Description of Vendor Guidelines & Info

• SET UP START: Vendor or Exhibitor set-up time must be completed one full hour BEFORE the event's scheduled start time (you are advised to factor in time to find parking and time to unload your materials/supplies)
• SET UP FINISH TIME: Must be completely set up no later than 15 minutes prior to the start of the event
  EVENT PARKING: AT THE VENUE: parking can be found at the event location, off street in surrounding blocks, or at a local parking garage or public parking lot. In some cases the City will allow for blocked parking spaces for our event participants, but this is not always possible. Please plan ahead for parking.
• EVENT LOCATION: Please refer to the event flyer for the event location address (we host several community events throughout the year this form is a general form for all JBY events)
• MATERIALS CODE: Vendor must only have materials that is appropriate for the event you are registering for. At no time are vendors allowed to have/sell/promote THC products, CBD products, alcoholic products, or explicit/pornographic adult products. No vendor is allowed to promote/provide/post products/services that are offensive, racist, discriminatory, in anway way shape of form. We reserve the right to revoke your vendor participation with no refund given for vendor fee(s) if our materials code is violated. This discription of our vendor code is subject to change without notice.

FEES & REGISTRATION:

Regarding fees and registration process: Vendor is registering to set up a professional display table at the above event. Vendor must provide their own card table, or a 4 or 6-foot table, you are allowed to bring a small canopy (for outdoor events), but said canopy cannot in any way shape or form obstruct the view of the event or create a distraction or be overly elaborate as to overshadow the event. Vendor's with informational tables are not allowed to sell any merchandise or services. Vendor must not collect emails via a printed paper sign up sheet. However, vendor may have a QR code that attendees may willingly on their own accord scan to sign up for vendor's mailing list. Vendor may not solicit and lure event attendees to come over to their table. Information tables are only allowed to provide literature to share information about your services. Profit based vendors are allowed to promote and/or sell merchandise and/or services to guests. Vendor agrees to only provide information on services/products that was originally conveyed to the event organizer.

Vendor or Exhibitor registration fees are non-refundable.

VENDOR REGISTRATION PAYMENT INSTRUCTIONS DUE TO EVENT ORGANIZER.

• We accept electronic payment: (payment is due upon completing this vendor registration form and table is not reserved until payment is received.) Fee is due no later than 21-business days prior to event date. (unless otherwise communicated to the vendor)

a. PayPal (jbyacademykids@gmail.com)
b. Venmo (@msmahoganyjby)
c. CashApp ($jbyacademy)

Small Nonprofit organizations - Small Community Service Organizations: (information table only) - $15 (note: if your organization is facing economic hardship and you will struggle to pay this fee, you must communicate as such, for consideration to have the fee waived)

Medium/Large Nonprofit organizations -  Medium/Large Community Service Organizations: - (information table only) - $30 (note: if your organization is facing economic hardship and you will struggle to pay this fee, you must communicate as such, for consideration to have the fee waived)

For Profit business - Product based: (selling products/services) - $75

Food Vendor - (must have all required permits) - $95

Food Truck - (must have all required permits) - $120

AGREEMENT TERMS cont.:

The Vendor warrants that he/she is free to enter into this Agreement and to fully perform the Agreement. In consideration of the Vendor registration for the event and associated which is set out in this agreement, the Vendor agrees to adhere to the arrangements in accordance with this agreement, (“the event”) at the Event. With a spirit of excellence, courtesy, and professionalism. Vendor or Exhibitor agrees to abide by the engagement guidelines previously discussed when booked for the event. Where the Vendor consists of two or more members the individual members agree to be jointly and severally bound by the terms of this Agreement on the same terms as the Vendor.
The Vendor agrees that he/she is responsible for his/her own transportation and the provision of equipment or supplies for the Event. The Vendor shall be responsible for insurance for his/her own equipment, supplies, monies, merchandise, etc. And will hold harmless/blameless JBY Academy & Performing Arts Conservatory - Just Be You Performing Arts and its associates, heirs, staff, volunteers, assigns, board members, officers; for any loss/damages of said equipment, supplies, monies, merchandise, etc. Which includes personal items, i.e. cell phone, camera equipment, laptops, etc.

