The following is the contract for vendors working with Starlight Fantasy Events
Event Vendor Agreement and Terms
The following is required so we ensure you are aware of the following for the day of the event.
This Event Vendor Agreement ("Agreement") is entered into between the undersigned Vendor hereinafter referred to as the "Vendor", & [Starlight Fantasy Events LLC], hereinafter referred to as the "Organizer", collectively referred to as the "Parties."
Participation:
The Vendor agrees to participate in the event as outlined in the event details provided by the Organizer, and to comply with all instructions regarding setup, operation, and breakdown.
Marketing & Media Exposure - The following is included with all vendors tickets:
Instagram AND Facebook Promotion:
Website Listing: Your company will be featured on our website with up to 4 clickable links, your company logo or picture that represents your company, and your business name prominently displayed in your category. You can see an example of what this will look like from our first event for our cosplayers by clicking this link.
App Listing: We will have an app that all attendees can use for the day which will include a map of the event space with the names at all the vendors at the location of their tables on the map. You can see a sample of our app from our last event here. We are working on improving it as this example was just a test! Check out our last app here
I understand the marketing and media policy:
Cancellation and Refunds:
Vendors are carefully selected by category and strategically placed in our layout to minimize competition within each category. This approach ensures a balanced and fair marketplace for all vendors. Given the significant planning involved in the selection and placement process, cancellations are taken very seriously.
Vendor Cancellations:
Cancellation requests must be submitted in writing via email at least 90 days prior to the event. Refund requests will be reviewed on a case-by-case basis and are subject to the sole discretion of the Organizer. Refunds are NOT granted unless a suitable replacement vendor can be found by the Organizer, and will incur a non refundable $99 fee to pay for the time it takes to replace the vendor. Cancellations made within 90 days of the event are not eligible for a refund and will be automatically declined.
Cancellation by Organizer:
The Organizer reserves the right to cancel the event for any reason. In such cases, the Organizer will issue a full refund to the Vendor. Any major changes, including cancellations, will be communicated via email.
Event Changes:
The Organizer reserves the right to make changes to the event schedule, speakers, or any other aspect of the event. The Organizer will make all reasonable efforts to inform the Vendor of any changes via email, the website, and/or the Instagram account.
Event Rescheduling:
The Organizer reserves the right to reschedule the event in cases of unforeseen circumstances, such as inclement weather, safety concerns, or other events beyond the Organizer’s control. If the event is rescheduled, tickets will automatically apply to the new date. Guests who are unable to attend the rescheduled date may request a refund within 7 days of the rescheduling notice. Refund requests outside of this window will not be accepted.
I understand the cancellation and refunds policy:
Code of Conduct:
As a vendor, you are expected to maintain a professional demeanor and comply with all event policies and regulations. This includes, but is not limited to adherence to health and safety standards and respectful interaction with all participants and staff.
By attending, the Vendor agrees to uphold the event’s code of conduct, behaving in a respectful and professional manner toward other attendees, staff, and the event facilities at all times.
Vendors are expected to foster a respectful and inclusive environment throughout the event. Disruptive behavior, harassment, or any form of discrimination—including but not limited to offensive language, unwelcome advances, and actions that create discomfort for others—will not be tolerated.
All participants must comply with the event policies and guidelines provided by the Organizer. Non-compliance may result in immediate removal from the event without refund.
We encourage open and constructive communication. If you witness or experience any behavior that violates this code of conduct, promptly report it to event staff.
The Organizer reserves the right to deny entry or remove any Vendor who fails to adhere to the code of conduct.
By attending the event, participants agree to abide by this code of conduct. The Organizer reserves the right to take appropriate action in response to violations, including expulsion from the event. Expulsion from any event hosted by the Organizer will also result in disqualification from attending future events as a vendor.
I understand the code of conduct policy:
Photography and Recording:
By signing this contract, the Vendor grants the Organizer permission to use photographs and video taken during the event for marketing and promotional purposes. This includes, but is not limited to, the display on any of our Social Media sites (such as but not limited to Instagram, Facebook, Twitter, Youtube, Tiktok, Etsy, Google My Business / Maps, Thumbtack, Yelp, X, etc), printed marketing materials, portfolio showcasing, and industry-related publications. The Vendor understands and agrees that these images will be used without any further compensation or notification.
Vendors DO NOT have the option to opt-out of being photographed or recorded.
I understand the Organizer has permission to use ANY photos and/or videos that may have the Vendor in the pictures and/or videos.
