Barrie Game Exchange Vendor Agreement
This agreement is made between Barrie Game Exchange (“Licensor”) and Vendor (“Vendor”) listed below:
Rules and Regulations:
Vendor acknowledges receipt of the Barrie Game Exchange rules and regulations. Vendor agrees to read and abide by the current rules and regulations and any subsequent modifications or amendments. Failure to comply may result in the immediate revocation of any table(s).
Right of Removal: Barrie Game Exchange reserves the right to remove any vendor, personnel, merchandise, display, or activity deemed unsafe, disruptive, inappropriate, misleading, offensive, or otherwise contrary to the interests of the event. Such removal may occur without refund.
Vendor Setup and Requirements: All vendors must arrive between 8-10am on the morning of the event and have their table setup and ready by 10:30am, and must remain open for the duration of Barrie Game Exchange. Failure to set up by 10:45am will result in forfeiture of space without refund. Loading doors close at 10:45am; no setup is allowed while guests are entering. Check in at the vendor registration table and receive vendor badges before setting up tables. Only those with badges will be allowed past the registration table. After unloading, move vehicles to the far side of the parking lot.
Table locations are assigned by Barrie Game Exchange Staff and cannot be changed after the floor plan is finalized. Barrie Game Exchange reserves the right to modify table assignments, floor plans, and event layouts at any time for operational, safety, or event management purposes. Vendors may only occupy the space assigned to them and may not extend tables, displays, merchandise, chairs, equipment, or other materials into aisles or neighboring vendor spaces without the prior approval of Barrie Game Exchange.
Indemnification and Hold Harmless Agreement:
Vendor agrees to conduct activities at Barrie Game Exchange safely, protecting the Licensor from all losses, damages, or liabilities arising from Vendor’s activities or actions of those operating on behalf of Vendor.
Release of Liability:
Vendor assumes all risks associated with participation in Barrie Game Exchange and releases Licensor from any liability for injuries or damages.
Insurance: Vendor acknowledges that Barrie Game Exchange does not provide insurance coverage for Vendor property, inventory, equipment, vehicles, or personal belongings. Vendor is solely responsible for obtaining any insurance coverage it deems necessary.
Photography and Video: Vendor acknowledges that photographs, video recordings, and other media may be captured during the event. Vendor grants Barrie Game Exchange the right to use such media, including images of Vendor, Vendor personnel, merchandise, and displays, for promotional, marketing, archival, and commercial purposes without compensation.
Compliance with Laws:
Vendor agrees to comply with all city and provincial laws, rules, regulations, and ordinances.
Family-Friendly Environment and Age-Restricted Material: Barrie Game Exchange is a family-friendly event. Vendors may offer or
display age-restricted (18+) merchandise only if such items are not
openly visible to the general public. Vendors must clearly display
signage indicating that valid government-issued identification is
required before any 18+ merchandise can be viewed or purchased. Barrie Game Exchange reserves the right to require the removal of any material
deemed inappropriate or not in compliance with this policy.
Counterfeit Items:
Vendor acknowledges and agrees not to possess or sell counterfeit items. Violation constitutes a material breach of this agreement.
Merchandise Responsibility: Vendor is solely responsible for all merchandise displayed, promoted, or sold. Vendor represents that all merchandise is legally obtained and that the sale or display of such merchandise does not violate any intellectual property rights, laws, or regulations.
Force Majeure: Barrie Game Exchange shall not be liable for cancellation, postponement, interruption, or modification of the event due to causes beyond its reasonable control, including but not limited to acts of God, severe weather, government actions, public health emergencies, labour disputes, venue closures, or other unforeseen circumstances. In such cases, Barrie Game Exchange may determine, at its sole discretion, whether refunds, credits, or alternative arrangements will be offered.
No Right to Assign:
Vendor may not assign, transfer, or pledge this
agreement or any table to any other party without the express prior
written consent of Licensor. Any unauthorized assignment by Vendor,
whether voluntary or involuntary, shall be voidable by Licensor. Tables
will only be held for vendors who have paid in full on a
per-table basis. All payments are final and non-transferable. Refund requests submitted at least 60 days prior to the event may be considered on a case-by-case basis at the sole discretion of Barrie Game Exchange. Refunds are not guaranteed.
Miscellaneous: This Agreement is governed by the laws of the city of Barrie and province of Ontario. Disputes must be filed in Simcoe County. Barrie Game Exchange reserves the right to limit personnel per table.
Severability: If any provision of this Agreement is determined to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
Legal Fees and Costs: The prevailing party in any legal action under this Agreement shall be entitled to recover its reasonable legal fees and costs.
