Vendor Agreement

Terms and Conditions

Read these terms carefully before submitting your vendor application. Submitting an application means you have read and agree to everything below.

These Terms and Conditions ("Agreement") govern participation as a vendor at any event organized by Raleigh Retro Gamers LLC ("RRG," "event management," "we," "us"). They apply to all vendors and become a binding legal agreement between you and Raleigh Retro Gamers LLC upon acceptance of your application. Do not apply if you do not agree to these terms.

RRG reserves the right to refuse any application, amend these terms at any time, and make changes to event setup, timing, or logistics due to weather or other unforeseen circumstances.

Application and Eligibility

Applications are reviewed after the event is publicly announced. Submission does not guarantee acceptance for any date, past or future.
To be considered, your inventory or services must be gaming or geek culture related. You must hold all required licenses, business insurance, and a valid NC Tax ID (also called a Certificate of Registration or NCDOR Account ID). Applications without a tax ID will not be accepted. You can register for a free NC Tax ID at NCDOR.gov.
You are solely responsible for understanding and complying with all applicable federal, state, and local tax laws, collecting and remitting sales tax, and maintaining any business licenses required for your type of business.
Acceptance notices are typically sent within 7 to 10 business days of submission. Timing may vary based on how far the event is. If not accepted, you remain on our potential vendor list and may be considered for future events.
Your space is not secured until you receive a written acceptance email AND your vendor fee is paid in full. Approved spots are filled in the order fees are received.

Vendor Fees and Refunds

Vendor fees vary by event and venue. The applicable fee will be stated in your acceptance email.
Fees are due immediately upon acceptance. Unpaid spots are forfeited to the next vendor in line.
Cancellations made more than 30 days before the event will receive a refund minus a 5% payment processing fee.
Cancellations made within 30 days of the event are non-refundable, no exceptions.
If RRG cancels or postpones an event due to circumstances outside our control (acts of God, severe weather, venue closure, public health emergencies, etc.), your fee may be applied as a credit toward a future event of comparable value. Cash refunds in these circumstances are at RRG's sole discretion.

Weather Policy

All events are rain or shine. Absent extreme or severe weather, the event will not be canceled.
The decision to cancel, postpone, or modify an event due to weather is at the sole discretion of event management.
Vendors are responsible for monitoring weather conditions and preparing their booth accordingly. Outdoor vendors should come prepared for any weather conditions throughout the course of the event.

Prohibited Items and Conduct

The sale of bootlegs, reproductions, counterfeit goods, proxy cards, ROMs, pirated software, or any unlicensed copyrighted or trademarked merchandise is strictly prohibited. Vendors found in violation will be removed immediately and permanently banned from all future RRG events.
Do not sell broken, untested, or misrepresented items. If a buyer reports a significant problem with a purchase, RRG reserves the right to share your contact information with that buyer to facilitate resolution.
Vendors must conduct themselves professionally at all times with event staff, attendees, and fellow vendors. Harassment, threatening behavior, or conduct that disrupts the event will result in immediate removal and revocation of all future vendor privileges, with no refund.
Vendors who receive complaints through our post-event surveys may be suspended or permanently banned without prior notice.
RRG reserves the right to remove any vendor whose conduct, products, or presentation is deemed inconsistent with our community standards, at management's sole discretion.

Booth Space and Setup

Standard outdoor booth spaces are 10 x 10 feet unless stated otherwise in your acceptance email. Indoor space sizes vary by venue.
Vendors must bring their own tent, tables, chairs, linens, and any other equipment needed for their setup. Nothing is provided unless explicitly stated.
Tents and canopies must be secured with a minimum of 50 lbs of weight per leg at all times. Stakes or ground drilling are not permitted at most venues. Failure to bring adequate weights may result in removal without a refund.
All electrical cords and extension cords must be taped down and kept clear of foot traffic. Electricity availability is stated in your acceptance email and is not guaranteed.
Signage may be placed within and directly in front of your space but may not obstruct walkways, exits, or neighboring booths.
Vendors may purchase additional space at some events if available. This will be noted in your acceptance email.
Floor plans are finalized by event management prior to the event. Specific placement requests will be considered but are not guaranteed.
Vendors must check in with staff before setting up to receive their assigned space.
Your setup must be complete and ready for business by the posted event start time. Vendors who arrive after the event opens may not be allowed to set up.
Do not arrive earlier than instructed in your acceptance email.

