Vendor Blenders ‘What A Girl Wants’ Girls Night Out

December 3 & 4, 2010

Grapevine Convention Center

1209 South Main Street

Grapevine, Texas 76051

Friday 6:00pm to 10:00pm & Saturday 6:00 to 10:00pm

(Set up is 1:00pm to 4:30pm on Friday and Break Down is 10:00pm to 11:30 on Saturday night)

Vendor Procedures, Rules, Event Details, Guidelines, and Lease :

  1. There is only (1) one Vendor per Company that will be allowed to secure (lease) a booth. However, there may be other similar companies represented. If multiple vendors from the same company apply for the event we will start a waiting list, to be utilized in the event the original occupant is unable to fulfill their lease. In the unlikely event that the original occupant is unable to fulfill their lease for any reason we must receive notice at least 48 hours in advance, in order for vendor to be considered for a credit. This notice does not guarantee a credit, as credit will only be issued if the space is contracted to another vendor. In the event the space is re-contracted the original occupant will receive a 50% credit towards a future show. Credit will only be issued on the space price, NOT on equipment rentals such as tables and chairs. If the space is not re-contracted vendor will receive not credit. Every effort will be made to re-contract a forfeited space however there is no guarantee. Initials _____
  2. There will be no more than one company product line being displayed at each booth unless approved by the event coordinator prior to the event date in writing. We reserve the right to prohibit any product, product line, or vendor for any reason. Initials ______
  3. All vendors are HIGHLY encouraged to obtain Event insurance. If you need a referral Vendor Blenders can offer you a referral to a company which will cover you for $80. Vendors are responsible for their own booth liability insurance, licensing, health permits, and any documents needed for their business. We will not be responsible for any loss, damage, or injury to any person or product during the course of the event, set-up, or tear down, or any time period for which any person is on the premises of the Grapevine Convention Center in conjunction with participation in the Vendor Blenders show. Additionally we will not be held liable for damages, or injuries resulting from the setup of your booth, display of your product, sales, or consumption of your product. Initial ______
  4. No refunds, exchanges, or credits will be offered for any reason other than that listed in paragraph 1. If you are unable to attend you may send a representative to take your place, HOWEVER, the representative must sign a new contract taking responsibility for the contractual agreement of the space. A vendor is not allowed to send a replacement vendor without prior written approval from the coordinator. Also a letter must be received by Vendor Blenders LLC. From the ORIGINAL Lessee stating all changes. Only the product approved on the original contract will be allowed to be displayed by the replacement representative. No exceptions. Initial ______
  5. Vendors are required to be on time and are contracted until the end of the event. No vendor is permitted to tear down or leave early. Vendors are under contract to the times and date stated on the contract. No additional dates or times are contracted. If you close your booth, and/or leave early without permission you will not be allowed to participate in any future events held by Vendor Blenders. You will also forfeit any perks, benefits, or offers contracted to you. You must also present and maintain a clean space before, during and after the event. Initial ______
  6. Each vendor is allowed (1) One Adult helper to attend the event during set-up, trading hours, and tear-down unless prior written approval is obtained from Vendor Blenders LLC. All persons helping with your booth(including the one allowed above) must sign the attached release of liability. Signing the release of liability does not constitute approval for additional persons. Initial ______
  7. Each vendor will receive (1) 10ft X 10ft Space, which will afford the vendor enough space for up to (4) Four 8ft X 2.5ft Tables. One Table, Two Chairs, and One Electrical Socket will be included in the booth price. Additional chairs will be provided based on the number of Adult helpers approved in writing by Vendor Blenders LLC. Initial ______
  8. Vendors may request booth location (i,e, front, back, end, middle, or inner isle). These booths will be assigned on a first come first serve basis as both the payment and contract are received. HOWEVER, Vendor Blenders LLC. reserves the right to move vendors if deemed necessary. Booth location requests are ONLY requests and are not guaranteed. If you require special needs such as multiple electrical outlets these request will be considered, however additional fees may be required. All special requests must be received in writing and approved in writing by Vendor Blenders LLC. prior to the day of the event. Initial ______
  9. This contract is between (1) one individual who represents the business listed on the contract and Vendor Blenders. If you choose to have a “sister” or “brother” consultant or business partner split the cost of the booth, you may do so. HOWEVER, you are solely responsible for your booth space, and abiding by the contractual agreement. ADDITIONALLY, the “sister” or “brother” consultant or business partner MUST sign the Release of Liability. Initial ______
  10. Soliciting other vendors is STRICTLY prohibited. Outside solicitors are to be immediately reported to Vendor Blenders Staff. ANYONE caught soliciting at the event will be asked to vacate the premises IMMEDIATELY. No Exceptions.Initial ______
  11. All photos taken during the event are the sole property of Vendor Blenders LLC., we are the owner of the copyright and have the exclusive right to control of all photographs and/or videos taken or made during the event. As such, we have the exclusive right and control of ALL distribution of such material. The copyright of such material entitles the event coordinator to exclusive control of who, when, how, where, to what capacity, and how often the photos or videos may be used or distributed. Photography and audible or visual recording may be used ONLY with written approval from the event coordinator. Upon request copies of photography, audio, or video of an event must be provided to Vendor Blenders LLCwithin 7 days. ADDITIONALLY upon request all film, cassettes, discs, or other originals, negatives, and/or copies of photography, audio recordings, or videos of an event must be surrendered to Vendor Blenders LLC within 7 days. In the event photography, audio, and/or videoof an event is used without approval the event coordinator has the right under federal copyright laws governed by the United States of America to seek damages, and recovery of loss from all parties found responsible for distribution of such material. Photography, audio and video obtained at an event may be used for advertising purposed ONLY with written approval from Vendor Blenders LLC. Initial ______
