⚠️ Special Instructions for Multi-Level Marketing Companies: If you represent a multi-level marketing company, including but not limited to Herbalife, Mary Kay, doTerra, Avon, etc., contact us first at info@blackluxeexpo.com before submitting your application to verify availability. Please be advised that applying without prior confirmation will incur a $25 processing fee.  

Access Rights: Black Luxe & Co. reserves the right to limit or deny access to any exhibitor or individual whose services, products, beliefs, reputation, and/or attitudes are not in alignment with our core values and mission.

Promotion: All participating businesses commit to mutual promotion, aimed at enhancing attendance and visibility for both parties involved. This includes sharing the event flyer, tagging the expo in relevant posts, collaborating with the organizers, engaging with the event's social media content, and using the hashtag #BlackLuxeExpo in all related promotions.

Access Rights: Black Luxe & Co. reserves the right to limit or deny access to any exhibitor or individual whose services, products, beliefs, reputation, and/or attitudes are not in alignment with our core values and mission.

Right to Refuse or Expel: The event organizers reserve the right to refuse entry or expel from the event any exhibitor or attendee who fails to comply with the terms and conditions, behaves in a manner that is disruptive, offensive, or harmful to the event's integrity, or poses a safety risk.

Force Majeure: Neither party will be held liable for any failure to perform its obligations due to circumstances beyond its control, such as natural disasters, acts of government, or pandemics, beyond the already specified weather or COVID-19 cancellations clause. 

Amendment of Terms: The event organizer reserves the right to amend the terms and conditions of participation at any time. Exhibitors will be notified of any changes promptly.

 Application Process

1. Payment Submission: Exhibitors are required to submit full payment for their booth space.

2. Payment Options: Exhibitors may opt to pay fees in full or select a flexible payment plan through third-party vendors.

3. Deadline: Payment must be completed within the specified deadline provided. 

4. Payment Methods: A range of payment methods are available in the online payment portal.

5. No Cash Policy: Cash payments are not accepted. All transactions must be conducted through the online payment portal to ensure security and traceability.

6. Receipt and Confirmation: A confirmation email and further instructions will be sent upon payment receipt.

7. Non-Refundable: All exhibitor fees are non-refundable and non-negotiable. This policy applies regardless of cancellation reason, including but not limited to, exhibitor withdrawal, event cancellation, or changes in event scheduling.

8. Compliance with Terms: Exhibitors must adhere to all expo policies, rules, guidelines, and applicable local, state, and federal regulations.

9. Application Denial Fee: Applications for exhibitor space may be declined post-payment, with a $25 processing fee retained.

Refund & Weather Policy

1. Refund Policy: No refunds for weather or pandemic-related cancellations, though fees may be transferred to a rescheduled date.

2. Weather Conditions: The expo, being outdoors, is subject to weather conditions and will proceed regardless of weather. The expo will be held rain or shine.

3. Inclement Weather: The expo is scheduled to proceed regardless of rain or shine. Should adverse weather conditions arise, the event may experience delays, cancellations, or relocation indoors.

Cancellation: Should the event be cancelled by the organizers for reasons beyond their control, including but not limited to force majeure events, exhibitors may be entitled to a partial refund or credit towards future events. Specific terms and conditions related to cancellations by organizers will be clearly outlined.

Equipment Terms

1. Tables, tents, and chairs will not be provided by the event.

2. Exhibitors must supply all necessary equipment for their booth setup, including tables, chairs, tents, lighting, and decorations.

3. While the use of tents is optional, they are strongly recommended for protection against weather conditions.

4. Tents must have flat legs for stability when positioned on a concrete surface, rather than on grass.

5. Exhibitors must arrive fully prepared with all required equipment to efficiently establish their designated space.

Booth Space

1. Electricity: Limited outlets and electricity are available outside. Exhibitors are responsible for the safety and proper use of all electrical equipment. 

2. Wi-Fi: Complimentary Wi-Fi is available inside and outside. The event host or venue is not responsible for spotty service.

3. Security and Liability: Exhibitors are responsible for the security of their booths and products. The event organizer is not liable for lost, stolen, or damaged property. Exhibitors may have their insurance (not required for general exhibitors) to cover their property and liability for injury to persons and property.

4. Accessibility: If applicable, Booths must be accessible to individuals with disabilities, adhering to ADA (Americans with Disabilities Act) guidelines or equivalent local regulations. 

5. Compliance with Laws: Exhibitors must comply with all local, state, and federal laws and regulations, including those related to business permits, sales tax collection, and any industry-specific regulations. 

6. Age-Sensitive Terms

   1. Product Sales Agreement: If my exhibit involves the sale of tobacco-related products, CBD, handgun accessories, or novelty (adult) items, I understand and agree to the necessity of displaying clear signage indicating that these products are intended for individuals aged 18+ / 21+ and that I will check IDs accordingly.

7. Adult Items: Additionally, as a vendor of novelty items, I acknowledge that certain items cannot be openly displayed on my table and must instead be kept in discreet packaging.

Booth Space

1. Booth Space: Exhibitors will be provided a 10x10 booth space but must supply their own tables, chairs, tents, lighting, and décor.

2. Tent Guidelines: Tents, although not required, are highly advised to offer protection from weather elements.

3. Tent Requirements: I acknowledge that the legs of the tents must be flat, as they will be positioned on a concrete street surface, not grass. Click here to view tent requirements.