I understand the photography policy:
Release of Liability:
The Vendor acknowledges that participation in this event may involve certain inherent risks, including, but not limited to, personal injury, property damage, or other unforeseen dangers. The Vendor voluntarily assumes all risks associated with attending the event.
The Vendor agrees to release, discharge, and hold harmless the Organizer, its officers, employees, agents, and partners from any and all liability, claims, demands, actions, or causes of action arising out of or related to any loss, damage, or injury that may occur during the event.
This release extends to all claims of every kind or nature whatsoever, foreseen or unforeseen, known or unknown. The Vendor understands and agrees that this release includes, but is not limited to, any claims based on negligence, action, or inaction of the Organizer, its representatives, or third parties involved in the event.
By attending the event, the Vendor acknowledges that they have read this release of liability, fully understand its terms, and voluntarily agree to be bound by its provisions. The Vendor further acknowledges that this release of liability is binding upon their heirs, executors, administrators, and assigns.
The Vendor understands that this release of liability is a binding legal document and has had the opportunity to seek legal advice before signing.
I understand the liability policy:
Age:
By agreeing to this contract, I confirm my understanding that this event is open to participants of all ages.
Vendor Responsibilities and Insurance Requirements:
Vendors are solely responsible for their products and booth/table setups during the event. The Organizer is not liable for any damage or loss that may occur. Vendors must carry liability insurance, which includes coverage for general liability, property damage, bodily injury, and personal injury. A valid Certificate of Insurance (COI), listing the Organizer as an additional insured, must be provided within 7 days of payment for entry. Failure to submit this documentation, unless otherwise pre-arranged, will result in forfeiture of participation.
Certificate of Insurance (COI) Requirements
All vendors must submit a valid COI that includes:
Proof of Insurance will be required to finalize your contract. This needs to be emailed to hellodarling@starlightPNW.com at least 2 weeks before the event date.
I understand the insurance requirements and responsibilities policy
Setup and Display:
Arrival and setup must be completed 15 minutes prior to the start time of the event to ensure readiness for guest arrivals.
Sales Period:
Your display should remain fully operational and staffed for the entire time. You agree to be present and available to guests throughout the entire designated sales period per your ticket. Early dismantling or absence during this period is prohibited and will result in forfeiture of access to selling at future events unless otherwise discussed in advance with The Organizer.
Breakdown:
Your breakdown time is outlined on your vendor ticket. Dismantling of your product and/or service station prior to that time is not permitted unless otherwise discussed in advance with The Organizer.
I understand the setup, sales period, and breakdown policy
Health and Safety Compliance:
All vendors must adhere to health and safety regulations applicable to the event venue, including local, state, and federal laws. This includes, but is not limited to, compliance with fire safety regulations, food handling standards, and any COVID-19 guidelines in effect at the time of the event. Vendors are responsible for maintaining a clean and safe environment within their assigned booth or table area, ensuring the safety of themselves, other participants, and guests. Failure to comply may result in removal from the event without refund.
I understand the Health and Safety Compliance policy
Permits and Licenses:
Vendors are responsible for securing any permits, licenses, or certifications required for the sale or display of their products or services. This may include, but is not limited to, food handling permits, business licenses, or any other certifications mandated by local authorities. The Organizer is not responsible for verifying the Vendor’s compliance with these requirements. Failure to obtain the necessary documentation may result in the forfeiture of participation without refund.
I understand the Permits and Licenses policy.
Security of Booth/Table:
Vendors are solely responsible for the security of their products, equipment, and personal belongings during the event, including any setup or teardown periods. The Organizer is not liable for any theft, loss, or damage that may occur before, during, or after the event. Vendors are encouraged to secure their booths or tables when unattended and to consider carrying insurance for their products and property.
I understand the Security of Booth/Table policy.
Prohibited Items:
Vendors are prohibited from displaying or selling certain items at the event, including, but not limited to, hazardous materials, weapons, items that are illegal or restricted, and any merchandise that does not align with the theme or spirit of the event. Additionally, no alcohol or CBD of any sort may be sold without express written permission in advance. The Organizer reserves the right to remove any items that are deemed inappropriate or non-compliant with event guidelines. Vendors found in violation of this policy may be asked to leave the event without refund.
I understand the Prohibited Items policy.
Compliance with Venue Rules:
Vendors must comply with all rules and regulations set forth by the event venue. This includes adhering to noise level restrictions, fire safety codes, and any venue-specific guidelines provided by the Organizer. Vendors are expected to respect the space and property of the venue and to cooperate with venue staff and event organizers. Non-compliance may result in removal from the event and disqualification from future participation.
