Vendor Terms and Conditions for Calera Nerd Fest 2025
Please review the following rules and regulations governing vendor participation at Calera Nerd Fest. If you have any questions or concerns, please contact us at NerdFest@downtowncalera.org. By signing and returning this contract, you confirm that you have read and agree to these terms and will comply with all the rules and regulations stated below.
Vendor Space & Table Rentals
- Vendor Spaces: Each vendor space includes one 8' x 8' booth area.
- Cost: $100 per booth space. Each vendor receives two (2) event badges with the rental. Additional badges can be purchased on-site at the event’s early bird rate.
- Power Usage: Limited power is available. Power must be requested in advance. Vendor must bring extension cords.
- Food and Drink: Vendors are not permitted to sell food or beverages unless special permission is granted by the venue.
Special Item Restrictions
- Weapons: The sale of live steel weapons is prohibited unless prior written permission is obtained.
- Flashing Lights: Vendors with flashing lights in their displays must ensure their booth complies with the guidelines provided by Calera Nerd Fest’s accessibility team regarding light intensity and use.
Vendor Responsibilities
- Finances & Taxes: Vendors are responsible for managing their own finances, taxes, and compliance with local, state, and federal tax laws. If Calera Nerd Fest is required to collect or distribute any forms or payments, vendors must comply.
- Booth Operations: Vendor booths must remain manned and fully operational throughout the entire event. Early breakdown is not allowed. Vendors may begin dismantling their booths only after the exhibit hall closes at 10:00 PM.
- Display Requirements: Any special requirements for your booth setup, such as display racks, easels, or stand-ups, must be cleared with Calera Nerd Fest staff when the booth space is booked.
Liability and Insurance
- Vendor Liability: Calera Nerd Fest staff, workers, and volunteers are not responsible for any loss, damage, theft, or personal injury that may occur during the event. Vendors are responsible for securing their own property and ensuring their booth is safe for attendees.
- Insurance: Calera Nerd Fest does not provide or maintain insurance for vendors or their property. It is the vendor’s responsibility to obtain their own insurance if necessary.
Vendor Conduct & Compliance
- Endorsements: Calera Nerd Fest does not endorse any vendor’s merchandise, views, or actions. All vendors are considered independent entities and do not represent Calera Nerd Fest, its organizers, or partners in any capacity.
- Prohibited Items: The sale of counterfeit or “bootleg” merchandise is strictly prohibited.
- Transactions: All sales and transactions are between the vendor and the attendee. Calera Nerd Fest is not responsible for any disputes or issues arising from transactions.
- Adult Materials: Any adult materials must be kept behind the booth or properly bagged/covered to prevent minors from accessing them. Vendors are responsible for ensuring compliance with local and state laws regarding the sale of adult content, and no adult materials may be sold to minors.
Payment and Reservation
- Booth Reservations: No booth will be reserved unless payment is received in full. Spaces are limited and will be assigned on a first-come, first-served basis based on completed and paid applications.
Refund Policy
- If a vendor cancels before November 1, 2025, a 50% refund will be issued.
- After November 1, 2025, no refunds will be given for canceled booth spaces. All sales are final once a booth is reserved.
By participating in Calera Nerd Fest, vendors agree to adhere to these terms and conditions to ensure a safe, fair, and enjoyable event for all attendees and participants.
