This service agreement is an ongoing arrangement that applies to the participating vendor (“Vendor” or “Exhibitor”) and The Wedding Expo (“Wedding Expo”). After reading these terms click “agree” to accept the terms and conditions of this agreement. These terms shall remain in effect until amended or rescinded by both parties in writing.
Application Submission and Approval
When Vendor submits an Expo application, they are agreeing to the terms written in this agreement. Vendor will submit an order form or have an order form be automatically submitted per the terms in this agreement for each Wedding Expo in which they wish to participate. Upon online notice of acceptance, Vendor’s order will be considered accepted. This agreement does not guarantee a Vendor that their order will be accepted for any given show. However, this Vendor is a prerequisite to being accepted as an official Exhibitor / Participating Vendor and must be submitted by Vendor before their order will be accepted.
By submitting a new application, Vendor is financially committed regardless whether or not a deposit has been paid.
Vendor has a 5 day grace period after date of new application approval to cancel Expo participation with no penalties (as long as it’s before 45 days before the upcoming show that Vendor is signed up to participate in.) After that 5 day grace period, they are subjected to associated booth fees, see Cancellation. This grace period applies to new applications only; see Cancellation for renewing vendors.
The Wedding Expo reserves the right to cancel any application, at any point and for any reason, and refund money to the Vendor.
Exhibitor + Day of Participation
- Booth placement is at the discretion of The Wedding Expo and subject to availability.
- The Wedding Expo reserves the right to determine the eligibility of any company to exhibit in the show and further reserves the right to reject or cancel any application (or order) and/or limit the number of Vendors in any category.
- Placement of equipment or advertising material, as well as soliciting in any area other than the allotted booth space is strictly prohibited. Exhibitor shall not move, reconfigure, relocate, or alter the set up of any booth.
- All exhibits must conform to requirements of The Wedding Expo, local fire department, site management and any other authority under whose jurisdiction the bridal show falls. All aisles must be kept clear within the boundaries established by local fire codes and The Wedding Expo. Open flame is strictly prohibited at the Luther Burbank Center for the Arts.
- Any Exhibitor (or staff) who exhibits violent, aggressive or offensive behavior towards The Wedding Expo, its staff, other Exhibitors, or attendees may result in immediate expulsion. In such a case, all money paid to The Wedding Expo shall be forfeited and further penalties may apply.
- Exhibitor shall provide staffing at their booth during all exhibit hours. Failure to occupy booth during exhibit hours gives The Wedding Expo the right to take possession of the booth space without liability for refund of any fees paid by Exhibitor. Exhibitor is liable for payment in full of services ordered in this contract, plus applicable late charges and fees, regardless of whether or not Exhibitor uses the booth for the full time it is provided.
- Any display with audio must be kept to a reasonable volume level. The Wedding Expo reserves the right to expel immediately any Exhibitor from the show who, after being warned verbally, fails to comply. In such a case, all monies paid to The Wedding Expo shall be forfeited.
- Exhibitor must leave their allotted booth space (including any amenity provided by The Wedding Expo such as a sign, linen, etc.) in the same condition as at the time when first occupied. Failure to comply will result in assessment to Exhibitor of clean up and/or repair fees, which Exhibitor agrees to pay in a timely manner.
- Booths are solely for the use of the undersigned Exhibitor and may not be subleased to or shared with any individual or organization, whether for compensation or not. Literature or any other form of display that includes advertisement or contact information for other vendors or persons may not be distributed or displayed. The Wedding Expo reserves the right to expel any Exhibitor from the show who fails to comply with this provision and Exhibitor shall not be entitled to refund of any fees or monies paid to The Wedding Expo. In addition to or in lieu of expulsion, The Wedding Expo may charge Exhibitor an additional booth fee for each outside vendor for which Exhibitor displays advertising or contact information.
- Any prizes offered as part of the Cake Pull or Highlighted Giveaways, and not claimed or won at the show, may be given away at the discretion of The Wedding Expo until the date of the next show.
- The Wedding Expo does not warrant or guarantee any particular amount of foot traffic, sales leads, sales, or business transacted for any Exhibitor at any show.
- By attending The Wedding Expo as an exhibitor, you give permission to The Wedding Expo to use your name and photographic likeness in all forms and media for advertising, trade, and any other lawful purposes. To have your photo removed from our website, please email us (support@weddingexpo.co).
