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Vendor Agreement of Terms & Conditions:


By submitting to and/or becoming a vendor at The Flowerchild Expo, you confirm that you have read, agree to and understand the following terms and conditions:

This Agreement is between Let Onna Plan It Limited Liability Company ("LOPI LLC", "LOPI","Promotor", "Company", collectively) and the signatory at the end of the end of the Flowerchild Expo application (“Vendor”). An application must be signed by the Participant and submitted prior to each Event in which the Participant will act with the highest regard for the safety of the attendees and other participants of the Event, and will adhere to all laws, policies, rules, and regulations applicable to the goods and/or activities of Participant at the Event and fulfill its obligations under this Agreement. By filling out and submitting an application to be a vendor at The Flowerchild Expo, Participant agrees to all terms laid out below.

Any and all information shared through the Flowerchild Expo from the vendor is granted permission from the vendor for LOPI LLC to use for communication.

 

Vendor Application & Payments

Each agreement signed by a vendor is only valid for the assigned event date and not transferable to future events.  In order to participate in any event (even if you have participated in prior Events) Vendor must fill out an application for each Event specifying the details of your requested participation in the Event, and send in the required payment. Exact dates, prices and instructions are listed on the Application for each Event. Additional details relating to the Event(s) can be found in the Vendor FAQ. Space is limited and LOPI LLC reserves the right to accept or reject any Vendor in its sole discretion. LOPI LLC does not guarantee that Vendor will get the size or type of spot they applied for. When and if Vendor’s Application is accepted, Vendor will be notified via email.  Booth assignments are first come first serve for vendors who pay the proper monies in accordance to the assigned timeframes and no booth is held or made unavailable unless the vendor has paid their Vendor Fee in accordance to policy.

Vendor Payments:

$10 ... Non-refundable Processing Fee

$125 ... *Refundable Booth Deposit

$250 ... Non-refundable Vendor Fee (Placed outside the front entrance)

*Only refundable if certain requirements are met.

Extras:

$25 ... Table Rental

$10 ... Per Chair Rental

$20 ... Per Additional Vendor Badge

Booth Size: Approved case by case.

 

STEP ONE:

Non-refundable Processing Fee

All vendors who want to apply to be a vendor for the Flowerchild Expo must pay a Processing Fee. Vendors who apply for consideration to be a vendor at the Flowerchild Expo understands that applying does not guarantee that they'll be selected.  Nor does it indicate any acceptance of being a vendor at The Flowerchild Expo.  However, if selected, the Processing Fee will go towards the non-refundable Vendor Fee.  If not selected, the Processing Fee remains unrefundable.

 

STEP TWO:

*Refundable Booth Deposit

Vendors who are slected will be notified and given 10 business days to pay their Booth Deposit.  The Booth Deposit acts as a security deposit that is refunded post-event to vendors who return their booth area(s) in the same condition it was given to them.  Any cost incurred to restore the booth area the vendor occupied will be deducted from the Booth Deposit.  Venue is granted permission to pursue vendor for an additional costs needing paid to recover the rest of the restoration costs. If a vendor doesn't pay their Booth Deposit within the assigned timeframe will forfeit being selected to be a vendor at the Flowerchild Expo for that current season; and to be reconsidered must start all over and resubmit another processing fee.  Once a vendor has paid the Booth Deposit, the vendor will be placed on the vendor list.

STEP THREE:

Non-refundable Vendor Fee

The Vendor Fee pays for the booth rental.  Once the vendor has paid the Booth Deposit, the vendor will have 10 business days to pay the Vendor Fee.  The Vendor Fee varies according to the location of the booth.  Once vendor has paid the Vendor Fee, they are an official vendor for The Flowerchild Expo.  If the vendor doesn't pay the Vendor Fee within the assigned timeframe, the vendor will be removed from the vendor list and the Booth Deposit become non-refundable.  To be reconsidered to be a vendor for the Flowerchild Expo if the Vendor Fee isn't paid on time, the vendor will have to start over and begin against Step One.