  12. Vendor Blenders LLC make no claims, nor control the attendance of vendors/customers/traffic or promise any specific result. It is required that all vendors take an active role in assisting the advertising process and we ask that you please invite your customer base to promote attendance. Please pass out flyers to family, friends, customers, etc. Initial ______
  13. All vendors are responsible for collection and remittance of State Sales and Use Tax. If you do not have a sales and use tax permit you are still required by law to collect and remit Sales and Use tax to the State of Texas. If you do not have a Sales and Use Tax permit you may obtain a One Time Sales Tax Return form from the Secretary of State website.Initial ______
  14. Vendor Blenders LLC reserves the absolute right to make any changes necessary at Vendor Blenders LLC sole discretion for the benefit of the event, including but not limited to size, locations and duration of the event. In the event that a venue closes it’s doors for any reason, Act of God including war, strike, fire disaster, curtailment of transportation, or other emergency or circumstance making it unsafe, uninhabitable, or illegal or impossible to provide facilities or hold the event, Vendor Blenders LLC will NOT be held liable. Credits towards a future show will be offered based on receipt of reimbursement from the contracted facility. No warranties or guarantees are provided for such instances. In the event such an event occurs Vendor Blenders LLC reserves the right to change or cancel this agreement in part or in full. Initial ______
  15. After signing this contract agreement event coordinator has the right to use your business name, photos, workers, customers or other variables related to your business or product in any newspaper, videos, online, or other written, verbal, live or recorded publications in conjunction with Vendor Blenders LLC, and promotion of events held by Vendor Blenders LLC. Initial ______
  16. Failure to occupy the leased space 30 minutes prior to the event starting Vendor Blenders LLC reserves the right to sell, lease, or re-assign the space without further obligation to original leasing vendor. Initial ______
  17. The space leased to you is secured from a third party facility which is leased/rented for the purpose of the event, THEREFORE absolutely nothing can be nailed, drilled, taped, stapled, thumb tacked, or adhered in any way to walls, tables, or other structures or property belonging to the venue without prior approval from the event coordinator. Vendor is bound to all rules and guidelines set forth by the facility. A copy of said rules and guidelines will be provided to vendor upon request. Violators will be asked to vacate the premises immediately with no further obligation from Vendor Blenders LLC. There are no exceptions. Initial ______
  18. As part of your display if audio/visual aids, effects or equipment will be utilized, they shall not cause a disturbance, annoyance, or slowing or blocking of traffic. Effects, displays, samples, smells or other components of your participation which are found to affect the performance of other vendors, cause disturbances, annoyances, or slowing or blocking of traffic will be given a single opportunity to be remedied. If satisfactory remediation is not provided vendor will be asked to immediately vacate the premises. No display, technique or effects shall disturb the venue, vendors or customers. Vendor Blenders LLC reserves the right to determine what is appropriate, acceptable, or allowed at any venue. Initial ______
  19. Depending on location of the venue most charge by the hour, day etc. Vendors are required to setup and close down only during the times listed on the contract. In the event contracted vendor violates these time frames, you shall be billed at a rate equal to that which Vendor Blenders LLC will be billed for the “After Hours” use of the facility plus a staffing fee of $25 per hour, billed in ½ hour increments. Most facilities charge “After Hours” time in ½ hour increments. Vendor Blenders LLC reserves the right to seek legal Judgment against contracted vendor to recover any costs incurred by contracted vendor or their helpers, or representatives not expressly covered by this contract. Initial ______
  20. All vehicles used for loading and unloading must be removed from the entrance, exit, or loading areas as soon as vehicle has been unloaded/loaded as not to obstruct traffic or cause a delay for other exhibitors in their setup/tear down efforts. Also vehicles must be parked away from the venue to leave closer spaces open to traffic that may attend the event. Vehicles requiring Handicapped parking must have a valid handicapped permit on file with the Department of Transportation, and must have such permit, placard, or plate visible at all times while parked in such spaces. Parking for this event is $5 PER Vehicle. Cash only for parking. Initial ______
  21. In the event a vendor does not wish to donate an item to the Silent Auction vendor may add $15 to their booth space price, or bring $15 cash the day of the event to be turned in at Check-In. The $15 donations will be placed into a collective pool to be raffled off to one lucky attendee to be spent on the day of the event with the attending vendors. Coordinator or their designated representative will walk around the event with the winner and pay for the products in cash at the time of purchase. Initial______
  22. Payment for space shall cover but not limited to the following: Event venue lease of space, tables, chairs, electrical, advertisement as deemed appropriate to include but not limited to flyers specific to the event, minimum of 3-6 ft banners, 4 large staked yard signs, post cards, web and email advertisement (when/where allowed). Additional advertising may be provided based on the available budget per show. No other advertisement is promised, or guaranteed. No other furniture space or items will be covered unless otherwise expressed in writing. Vendor Blenders LLC at some venues is required to allow the venue staff to post signage. In the event of such requirement, Vendor Blenders LLC will not be held liable if signage is not posted in a timely manner.Initial ______

