Texas Trade Days Vendor Policy & Agreement Terms

2019 Texas Trade Days, LLC Vendor Policy & Agreement Terms

  1. TEMPORARY LEASE AGREEMENT ACKNOWLEDGEMENT: 
    Vendor acknowledges that the acceptance of this application and associated vendor payment by Texas Trade Days, LLC is considered an executed temporary lease agreement for the date(s), time(s), location(s) and booth space(s) selected above between the vendor and Texas Trade Days. Vendor booth space payments become earned and payable upon application and payment acceptance by Texas Trade Days, LLC. Vendor will be notified in writing of their acceptance no later than the Thursday prior to the event date(s) selected by the vendor on the application. Denied applications and payments will be issued a full refund by Texas Trade Days, LLC within 7 business days from the date of their application. Violations of these agreement terms, Texas Trade Days, LLC policy and rules set forth below, and/or any instructions, whether verbal or in writing, made by Texas Trade Days, LLC, the property owner (venue) and/or security by the vendor is considered a default of this agreement by the vendor in which no refund will be issued to the vendor.
  2. VENUE OCCUPANCY: Texas Trade Days, LLC rents and occupies property with the written permission of all property owners through lease and/or occupancy agreements. Texas Trade Days, LLC remits all deposits, lease payments and fees to the property owner (venue) in accordance to the agreements. Texas Trade Days,LLC is given authorization by the property owner (venue) to subdivide and sublease the assigned property to vendors for the purposes of commercial for-profit business. Texas Trade Days, LLC is responsible for adhering to property owner (venue) rules and ensuring compliance from vendors. All Texas Trade Days, LLC inquiries are handled by Texas Trade Days, LLC. Anyone wishing to confirm occupancy/lease agreements can contact the property owner (venue) for which the event is held.
  3. TEXAS TRADE DAYS LICENSING AND PERMITS: Texas Trade Days, LLC obtains and maintains legally required licensing and permits to operate business in the State of Texas, county and/or city of operations. 
  4. TEXAS TRADE DAYS CONDUCT: Texas Trade Days, LLC conducts business in a fair and professional manner with integrity in accordance to governing laws, regulations, rules and ethics.
  5. TEXAS TRADE DAYS ADVERTISING: Texas Trade Days, LLC advertises and markets Texas Trade Days, LLC and its events to the best of its ability for the benefit of its accepted vendors to attract and maintain customers, and to promote positive community involvement.
  6. PHOTOGRAPHY: Texas Trade Days, LLC may photograph and record: the property owner (venue), vendors, guests, customers and events during the normal course of business to advertise and/or market Texas Trade Days, LLC events. Any vendor not wishing to be photographed or recorded can decline at any time during any event.
  7. PROHIBITED ITEMS AND INFORMATION:Texas Trade Days, LLC STRICTLY PROHIBITS the following items to be sold, traded, distributed or displayed at any Texas Trade Days, LLC events. Prohibited items include, but are not limited to: All firearms and ammunition, knives, swords, brass knuckles, nun-chucks, any items with intended or perceived use to be a weapon; pornography, smut, provocative items, sexually explicit items, any item with intended or perceived use to be a sexually explicit item; drugs, illegal/controlled substances, and/or tobacco and associated paraphernalia, smoking pipes, bongs, hookahs, any item with intended or perceived use to be a drug and/or tobacco paraphernalia; all alcohol and related information; all potential copyright infringement items; any flea market type wholesale/resale items; all gang related items; any items deemed inappropriate by Texas Trade Days, LLC. Prohibited and inappropriate items whether new, used, antique, vintage, etc. found during the event will result in the immediate removal of the items. Refusal to remove the prohibited items will result in the vendor booth being removed from the grounds immediately. No exceptions. UNLAWFUL DRUG/ALCOHOL POSSESSION/CONSUMPTION IS STRICTLY PROHIBITED. Texas Trade Days, LLC reserves the right to discontinue a vendor’s participation in the event and/or Texas Trade Days, LLC vendor membership at any time there is concern whether a vendor has sold/promoted, currently sells/promotes or will in the future sell/promote prohibited items and/or information, as well as concerns for unlawful drug/alcohol possession/consumption by the vendor and/or their guests.