Any payments paid after the assigned timeframe will be considered a gift to LOPI LLC and will not be considered a payment associated to being a vendor for the Flowerchild Expo (unless otherwise communicated and arranged by the Creator of The Flowerchild Expo). If at anytime you need more than the 10 business days to pay and fee, please email hello@lopillc.com to see if a grace period can be offered. Grace periods are offered case by case and is not available for everyone. In either case, you need a grace period to pay your Vendor Fee, your Booth Deposit will automatically become non-refundable due to not paying your Vendor Fee in the assigned timeframe.

Here's the 2024 Vendor Deck | The Flowerchild Expo 

Representations and Warranties

LOPI LLC makes no representation, guarantee, or warranty with respect to any Event. All warranties, express or implied, are hereby disclaimed, including, without limitation, the warranties of marketability and fitness for a particular purpose. LOPI LLC does not guarantee any level of attendance at the Event and there will be no refund to Vendors, under any circumstances, except as expressly provided for herein, even after the Event is over. The vendor list, map, and spot assignments are subject to change without notice.

Earnings Disclaimer

LOPI LLC makes no income/financial or exposure claims, nor guarantees of any kind regarding the potential income that can be generated through being a vendor at a LOPI LLC event, communications, events, or your participation in the purchase of any of our products. on this website, or from any vendor at our event. Past results presented on the website are not an indication or promise of Your results. There is no guarantee You will earn any money using any of Our materials, and Your revenue is dependent solely on you and your actions or non-actions.

Insurance

Vendor represents that it has, or will have at the time of the Event, appropriate insurance to cover liability for the types of activities Vendor will conduct at the Event.

Term

This Agreement commences upon your completion of the Application to be a vendor at any Event(s) and shall continue in effect through your participation in such Event(s), unless otherwise terminated in accordance with the terms contained herein.

As consideration for the execution and consummation of this Agreement, Vendor agrees that Vendor will not disclose, publish, or use, without LOPI LLC's prior written consent, any Proprietary Information. Without limiting the foregoing, Vendor expressly covenants that Vendor will not, without LOPI LLC’s prior written consent, host or assist any third party in hosting any event that is the same or substantially similar to any event during the 18-month period following the termination of this Agreement within a radius of 50 miles from the location of the event that is the subject of this Agreement (even if the event is canceled).

Termination

This Agreement may be terminated by LOPI LLC at any time, with or without cause, immediately upon notice to the Vendor.

Cancellations: 

If there is a cancellation:

1. By Vendor: If Vendor needs to cancel, they must notify LOPI LLC by email to info@lopillc.com. If cancellation notification is received within 24 hours of payment, Vendor will receive a full refund. If Vendor cancels after 24 hours of payment, Vendor will not receive a refund. By cancelling, Vendor forfeits their spot at the Event. There will be no refunds, under any circumstances, after the Event is over.

2. By LOPI LLC : If a cancellation of the event by LOPI LLC is necessary due to unforeseen circumstances, acts of a third party, or any other circumstances which (in LOPI LLC’s sole judgment) may compromise the safety of Event participants or the success of the Flowerchild Expo, then the event may not be rescheduled and any refunds or credits will be at the discretion of LOPI LLC.

Non-Disclosure

In connection with the performance of this Agreement, Vendor will learn and become privy to certain proprietary information of the company, which includes, but is not limited to, information about the organization, logistics, vendors and suppliers, marketing, operation, and other similar matters of the hosting of an event, expo/tradeshow, retail and social event where multiple independent retailers are hosted in one central location where a combination of goods, food and beverage, service, and other similar businesses to make their business offerings available to consumers (collectively, the “Proprietary Information”). As a result of this Agreement, Vendor will have access to LOPI LLC Proprietary Information.

