Event Vendor Guidelines and Terms of Participation
As part of our commitment to creating a successful and enjoyable experience for all participants, we have established these vendor guidelines. Our comprehensive guidelines ensure a smooth event for all. Covering eligibility, conduct, set-up, sales, and more, they create a welcoming, professional, and safe environment. Your adherence to these guidelines is key to our collective success.
Eligibility: Vendors at The Spiritual WTF?! Experience must offer products or services related to spirituality, metaphysics, wellness, and personal development. Any items or services not aligned with this theme may not be approved.
Code of Conduct: We prioritize creating a welcoming and inclusive environment by expecting all participants to treat each other with courtesy, kindness, and respect. This entails practicing open communication, respecting personal boundaries and consent, addressing conflicts constructively, embracing diversity, and complying with event policies. Failure to adhere to these guidelines may result in disciplinary action. By upholding these principles, we aim to foster a culture of mutual respect and support, ensuring that all events hosted by Intuitive WTF Events remain a safe and inclusive space for all attendees, vendors, and healers.
Set-Up and Clean-Up: Vendors will have a one-hour window for both set-up and clean-up (unless otherwise communicated). Please respect the time constraints to ensure the smooth flow of the event. Vendors are expected to adhere to these times and to arrive promptly for set-up and promptly vacate the premises within the allotted time after the event concludes.
Equipment and Supplies: Please note that tables and chairs may not be available for all booth spaces. Please see the floor plan to determine which spaces include tables and chairs.
Vendors are responsible for providing their product shelving, table cloths, signage, and any additional supplies needed for their booth. Should you need to, vendors are also required to use blue painters tape for any temporary affixing and are strictly prohibited from using nails, screws, staples, or any other items that may damage venue property.
Electricity: Please be aware that access to electricity may not be available for all vendor spaces. Vendors should come prepared with their own power sources if needed. Please see the booth layout to determine if power is available at your booth.
Booth Appearance & Product Display: Vendors are expected to maintain a clean and organized booth space throughout the event. Please take care to ensure a professional presentation. This includes keeping all displays, products, and personal belongings within the assigned booth area.
Vendors discovered exceeding the designated space they have paid for or encroaching upon another vendor's reserved area will face disqualification from participating in any future events organized by Intuitive WTF?! Events.
All products and services must be displayed in a manner that is safe and in compliance with local regulations. Hazardous or dangerous items are strictly prohibited. Any products or services deemed inappropriate or unsafe will be subject to removal.
Vendors may have signage, such as pull-up banners, tablecloths, and other supplies needed for their products or services, but they must remain within the assigned booth space. Signage should not obstruct walkways or impede the visibility of neighboring booths.
The following items are prohibited as they can cause damages to host property:
Rice, Bird Seed, Glitter Confetti (paper, plastic, or metal)
Loose Rose Petals (indoors)
Hay, Sand Aerosol Streamers (Silly String)
Fog Machines/Dry Ice Machines
Candles or open flames of any kind
Vendors must adhere to these policies and procedures outlined by the venue. This includes any restrictions on the use of space, signage, and compliance with health and safety regulations. Failure to comply may result in expulsion from the event.
Sales and Transactions: Vendors are responsible for handling their own transactions. Please be prepared to accept cash, credit/debit cards, or other forms of payment. It is recommended to have a secure cash box and card reader if accepting electronic payments.
Event Promotion: Vendors are strongly encouraged to actively promote their participation in The Spiritual WTF?! Experience through their own marketing channels. This includes social media, email newsletters, and any other relevant platforms. The success of the event is a collective effort, and each vendor plays a vital role in its promotion.
Vendor Cancellation & Refund Policy:
Booking until 15 days before event: In the event of vendor cancellation, refunds will be issued up to 15 days before the event, less a $25 cancellation fee. Alternatively, you can transfer 100% of the booth space to a future event.
