Part 1: The Fun Stuff

RVA Tropical & Exotic Plants | Vendor Terms & Conditions

Part 1: Spatial Integrity & Safety

To ensure the safety of our expected guests and to protect the venue's assets, we strictly enforce the following spatial rules:

• Footprint Limits: Standard and Seedling spaces are strictly limited to a 4ft total depth (the width of your table plus room for one chair).
• No "Aisle Creep": You may not add shelves, racks, or inventory into the aisles or the sides of your space. All items must be contained within your footprint or stored directly under your table.
• Vertical Displays: Table-top displays are encouraged, but floor-standing fixtures must be approved 72 hours prior to the event.
• Triple Crossing Barrel Rule: At our Triple Crossing Fulton events, a mandatory 12-inch "Air Gap" must be maintained between your booth and any venue barrels. Do not lean on, stack items against, or tape anything to them.
• No Unauthorized Guests: Split tables or guest vendors who have not been vetted by the organization are strictly prohibited.

 

Part 2: Application & Process

We operate on a curated, First-Come, First-Served basis.

• The Review Window:
  • Daily Batch Review: We review all applications in batches every 24 hours.
    First Come, First Served: Space is strictly first come, first served. Spots are not held.
  • Payment Secures Your Spot: Receiving an approval email does not hold your space. Only a completed payment secures your spot.
• Payment Policy:
  • Card Payments: This is the standard method to immediately secure and lock in your placement.
    • Cash/Venmo: Cash payments are only accepted via prior arrangement with the admin team. We reserve a very limited number of cash-entry spots; once these are filled, all remaining spots must be secured via card.

 

Part 3: Originality, AI, & Resale Policy

We celebrate the "Maker" spirit and the authenticity of our community. To protect the value of handcrafted goods and specialized botanical expertise, we enforce the following:

• The Resale Rule: RVA Tropical & Exotic Plants is not a general resale market. The majority of your stock (75%+) must consist of live plants or goods handmade by you under the terms outlined here. Tables primarily consisting of mass-produced "buy-and-resell" non-plant items are not permitted.
• AI & The "Post-Processing" Mandate: We treat AI as a tool, not a creator.
  • Beyond the Prompt: To qualify as a "Maker" product, any AI-assisted work must involve substantial physical or artistic post-processing. 
    • No "Prompt-to-Product": Simply generating an image and applying it directly to a third-party item (e.g., mugs, stickers, or apparel) without significant manual alteration is strictly prohibited. The maker must have "put their hands on the product" to create a unique, manufactured item that cannot be replicated by a prompt alone.
  • Labeling: Any merchandise featuring AI-generated imagery must be clearly labeled as "AI-Assisted" at your booth.
• 3D Printing & Physical Craft: We prioritize functional, original, or highly finished works.
  • No "Build-Plate Junk": Mass-produced, unpainted, or low-effort "fidget" toys and "stock" prints that do not serve a botanical purpose are not permitted. Items must show significant post-processing (sanding, painting) or be an original design.
• Marketing Integrity:
  • No Generative Photos: You may not use AI to generate "fake" photos of a product. Every product photo used in your marketing or application must be a literal photograph of the actual, physical item you have manufactured or grown.
    • Allowed: You may use AI for background clean-up, lighting adjustments, or "re-lighting" product shots to achieve a clean, professional aesthetic.
    • Integrity of Craft: You may not use AI to digitally "mask" or hide the natural textures of your manufacturing process (e.g., using AI to make a 3D-print look like smooth ceramic).
    • Truth in Botany: The use of AI-generated imagery to represent live plant inventory, including adding fake variegation or unrealistic growth, is strictly prohibited.
    • The Standard: What the customer sees in your marketing must be an honest representation of the physical item they will hold in their hand.

 

Part 4: Cancellations, Credits, & Weather

• Rain or Shine: Most events are indoors and will proceed during typical rain.
• Severe Weather: If extreme conditions (such as snow, ice, or local emergencies) make travel unsafe, we may be forced to reschedule or cancel.
• The "Patience & Momentum" Clause: RVA Tropical & Exotic Plants is a volunteer-run organization, and rescheduling an event of this scale requires significant coordination. By applying, you agree to show patience during weather-related shifts. We work quickly to secure new dates without canceling our original Facebook event to preserve the advertising and audience momentum already built. Your commitment stays with the new date to ensure the shoppers we’ve reached are still there for you.
• Rescheduling Credit: If an event is rescheduled and you are unable to attend the new date, you will receive a 100% credit toward a future market.
• No Cash Refunds: RVA Tropical & Exotic Plants does not offer cash refunds for vendor cancellations. All payments are final.
• 10+ Days Notice: If you cancel at least 10 days before the event, you will receive a 100% credit toward a future market.
• Within 10 Days: Cancellations made within the 10-day window are not eligible for credit, as space and marketing have already been funded.

 

Part 5: Logistics & Conduct

• Load-In: Standard load-in begins at 11:45 AM. Vendors with "Priority Load-In" may arrive at 11:15 AM.
• Venue Rules: No outdoor tents are permitted indoors. Access to electricity is restricted to those who purchased the specific add-on.
• Support: If you have mobility needs or special requests, please email info@rvatropicalandexoticplants.org at least 72 hours in advance.

Liability Waiver

I certify that I am the authorized representative for this collection or business. By signing below, I acknowledge that I have read and fully understand the Clear Terms, Rain or Shine Policy, Refund Policy, and the 'Patience & Momentum' Clause outlined above.

I agree to abide by these terms and further agree to hold RVA Tropical and Exotic Plants harmless against any claims, damage, and/or costs arising from accidents, harm, or liability to any persons or property.