- For booth participants that at any point need to cancel their booth or do not show up on the day of the show, an additional $200 fee will be added (see Cancellation policy below).
Lead List
Mailing/lead lists are for the Exhibitor’s exclusive use. Mailing/lead lists are the property of The Wedding Expo and The Wedding Expo reserves all copyright, trademark, and other rights therein. Distribution or disclosure of lead lists or their contents to any other business or person is prohibited and in violation of The Wedding Expo copyright. If lead list data is given or sold to a non-Exhibitor, or used in a manner that is prohibited by these Terms (see Limits on Scope of Promotion), The Wedding Expo will assess Exhibitor a $500 charge for each occurrence of the distribution / misuse of the list.
Consecutive Show Commitment
Save on your participation in the upcoming show by committing to the following show.
The Consecutive Show Discount for the upcoming show is based on commitment to participate in the following show. Vendors will receive the Consecutive Show Discount off of their upcoming Wedding Expo participation as long as they are committed to the following show. i.e., if Vendor is signed up for the January 2023 Expo with the Consecutive Show Discount, Vendor receives a discount on the January 2023 show, and is committed to the September 2023 show. If continuing to commit to the consecutive show, they will receive a Consecutive Show Discount off that show as well.
Vendors who wish to remove the Consecutive Show Discount from their upcoming participation (and therefore, no longer commit to the consecutive show) must inform The Wedding Expo at least 7 days prior to the show in which they are receiving the Discount by filling out this form and paying the balance that is incurred by removing the Consecutive Show Discount.
Vendors who wish to remove the Consecutive Show Discount from their upcoming participation (and therefore, no longer commit to the consecutive show) must inform The Wedding Expo at least 7 days prior to the show in which they are receiving the Discount by filling out this form and paying the balance that is incurred by removing the Consecutive Show Discount.
To cancel your participation altogether, see Cancellation.
Payments + Refunds
All payments are due 45 days before The Wedding Expo. All payments made are nonrefundable. If The Wedding Expo has not received payment when payments are due, Exhibitor authorizes The Wedding Expo to collect the outstanding balance by charging a credit card that is on file, regardless of the method of payment indicated on Exhibitor’s order form. Any late payments will incur a $50 Late Fee. A $150 late fee will be added if a payment is collected less than 15 days before the upcoming Wedding Expo.
If any payment is missed, Exhibitor may lose any location priority, discounts associated with the application, any exclusivity, access to the lead list, and your booth may be automatically converted to a Promo Package. In the event a booth is converted to a Promo Package, full balance will still be due in addition to any late fees associated with the application, plus $10 per day that a payment is late.
Vendor agrees to pay any / all cancellation fees associated with their application.
Auto Renew
IF VENDOR IS SIGNED UP FOR CONSECUTIVE SHOW DISCOUNT
All Consecutive Show Discount vendors will automatically be renewed for the upcoming show that will continue Vendor’s ongoing participation in future shows. To stop this ongoing Consecutive Show Discount for future shows, please notify The Wedding Expo immediately and Vendor’s discount will be removed. If Vendor wishes to cancel, see the Cancellation diagram below.
IF VENDOR IS NOT SIGNED UP FOR CONSECUTIVE SHOW DISCOUNT
Vendor will have 30 days after most recent Expo to adjust, modify or cancel participation in the next scheduled Wedding Expo. If, after 30 days, Vendor has not modified or canceled application for the next Wedding Expo, the Wedding Expo will proceed to auto renew and process Vendor’s application identical to the previous show, including any deposit due. This auto renewal allows Vendor to retain their space in the show, and to streamline the order process.
For any Vendors who do not select to opt out of the following show via the survey/agreement day of the show or notify us via email will automatically renewed.
Cancellation
To cancel your participation in The Wedding Expo, Vendor must submit this cancellation form and, depending on Vendor’s participation commitment, pay any associated cancellation fees that may incur (see Cancellation diagram below). Wedding Expo Cancellation Fees are assessed based upon the date that Vendor's Cancellation Fee is processed. All payments due must be current. If payments due are not current, cancellation is not processed and additional fees may incur.
If Vendor is unable to participate day of show, they must choose one of the two following options
- If you wish to forfeit your physical booth space, as a courtesy we place your marketing pieces in our branded guest bags, stay published on weddingexpo.co, and receive your lead list.