  8. ALCOHOL: Texas Trade Days, LLC strictly prohibits any vendor to provide alcoholic beverages, promotional information, tastings, and promotion of home-based parties to conduct business at any event.
  9. APPLICATIONS & PAYMENTS REQUIRED: All vendors are required to submit an online application for all booth rentals, vendor programs, and Texas Trade Days, LLC services in which the vendor wants to purchase. Texas Trade Days, LLC does not issue application payment invoices, requests for payments, etc. in lieu of an application. All vendor applications must be completed online prior to the event date(s). Texas Trade Days, LLC requires vendors to make payment through the approved credit card processor at the time of application. Texas Trade Days, LLC does not accept applications, cash, cashier checks, money orders or personal checks in-person or by mail. Vendor mail received by Texas Trade Days, LLC is immediately issued a Return to Sender notice through the mail carrier.
  10. APPLICATION ITEMS: All merchandise and promotional products intended to be sold or distributed at Texas Trade Days, LLC events must be listed on the application. Texas Trade Days, LLC reserves the right to prohibit the sale or distribution of any merchandise or promotional product at any time. Vendor is required to leave at home or immediately remove prohibited merchandise and promotional products from the event area upon instruction by Texas Trade Days, LLC whether verbally or in writing.   
  11. APPROVED APPLICATIONS: Texas Trade Days, LLC deems an application approved when: the vendor application is complete, vendor payment has been posted by the payment processor, vendor meets all Texas Trade Days, LLC quality requirements and the event date(s) are available to the vendor. Vendors paying by eCheck (bank account not credit card) risk the chance of denial of application due to delayed payment processing by the payment processor. Texas Trade Days, LLC does not reserve booth space without receiving a completed application and posted payment. Texas Trade Days, LLC lists all approved vendors under their designated event on the Texas Trade Days, LLC website. Approved vendors will receive the event details via email no later than the Thursday prior to the approved event(s) listed on the vendor’s application.
  12. DENIED APPLICATION ITEMS: Vendor will be notified by email reply to the application if any items listed on the application are denied. If vendor wishes to not attend the Texas Trade Days, LLC event(s) based on the denial of any item, vendor shall notify Texas Trade Days, LLC by email reply to receive a full refund minus any non-refundable fees incurred by Texas Trade Days, LLC. If a denied application item is a specific date the vendor wishes to attend, only the denied date will be refunded to the vendor. Texas Trade Days, LLC may issue credits as an application coupon code via email in lieu of refunds at its discretion.
  13. DENIED APPLICANTS/FILLED SPACES/INCORRECT APPLICATION SUBMISSIONS: Denied applications (applications for already filled spaces and applications with incorrect/incomplete information are automatically denied) will receive an email reply response to their application submission. It is the applicant’s responsibility to check the Texas Trade Days website and read this vendor policy/agreement terms prior to submitting an application and/or seek help with completing the application prior to making payment. Vendor fees paid will be refunded in full, minus non-refundable fees incurred by Texas Trade Days, LLC plus $15 for application processing. Invoices for remaining amounts will not be issued.​ Texas Trade Days, LLC may issue credits as an application coupon code via email in lieu of refunds at its discretion.
  14. LIMITS ON VENDOR TYPES: Texas Trade Days, LLC only permits one vendor per direct sales (MLM) company per show, unless otherwise agreed to in writing by email. Texas Trade Days, LLC reserves the right to limit all similar vendor types.
