2026 EXHIBITOR AGREEMENT
Service: Elite Events (“Producer”) agrees to provide to the exhibitor signed below (“Exhibitor”) space at the Houston 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 space purchase includes two (2) chairs that will already be in place for you when you arrive for set up. Outdoor vendors are free to bring any stands, tables, or chairs as long as all items fit within the 10x10 space. The Producer will use its best judgment in promoting and staging the Show and may for any reason change the date, times, and place of the Show by giving Exhibitor five (5) days’ notice prior to the Show. Producer may also change the floor plan or booth assignments in Producer’s sole discretion and does not guarantee exclusivity 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 the rescheduled date. To redeem credit, vendors must participate on the rescheduled date at the Producer’s discretion.
Vendor payments are used as a retainer for event planning, production, marketing, staffing, and logistics costs associated with the event. Once payment is made, the Producer immediately allocates resources toward the planning and execution of the event. For this reason, no refunds will be issued after payment is made unless the Producer cancels the event entirely. By submitting payment, the Exhibitor acknowledges and agrees that their payment constitutes a non-refundable retainer for services rendered and costs incurred in advance of the event.
SETUP AND REMOVAL
Outdoor vendors must arrive between 8:00am–9:00am to obtain their vendor space with tent or truck/trailer ready to be placed. Indoor vendors must arrive between 10:00am–10:30am to obtain their vendor space. Exhibitor may load in only during time(s) specified by Producer. Exhibitor’s booth must be entirely set up and staffed by 11:00am the day of the Show. In past events, attendee lines begin between 9:00am–10:00am, making it difficult for vendors to enter and prepare for the event. Exhibitor’s display or other items may not protrude into aisles, and staff may not encroach on surrounding vendor space. Exhibitor agrees not to break down their booth until after the show closes or no earlier than 3:00pm and to remove all belongings, including trash, at the end of the Show.
EVENT STAFFING
Each booth must be sufficiently and properly staffed at all times to accommodate the nature of the vendor’s business and the anticipated volume of attendees. The Producer reserves the right to require additional staffing if a booth is deemed understaffed or creates congestion, safety concerns, or service delays.
TRASH
Vendors are expected to clean their respective area and are responsible for collecting all trash and placing it in sealed trash bags. A trash bin will be available on site in the back for vendor use. Each vendor is required to bring their own trash bags. Please bring at least two (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 until at least 2:59pm. 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. In the event the Show must be postponed due to fire, natural disaster, or other causes, monies paid will be applied to a rescheduled date or location. If the Show is cancelled, monies will be refunded or applied toward a future Show at the Producer’s sole discretion. Exhibitor agrees to obtain their own liability insurance if desired and is responsible for any liability arising from participation in the Show. If Exhibitor fails to remain within booth boundaries or arrives late, Exhibitor forfeits all fees and space.
ELITE EVENTS EXPERIENCE POLICY
Exhibitor shall conduct business in the best interest of all participants and comply with all requests of the Producer. Each indoor exhibitor will have either a 6ft x 2.5ft space or a 10x10 space. Items exceeding allotted space may incur additional cost. Each indoor vendor will receive two (2) chairs. Exhibitor shall comply with all state, federal, and fire regulations. Producer reserves the right to prohibit any conduct deemed inappropriate. Exhibitor is solely responsible for their property.
Vendors must provide their own tables and tablecloths.
Vendor spaces are assigned upon arrival. No switching is permitted.
Vendor space is assigned only for the promotion and sale of approved products and services.
APPROVED PRODUCTS AND SERVICES
Vendors agree to sell only the products and services submitted in their application and approved by the Producer. No additional products, substitutions, or expansions of product offerings are permitted at the event without prior written approval. Vendors found selling unapproved items may be required to immediately remove those items and may be subject to removal from the event without refund.
Selling or promoting unapproved products or subletting space will result in immediate removal without refund.
No vendor may sell or give away water, juices, sodas, or drinks unless approved as a drink vendor.
Vendors may not promote products outside their assigned space. One business category per booth. Booth sharing is prohibited.
No standing signs or banners for indoor 6ft spaces. Clothing vendors may have one (1) rack placed behind the table only.
Mannequins, stands, or shelves must fit on the table.
For 10x10 spaces, vendors may bring tables, stands, and banners that fit within the space.
No music is allowed at vendor tables.
ADVERTISING RULES
All vendors are required to promote the event at least weekly.
#EliteExperienceEvents #HOUSTONSOULFOODFESTIVAL
@HOUSTONSOULFOODFESTIVAL @EliteExperienceEvents
Vendors will receive a promotional link to text to 100 contacts.
Vendors must promote on both personal and business pages.
Vendors who fail to promote this event are at risk of losing their vendor space with no refund.
All photos and videos taken at the event must be tagged accordingly.
FOOD, DRINK, AND DESSERT RULES
Food prices must be between $5–$30 maximum.
Non-alcoholic drink prices must be between $0.50–$10 maximum.
Food or meal vendors and made-on-site drink vendors must have a minimum of three (3) staff members per booth.
Food vendors may sell food only.
Dessert vendors may sell desserts only.
Drink vendors may sell drinks only.
Food trucks may opt into multiple categories for an additional fee.
No cooking or frying indoors.
Grilling and frying must be outdoors only.
Gloves are required at all times when handling food.
Vendors must provide napkins and cutlery.
Proper food temperature must be maintained at all times.
Avoid peanuts, peanut oil, and shellfish where possible due to allergies.
Propane permits are required if applicable.
Horseplay will not be tolerated.
All vendors must recognize VIP attendees and allow them to skip lines.
COMMUNICATION
All vendors are required to download and use WhatsApp as the primary method of communication with the Event Host for images, files, and updates.
ENTIRE AGREEMENT
This written agreement represents the entire understanding between Producer and Exhibitor. No oral representations have been relied upon that are not written herein. All changes must be made in writing and signed by the Producer.