Non-Disparagement: 

Vendor will not issue, authorize or condone any comments or statements to the media, or to any individual or entity with whom or which the other party or any of its subsidiaries or affiliates has a business relationship, or to any other individual or entity, which disparages, criticizes or otherwise reflects adversely upon such other party or any of its subsidiaries or affiliates or their respective products, services, officers, directors, or employees. The foregoing includes any statements which directly identify the other or taken in context could reasonably cause a regular observer of the speaker to know the identity of the other as the subject of the communication.

Liability

LOPI LLC its officers, employees, volunteers, contractors, associates, agents, vendors, affiliates, representatives and anyone brought on to help execute the event shall not be responsible nor made liable for any loss, damage, or stolen goods, equipment, inventory, supplies, personal property or any items any vendor or attendee brings to complete the obligation of being a vendor at the The Flowerchild Expo incurred by Vendor, including, without limitation, damage to Vendor’s property, loss of sales, stolen property/goods or injury to or death of Vendor (or its agents, employees, and/or personnel). Vendors are to carry their own property and casualty insurance to cover losses from whatever source.

 

LOPI LLC’s maximum liability arising out of or relating to this Agreement shall not exceed, in the aggregate, the amounts paid to it by Vendor, and in no event shall LOPI LLC be liable for any consequential, incidental, indirect, punitive or special damages regardless of the cause of such damages. Vendor expressly assumes all risks of loss, damage, stolen, liability, injury, or destruction resulting from any cause whatsoever, including but not limited to acts or omissions by Vendor, and hereby releases and waives any claims against LOPI LLC related to such loss, damage, stolen, liability, injury, and/or destruction. Vendor covenants that it shall be fully responsible for any damages resulting from its participation in any Event, and agrees to indemnify, defend, and hold LOPI LLC (and iits officers, employees, volunteers, contractors, associates, agents, vendors, affiliates, representatives and anyone brought on to help execute the event) harmless against any claims arising out of or related to Vendor’s participation in any Event, including for claims arising out of Vendor’s negligent actions or omissions. Vendor hereby indemnifies and holds LOPI LLC harmless for any amounts, fees, costs, or expenses incurred by LOPI LLC as a result of Vendor’s violations of any requirements of this Agreement or the property owner’s rules and requirements.

Code of Conduct:

1. You agree to read and abide by all directives, regulations, and Event rules provided to you, including those sent via email to the email address provided on your Application. LOPI LLC reserves the right to decline, prohibit, or expel any Vendor exhibit, or prevent any activity, displays, product, or conduct, which (in LOPI LLC’s sole judgment) is out of keeping with the character of the event or endangers the venue, any attendee, or other vendors.

2. Vendor and its agents, employees, personnel, and/or independent contractors who participate in the Event agree to be bound by this Agreement and shall comply with its terms and all Event rules, regulations, and directives as expressed to Vendor by LOPI LLC in any way at any time. The terms of this Agreement, including any limitations and waivers, inures to the benefit of LOPI LLC and its affiliates and Event co-producers and sponsors.

3. Vendor agrees to notify upper level LOPI LLC staff of any major problems that occur. Vendor agrees to treat everyone with respect and acknowledges that event are subject to change as LOPI LLC sees best fit.

4. LOPI LLC reserves the right to eject Vendor upon conduct that does not benefit the whole of the event.

Vendor Booth Space

Once accepted, Vendor will be assigned a designated spot. Vendor is responsible for bringing all fixtures and decoration that will fit inside the confines of their assigned booth.  LOPI LLC reserves the right to assign Vendor a designated spot within the Event as it sees fit if the requested location is no longer doable for whatever reason but not limited to structural or architectural obstructions. LOPI LLC reserves the right to move Vendor’s assigned spot after final layout has been sent out. Vendors needing electricity will be charged an additional fee. Vendors that have paid for electricity are not guaranteed wattage and will be determined per event venue.

  • Confirmation: Set up and event times will be sent in your confirmation email. Final confirmation emails will be sent the week of the event.