Note: Vendor fees are complimentarily WAIVED for sponsors who are donating a service and/or product(s) at the event as a sponsor of the event.

CANCELLATION OF EVENT

Vendor agrees to hold harmless/blameless JBY Academy & Performing Arts Conservatory - Just Be You Performing Arts and its associates, heirs, staff, volunteers, assignees, board members, officers; for cancellation by the City of (whichever city event is being held), due to Acts of God, due to Acts of God, natural disasters, health epidemics, or any other legitimate occurrences; beyond their control, or due to inclement weather, or medical/family emergency of the Event Organizer. Vendor or Exhibitor registration fees are non-refundable. (If you are unable to follow through on attending as a vendor please send a courtesy notice to: jbyinspireme@gmail.com)

Vendor Code of Conduct and Expectations

Being a vendor means you agree to and will abide by the below code of conduct and expectations.

• All vendors are expected to conduct themselves in a respectable appropriate manner at all times. This includes the attire worn at the event. Vendors must wear clothing that is free of offensive language or graphics.
• The event is smoke-free, drug-free, alcohol free, gun free, weapons free, vaping free, foul language free, solicitation free, drama free event. No exceptions.
• The event is a warm and welcoming event for all children and families. As such, any vendor must not promote any religious or political beliefts at the event directly or indirectly towards the attendees in a way to create division, isolation, exclusion, or any form of discrimination or prejudice.

Imdemnity and Liability Waiver

I understand and agree that in participating in the event that I am registering to be a vendor at; as well as,
any rehearsals, or activities, there is a possibility of physical injury or death. As well as the exposure to
Covid-19 (coronavirus). An inherent risk of exposure to COVID-19 exists in any public place where people
are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death. I voluntarily agree, therefore, to assume all risks and responsibility for any such injury, accident, or exposure, which might occur to me or my staff/associates/affiliates. I also exempt, release, and indemnify, JBY ACADEMY & PERFORMING ARTS CONSERVATORY – JUST BE YOU PERFORMING ARTS - AND - its owners, agents, volunteers, assistants, employees, guest talents, faculty members, heirs, assigns, board members, and/or students from any and all liability claims, demands, or causes of action whatsoever from any damage, loss, injury, or death to me, or my staff/associates/affiliates, or property which may arise out of or in connection with participation in any participations, rehearsals, or activities associated with the event. I further hereby voluntarily agree to waive my rights and that of my heirs and assigns to hold JBY ACADEMY & PERFORMING ARTS CONSERVATORY - JUST BE YOU PERFORMING ARTS - AND - its owners, agents, volunteers, assistants, employees, guest talents, faculty members, heirs, assigns, board members, and/or students liable for such damage, loss, injury, or death. I understand that I should be aware of my physical limitations and agree not to exceed them. I understand that it is my personal obligation to protect myself and manage my own health. I certify that I am an authorized representative therein and have the right to waive these rights on my own behalf.

Media Release

The Director/Producer shall have the right to use the Vendor’s name, pre-approved likeness, and biographical material with respect to the Vendor’s Participation and the promotion of the Event provided that nothing in this paragraph shall entitle the Director/Producer to use the Vendor’s name or likeness to endorse any product or service other than with respect to the Event. Vendor understands and agrees; that photos, and/or videos may be taken of them and their participation; during the Event. Vendor authorizes Director/Producer and JBY Academy & Perfoming Arts Conservatory - Just Be You Performing Arts the ability to use any photos or videos taken of the them and their participation; in brochures, photo displays, or in other electronic or printed materials, and on social media, without further authorization or compensation, for the intent and purpose of marketing and promoting the event.

NOTE: this vendor registration applies to all members of the vendor's business or organization that will be present/participating at the above named event. 

 

Payment Due at time of Registration. See above for the fees according to your business/organization category. Paymemt can be made via one of the following:

a. PayPal (jbyacademykids@gmail.com)
b. Venmo (@msmahoganyjby)
c. CashApp ($jbyacademy)

Note: Vendor fees are complimentarily WAIVED for sponsors who are donating a service and/or product(s) at the event as a sponsor of the event.