Maplewood Holiday Craft and Gift Show 12-7-2024

Terms and Conditions for Craft Show Vendors

Booking Confirmation and Cancellation Policy

• Payment and Confirmation: Receipt of your payment confirms your booth space. You will receive an email confirmation after payment is received.

  • The order will show as pending until after the show then will switch to fulfilled when viewed in your account.

• Complete Your Vendor Profile for Each Show: Click on the above button for the Google Form.

• Refund Policy for Vendors:

  • Refund Eligibility and Timeframe: We understand that unforeseen circumstances may arise, and we offer the flexibility to request a refund up to 3 months prior to the event. This policy acknowledges the significant investment in time and resources that goes into marketing and preparing for the show as the event date approaches. Beyond this 3-month period, we are unable to offer refunds due to the escalating commitments and costs incurred.

  • Event Cancellation by Organizers: In the rare instance that we, as the organizers, need to cancel the event, we will provide a full refund to our vendors. We are committed to fairness and transparency in such situations and will ensure timely communication and reimbursement.

Sales Tax Compliance

• Vendor Responsibility: Vendors are responsible for collecting and paying their own sales tax, if applicable.

• Form Submission: Complete an Form ST-19 (MN) and submit it through email prior to the event or in person at the event. Follow this link if you are interested in getting a MN tax number.

  • Exempt from collecting MN sales tax: Please complete the relevant section in the ST-19 form provided above.

Liability and Safety

• Liability Disclaimer: The Hands That Shape LLC. (host), Maplewood YMCA Community Center (venue), MCC-YMCA, and their agents, employees are not liable for any damage, theft, or injury to vendor property or persons.

• Venue Rules Compliance: Vendors agree to abide by rules set by the venue regarding property use.

• COVID-19 Awareness: Vendors acknowledge the risks of COVID-19 and similar and agree not to hold the host or venues liable for any related exposure.

Event Participation and Booth Management

• Access and Setup: Vendors will have access to the location before the event for setup. Booths must be clean, orderly, and compliant with laws and regulations.

• Booth Size Regulations: Please adhere to the size specifications for your vending station as outlined in the show information. Your booth must not exceed these designated dimensions.

• Conduct and Presentation: Vendor staff must dress appropriately for the venue, behave orderly, and refrain from loud music or noise.

• Dismantling: Vendors will have a set time post-event for dismantling and must leave the location clean.

• Venue Preservation and Care: To maintain the integrity and appearance of the event venue, we kindly request that all vendors refrain from taping anything to the walls or floors. Additionally, please avoid dragging items across the floor surfaces. Careful handling and placement of your displays and products will help preserve the quality of the venue for everyone's benefit. We appreciate your cooperation in keeping the venue in excellent condition.

• Damage Liability: Vendors are responsible for any damage caused to venue properties.

• Event Duration: Booths must be open for the entire event duration.

Product and Sales Guidelines

• Product Restrictions:

  • Registration Timing for Direct Sales/MLM: Vendors offering direct sales or MLM products are encouraged to apply for booth space [only] within the final month preceding the event. This policy ensures that we allocate the majority of our space to handcrafted vendors while still providing opportunities for a variety of businesses.

  • Imported and Modified Items: As with our general vendor policy, imported items are allowed if they have been significantly modified or enhanced by the Exhibitor to add unique value.

• Product Range Compliance: Vendors are permitted to sell only those goods and services that have been outlined in their vendor profile during the event. Any changes or additions to the product range require the Host's written consent prior to the event.

• Scented Product Guidelines: In consideration of all participants and guests, vendors selling scent-producing items (such as candles, perfumes, or incense) are required to manage their products in a manner that minimizes overpowering or conflicting aromas. Please ensure that scent diffusion is contained within your booth area as much as possible, and limit the active demonstration of scented products to a maximum of one distinct scent at a time.

• Commitment to Family-Friendly Atmosphere: We are proud to host an event that is welcoming and appropriate for attendees of all ages. We ask all vendors to contribute to this family-friendly atmosphere. This includes ensuring that all products, displays, and interactions are suitable for a diverse audience, including children. We appreciate your cooperation in maintaining a respectful and inclusive environment for everyone.

• Exclusive Selling: One company per space; additional space required for selling another company’s products.

• Insurance: Vendors are responsible for their own insurance covering displayed items.

• Sales Tax: Collection and reporting of applicable sales tax is the vendor's responsibility.

• Food Sales: Food vendors must follow applicable MN laws pertaining to the sale of food.

  • Cottage Food Producer information for MN

Conduct and Compliance

• Professional Conduct: Vendors must be courteous and respectful. Inappropriate behavior may lead to expulsion from current and future events.

• Compliance with Laws: Vendors must comply with all laws, regulations, and show-specific rules.

  • some examples (not a complete list)

    • No glitter or confetti, no open flames, no products containing CBD or THC

    • No tabletop style lasers in use at the venue

    • Please reach out with any specific questions about your products or other specialized equipment

• No Early Departure or Late Arrival: Vendors must set up and dismantle within designated times and be present during all public hours.

• Right to Discontinue Future Participation: We reserve the right to terminate a vendor's eligibility for future events if just cause is identified. Just cause may include, but is not limited to, non-compliance with event rules, disruptive behavior, or any actions that compromise the safety, integrity, or reputation of the event. This decision is made at the discretion of the organizers to ensure the quality and security of our shows.

Miscellaneous

• Space Assignment: Booth spaces are assigned by the host; specific requests are not accommodated.

• Rain or Shine Policy: Events proceed regardless of weather. Fees are non-refundable.

• No Tables/Chairs Provided: Vendors must bring their own equipment.

  • Each venue may have a small number of tables and chairs available for rent- email for details and to reserve

• Swag Bags: The Host is funding and providing the contents for the swag bags

• Attendance Disclaimer: Attendance Variability: We strive to create a successful event with high visibility, yet it's important to understand that we cannot guarantee specific attendance numbers. The turnout can vary due to factors beyond our control, such as weather, competing events, or market trends. We appreciate your understanding that attendance is an estimate and not a guaranteed figure.

• Success at the Show: While we strive to create a supportive and vibrant environment for all vendors, please note that we cannot guarantee the level of success you will experience at the show. The outcome can vary due to multiple factors, including attendee preferences, market trends, and individual vendor efforts. We encourage vendors to actively engage with attendees and utilize effective selling strategies to enhance their chances of a successful experience.

Data Protection and Privacy

• Use of Vendor Information: Personal and business information collected from vendors will be used solely for event-related purposes and not shared without consent, adhering to data protection laws.

  • We use supplied business names, descriptions, web links and pictures for marketing of the events

Changes to Terms and Conditions

• Updates to Terms: The host reserves the right to modify these terms and conditions. Vendors will be notified of any significant changes in a timely manner.

Acknowledgment and Acceptance

• Agreement: By signing up for the event, the vendor agrees to abide by all terms and conditions and acknowledges the risks involved, including COVID-19 exposure.

• Indemnification: The vendor agrees to indemnify the host and venue against any claims or damages related to their participation in the event.