I understand the Compliance with Venue Rules policy.
Space Allocation:
Booth or table space assignments are determined by the Organizer to ensure an optimal flow of traffic and visibility for all vendors and guests. The Organizer reserves the right to adjust booth/table placements as needed. While preferences for locations may be considered, final placement is at the discretion of the Organizer. Vendors are expected to set up within the designated space and not to encroach on neighboring areas.
I understand the Space Allocation policy.
Internet and Electricity:
Access to internet and electricity is not guaranteed for all vendor spaces. If these amenities are required, vendors must notify the Organizer in advance and make arrangements for access, if available at the event space. Vendors are responsible for bringing any necessary equipment such as extension cords, power strips, or portable hotspots. Additional fees may apply for internet or electrical access. The Organizer is not responsible for disruptions or outages in internet or electrical services.
I understand the Internet and Electricity policy.
NO CHARGE BACK FOR PAYMENTS MADE
In the event of a payment dispute, the following process shall be followed:
1. Notification: The Vendor agrees to notify the Organizer promptly and in writing, providing detailed information regarding the nature of the dispute. Notification should be sent to the email address specified in the contract. hellodarling@starlightPNW.com
2. Investigation: Within 14 days of receiving written notification, the Organizer will initiate an investigation into the nature of the dispute upon receiving written notification. The investigation will include reviewing relevant transaction records, communications, and any supporting documentation provided by the Vendor.
3. Resolution Discussion: Within [specified timeframe], the Organizer will engage in a discussion with the Vendor to resolve the dispute amicably. This may involve further clarification, negotiation, or providing additional information as needed.
4. Mediation: If the dispute is not resolved through direct discussions, both parties agree to participate in mediation facilitated by a neutral third party. The costs of mediation will be shared equally between the Vendor and the Organizer, unless otherwise agreed upon.
5. Arbitration: If mediation does not result in a resolution, both parties agree to submit the dispute to binding arbitration. The arbitration will be conducted in accordance with the rules and procedures of a mutually agreed-upon arbitration service. The decision of the arbitrator will be final and binding.
6. Legal Action: If all other dispute resolution methods fail, either party may pursue legal action as a last resort. Legal action shall be initiated in the appropriate jurisdiction as specified in the contract.
No Chargeback Policy Enforcement:
The Vendor agrees not to initiate or pursue any chargebacks, payment reversals, or credit card disputes with the financial institution or payment processor involved in the transaction without first completing the dispute resolution process outlined in this contract. The Vendor understands that initiating such actions without exhausting this process constitutes a breach of contract.
Damages and Remedies:
If the Vendor violates this no chargeback clause, the Organizer reserves the right to seek legal remedies to recover the disputed amount, including but not limited to filing a lawsuit for breach of contract. The Vendor shall be responsible for all costs, including legal fees, associated with such actions.
Liability Limitation:
The Organizer shall not be held liable for any damages, losses, or expenses incurred by the Vendor resulting from a payment dispute or chargeback initiated by the Vendor in violation of this clause. The Vendor assumes full responsibility for any consequences arising from such actions.
Amendment:
This dispute resolution process may only be amended or modified in writing and signed by both parties
I understand the no chargeback policy
Force Majeure Clause:
Neither Party shall be held liable for any failure or delay in performing its obligations under this Agreement if such failure or delay is caused by events beyond its reasonable control, including but not limited to acts of God, war, government restrictions, or natural disasters. In such cases, the event may be rescheduled or canceled, and refunds will be provided at the Organizer’s discretion.
I understand the force majeure policy
Indemnification Clause:
The Vendor agrees to indemnify and hold harmless the Organizer, its affiliates, officers, and employees from any and all claims, damages, liabilities, and expenses arising from the Vendor's participation in the event, including but not limited to personal injury, property damage, or financial loss.
I understand the indemnification policy
Entire Agreement:
This Agreement constitutes the entire agreement between the Parties regarding the subject matter herein and supersedes all prior agreements, understandings, or representations. Any amendments to this agreement must be in writing and signed by both parties.
The Vendor acknowledges that they have had the opportunity to ask questions and seek clarification regarding the release of liability before signing this agreement. The Vendor further confirms that any questions raised have been adequately addressed to their satisfaction.
By signing below, the Parties acknowledge and agree to the terms and conditions outlined in this Agreement.
TICKETS CAN BE PURCHASED HERE FOR OTHER GUESTS JOINING YOU
I understand the vendor participation agreement
Vendor Name:
Vendor Company Name:
Date Contract Signed:
Signed: