Vendor Participation, Reservation & Promotional Services Agreement
This Vendor Participation, Reservation & Promotional Services Agreement (“Agreement”) is entered into by and between Community Markets & Events LLC (“Organizer,” “Community Markets & Events,” “we,” “us,” or “our”) and the undersigned vendor (“Vendor,” “you,” or “your”) for participation in a Community Markets & Events market, event, or vendor opportunity.
By submitting an application, receiving approval, paying an invoice, reserving vendor space, or participating in an event, Vendor acknowledges and agrees to the following terms and conditions.
1. Vendor Acceptance and Invoice for Promotional Services
Upon acceptance as a vendor, Vendor will be invoiced for Promotional Services for Vendor Participation, which includes an indoor 6-foot table space at the Market, unless otherwise stated in writing by Community Markets & Events.
Vendor understands and agrees that the invoice is for promotional services, vendor participation, event planning, advertising, administrative coordination, market management, category management, and reservation of vendor space.
Vendor is responsible for providing all equipment, supplies, displays, inventory, payment processing, signage, packaging, and any other items needed to vend on the day of the market, unless otherwise expressly provided in writing by Community Markets & Events.
2. Reservation Secured Only Upon Payment
Vendor understands that approval alone does not secure a vendor space.
Reservations are secured only upon full payment of the invoice issued by Community Markets & Events.
Vendor agrees to pay promptly upon receipt of the invoice. To accommodate category management, marketing, promotion, event planning, and space assignments, vendor fees are due immediately upon invoicing.
Invoices may be voided three calendar days after issuance if unpaid. If an invoice is voided due to non-payment, Vendor may be required to re-apply and is not guaranteed approval or availability for the same event.
A $5.00 late fee may be assessed for invoices paid after three days.
Non-payment of an invoice may result in removal from the approved vendor list and loss of the ability to reserve or participate in future Community Markets & Events opportunities.
3. Non-Refundable Reservation
Vendor understands and agrees that all reservations are non-refundable and non-transferable.
No refunds or transfers will be granted. This is a non-refundable reservation.
Vendor further acknowledges that fees are used for advertising, promotion, permits, administrative costs, venue coordination, planning, and other event-related expenses, which may be incurred before the event date.
4. Final Approval at Load-In and Product Disclosure
All reservations are subject to final approval by Community Markets & Events at the time of load-in.
Vendor agrees that all products, services, offerings, displays, and promotional materials must be fully disclosed to Community Markets & Events in advance.
Any products, services, or offerings that were not disclosed, were not approved, conflict with event category management, violate event policies, or are otherwise deemed inappropriate by Community Markets & Events will not be permitted to be sold, displayed, sampled, advertised, or distributed.
Community Markets & Events reserves the right to require Vendor to remove any undisclosed, unapproved, unsafe, prohibited, or inappropriate items from the vendor space immediately.
5. Vendor Guide and Event Policies
Vendor agrees to comply with all policies, procedures, expectations, and requirements set forth in the Community Markets & Events Vendor Guide, which is provided or made available upon approval as a vendor.
The Vendor Guide is available at:
https://communitymarketsandevents.us/vendor-guide
Vendor acknowledges that the Vendor Guide may include additional rules regarding setup, breakdown, parking, conduct, product categories, marketing, weather, refunds, safety, insurance, signage, tents, displays, prohibited items, and other event requirements.
Vendor agrees that participation in any Community Markets & Events market or event is subject to compliance with the Vendor Guide and all instructions provided by Community Markets & Events, the Market Manager, venue representatives, or authorized event staff.
6. Full Event Participation Requirement
Vendor agrees to participate in the event for the entire scheduled event period, from 10:00 AM to 2:00 PM.
Vendor must be fully set up, open, and ready to serve customers by the designated event start time and must remain present, operational, and in good standing until the official conclusion of the event at 2:00 PM.
Vendor agrees not to pack up, leave, remove inventory, dismantle displays, close their booth, abandon their space, or vacate the event area before 2:00 PM, unless prior written approval has been granted by Community Markets & Events or unless an emergency requires immediate departure.
7. Early Departure Consequences
Vendor understands that early departure disrupts the event experience, negatively affects customer traffic, impacts other vendors, creates safety and logistical concerns, and may harm the reputation, appearance, and operation of the Market or Event.
Vendor agrees that leaving before the official end time of 2:00 PM without prior written approval may result in fines and other consequences as deemed proper by Community Markets & Events.
Such consequences may include, but are not limited to:
Monetary fines or penalties;
Forfeiture of vendor fees;
Loss of eligibility for future events;
Removal from the approved vendor list;
Restrictions on future participation;
Denial of future applications;
Additional conditions for future approval;
Any other action Community Markets & Events determines to be appropriate.
Vendor acknowledges that Community Markets & Events has sole discretion to determine the appropriate consequence for early departure or failure to comply with event requirements.
8. Location of Vendor Space
Vendor understands that space assignments, parking instructions, load-in details, event reminders, and other important information may be posted prior to each event.
The day before each event, Community Markets & Events may post a pinned announcement in the Community Markets & Events Facebook group with additional details, including parking, space numbers, load-in instructions, and other event information.
Facebook Group:
https://www.facebook.com/groups/communitymarketsandevents
Vendor is responsible for reviewing all posted instructions and clicking “See More” where applicable to read the full announcement.
Vendor understands that space assignments are subject to change at the discretion of Community Markets & Events based on event needs, category management, safety, logistics, venue requirements, weather, or other operational considerations.
9. Inclement Weather, Acts of Nature, and Market Cancellation
Vendor understands and agrees that Community Markets & Events markets are generally held rain or shine.
No refunds will be issued due to rain, poor weather, low attendance, vendor inability to attend, personal scheduling conflicts, illness, transportation issues, or similar circumstances.
Community Markets & Events reserves the right to continue, delay, relocate, modify, shorten, or end a market or event based on weather, safety, venue requirements, emergency conditions, or other circumstances.
The Market Manager may end the market early if weather or conditions become dangerous, including but not limited to lightning, extreme wind, unsafe temperatures, flooding, severe storms, or other hazardous conditions.
Community Markets & Events LLC is not responsible or liable for Acts of Nature, dangerous conditions, venue closures, government restrictions, public health concerns, pandemic-related closures, emergencies, or other circumstances beyond its control.
No credits or refunds will be issued for Acts of Nature, dangerous conditions, public health concerns, emergency closures, or other circumstances outside the control of Community Markets & Events.
If a market is fully cancelled and does not occur at all, Vendor may receive a $10.00 credit to apply toward a future market, subject to Community Markets & Events policies.
Any qualified credit or refund request must be submitted within 30 days of the cancelled event. Requests not submitted within 30 days will be forfeited.
10. Promotions and Marketing Requirements
Vendor understands that Community Markets & Events provides promotional opportunities to help advertise the Market, the event, participating vendors, and vendor products.
Vendor agrees to participate in reasonable promotional efforts, including but not limited to:
Sharing the official event created by the Community Markets & Events Facebook Page on Vendor’s personal and business social media pages;
Not creating a separate event page for the Market or Event;
Sharing Vendor Highlight posts created by Community Markets & Events;
Engaging with Community Markets & Events social media posts where appropriate;
Liking, following, and supporting Community Markets & Events social media pages;
Providing a logo, product photos, business information, or other promotional materials upon request.
Vendor understands that creating separate or unofficial event pages may create confusion and may allow scammers to solicit vendors improperly. Vendor agrees to use and share only the official Community Markets & Events event page unless otherwise approved in writing.
Community Markets & Events social media pages include:
Facebook: https://www.facebook.com/CommunityMarketsandEvents
Instagram: https://www.instagram.com/communitymarketsandevents
Vendor may contact Cheryl at 727-365-6411 for assistance with sharing promotions or Vendor Highlight posts.
11. Vendor Conduct and Compliance
Vendor agrees to conduct themselves professionally and respectfully at all times.
Vendor agrees to comply with all directions from Community Markets & Events, the Market Manager, event staff, venue representatives, security, or other authorized personnel.
Community Markets & Events reserves the right to remove any Vendor from an event for failure to comply with this Agreement, the Vendor Guide, event instructions, safety requirements, venue policies, or professional conduct expectations.
Removal from an event does not entitle Vendor to a refund, credit, transfer, or reimbursement.
12. Acknowledgment of Agreement
By signing below, Vendor acknowledges and agrees that:
Vendor has read and understands this Agreement;
Vendor agrees to participate for the full event from 10:00 AM to 2:00 PM;
Vendor understands that early departure may result in fines and other consequences;
Vendor understands that the reservation is non-refundable and non-transferable;
Vendor understands that payment is required to secure the reservation;
Vendor agrees to comply with the Vendor Guide and all Community Markets & Events policies;
Vendor understands that all products must be disclosed and approved;
Vendor agrees to participate in promotional efforts for the Market or Event;
Vendor understands that Community Markets & Events reserves the right to make final decisions regarding approval, placement, participation, and enforcement of event policies.
