The following policies are established to ensure a seamless, professional, and elevated experience for all vendors and guests. Participation in the event constitutes full acceptance of these terms, conditions, and expectations.
The Vendor Vault reserves the right to interpret and enforce these policies at its discretion to maintain event integrity, safety, and overall experience.
Vendor Approval
All vendors must obtain prior approval before registering for any Vendor Vault event. Registration submissions received without approval do not guarantee participation and may be cancelled without notice.
The Vendor approval is determined based on, but not limited to:
• Product category balance
• Event curation objectives
• Quality and presentation standards
• Space limitations
The Vendor Vault reserves the right to decline applications to preserve the overall composition and experience of the event.
Approval is non-transferable and applies only to the approved vendor and product offerings.
Registration & Payment
Vendor spaces are considered secured only upon:
• Vendor approval
• Completed registration
• Receipt of full payment
Availability is limited and subject to change. Space assignments are managed at the discretion of The Vendor Vault to support event layout, flow, and vendor diversity.
All fees are non-refundable unless otherwise stated in writing.
Failure to submit payment within the specified timeframe may result in forfeiture of the assigned space.
Booth Spaces & Setup
Vendors are required to:
• Remain strictly within their assigned booth space
• Provide their own tables, coverings, signage, and display materials
• Maintain a clean, organized, and professional booth presentation
• Adhere to all setup and teardown schedules
Booth spaces must not obstruct aisles, emergency exits, or neighbouring vendors.
Early teardown is strictly prohibited and may impact eligibility for future events.
Booth sharing, subletting, or transferring of space is not permitted unless pre-approved in writing.
The Vendor Vault reserves the right to adjust booth placements if necessary for operational or safety reasons.
Products & Displays
Vendors may display and sell only products that have been reviewed and approved.
Vendors may not:
• Introduce unapproved product categories
• Sell items inconsistent with application details
• Display prohibited or inappropriate materials
The Vendor Vault reserves the right to request removal of products deemed misrepresented, unsafe, inappropriate, or inconsistent with event standards.
All displays must be safe, stable, and professionally presented.
Conduct & Professionalism
Vendors are expected to conduct themselves in a respectful, courteous, and professional manner at all times.
Unacceptable behaviour includes, but is not limited to:
• Disruptive or inappropriate conduct
• Harassment of guests, staff, or vendors
• Aggressive or inappropriate sales tactics
• Excessive noise or disturbances
• Failure to comply with organizer instructions
Professionalism is mandatory. The Vendor Vault reserves the right to remove vendors whose behaviour negatively impacts the event environment.
Venue & Safety Compliance
Vendors must comply with:
• All venue rules and regulations
• Applicable safety standards
• Local bylaws and legal requirements
Vendors are responsible for ensuring:
• Safe booth setup and display stability
• Proper use of electrical connections (if applicable)
• No obstruction of aisles, walkways, or exits
Any damage caused to the venue by a vendor is the vendor’s responsibility.
Insurance & Liability
Vendors participate at their own risk.
The Vendor Vault and event organizers shall not be held responsible for:
• Lost, stolen, or damaged merchandise
• Vendor equipment or property
• Personal injury
• Property damage
Vendors are responsible for maintaining any necessary insurance coverage as required by law or venue policies.
Cancellations & No-Shows
Vendor fees are non-refundable.
Failure to attend the event, regardless of circumstance, does not warrant refund or credit.
Vendor spaces may not be transferred, reassigned, or resold without written approval.
The Vendor Vault reserves the right to reallocate unused spaces.
Photography & Promotional Materials
The Vendor Vault may photograph or record the event for promotional, marketing, and archival purposes.
Event imagery is intended to showcase the venue and overall experience and does not guarantee specific layouts or vendor placements.
By participating, vendors grant permission for reasonable use of event photographs.
Policy Enforcement
Failure to comply with vendor policies, guidelines, or contractual obligations may result in:
• Removal from the event without refund
• Disqualification from future Vendor Vault events
• Revocation of vendor privileges
The Vendor Vault reserves the right to enforce policies as necessary to protect event quality, safety, and experience.
Force Majeure
The Vendor Vault shall not be held liable for cancellations, delays, or modifications resulting from circumstances beyond reasonable control, including but not limited to:
• Venue issues
• Weather conditions
• Emergencies
• Government restrictions
• Unforeseen events
In such instances, refunds or credits remain at the discretion of Vendor Vault.
Final Note
These policies exist to preserve the integrity, professionalism, safety, and elevated experience of Vendor Vault events for all participants. Please also refer to each individual vendor contract, as each venue may have additional conditions or restrictions.
Failure to read or review the Vendor Policies, Guidelines, or Contract Terms does not relieve the vendor of their obligations. Vendors are solely responsible for understanding and complying with all event rules, requirements, and agreements.