  15. CORPORATE VENDORS: Corporate vendors are non-traditional home-based vendors whose products/services are, but not limited to: Any business required to be licensed in the State of Texas for operations, promotions of products or services, Insurance, Energy, Cellular, Dentist, Cemeteries, Attorneys, REALTORS, Home Improvement, Public & Private Colleges & Universities, etc. whether independently owned/operated, independent contractors, employees, etc. with the exception of mobile human or animal therapeutic or cosmetic services offered directly by the licensed practitioner. ONLY SELECT THE CORPORATE TENT SPACES on the application. Failure to do so will result in a denied vendor booth application without refund. Your payment will be used to mention you in a #sponsored post on social media for the event on the application. Corporate Vendors will be treated as event sponsors. You will have your own section for you to leave as needed without disturbing the other vendors and shoppers during our open hours, staying the entire duration is strongly recommended and encouraged. Corporate Vendors are allowed to talk to vendors, walk customer aisles and great customers as they enter the event area. You are required to leave vendor booths as soon as customers enter the booth. Do not sell or promote your company and services at other vendor booths, only introduce yourself and invite vendors to your booth to sell and promote yourself. Do not pull customers from vendor booths, interrupt sales and business operations, call out to customers in the aisles, chase customers or other disruptive sales practices. You are required to stay at your assigned space for promotions and sales for the majority of the event. Continued disruptions and obnoxious behavior will result in the Corporate Vendor’s removal from the event without refund. Exceptions to this policy will not be provided.
  16. BOOTH SHARING: Booth sharing is not permitted. Only one vendor/company per booth space.
  17. VENDOR SUBLEASING/REASSIGNMENTS/FILL-INS: Vendors are strictly prohibited from selling, reassigning or requesting fill-ins of their booth space to another vendor for any reason. Texas Trade Days, LLC only authorizes vendors to participate in Texas Trade Days, LLC events in which an application is on file. No exceptions.
  18. ADVERTISING BY VENDORS: Vendors are expected to share Texas Trade Days event flyers, Social Media event listings, invite social media friends to social media event listings, and other event promotional activities for the event they have applied. Market will be referred to as Texas Trade Days only. All other variations are not authorized, unless otherwise promoted by Texas Trade Days, LLC. Vendors will not mislead the public by advertising inaccurate information that deviates from any advertising made by Texas Trade Days, LLC. Vendors are not authorized to create their own events on social media or by any means for any Texas Trade Days, LLC events. Texas Trade Days, LLC provides vendors with social media events, flyers, photos and other promotional items vendors are authorized to distribute. Vendors shall not mislead any persons or organizations into believing they are a representative of Texas Trade Days, LLC in any way. Any vendor found to violate this section shall cease and desist immediately upon notice by Texas Trade Days, LLC. 
  19. VENDOR EQUIPMENT: Vendor’s are required to provide their own equipment (tents, tables, chairs, displays, decorations, products, etc.) for their business operations. Any equipment available for rental, including any associated fees, by Texas Trade Days, LLC will be listed on the application. Equipment examples and recommendations can be found at https://texastradedays.com/vendor-registration/vendor-booth-tips/
  20. TENTS: Required for all uncovered outdoor booths. 10×10 straight-leg canopy tents only – Solid colors only. Corporate, Business, Product Logo Covers are permitted.
  21. TENT WEIGHTS: 30-45 pounds of weight per tent leg required. Retail bagged sand, fitness free weights, improper weight amounts, lack of weights, unsafe use of concrete cinder blocks and stakes are not authorized.
  22. TABLE COVERS ARE REQUIRED.
  23. BANNERS & SIGNS: Must not be larger than 3×10 feet in size and are only authorized to be attached to vendor provided equipment. Standing signs shall not block the view of other booths.
  24. VENDOR ORGANIZATION: All storage and product boxes must be kept hidden under covered tables or in vehicles. Displays, products, storage containers, etc. must be confined to vendor’s booth only. Booths and spaces will be kept neat and clean at all times. Vendor’s are responsible for maintaining a clean booth space, as well as properly discarding and removing trash. Any items left behind will be discarded by Texas Trade Days, LLC.
  25. WASTE DISPOSAL: Vendors are responsible for properly cleaning and discarding all waste within and surrounding their rented booth space. Vendors who fail to clean their area will be invoiced a $50 clean up fee in the event a deposit is not charged upfront.
  26. BOOTH DESIGN: Displays, booth design and sales techniques shall not interfere with other vendors in any way. Texas Trade Days, LLC reserves the right to have any vendor change their setup as needed.