Vendor Check In Procedures:

  1. Checkin is (2) two hours prior to the event opening to the public. Vendors are required to check in with Vendor Blenders Staff at the Vendor Check-In booth prior to beginning setup. At check in vendor must drop off item to be donated to the silent auction. Minimum value of gift should be $15, however no maximum is set. Vendor must attach (glue, tape or otherwise SECURE) their business contact information to the donation. Gift certificates are welcome. There should be no strings attached, or requirement for use of the gift or donation (i.e. buy one get one, $5 of purchase of $25, booking, recruiting, or order minimums, etc.). In the event you do not wish to make a donation, you may add $15 to your booth rental price, or pay $15 cash on the day of the event to be put into a collective pot to be raffled off to all attendees to be spent on the day of the event by the winner with the vendors. See paragraph 21 for additional information. Initial ______
  2. Each booth will be labeled with the vendors Business Name as listed on the contract. We ask that you are completely setup and ready for the public at least 15 minutes prior to the event start time. Initial ______
  3. Please place all extra products, catalogs, samples, and personal items under your table. Place all displays on or behind your table. Do not setup in aisle or between booths or block other vendors, obstruct traffic, or view of other booths. Initial ______
  4. There are to be NO open flames for any reason. If you have a scent to be sampled, you will be allowed to use a light bulb type warmer only. Please be courteous of other staff, vendors, and attendees when selecting a scent. Additionally, some individuals have sensitivities to scents and should be considered when determining if sampling a scent is appropriate. Initial ______
  5. Pipe and Drape Backgrounds are available for rental at a rate of $35.00. This fee will include the pipe and drape background and side walls, as well as a Sign on the back wall with your business name as listed on the contract. Pipe & Drape is available only while supplies last, and must be paid for in advance. Initial ______

BOOTH COST & PAYMENT INFORMATION

(CONTRACT & PAYMENT CONFIRM SPACE, NO SPACES HELD, FIRST COME, FIRST SERVE)

  1. Booth cost is $100.00 and covers the following:

*Use of Space (10ft wide by 10ft deep)

*(1) One Table, (2) Two chairs, (1) Electrical Outlet, and Table Linens and Pipe and Drape Background and side walls.

*Advertisement of the event pursuant to contract.

*Event Flyer available for download from Vendor Blenders LLC Website.

* Administration and organization of the event by Vendor Blenders LLC Staff, representatives and employees.

  1. DEADLINE FOR PAYMENT IS July 1, 2010. After July 1, 2010 booths will incur a $25 administrative/late fee.Pay early to avoid a late fee.
  2. All Vendor Payments must be received in advance of the event. We accept all major credit cards, checks, or Paypal. All Check payments are electronic and must be processed online through Paypal. NO Physical checks will be accepted. Your space is not confirmed, and Lease is not executed until FULL payment has been received and processed. No payments will be accepted via postal mail. Initial ______
  3. All returned checks will be accessed a $35 returned draft fee. Checks will not be processed a 2nd time. Cash or Credit Card payment covering the original check and the $35 returned draft fee MUST be made within 5 calendar days after being notified by Vendor Blenders LLC of the return and verified in writing of being paid in full in order to hold your booth. In the event of a returned check your space will be re-leased after the 5 day waiting period. If payment is submitted after that time a space will be assigned upon availability. In the event a space is not available you will receive credit towards a future event. Initial ______

Vendor Blenders & Event Facility