Exhibitors with No Sales On-Site

This application is for vendors who would like to reach our audience but are not selling a product or service at our Festival.

As a nonprofit organization, we are not able to accept political figures advocating for election or partisan issues. We cannot accept organizations with direct relationships to any political party or partisan issue.

Cost:

• $750

What this includes:

• Two days of exhibition at the John Coltrane International Jazz and Blues Festival
• One 10'x10' canopy tent or equivalent space in the Coltrane Marketplace Tent
• Lights for your booth
• Power supply

Introduction:

This Agreement is between Friends of John Coltrane, Inc., hereinafter referred to as the Festival Organizer, a nonprofit organization hosting the John Coltrane International Jazz and Blues Festival (JCIJBF) in High Point,

North Carolina, and the Exhibitor, participating for the purpose of promoting information, services, brand awareness, or community engagement at the Festival.

This Agreement outlines the terms under which the Exhibitor will participate in the 2026 Festival, scheduled for September 5–6, 2026.

This category is intended for organizations or businesses that will not conduct retail sales or financial transactions on-site during the Festival.

By submitting the application and paying the required fee, the Exhibitor acknowledges their commitment to these terms.

Exhibitor Presence and Compliance with Setup and Breakdown Instructions:

The Exhibitor agrees to maintain a continuous presence throughout the entire duration of the Festival, from opening to closing each day, as specified in the Festival schedule. The Exhibitor must adhere to all instructions provided by the Festival Organizer regarding the setup and breakdown of their exhibition space.

Setup Dates: Exhibitors must arrive on September 4 or September 5, 2026, with exact arrival times to be scheduled in advance. Detailed setup instructions will be provided prior to the event.

Breakdown: Breakdown will take place immediately following the conclusion of the Festival on September 6, 2026.The Exhibitor must clear their booth and materials in a timely manner.

Safety and Emergency Protocols: Exhibitors must comply with all safety protocols and emergency procedures established by the Festival Organizer and local authorities.

Failure to comply may result in termination of participation and forfeiture of fees.

Participation Fee:

The Exhibitor shall pay a non-refundable flat fee of $750 to participate in the 2026 Festival.

No sales commissions apply under this category, as on-site sales are not permitted.

No Sales Policy:

Exhibitors under this category may not conduct retail sales, process financial transactions, or accept payment for goods or services on-site.

Any attempt to process payments through digital platforms (Venmo, CashApp, PayPal, etc.), or accept other payments on-site will constitute a violation of this Agreement.

Organizations wishing to sell merchandise or conduct financial transactions must apply under the appropriate Retail Vendor or Food Vendor category.

Violation of this policy may result in immediate removal without refund.

Facilities and Equipment Provision:

Each Exhibitor will be provided with a 10’ x 10’ canopy tent or equivalent space in the Coltrane Marketplace, along with basic lighting and access to a standard power source.

Tables and chairs are not included but may be rented for an additional fee if requested in advance.

The Festival Organizer reserves the right to determine final booth format and placement based on operational needs and overall site planning.

Exhibitors are responsible for bringing all necessary display materials and ensuring their setup meets safety and aesthetic standards.

ADA Compliance:

Exhibitors must adhere to ADA guidelines and make reasonable accommodations for individuals with disabilities.

The Exhibitor is expected to:

• Provide assistance upon request to individuals with mobility, visual, or auditory impairments.
• Make reasonable efforts to accommodate other accessibility needs to ensure inclusive participation.

Intellectual Property Rights:

The Exhibitor acknowledges that Friends of John Coltrane, Inc. owns all intellectual property associated with the Festival, including logos and branding.

The Exhibitor is granted a limited, non-exclusive license to use Festival intellectual property solely for promoting participation in the 2026 Festival, subject to prior written approval.

Exhibitors may not produce or distribute materials using the Festival’s name, John Coltrane, or Coltrane without written authorization.

Unauthorized use may result in revocation of participation privileges and potential legal action.

Cancellation Policy:

Exhibitor Cancellation:

If the Exhibitor cancels participation:

• All fees paid will be forfeited.
• The Festival Organizer may consider cancellation history when reviewing future applications.

Festival Cancellation:

If the Festival is canceled due to Force Majeure:

• Participation fees will be refunded.
• The Festival Organizer will not reimburse preparation costs.
• Exhibitors will be notified promptly.

Indemnification:

The Exhibitor agrees to indemnify and hold harmless Friends of John Coltrane, Inc., its officers, directors, employees, agents, and affiliates from claims arising from:

• Booth setup or display materials
• Activities conducted at the booth
• Violations of applicable laws
• Injury or property damage

This obligation survives termination of the Agreement.

Insurance:

The Exhibitor is responsible for maintaining adequate insurance coverage for booth operations and display materials. The Festival Organizer is not responsible for damages or losses incurred during the event.

Force Majeure:

Neither party shall be liable for failure to perform due to causes beyond reasonable control (weather, government restrictions, labor disputes, etc.).

If such events extend beyond Festival dates, either party may terminate this Agreement and participation fees will be refunded.

Non-Exclusivity Agreement:

This Agreement does not establish exclusivity. The Exhibitor may participate in other events, and the Festival Organizer may engage other exhibitors presenting similar themes or services.

Penalty for Non-Compliance:

• Non-compliance with this Agreement may result in:
• Required corrective action at the Exhibitor’s expense
• Removal from the Festival without refund
• Potential disqualification from future participation

Contract Execution:

This Agreement becomes effective once the Exhibitor submits the application, is approved, and the $750 non-refundable fee is successfully processed.

Booth locations are subject to change based on final site planning and operational needs.

Definitions:

1. Festival Organizer: Friends of John Coltrane, Inc.
2. Exhibitor: An approved organization or business participating in the Festival without conducting on-site sales.
3. Festival: The 2026 John Coltrane International Jazz and Blues Festival held September 5–6, 2026.
4. Booth: The designated exhibition space, including a 10’ x 10’ canopy tent or equivalent space in the Coltrane Marketplace.
5. Coltrane Marketplace: A larger shared tented structure housing multiple exhibitors or vendors, typically positioned alongside the official Coltrane Store. Exhibitors assigned to this space receive an equivalent display footprint as determined by the Festival Organizer.
6. Festival Schedule: Setup (September 4–5, 2026), operating hours (September 5–6, 2026), and breakdown (September 6, 2026).
7. Event Protocol: All rules and operational procedures established by the Festival Organizer.