 feet space – This vendor space includes one 6-foot table and two chairs that will already be in place upon your arrival for setup.
10 feet by 10 feet space – This vendor space includes one 6-foot table and two chairs that will already be in place upon your arrival for setup.
Vendors are not permitted to walk around and solicit customers. Vendors are only permitted to sell at their booth or directly in front of their booth. The Producer will use its best judgment in promoting and staging the Show and may, for any reason, change the date, times, and location of the Show by giving the Exhibitor five days' notice. The Producer may also change the floor plan or booth assignments at its sole discretion and does not guarantee any exclusive rights to any exhibitor in any product category. Exhibitors 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 the Producer. All amounts due under this agreement are unconditional obligations of the Exhibitor and are nonrefundable.
SETUP AND REMOVAL
Setup will begin at 9:00 AM. Exhibitors may load in only during the time(s) specified by the Producer. Exhibitor booths must be entirely set up and staffed by 11:00 AM on the day of the Show. Exhibits or items may not protrude into the aisles, and staff may not encroach on surrounding vendor spaces. Exhibitors agree not to break down their booths until after the Show closes, or at least not before 3:00 PM. Exhibitors must remove all belongings and trash from their booth area at the end of the Show.
TRASH
Vendors are expected to clean their respective areas and are responsible for collecting all trash and properly placing it in sealed trash bags. A trash bin will be available onsite in the back for vendor use. Each vendor is required to provide their own trash bags. Please bring at least two. Vendors agree to leave their vending area in the same condition in which it was received.
BREAKDOWN
All vendors are required to remain set up until at least 2:59 PM. The event runs until 6:00 PM. Any vendor who breaks down before 3:00 PM will be assessed a $200 fine.
LIABILITY
The Producer’s liability is limited to the actual money paid by the Exhibitor. In the event the Show must be postponed due to fire, natural disaster, or other unforeseen circumstances, the monies paid will be applied to a rescheduled date/location. If the Show is canceled, all monies will be refunded or applied toward a future Show at the sole discretion of the Producer. Exhibitors are encouraged to obtain their own liability insurance for their booth space and property. Exhibitors are responsible for any liability arising from their participation in the Show, including product liability, accidents, or injuries, and agree to indemnify and hold the Producer harmless. If an Exhibitor does not stay within the boundaries of their booth, the Producer may immediately remove them from the event. In such cases, the Exhibitor forfeits all fees paid and any outstanding balances.
ELITE EVENTS EXPERIENCE POLICY
Exhibitors shall conduct business in the best interest of all participants and comply with all requests from the Producer. Each vendor will be provided with one 6-foot table and two chairs upon arrival. Exhibitors must comply with all applicable state and federal laws, as well as local fire regulations. The Producer reserves the right to prohibit any conduct or display deemed, in its sole discretion, to be inappropriate or not in the best interest of the event. Exhibitors are solely responsible for their own property and release the Producer from any liability for loss or damage.
All vendors must have decor and/or articles of clothing representing Nigeria. Acceptable representation includes a headscarf, Nigerian regalia, green clothing or hat, green and white booth/table decor, or a Nigerian flag. Any of these are acceptable.
Only one business/category per table is permitted. Vendors may not promote other businesses or events that they have not registered or been approved for.
Vendors must provide their own tablecloths.
Vendor booth assignments will be given upon arrival. No table switching is permitted. Vendors must remain within their assigned booth area when promoting or selling items.
The Producer assigns space only for the sale and promotion of the products/services previously registered and approved.
Vendors promoting or selling unapproved items or sharing space with unregistered businesses will be removed immediately without refund.
Vendors may not sell or give away water, juice, sodas, or any other drinks unless they are registered as a drink vendor and have received explicit permission. Vendors selling drinks may only sell drinks. Vendors selling food may only sell food. Vendors selling desserts may only sell desserts.
Vendors must not display, sell, or promote products outside their assigned space. This policy is strictly enforced by the Festival and the Fire Marshal.
No music is allowed at vendor tables.
ADVERTISING RULES
All photos or videos taken by vendors at the event must be posted with the hashtags: #NigerianDayinHouston @OfficialNigerianDayinHouston #NigerianFoodFestival
Vendors must promote the event weekly up to the event date across all social media accounts (business and personal). Hashtags must be included. Vendors must send the promotional link to at least 100 patrons.
Failure to comply with these marketing requirements will result in forfeiture of vendor space and registration fee.
Please respect other vendors' space and belongings.
Vendors are solely responsible for the security of their cash, equipment, inventory, and supplies. The Producer is not responsible for lost or stolen items.
Vendors must monitor their tables and maintain a safe setup throughout the event. Do not leave burners or cooking equipment unattended.
Tents and canopies are not allowed indoors.
Food vendors must wear gloves and adhere to proper food safety practices. Vendors must supply their own napkins and cutlery.
Hand sanitizer at booths is optional.
Food displays must be neat, and spaces should be kept tidy. All food must be stored and served at safe temperatures to avoid foodborne illness.
Please avoid peanuts, peanut oil, and shellfish (including shrimp, prawns, and crayfish) in food due to allergy concerns.
Horseplay will not be tolerated.
SOLICITING RULES
Attendees may not distribute promotional materials unless they are registered vendors.
Vendors are NOT PERMITTED to:
- Accept promotional materials from attendees
- Sell unapproved products
- Promote unregistered businesses
- Walk around in other areas not registerd and pass out cards/flyer/samples
Any violation will be treated as unauthorized solicitation and will result in immediate removal without refund.
COMMUNICATION
All vendors must download WhatsApp to share files and communicate with the event host.
ENTIRE AGREEMENT
This agreement represents the full understanding between the Producer and the Exhibitor. No verbal agreements apply. Any amendments must be in writing and signed by the Producer.