Community Pop Ups NC – Vendor Terms & Conditions
1. Payment of Vendor Fees
All fees must be paid in full prior to the event. Failure to comply will result in the Vendor being prohibited from participating in the market.
2. Provision of Equipment
Community Pop Ups NC does not provide tables, chairs, display items, or tents. Vendors are responsible for supplying their own equipment and any additional items they may require. Vendors are responsible for bringing tent weights, as stakes will not be allowed.
3. Rain Policy
In the event of a rain out, Community Pop Ups NC will make every effort to reschedule the market. If the Vendor can participate on the rescheduled date, the Vendor fee will be applied to the new date. If the Vendor cannot attend the rescheduled date, the Vendor fee for the original date will not be refunded.
Community Pop Ups NC will notify vendors via email regarding rescheduling or cancellation due to weather conditions.
4. Marketing and Attendance
Community Pop Ups NC will promote the event through social media and other available channels. However, Community Pop Ups NC does not guarantee a specific number of attendees and is not liable for any perceived low attendance by the Vendor.
5. Additional Requirements
Vendors must inform Community Pop Ups NC of any additional setup requirements in advance. Community Pop Ups NC will strive to accommodate these requests but makes no guarantees.
6. Compliance with Rules
Vendors agree to adhere to all rules and regulations set forth by Community Pop Ups NC, the event venue, and applicable state or local authorities to ensure the safety, legality, and enjoyment of all vendors and attendees.
7. No-Show and Non-Payment Policy
Vendors who fail to appear for a scheduled event without providing at least 48 hours’ written notice to Community Pop Ups NC may be subject to temporary or permanent removal from future events. Failure to pay any applicable vendor fees by the stated due date may also result in the forfeiture of the vendor’s space and/or disqualification from participating in future Community Pop Ups NC events.
Vendors who have not paid in full by the deadline will not be permitted to set up at the event. No refunds or credits will be issued for no-shows or non-payment.
8. Compliance for Agricultural and Food Vendors
Vendors selling fresh produce, farm products, or other consumable goods must comply with all applicable North Carolina Department of Agriculture and Consumer Services (NCDA&CS) regulations and local health and safety codes. This includes proper labeling, handling, and storage of food products.
Food trucks and prepared food vendors must hold all required permits and inspections as mandated by state and county health departments, and must be able to provide proof of such documentation upon request.
Failure to comply with these regulations may result in immediate removal from the event and exclusion from future participation.
9. Setup and Teardown Policy
Vendors must adhere to the setup and teardown times provided by Community Pop Ups NC. Early departure from the market or late setup without prior approval/notice may result in exclusion from future events. Vendors are responsible for ensuring their area is clean and free of trash at the end of the event.
10. Conduct and Professionalism
Vendors are expected to conduct themselves in a professional, courteous, and respectful manner toward event staff, fellow vendors, and attendees. Community Pop Ups NC maintains a zero-tolerance policy for hate speech, discrimination, or harassment of any kind, including but not limited to actions or comments based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or any other protected status.
Any behavior deemed unprofessional, discriminatory, disruptive, or unsafe may result in immediate removal from the event without refund and may lead to permanent exclusion from future Community Pop Ups NC events.
11. Liability and Insurance
Vendors participate at their own risk. Community Pop Ups NC, its partners, and venue hosts are not responsible for loss, theft, or damage to vendor property or merchandise. Vendors are encouraged to carry their own liability insurance.
12. ADA Compliance
Community Pop Ups NC is committed to compliance with the Americans with Disabilities Act (ADA) and to creating an accessible experience for all attendees, vendors, and staff.
Vendors are responsible for ensuring their booth layouts, displays, and activities are accessible to individuals with disabilities and do not block designated accessible routes or entrances.
Vendors who require reasonable accommodations to fully participate in the event should notify Community Pop Ups NC at least two weeks prior to the event date. Community Pop Ups NC will make reasonable efforts to provide such accommodations where feasible.
13. Product Restrictions and Approval
Community Pop Ups NC reserves the right to decline or remove any vendor or product deemed inappropriate, unsafe, or inconsistent with the family-friendly and inclusive atmosphere of our events. Vendors must accurately represent the products or services listed in their application. Any major change in product offerings must be approved in advance.
14. Clean-Up and Waste Disposal
Vendors are responsible for keeping their area clean and disposing of all waste properly. Any vendor leaving trash, debris, or equipment behind may be subject to additional cleaning fees or removal from future events.
15. Photography and Media Use
Community Pop Ups NC may photograph or record the event for promotional purposes. By participating, vendors grant permission for images or recordings that include their booth, products, or likeness to be used in print or digital media without compensation. Vendors may not use Community Pop Ups NC’s name or logo for their own marketing without prior written approval.
16. Event Cancellation by Organizer
Community Pop Ups NC reserves the right to cancel or modify an event at any time due to weather, safety concerns, venue conflicts, or other circumstances beyond its control. In such cases, Community Pop Ups NC will make reasonable efforts to reschedule the event. If no reschedule date is possible, vendor fees may be credited toward a future event at the discretion of Community Pop Ups NC. No additional compensation or liability shall be assumed for costs incurred by vendors as a result of cancellation.
17. Indemnification
Vendors agree to indemnify and hold harmless Community Pop Ups NC, its owners, partners, agents, and venue hosts from any and all claims, damages, losses, or expenses arising out of their participation in the event, including but not limited to injury, theft, product liability, or property damage.
18. Power, Noise, and Generators
Vendors requiring electricity or the use of generators must receive prior approval from Community Pop Ups NC. All generators must be quiet, safely positioned, and compliant with local safety codes. Music or amplified sound must be kept at a reasonable volume and approved by event staff to avoid disrupting nearby vendors or attendees.
Acknowledgment
By submitting payment and participating in this event, the Vendor acknowledges that they have read, understood, and agreed to all terms and conditions outlined above.