  • Day Of Check In:  All vendors are required to check in at the ticket booth BEFORE setting up their booth.  When you paid for your vendor fee on Eventbrite, you received a confirmation email that contains a ticket. Present that ticket and it'll be scan to check you in.  All ticket scans are time stamped.

  • Set Up and Event Hours:  Vendors must show up at the beginning of the set up time assigned.  For every 30 minutes late to set up will forfeit $25 from your booth deposit paid.  If a vendor doesn't check in for set up within the first hour of the assigned set up time, they will

  • be considered a no-show and removed from the event as a vendor, booth reassigned to another vendor and all monies paid from vendor will be non-refundable immediately.  Every vendor are to be completely set up 30 minutes prior to the event hours or else $25 will be forfeited from their booth deposit.
     

  • Teardown:  NO early teardown is allowed. Early teardown will forfeit your complete booth deposit.  Tear down begins at the conclusion of the event on the last day if a multi-day event or the same day if a one day event.  Early move-out may result in expulsion from future expos.  Vendors must have personnel in the booth throughout the expo hours. No early teardown should take place.

  • Marketed Goods & Services: All products, equipment, or services to be sold, offered, or marketed in any way during the expo must include clear pricing. 

  • No vendor can sell product or services where a deposit or of the sort must be rendered upfront for the transaction to be completed at a later time and/or date.  All services and product must be completed at the time any exchange amount is given from either the vendor or the customer/consumer unless given exception/permission in written from LOPI.

  • LOPI LLC reserves the right to determine the eligibility of any product, company brand or service, and Promoter’s judgement shall be final and binding. 

  • No food or food samples shall be given away or sold unless approved by LOPI LLC.

 

  • Booth Provisions: LOPI LLC will provide a booth space, sized according to your purchase. BLOPI LLC has uncovered rectangle tables for rent made available during set up to use during the event. Vendors can pay for table rentals in advance until 2 weeks prior to the event.  Talbe rentals can be paid for on the day of for an increased price at the time of check in during set up.

  • LOPI LLC reserves the right to change or move booth locations if deemed necessary.

  • Vendor's Financial Responsibility: Vendor is financially responsible for any damage caused to booths, decorations, Venue property and any injuries and damages to third persons or their property that is caused by or originates in vendor's booth or through vendor's action and/or decisions. Third persons include, but are not limited to, business guests, invitees, others in attendance at Expo, other vendors, event staff, and any other persons at the Flowerchild Expo. Vendors shall hold harmless LOPI LLC from all such claims, defend the LOPI LLC from such claims, and hold LOPI LLC harmless from all such claims and the expenses thereof including the costs and attorney fees incurred in defending such claims, and shall pay all such claims for which any legal liability is established.

  • Comply with Rules: Vendor will comply with all Venue and event rules when and where they apply, and shall, confine vendor's activities including sound and odors to vendor's booth and the booth's immediate surroundings.

  • Compliance with Laws: Vendor will abide by all Federal, State, and City laws pertaining to fire, safety, and behavior. (All booth materials and covers must be flame retardant). Vendors are responsible for meeting all City/State taxation, resale, licensing, and Health Department requirements.

  • Smoking Prohibited: Smoking is not permitted in the venue, nor is the burning of candles, incense, or any other material.

  • Behavior: Vendors agree to conduct themselves in a respectful, cooperative manner appropriate to the integrity of the attendees, fellow vendors, and show management staff.

  • Risk of Loss for Unavoidable Cancellation or Termination: Vendors bear risk of loss through show cancellation or termination for which LOPI LLC bears no responsibility. In the event that any outside force, beyond LOPI LLC's control cancels the event or prevents it from taking place or continuing, such as, but not limited to, acts of God, acts of civil disobedience or terrorism, acts of war or work stoppage, LOPI LLC reserves the right to retain payments made by the Vendors to defray all LOPI LLC's expenses and losses.