  27. PROHIBITED INDOOR EQUIPMENT: Any equipment that poses a safety hazard to persons or property. Convention/Expo style equipment is not permitted, unless expressly authorized by Texas Trade Days, LLC. Texas Trade Days, LLC and its venues reserve the right to decide whether to allow vendor usage of certain indoor equipment at the time of setup; restrict, change or prohibit certain equipment at any time. Vendor is responsible for ensuring setup is authorized by Texas Trade Days, LLC and its venues. Prohibited indoor equipment includes, but is not limited to: grid walls of all sizes, drape/curtain dividers, dressing rooms, large shelves and racks, walls of any type, etc. Prohibited indoor equipment may be used in outdoor booths and/or spaces. 
  28. BOOTH SPACE LIMITS: Equipment, displays, merchandise, etc. must be kept within the designated booth space. Additional space may be purchased at the time of application. Texas Trade Days, LLC reserves the right to keep the vendor within their designated booth space and/or charge the vendor for the additional space needed during the event.
  29. HAZARDOUS EQUIPMENT AND PRODUCTS: Includes, but is not limited to: electric, combustible, generators, heaters, fans, warmers, lighting, printers, engines, fryers, stoves, hot plates, flammable, volatile, etc. Must be pre-approved by the Owner. Must be kept away from children, customers, other vendors and other items potentially affected by the hazard. Must be contained to vendor booth and/or space. Must not emit toxic vapors. Must be kept well ventilated. Must be used in accordance with the manufacturer’s intended use. The Owner reserves the right to discontinue vendor use of any hazardous equipment and is not responsible for loss of power to vendor booth, loss of vendor sales, damage or injury as a result of the vendor’s use or discontinued use of hazardous equipment.
  30. VENDOR COMMUNICATION: Vendors are responsible for ensuring they receive emails from Texas Trade Days, LLC. Texas Trade Days, LLC is not responsible for lost or failed deliveries of emails resulting from email junk/spam filters, third party verification sites, inaccurate emails provided on the vendor application, etc. Vendors are responsible for emailing Texas Trade Days, LLC regarding cancellations, missed dates, disputes, corrections and other business matters. Emails can be sent directly to texastradedays@gmail.com or other listed email addresses provided.
  31. EVENT DATES & AVAILABILITY: Texas Trade Days, LLC will schedule event dates and times that are in the best interests of the Texas Trade Days, LLC and will be announced when available and released at its discretion. Texas Trade Days, LLC does not guarantee any specific date or times of an event that does not have a contract on file with its venues. Event dates, times and locations are subject to change.
  32. VENDOR TIMES: Vendors will be given at least 1.5 hours to set up before the start of the event, as available. Vendor set up shall stop set up at the event start time. Vendors arriving anytime within 1 hour before the start time of the event may be considered late. Vendors arriving within 30 minutes of the event start time will not be allowed to set up without refund. Vendors will be given exactly 1 hour to tear down after the end of the event. Early departure of vendors is not allowed. Vendors shall not start packing items, moving vehicles, etc. until the event has ended. Any vendor who packs early will not be asked to return to Texas Trade Days, LLC events without refund for future events booked by vendor.
  33. VENDOR BEHAVIOR: Vendors are required to always be respectful to the venue officials, Texas Trade Days, LLC, fellow vendors and customers. Vendors must respect fellow vendor booth areas. Vendors are required clean up their booth area. Vendors are required to keep business discussions discrete, professional and away from other booths. Vendors shall not argue with venue officials, Texas Trade Days, LLC, fellow vendors and customers at anytime for any reason. Vendors are required to keep vehicles out of the way of fellow vendors and their booth spaces while loading and unloading. Driving through the event area at any time is strictly prohibited. Contact the Texas Trade Days, LLC immediately if help is needed. Children must be supervised at all times and are not allowed: in other vendor booths, to roam freely through the event area, and must be on their best behavior. Children needing attention must be cared for privately away from the event area and customers.
  34. DRESS CODE AND CONDUCT: Texas Trade Days, LLC requires vendors to arrive and remain fully dressed, be well groomed with good hygiene, and wear clean clothes with a professional appearance.
  35. SALES AND PROMOTION: Sales and promotions are only authorized within the vendor’s designated booth space. Vendors are not authorized to sell their products or services to other vendors at the other vendor’s booth.
  36. BOOTH MUSIC: Cannot be heard in another booth, unless approved by Texas Trade Days, LLC. Mature content, explicit versions of songs, etc. is prohibited.