4. Alterations to Venue or Booth Space: No alterations to the physical structure of the venue or the booth spaces are allowed without prior written consent from the event organizers. This includes, but is not limited to, drilling into floors, attaching fixtures to walls, and significant modifications to provided booth structures.

5. Subletting of Space: Exhibitors are prohibited from subletting their booth space or presenting products or services on behalf of non-registered businesses without explicit permission from the event organizers.

Compliance Terms

1. Set-up and Tear-down Times: Specific times will be provided for setting up and dismantling booths. Exhibitors must adhere to these times to ensure a smooth operation for all participants.

2. Food and Beverage Sales: Exhibitors selling or giving away food and beverages must comply with local health and safety regulations and obtain necessary permits.

3. Waste Disposal and Sustainability: Exhibitors are responsible for removing their waste and ensuring their area is clean at the end of the event. The event promotes sustainability practices and encourages minimal environmental impact. 

Compliance with Venue Policies: Participants must adhere to all policies set forth by the venue, including restrictions on food and beverage consumption, smoking, and use of specific areas within the venue.

Dispute Resolution: Any disputes between exhibitors and the event organizers will be resolved through mediation or arbitration, as detailed in the terms and conditions. Participants agree to engage in good faith negotiations before escalating to formal dispute resolution mechanisms.

Intellectual Property Rights

1. Exhibitors must ensure that all displayed materials, products, and services do not infringe upon the intellectual property rights of others.

2. Any legal disputes arising from such infringements will be the sole responsibility of the exhibitor.

Counterfeit Merchandise Policy

1. Exhibitors are strictly prohibited from selling counterfeit merchandise, including goods and services that infringe upon the intellectual property rights of others. This applies to all items offered for sale or distribution within the event premises.

2. In the event that an exhibitor is found to be selling counterfeit merchandise by law enforcement or other authorities, the exhibitor will be solely responsible for all legal consequences, including fines, penalties, and legal fees.

3. The event organizers will not be held liable or responsible for the actions of exhibitors who engage in the sale or distribution of counterfeit merchandise. Exhibitors assume all risks and responsibilities associated with their participation in the event, including compliance with all applicable laws and regulations governing the sale of goods and services.

4. Failure to comply with this policy will result in immediate expulsion from the event and may preclude the exhibitor from participating in future events organized by the same entity.

Health and Safety Compliance

All participants must comply with health and safety guidelines established by the event organizers, as well as local public health regulations. This includes, but is not limited to, fire safety regulations, emergency response procedures, and sanitation practices.

COVID-19 NOTICE: The event is scheduled to continue as planned. Our exhibitors will be the first to be notified if local authorities or significant increases in COVID-19 cases require the cancellation of the event. Once your reservation is confirmed, you must check your emails for updates as that is our primary way of making contact with confirmed exhibitors and guests. If local authorities require the cancellation of our events due to official CDC orders, exhibitors will be offered the opportunity to transfer their reservations to a later date. There are no refunds granted for COVID-19 cancellations.

COVID Regulations:

1. Stay home if they are sick or have any symptoms associated with COVID-19 

2. Masks are not required - use your discretion.

3. Follow the current CDC state guidelines.

4. Social distance as much as possible.

5. Limit the number of staff in their booth area.

6. Offer touchless payment methods

Insurance: Exhibitors may be required to provide proof of insurance, covering liability for bodily injury, property damage, and product liability. This insurance should adequately protect the exhibitor against legal claims arising from their participation in the event.

LIABILITY: Black Luxe & Company, nor the Black Luxe Expo Committee (owners, members, team, etc) will NOT be responsible for stolen or damaged property or liable for any injury to individuals participating in the event.

Photo and Media Consent: By participating as an exhibitor at the Black Luxe Expo, you implicitly grant permission to be photographed and waive any rights to review or approve the finished photographs, marketing materials, or any other media produced during the event, regardless of how or where they might be used in the future. This includes the use of your voice, name, and likeness for promotional purposes by Black Luxe & Co., without any form of compensation. Such materials may be featured in our publications, on our website, across social media platforms, or in publications by third parties. 

Expo Participation Release Agreement: By my submission, I, as an exhibitor, for myself and on behalf of my heirs, executors, administrators, or assignees, agree to absolve and hold harmless the Event Director, their agents involved in the event, sponsors, representatives, volunteers, and employees from any claims, damages, or injuries to me or my personal property. This indemnity covers any incidents occurring before, during, or after the event. I understand and acknowledge that this agreement is legally binding on myself and my successors.

Expo Exhibitor Liability Waiver Agreement: By signing this form, I agree to participate as an exhibitor at the Expo and hereby acknowledge and accept the inherent risks associated with my participation in the event. I agree to release, indemnify, and hold harmless the Expo organizers, Black Luxe & Co., and all their affiliates, agents, employees, and volunteers from any claim, demand, loss, liability, damage, or expense that may arise during or as a result of my participation in the event.

This waiver encompasses all potential causes of action, including but not limited to personal injury, death, property damage, and any other losses, whether caused by negligence, accidents, or any other reason, that might occur before, during, or after the event.

I understand that this agreement obligates me to take full responsibility for my well-being and the security of my property during the event and absolves the Expo organizers and their partners of any liability for incidents that may occur as a direct or indirect result of my participation.

Furthermore, I acknowledge that this agreement is binding on my heirs, executors, administrators, and assigns, effectively waiving any legal right to sue the aforementioned parties for any reason related to the event.

By submitting my application and participating in the Expo, I confirm that I have read, understood, and agreed to the terms and conditions outlined in this Liability Waiver Agreement.