General Rules and Regulations
1. Registration Process – All Vendors must complete and sign the required agreement and have paid in full by the deadline (online registration constitutes an executed agreement). You will receive a confirmation email and payment receipt to advise you of the status of your registration request for participation in our event.
2. Space –Each space is approximately 6x8 (large enough for a 6 foot table with space between tables) Vendor shall provide a table with tablecloth (not to exceed 8 foot), chairs, and all needed décor (pipe and drape is not required for this event). Vendors are not permitted to extend their exhibit outside the designated area, and vendor signage should not extend above 8 feet high without the prior authorization of ELCC. ELCC reserves the right to refuse any vendor and/or vendor exhibit in whole or in part without comment. All decisions made by ELCC are final. Vendors shall not share purchased booth space(s) with any other company or organization or display materials for any other company or organization, including catalogs, brochures, and fliers. No printed matter, including catalogs, brochures, and fliers, may be distributed in the vendor hall other than at your reserved space. ELCC shall not be held responsible for the contents of the Vendor’s booth(s) on the premises.
2. a). Assignment of Space- Vendor’s booth placement is at the sole discretion of ELCC, without regard to the date of Vendor’s registration. ELCC has the absolute discretion to grant or deny any vendor exhibit and to revoke vendor contracts later, which were initially granted. ELCC may also restrict, alter, or close exhibits at the event under certain circumstances.
3. Payment- Vendors may reserve booth space with a 100% payment at the time of registration. The agreement will be complete and in effect when full payment is received by ELCC. If Vendor registration is approved, all related vendor payments for the related booth space are non-transferable and non-refundable.
4. Rules of Decorum- Vendor must be acceptable to Christian homeschooling parents. The vendor agrees that he/she/it will not criticize other vendors, attendees, speakers, or ELCC except to an ELCC Board member privately. Vendors must adequately supervise their children who attend the event. Children aged ten and under must be accompanied by one of their parents or adult guardian.
5. Care and Display of Vendor Space- The Vendor must keep his/her/its booth clean, manned, and in good order. Load-in for this event is __2 pm____. Vendors must be ready for display by __3:45 pm___ The Vendor agrees that no display will be dismantled or goods removed during the term of the event but will remain intact until the end of the final closing hour __8:15 pm__of the event. The Vendor also agrees to remove its display and equipment from the event site by ___9 pm__. Failure to do so or failure to return the allocated space to the same condition as the move-in date, the Vendor agrees to pay for any additional costs and expenses incurred.
6. Damages – The vendor is responsible to insure its own exhibit, personnel, display, and materials from any damage or loss through theft, fire, accident, or other cause and accepts all risks associated with the use of the vendor space and its environs. The Vendor shall not make any claim or demand or take any legal action, whatsoever, against ELCC, its subsidiaries, all affiliated companies, organizations, and volunteers, the County, and the event sponsors for any loss, damage, or injury howsoever caused, to the Vendor, its officers, directors, agents, representatives, and employees or their respective property.
7. Unoccupied Space - If the Vendor fails to occupy space contracted by 15 minutes prior to the event start time or fails to comply in any respect with the terms of this agreement without prior permission from ELCC, then ELCC shall have the right to use such space in any manner without releasing Vendor from paying the sum agreed upon in the vendor contract.
8. Limitations- Distribution of printed matter, souvenirs, or other articles in the vendor hall shall be restricted to the space(s) of the vendor. Music or audiovisual sound shall not be audible more than 8 ft. from the contracted booth space.
9. Furniture- Limited tables and chairs are available on-site at no cost, on a first-come, first serve basis
10. Signs- The vendor will be supplied with a paper-printed sign displaying its company name.
11. Vendor Hours- The vendor or its representative shall man its booth during vendor hours as specified: ___4 pm - 8:15 pm __NO EARLY TAKE DOWNS per the vendor agreement.
12. Electricity -Vendors requiring electricity must submit a request for electricity at the time of registration for no additional charge. The vendor is responsible for providing the appropriate extension cords needed to extend the power from the drop site to where it will be utilized.
13. Compliance- Vendor agrees that his/her/its representative shall be admitted and shall remain from day to day solely in strict compliance with the rules herein. ELCC reserves the right to reject, eject, or prohibit Vendor or Vendor representative(s), with or without giving cause. If cause is not given, liability shall not exceed the return to the Vendor of the amount of rental unearned at the time of ejection. If the Vendor or its exhibit is ejected for violation of these rules or for any other stated reason, no return of rental shall be made.
14. Liability-ELCC does not guarantee Vendor against loss or damage of any kind. ELCC has leased space to Vendor with the agreement that Vendor shall hold ELCC harmless from any and all liabilities from any cause. By signing the Contract for Vendor Space, Vendor expressly releases and agrees to indemnify ELCC, its employees and representatives, and the Facility, its employees and representatives from any and all claims for such loss, damage, or injury.
15. Unforeseen Events- If the contracted-for venue premises management causes this event to be canceled, then this contract shall be terminated and the Vendor shall waive any claim for damages or compensations except the prorated return of the amount paid for space rented. ELCC will process such refunds as quickly as possible.
16. Christian Brotherhood- Vendor shall refrain from making any private or public disclosure of any issues he/she/may have with ELCC or with other vendors regarding policies or items they sell. The ELCC Board will review any such issues brought to their attention.
17. Appropriate Materials- Vendors are responsible for reviewing materials for items that might be offensive to the primarily Christian attendees. The appropriateness of material shall be at the sole discretion of ELCC.
18. Sales tax and/or Vendor License- Vendors are responsible for paying their own state sales tax as required by the state of Ohio, where the ELCC event is held. Vendors are also responsible for obtaining any Vendor licenses as required by law.
19. Vendor Booth Placement- The vendor understands and agrees that the Vendor’s booth placement(s) are at the discretion of ELCC regardless of the date registration is received.
20. Arbitration- Except as otherwise expressly provided in this Agreement, all claims, controversies, or disputes arising out of or related to this Agreement, or any breach thereof, shall be resolved by binding arbitration in the city of Newark, state of Ohio as provided herein and otherwise in accordance with the Commercial Arbitration rules of the American Arbitration Association. Where the amount in controversy is less than $100,000.00, the dispute shall be submitted to a single arbitrator. Otherwise, the dispute shall be submitted to a panel of three arbitrators. The arbitrator(s) shall strictly enforce all provisions of this Agreement except to the extent applicable law requires otherwise. The arbitrator(s) shall have no authority to grant either Party punitive, exemplary, consequential, or other special damages of any kind. Judgment upon the award of the arbitrator(s) may be entered in any court of competent jurisdiction.
21. Governing Law- This Agreement is entered into in the State of Ohio and, in the event of any controversy or litigation, shall be governed by and construed in accordance with the laws of the State of Ohio, without regard to its principles of conflicts of laws. Any action arising out of or in connection with this Agreement or the conduct, acts, or activities of the parties hereunder shall be brought in the federal or state courts located in Licking County, Ohio, and the parties hereby submit to the exclusive jurisdiction of those courts and consent to venue in those courts for any such actions or proceedings.
22. Internet Usage/Connection at the Event: The Vendor understands that an internet connection may not be available at the event. Please note that the usage of a personal hotspot connection is permitted. However, processing may be slowed due to interference with the venue’s own in-house internet usage.
Disclaimer: The views expressed by the exhibitors, vendors, speakers, or sponsors are solely those of the individual in his private capacity and do not in any way represent an endorsement or the views of the Excellence in Learning Community Co-op or any other affiliated entity of ELCC.