Shop & Groove Vendor Agreement

SHOP & GROOVE VENDOR AGREEMENT:

This Agreement is made and entered into as of DATE PAYMENT IS MADE by and between Tara Laurent Home, a New York corporation (“Shop & Groove”) and Registered Vendor (“Vendor”).

  1. ACCEPTANCE OF TERMS & CONDTIONS

By submitting your payment for the Space Rental Fee, you, the “Vendor,” acknowledge that you have:

  • Read and reviewed: the Shop & Groove Vendor Agreement (“Vendor Agreement”) accessible through the provided link.
  • Understood and agreed to be bound by: the terms and conditions set forth in the Vendor Agreement, which govern the rights and obligations of Vendors participating in Shop & Groove events.
  1. FORMATION OF AGREEMENT

2.1       Your payment of the Space Rental Fee constitutes your express acceptance of the Vendor Agreement and signifies the formation of a binding legal agreement between you and Shop & Groove.

2.2     Shop & Groove expressly reserves the unilateral and unfettered right to reject the Application of any Company or Individual, for any cause or reason whatsoever, in its sole and absolute discretion.

2.3     Shop & Groove retains the unilateral and unfettered right to modify or amend these Guidelines at any time, with or without prior written notice to the Vendor.

2.4     Shop & Groove Management reserves the unilateral and unfettered right to relocate or modify the designated location of any Vendor’s setup or table due to unforeseen circumstances, in its sole and absolute discretion.

2.5     Shop & Groove Management reserves the unilateral and unfettered right to modify the scheduled time of the Event due to unforeseen circumstances, in its sole and absolute discretion.

  1. DISCLAIMER

Do not submit payment for the Space Rental Fee if you are unwilling to:

  • Accept and be bound by the terms and conditions outlined in the Vendor Agreement.
  • Rent booth space for the designated term of the event.
  1. VENDOR SALES

4.1      Shop & Groove disclaims any and all responsibility for the sales performance of any Vendor participating in the Event. Shop & Groove expressly makes no guarantee, warranty, or representation regarding the level of sales, customer traffic, or profitability any Vendor may experience at the Event.

4.2      Shop & Groove acknowledges that the success of each Vendor’s participation in the Event is dependent upon a variety of factors beyond its control, including, but not limited to, the Vendor’s products, marketing efforts, pricing strategies, and customer interaction. Accordingly, Shop & Groove shall not be liable for, and shall not be obligated to provide a refund for, any Vendor’s failure to achieve desired sales at the Event.

  1. LICENSES & PERMITS

5.1.     Vendor Representations and Responsibilities: Each Vendor shall be solely responsible for:

  • Obtaining all necessary licenses and permits required by federal, state, and local authorities to conduct business at the Event.
  • Collecting and remitting all applicable sales taxes to the appropriate authorities.
  • Paying all federal, state, and local taxes associated with their participation in the Event.
  • Complying with all applicable laws, rules, and regulations governing their business activities, including but not limited to health and safety regulations.
    • Food and Catering Vendors: Food and Catering Vendors must furnish a copy of their valid business license to Shop & Groove prior to the Event.
  1. EVENT OCCURRENCE

6.1      The Event shall proceed under most weather conditions, excluding extreme or severe weather events as determined by Event Management in its sole and absolute discretion.

6.2      Event Cancellation: Event Management reserves the unilateral right to cancel the Event in the event of extreme or severe weather conditions that, government shutdowns (i.e. COVID or other pandemic) or any event in its sole discretion, pose a safety risk to attendees, vendors, or staff.

6.3      Vendor Responsibilities: Vendors are encouraged to monitor weather forecasts or major events like government shutdowns (i.e. COVID or other pandemic) leading up to the Event.

6.4     If a Vendor has any concerns about how the weather may impact the Event, they are expected to contact Shop & Groove Management for further information and guidance.

6.5     Refund Policy: In the event of cancellation due to extreme or severe weather, no refunds will be issued for vendor participation fees.

6.6     As an alternative to a refund, Shop & Groove will offer Vendors the opportunity to transfer their table reservation to a future Event subject to availability.

  1. SETUP

7.1.      Floor Plan and Space Assignment: Shop & Groove will furnish a Floor Plan outlining designated vendor spaces in advance of the Event.

7.2      Shop & Groove will use its commercially reasonable efforts to accommodate any special location requests submitted by Vendors. However, Shop & Groove does not guarantee the allocation of any specific space or location at the Event.

7.3      Vendor spaces will be assigned on a first-come, first-served basis from the date a Vendor’s complete application and payment is received by Shop & Groove.