  • Important Note: All and any monies paid from vendors are final and no refunds will be given if the vendor cancels or if the expo is rescheduled, moved or cancelled.

  • Any credits or refunds given to anyone is at the discretion of LOPI LLC and is case by case.

  • LOPI LLC Decisions Binding: Any decisions concerning the operation of the Flowerchild Expo, conduct at the booths and in the aisles, including but not limited to appropriateness of dress and behavior, not otherwise covered by these rules is subject to the sole decision of LOPI LLC.

  • These terms Extend to Future Events: Those vendors who may participate in any future events of LOPI LLC: Should you not have signed a subsequent contract for that event, you herewith agree to abide by, and be bound by these rules, terms and conditions in your participation in all future events of LOPI LLC.

  • Violation Consequences: Violation of any of these terms and conditions or rules made by LOPI LLC in accordance with this contract may subject the Vendor to immediate expulsion from any event by LOPI LLC, and the Vendor's property may immediately be removed at the Vendor's expense, and the Vendor shall forfeit all payments made under the contract all at the sole and exclusive discretion of LOPI LLC and Vendor shall not be relieved of any other liabilities and responsibilities under the terms and conditions of the contract.

  • No refunds: There are no refunds except the booth deposit under certain circumstances. All sales are final.

  • When you are in the venue, you must wear your wristband. Lost wristbands will only be replaced once for a fee of $20. Wristbands must be worn and visible at all times.

Release/Authorization to Use Photographs.

By entering  any event hosted by LOPI LLC, you are consenting to be photographed, filmed and/or otherwise recorded by LOPI LLC/The Flowerchild Expo (collectively) and all authorized partners.   You are also granting full permission of the use of your image and/or likeness of you to be used in any medium including without limitation your voice, photograph or video representation for any purpose in any and all media, including advertising, publicity, in-house publications and promotions.  All and any rights shall remain the property of LOPI LLC in perpetuity to do with as LOPI LLC sees fit at their own discretion without having to notify any other party.

Also, you are attending a public event.  As such, you should expect that your image might show up in pictures, video, and any other media or medium that may be captured.  Please do not block hallway traffic or exits while taking pictures.  Find a less trafficked place to take pictures.

You grant LOPI LLC permission to use any and all photographs, or video or audio or digital recordings or content or marketing materials, taken by LOPI LLC or its agents or employees, or submitted by You to LOPI LLC hereinafter “Image(s)” in any Media (including print, internet, film, social media, radio, television and no matter how distributed or published) for any purpose, which may include, but shall not be limited to, advertising, promotion, marketing and packaging of LOPI LLC or any product or service sold and marketed by LOPI LLC (or any party authorized by LOPI LLC). You agree that this authorization to use Images may be assigned by LOPI LLC to any other party. You agree that that the Images may be combined with other Images, content, sounds, text, filters, effects, and graphics, and that the Images  may be manipulated, cropped, altered or modified in LOPI LLC's sole discretion. You agree not to charge a royalty or fee, and not to make any other monetary assessment or exchange transaction against LOPI LLC in exchange for this Release and Assignment. You hereby release and forever discharge LOPI LLC from any and all liability and from any damages you may suffer as a result of the use of the Images. You further acknowledge and agree that this Release is binding upon your heirs and assigns. You agree that this Release is irrevocable.

Harassment Policy

LOPI LLC has a no tolerance harassment and anti-bullying policy both at the venue and via any social networks, blogs, or websites during the event or on the event's social media throughout the year. Any violators will be removed from the venue, any posts removed from online sources and violators will be permanently banned from future events with no refund of any funds spent. LOPI LLC reserves the right to deny entry of any kind to any individual who has practiced harassment or bullying either at other events or on social media sites. Discussions in panels and on our social media are to remain polite. Trolling will not be tolerated.

We encourage anyone who feels harassed to make a report to LOPI LLC or our security staff. If you feel you are in imminent danger, please call 911.

If you see something, say something.

