Vendor Agreement Template

A default agreement between an event organizer and a vendor. Organizers may customize per event.

Version: 1.0 · Use: Boilerplate organizers can adopt or modify

Notice to Organizers

This is a template. TentPole provides it as a courtesy, not as legal advice. You are responsible for the terms you publish to your vendors and for compliance with applicable law. Have your attorney review before use at scale.

Vendor Agreement

This agreement is between [Organizer Name] ("Organizer") and [Vendor Name] ("Vendor") for participation in [Event Name] on [Event Date(s)] at [Event Location].

1. Booth Space

Organizer will assign Vendor a booth space of approximately [Size] for the duration of the event.

2. Fees

Vendor agrees to pay a booth fee of $[Amount], plus the TentPole platform fee (currently 5%). Total payable: $[Total].

Fees are non-refundable once paid, except as expressly provided in this Agreement.

3. Cancellation

• Vendor cancels: No refund.
• Organizer cancels event: Full refund of booth fee less platform fees.
• Force majeure (act of God, government order, etc.): Event is postponed; booth fee transfers to rescheduled date or, if not feasible, refunded at organizer's discretion.

4. Setup & Breakdown

• Load-in time: [Time]
• Vendor must be ready by: [Time]
• Breakdown begins: [Time] (no early breakdown without organizer permission)
• Late arrival may result in forfeiture of booth without refund

5. Vendor Responsibilities

Vendor shall:

• Provide goods/services as represented in the application
• Maintain current business licenses and all required permits
• Carry general liability insurance with minimum $[1,000,000] coverage; provide Certificate of Insurance naming Organizer as additional insured
• Supply own tables, chairs, displays, and tents
• Weight tents at all four corners (40 lb per leg minimum)
• Comply with all federal, state, and local health, safety, and tax regulations
• Collect and remit any applicable sales tax
• Leave the booth area clean; remove all trash and debris
• Conduct business professionally and treat customers, other vendors, and staff with respect

6. Prohibited Conduct

Vendor shall not:

• Sub-let or transfer the booth space
• Sell prohibited items (firearms, illegal goods, items violating IP)
• Use amplified sound, generators, or open flames without prior written approval
• Operate outside assigned booth boundaries
• Distribute political or religious materials without prior approval

7. Rain or Shine

The event proceeds rain or shine. Weather is not grounds for refund unless the Organizer cancels the entire event.

8. Indemnification

Vendor shall indemnify and hold harmless the Organizer, the venue, TentPole, and their respective officers, employees, and agents from any claims arising from Vendor's products, services, conduct, or breach of this Agreement.

9. Use of Image

Vendor grants Organizer permission to use photographs of Vendor's booth and activity at the event for promotional purposes.

10. Removal

Organizer may remove Vendor at any time for breach of this Agreement, safety concerns, or conduct deemed inappropriate. No refund in such cases.

11. Disputes

Disputes arising under this Agreement are between Vendor and Organizer. TentPole is not party to this Agreement and has no obligation to mediate. The laws of [State] govern.

12. Acceptance

By submitting an application and paying the booth fee, Vendor agrees to all terms herein.

__________________________
Organizer signature / date

__________________________
Vendor signature / date