Breakdown and Cleanup

Packing up may begin no earlier than 30 minutes before the posted event end time. Tents and tables must remain standing until the event officially closes.
Vendors who pack up and leave before the event ends without prior written approval from event management may be banned from future events.
Each vendor is responsible for disposing of all trash and materials from their space. Your space must be left in the same condition as when you arrived. Failure to clean up properly may result in a ban from future events.

Promotion and Co-Marketing

RRG promotes every event through email, social media, paid advertising, local press, and partner networks. By participating, you grant RRG permission to feature your name, logo, business description, and social links in our event marketing materials.
Vendors are expected to co-promote their participation by sharing event details with their own audience on social media and through other channels. This is part of being a community partner and helps drive attendance for everyone.
RRG does not guarantee specific attendance numbers, foot traffic, or sales results. Event outcomes are influenced by many factors beyond our control.

Limitation of Liability

Please read this section carefully. It affects your legal rights.

Property and belongings: Raleigh Retro Gamers LLC, its officers, staff, volunteers, partners, sponsors, and host venues are not responsible for any loss, theft, damage, or destruction of vendor property, inventory, equipment, or personal belongings before, during, or after any event. Vendors participate at their own risk and are solely responsible for the care and security of their items at all times. RRG strongly recommends that vendors carry appropriate business and/or product insurance.
Personal injury: To the fullest extent permitted by law, RRG, its officers, staff, volunteers, partners, sponsors, and host venues shall not be liable for any bodily injury, personal injury, or property damage sustained by a vendor or any person associated with a vendor's participation in an RRG event, regardless of cause.
Lost sales and business losses: RRG is not liable for any lost sales, lost profits, loss of business, or consequential damages of any kind arising from participation in, or inability to participate in, an RRG event.
Venue limitations: RRG does not own or control the venues where events are held. Venue policies, space layouts, available amenities, and conditions are subject to change at the venue's discretion. RRG is not liable for any changes imposed by the venue that affect vendor setup, access, or operations.
Maximum liability: In any case where RRG is found liable, RRG's total liability to the vendor shall not exceed the amount of the vendor fee paid for the specific event in question.

Indemnification

By participating as a vendor, you agree to the following.

You agree to defend, indemnify, and hold harmless Raleigh Retro Gamers LLC, its officers, directors, employees, staff, volunteers, agents, partners, sponsors, and host venues (collectively "RRG Parties") from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your participation in an RRG event; (b) any product you sell or represent at an event; (c) any act or omission by you, your employees, agents, or representatives; (d) your violation of these Terms and Conditions or any applicable law; or (e) any claim by a third party relating to goods or services you provided at an event.
This indemnification applies regardless of whether the claim is based in negligence, contract, tort, product liability, or any other legal theory, and regardless of whether RRG was advised of the possibility of such damages.
You acknowledge that RRG is not a party to any transaction between you and an event attendee. Any dispute between you and a buyer is solely your responsibility to resolve.

General Provisions

These Terms and Conditions are governed by the laws of the State of North Carolina. Any disputes arising from this Agreement shall be resolved in the courts of Wake County, North Carolina.
RRG's failure to enforce any provision of this Agreement does not constitute a waiver of that provision.
If any provision of this Agreement is found to be unenforceable, the remaining provisions remain in full force and effect.
These Terms and Conditions constitute the entire agreement between you and RRG with respect to vendor participation. Any prior representations, promises, or agreements not expressly stated here are superseded by this document.
RRG may update these terms at any time. Continued participation in RRG events after an update constitutes acceptance of the revised terms.

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