7.4.     Arrival and Check-In: Vendors are required to arrive at the Event between 10:00 AM and 11:45 AM. Vendors arriving after 10:30 AM will not be permitted to set up and their designated space will be forfeited.

7.5      Upon arrival, Vendors must check in with designated Shop & Groove staff to receive their assigned space.

7.6      Equipment and Setup: Shop & Groove will provide tables and linens for each Vendor space. Vendors are responsible for bringing any additional set-up accessories they require, such as extension cords.

7.7      Prior written permission must be obtained from Shop & Groove before bringing standing shelves, large objects, or any equipment exceeding table height.

7.8      Each Vendor’s space must be fully set up and ready for operation by the designated Event start time.

7.9      Late Arrival and Forfeiture: Vendors arriving at the Event after the designated start time will not be granted access to the premises and their participation fee will be forfeited.

  1. WIFI
    8.1 Limited Guarantee of Wi-Fi Service:

Shop & Groove does not warrant or guarantee the availability, speed, or functionality of the Wi-Fi network provided at the Event.

8.2   Disclaimer of Liability:

Shop & Groove shall not be liable for any loss, damage, or inconvenience suffered by a Vendor due to:

  • Interruptions or outages of the Wi-Fi network.
  • Slow or unreliable Wi-Fi connection speeds.

8.3   Vendor Responsibility:

Vendors are encouraged to have a backup plan in place, such as a mobile data connection or a personal Wi-Fi hotspot, in case of unforeseen Wi-Fi issues.

  1. BREAKDOWN AND PACKING

9.1      Vendors are prohibited from commencing breakdown or packing activities prior to 30 minutes before the designated Event end time.

9.2      Breakdown and packing may commence only after the aforementioned 30-minute window has elapsed.

9.3      Departure and Removal of Belongings: Vendors are required to begin vacating the premises and removing all their belongings no earlier than 5:30 PM.

9.4.     Early Departure and Future Participation: Vendors who depart from the Event prior to the official closing time will be deemed ineligible to participate in future Shop & Groove events.

  1. PHOTOGRAPHS & PUBLICITY GRANT OF CONSENT

10.1.   In consideration of their participation in the Event, Vendor hereby grants to Shop & Groove a non-exclusive, irrevocable, royalty-free, worldwide license to:

  • Capture, record, and use photographs and video footage of Vendor and its products or services at the Event.
  • Utilize such photographs and video footage for any and all business purposes, including, but not limited to, press releases, publications, online marketing, social media platforms, advertising campaigns, and printed materials.

10.2          Vendor hereby waives any right of inspection or approval of the photographs or video footage captured by Shop & Groove.

10.3   Release of Claims: Vendor hereby releases and discharges Shop & Groove from any and all claims, demands, or liabilities arising from or related to:

  • The capture, use, or publication of photographs or video footage of Vendor or its products or services by Shop & Groove, as permitted under this Agreement.
  • Any editing or modification of the photographs or video footage by Shop & Groove.
  1. LOSS & DAMAGE VALUABLES DISCLAIMER OF LIABILITY

11.1     Shop & Groove expressly disclaims any and all liability for any loss, theft, damage, or destruction of Vendor’s property occurring at, during, or after the Event.

11.2     This disclaimer of liability extends to all personal property brought onto the Event premises by Vendor, including, but not limited to, merchandise, equipment, inventory, and personal belongings.

11.3.   Recommendation for Insurance: Shop & Groove strongly recommends that Vendors obtain appropriate insurance coverage to protect their property against potential loss, theft, or damage during the Event.­­

  1. DISCLAIMER REGARDING RELATIONSHIP

12.1 Independent Contractor Relationship:

This Agreement shall not be construed to create a partnership, joint venture, or any other form of agency or employment relationship between Shop & Groove and Vendor.

12.2 Independent Contractor Status:

Vendor acknowledges and agrees that it shall act as an independent contractor in the performance of its obligations under this Agreement and shall not be entitled to any benefits or protections generally afforded to employees of Shop & Groove, including, but not limited to, health insurance, workers’ compensation, or unemployment benefits.

CLOSING

Shop & Groove looks forward to collaborating with Vendor on a successful event.

CONTACT INFORMATION­­­­­

For any questions, please contact [email protected]

2024 EVENT DETAILS:

  • ​Shop & Groove Harlem
  • Sunday, April 28, 2024
  • Vendor Call Time: 10:00 am
  • Set up: 10-11:45pm
  • Shopping & Live Music: 12:00 – 6:00pm
  • Breakdown: 6:00 – 7:00 pm
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