  37. WEATHER CONDITIONS: Texas Trade Days, LLC events are rain or shine. Be prepared for all types of weather. Abide by the suggestions made by Texas Trade Days, LLC. Repeated health and safety risks (even during a single event) may result in the vendor not being allowed to continue the event without refund.
  38. VENDOR FOOD & DRINKS: Texas Trade Days, LLC venues prohibit outside food and drinks on their properties. Vendors may only have water bottles at their booth. All other food and drinks must be kept and consumed in vendor vehicles or off property. No exceptions.
  39. LICENSING AND PERMITS: Vendors are responsible for obtaining all required licenses, permits, etc. to conduct their business. Vendors are also responsible for displaying these documents to the public during our events. Texas Trade Days may request copies of these documents at any time. Texas Trade Days, LLC is not responsible for any vendor who fails to maintain their legal requirements.
  40. STATE SALES TAX: It is the vendor’s responsibility to adhere to city and state tax regulations in the collection and payment of Texas Sales and Use Tax. The Texas Comptroller of Public Accounts Sales Tax Line is 800-252-5555 or visit their website at https://comptroller.texas.gov/taxes/permit/.
  41. TEXAS COTTAGE LAW: Texas Trade Days is a for-profit business/event. Vendors are responsible for obtaining licences, certificates and permits. More information at https://www.dshs.texas.gov/foodestablishments/cottagefood/default.aspx
  42. COMMERCIAL FOOD VENDORS: Any food vendor or vendor wishing to provide samples to the public is required to obtain a Temporary Health Establishment Permit through the appropriate health authorities.
  43. FOOD CONCESSIONS & TRUCKS: Texas Trade Days, LLC does not accept food concessions or food truck vendors, unless otherwise advertised.
  44. INSURANCE: Vendors are recommended to have Commercial Business Liability Insurance. Food Trucks and on-site food preparation vendors are required to add Texas Trade Days as an additional insured on their policies and are responsible for all associated fees.
  45. SERVICE ANIMALS: Only service animals are allowed at Texas Trade Days events. Vendor’s are responsible for maintaining the health, safety and comfort of their service animal at all times. Vendor’s may be removed from the event without refund if the service animal becomes a threat to the health, safety and enjoyment of itself, the vendor, other vendors, guests, customers and staff, and/or at the request of the property owner (venue) and/or security.
  46. SECURITY: Texas Trade Days may provide security throughout the event. Vendors are solely responsible for the security of their cash, coupons, equipment, goods, inventory, supplies and any other property. Texas Trade Days, LLC is not responsible for lost, stolen or damaged property.
  47. REFUNDS FOR APPROVED APPLICATIONS: Booth Rental, Preferred Vendor Fees and other Texas Trade Days, LLC fees are non-refundable. Texas Trade Days, LLC may credit booth rental fees to another event date in cases of uncontrollable event cancellations or reschedules. All vendor refunds and credits issued are in accordance with any venue refunds and/or credits issued to Texas Trade Days, LLC at the rate of $0.75 per square foot or less, for the booth space rented according to the vendor’s application, minus $25 for associated fees, not to exceed the total cost of fees paid by the vendor, less $25. Vendor credit amounts may be applied to designated Texas Trade Days, LLC event(s) at the discretion of Texas Trade Days, LLC and the vendor is responsible for the payment of the amount remaining after the credit is applied. Vendors with approved credits may be issued an adjusted Texas Trade Days, LLC application with the event date(s) they can choose from to apply their credit. Vendors failing to meet the adjusted application deadline requirement will forfeit their credit. Texas Trade Days, LLC may issue credits as an application coupon code via email in lieu of refunds at its discretion.
  48. DISPUTES: If a dispute and/or conflict arises between vendors, or vendors and the public, vendors are to notify Texas Trade Days, LLC immediately to handle the dispute and/or conflict. If a venue has provided paid security, Texas Trade Days, LLC will also notify venue security of the dispute and/or conflict. In more serious cases, a vendor may feel they need to call 911 for emergency services. Please notify Texas Trade Days, LLC immediately after 911 services have been called.