PII NPI

Personally-Identifiable Information and Non-Personally Identifiable Information.:

LOPI LLC may collect two different types of information, Personally Identifiable Information (“PII”) and Non-Personally Identifiable Information (“Non-PII”). PII is information that identifies you as an individual – for example, your name, address, telephone number, e-mail address, credit card information, billing address and shipping information. Non-PII is aggregated information, demographic information, IP addresses, user behavior data from web interaction metrics tools and other information that does not reveal your specific identity. PII and Non-PII may be collected anytime you access or use a LOPI LLC owned website. PII and Non-PII may also be collected by LOPI LLC during in-person discussions, telephone conversations, and electronic or other written communications. LOPI LLC owned websites also collects information via cookies; blocking cookies may render you unable to access certain Girl Tribe products, services, or websites.

LOPI LLC uses PII to respond to your inquiries, provide you with services you have requested, keep you informed of services LOPI LLC thinks may be of interest to you, and otherwise personalize your experience with LOPI LLC and other reasons. LOPI LLC may sell or lease PII about you to others. LOPI LLC may share PII with LOPI LLC affiliates and third parties contracting with LOPI LLC to provide services to you, e.g., financial institutions. LOPI LLC may also share PII when required by law, or when you have expressly requested LOPI LLC to do so. LOPI LLC reserves the right to disclose and use your PII if LOPI LLC believes it is necessary to: (a) respond to legal process, e.g., a subpoena; (b) respond to a law enforcement agency’s request; (c) enforce the Terms; or (d) protect the rights, privacy, safety, property, or operations of Girl Tribe or third parties;

Because Non-PII does not personally identify You, LOPI LLC reserves the right to use and disclose to third parties Non-PII for any purpose.

LOPI LLC maintains reasonable physical, administrative and technical safeguards to protect PII from loss, misuse, or unauthorized access, disclosure, alteration or destruction. LOPI LLC enforces its Privacy Policy via self-assessment.

LOPI LLC reserves the right to change this privacy notice, which changes will become effective either immediately or on the assigned dat, or as required by law.

Assignment

Assignment:

Vendor may not assign this Agreement to any third party, or delegate any of its obligations without the written consent of LOPI LLC. Only the accepted Vendors will be allowed to sell or distribute their goods or services, and/or conduct activities at the Event. Vendors are not allowed to share a booth with another vendor.  Only one vendor per booth assignment.

Miscellaneous

Miscellaneous:

1. The relationship of Vendor to LOPI LLC is that of an independent contractor, and nothing contained in this Agreement will be construed as creating a partnership, joint venture, employment relationship, agency, or other relationship between the parties, or to make LOPI LLC liable for the debts or obligations of Vendor.

2. This Agreement, any Event rules and regulations provided to Vendor by LOPI LLC or LOPI LLC’s affiliates, and the Application completed by Vendor constitute the entire Agreement and understanding between the parties hereto with respect to Vendor’s participation in the Event.

3. If any term herein is determined to be unlawful or unenforceable then that term will be severed and the remainder of the Agreement will remain in force.

4. No amendment or revision to this Agreement shall be effective unless agreed to in writing by LOPI LLC.

5. This Agreement is non-exclusive and LOPI LLC reserves the right to contract with other vendors for the Event.

6. Any delay or failure by LOPI LLC to exercise any right or power under this Agreement shall not be construed to be a waiver of said right or power or any other right or power under this Agreement.

7. This agreement must be signed before Vendor can access load in during week of event. Without signature completion, Vendor’s assigned spot may be subject to change or will be revoked.

​8.  No weapons are permitted in the venue or the venue's property without prior written permission from LOPI LLC.

9.  No outside food permitted inside the venue.

10.  All Vendors must have the proper permits and insurance to sell.

11.  Only the designated food and beverage vendors are permitted to sell food and beverages.

Assignment

Interpretation:

LOPI LLC forever reserves all rights to the interpretation of this agreement.

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