Event date to 14 days before event: If vendor cancellation occurs within 0-14 days before the event, refunds, less a $25 cancellation fee, may be available only if we are able to successfully resell the booth space. If the booth space is unable to be resold, no refunds will be issued after this deadline.
This policy is in place due to the substantial costs incurred by Intuitive WTF Events, including but not limited to marketing expenses, website development, event space reservation, and the procurement of various deliverables and assets, all of which are specifically tailored for the participation of each vendor. These costs are non-recoverable at this late point in the planning process. Intuitive WTF Events appreciates your understanding and cooperation in this matter, recognizing that the financial commitments made for event preparation are integral to the overall success of the event.
It is important to note that continuous late cancellations may impact your eligibility to participate in future events organized by Intuitive WTF Events. Please be mindful of the cancellation deadlines to ensure a smooth and fair process for all participants.
Vendor Non-Attendance Policy: In the event of a vendor no-show at any event hosted by Intuitive WTF Events, refunds will not be issued, and the vendor's eligibility to participate in future events may be impacted. We understand unforeseen circumstances may arise, but failure to attend without prior notification affects the overall event planning and the experience of other participants. We suggest finding someone to take your space if possible. To maintain fairness and uphold the quality of our events, it is crucial for vendors to adhere to their commitments. We appreciate your understanding and cooperation in this matter.
Compliance with Laws and Regulations: Vendors must adhere to all local, state, and federal laws and regulations pertaining to their products or services. This includes any necessary licenses, food/health permits, or certifications to sell their product or service. It is the vendor's responsibility to ensure they have obtained these approvals.
Stolen or Lost Goods: The Event host, Intuitive WTF Events, is not liable for any stolen or lost goods belonging to vendors during The Spiritual WTF?! Experience. Vendors are advised to take necessary precautions and security measures to protect their belongings and merchandise.
Insurance: It is recommended that all vendors carry their own liability insurance. The Event Host, Intuitive WTF Events, the venue, it's organizers, employees, and any individuals assisting in the execution of the event (collectively referred to as "Organizers") are not responsible for any loss or damage to vendor property.
Liability: Vendors are solely responsible for any damages, injuries, or losses resulting from their participation in the event. Vendors are encouraged to have their own liability insurance to protect themselves and their property.
Act of God Clause: The Event host, Intuitive WTF Events, shall not be held liable for any failure or delay in performing its obligations under these Vendor Policies and Procedures, including but not limited to the occurrence of any force majeure events, commonly known as Acts of God, which include but are not limited to natural disasters, fires, floods, earthquakes, and other unavoidable circumstances beyond the control of the event organizers.
Indemnity and Hold Harmless Clause: Vendors agrees to indemnify, defend, and hold harmless Intuitive WTF Events, its organizers, employees, and any individuals assisting in the execution of the event (collectively referred to as "Organizers") from any and all claims, liabilities, damages, losses, costs, or expenses arising out of or in connection with the Vendor's participation in the event. This indemnification includes, but is not limited to, claims related to the Vendor's products, services, actions, or any injury, loss, or damage caused by the Vendor during the event. The Vendor also agrees to indemnify Organizers against any claims brought by third parties, including but not limited to attendees, employees, guests, and other vendors. This indemnification clause extends to any individuals providing assistance or services on behalf of Intuitive WTF?! Events during the event. The Vendor acknowledges the importance of this indemnification clause for the allocation of responsibilities and risk-sharing, and commits to fulfilling these obligations in the event of any claims or liabilities as specified herein.
Applicability and Modification Clause: Please note that these policies, outlined above, are applicable to this and all future events organized by Intuitive WTF?! Events. Intuitive WTF?! Events reserves the right to modify, amend, or update these policies at any time without prior notice. It is the responsibility of vendors to regularly review and stay informed about any changes to these policies. Participation in future events following any modifications implies acceptance of the updated policies. Intuitive WTF?! Events appreciates your understanding and cooperation in this regard.
Last updated: March 29, 2024