Part 1: The Fun Stuff

Summary of Vendor Terms

Before submitting your application, please review our core partnership rules:

One-Time Application: We operate on a partnership model. You apply and are vetted once. Approval grants ongoing access to future event registrations without reapplying.

Remaining Active: To maintain your active status in the portal, you must participate in at least one event per rolling 12-month period and keep your portal profile details accurate.

Booth Boundaries: Your setup must stay completely within your paid booth size (tabletop or full floor spaces). Inventory, racks, or shelving may not spill over into the aisles or side boundaries.

Venue Rules & Compliance: Because we move around Greater Richmond, all host venue rules take precedence. We reserve the right to remove any vendor immediately without a refund for safety violations or hazardous conduct.

Curated Inventory (The 75% Rule): To protect the community experience, at least 75% of your booth must consist of live plants or handmade artisan goods. Mass-produced, general boutique buy-and-resell retail items are strictly prohibited.

Plant Health & Regulations: All plants must be healthy and completely free of visible pests or rot. Sells of plant species classified as invasive in the Commonwealth of Virginia are strictly prohibited per VDACS regulations.

Authentic Marketing & AI: AI-assisted goods are only allowed if substantial physical or artistic craft was added to the final product (no basic prompt-to-print items). You may not use AI to generate fake or modified plant photography (such as adding artificial variegation).

Cancellations & Credits: As a volunteer-run nonprofit, we do not offer cash refunds. A 100% future event credit is issued for cancellations made 10 or more days before an event. Cancellations inside the 10-day window receive no credit.

Logistics Protocol: Standard load-in begins at 11:45 AM. Early breakdowns are strictly prohibited to preserve the guest experience, and setups must be fully cleared of debris at load-out.

○ Read the complete document before applying: Full Vendor Partnership Agreement

Vendor Certification & Liability Waiver

I certify that I am the authorized representative of the business or collection named in this application and that I have full legal authority to enter into this agreement on its behalf.

By signing below, I confirm that I have read, fully understand, and agree to be bound by the complete RVA Tropical & Exotic Plants Vendor Partnership Agreement, including all eight parts:

Part 1 — The Vendor Partnership model, one-time application, ongoing good standing requirements, and access to The Canopy vendor portal
Part 2 — Spatial Integrity & Venue Safety, including footprint limits, aisle boundaries, venue-specific rules, and the organization's right of immediate removal without refund
Part 3 — Event Registration & Payment, including the first-come, first-served payment policy
Part 4 — Originality, AI & Resale Standards, including the 75% Rule, Plant Health & Invasive Species Policy, AI post-processing requirements, and marketing integrity standards
Part 5 — Vendor Conduct & Community Standards, including the perpetual, irrevocable media license granted to RVA Tropical & Exotic Plants
Part 6 — Liability, Insurance & Tax Responsibility, including my agreement to indemnify, defend, and hold harmless RVA Tropical & Exotic Plants, its directors, volunteers, and venue partners from any and all claims arising from my participation, and my sole responsibility for Virginia sales tax reporting and remittance
Part 7 — Cancellations & Partnership Credits, including the 10-day cancellation policy, no cash refund terms, rescheduling credit policy, and my status as an independent partner — not an employee or contractor
Part 8 — Logistics & Transparency, including load-in and load-out procedures, the prohibition on early breakdown, and the nonprofit standing of RVA Tropical & Exotic Plants as a Virginia Nonstock Corporation

I understand that this agreement is governed by the laws of the Commonwealth of Virginia. If any provision is found unenforceable, all remaining provisions shall remain in full force and effect. This waiver applies to all events attended under this Vendor Partnership and remains in effect for the duration of my active partnership with RVA Tropical & Exotic Plants.