- Pay associated cancellation fees according to the Cancellation diagram below (see image at bottom of this page).
Limits on Scope of Promotion
The Wedding Expo strives to create a balanced, complete, and fair promotional landscape for all Exhibitors, maximizing opportunities to market services to brides, grooms, and attendees.
As such, each Exhibitor is required to participate under one direct-to-consumer business name. If an Exhibitor desires to promote more than one business, they may do so by purchasing multiple booths. If an organization manages and/or promotes multiple businesses, each affiliate business must have its own booth in The Wedding Expo, regardless of whether or not each affiliate business is to be promoted in The Wedding Expo.
Each Vendor will fall under at least one industry. If a Vendor's business provides, requires, or incentivizes services that fall into more than one industry, all categories must be added as Other Services at a cost of $350 per industry.
If a Vendor falls under more than one industry, they have the option to have their Vendor Listing published in each applicable category for a fee of $50 per published industry.
Industry categories are identified as:
Alcohol + Bar Service
Apparel
Beauty
Boudoir
Catering
Desserts
Dj
Favors
Financial
Flowers
Health
Jewelry
Live music
Lodging
Officiant
Photobooths
Photography
Planning
Rehearsal
Rentals
Specialty
Transportation
Venue
Videography
Booths, as well as all Wedding Expo marketing tools (social media marketing, lead list, prize promotions, etc.), are solely for the use of the undersigned Exhibitor and may not be subleased to or shared with any individual or organization, whether for compensation or not. Promotion through the Wedding Expo may not include any business, service, or category other than those specifically listed on the Exhibitor’s application. Vendors are strictly prohibited from promoting other businesses, vendors, events (such as other bridal shows), or publications (such as bridal magazines).
The Wedding Expo reserves the right to expel any Exhibitor from the show who fails to comply with this provision; in this case, Exhibitor shall not be entitled to refund of any fees or monies paid to The Wedding Expo. In addition to or in lieu of expulsion, The Wedding Expo may charge Exhibitor an additional booth fee for each outside vendor for which Exhibitor displays advertising or contact information, plus $500 for each occurrence.
Non Discrimination
The Wedding Expo is committed to providing an inclusive and welcoming environment for all vendors, subcontractors, volunteers, and clients. Exhibitors in The Wedding Expo shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or political orientation. The Wedding Expo does not tolerate any hate speech of any kind. Any person who exhibits violent, aggressive or offensive behavior towards The Wedding Expo, its staff, other Exhibitors, or attendees may result in immediate expulsion. In such a case, all money paid to The Wedding Expo shall be forfeited and further penalties may apply.
Non Disparagement
During the Term or after the termination or expiration of this Contract, the parties to this contract agree not to disparage, defame, harass or denigrate the reputation, character, image or services of the parties. Both parties agree to not issue any statement, in any form to disparage either party to this contract. Any comments made, except as may be required by law, are mutually excluded. Said disparaging comments include posting on social media accounts, such as a Yelp.com/tripadvisor.com, theknot.com, etc., or other styled website review page.
Sole Agreement
This Contract constitutes the sole and only agreement of the parties and supersedes any prior understandings or written or oral agreements between the parties within the subject matter.
Chargebacks
Vendor agrees not to initiate any chargeback with their financial institution for any payment made to The Wedding Expo. In the event that a chargeback is initiated, Vendor assumes responsibility of all chargeback fees and expenses incurred by The Wedding Expo, including but not limited to full repayment of the amount of the chargeback, chargeback fees, legal fees, and an administrative fee of $200 or 50% of the amount of the chargeback, whichever sum is greater.
In the event that a Chargeback is initiated by Vendor, late fees will also apply to funds that have been charged back (See Payments + Refunds), and Exhibitor may lose any location priority, any discounts, and/or any exclusivity.
In the event that a Chargeback is initiated by Vendor, late fees will also apply to funds that have been charged back (See Payments + Refunds), and Exhibitor may lose any location priority, any discounts, and/or any exclusivity.
Liability and Indemnification
Exhibitor waives all claims of every kind against The Wedding Expo, Wine Country Bride, Janowski, Inc., Cirkl Productions, David and Cirkl Janowski, Neen Co LLC, Courtney Allen, and the Luther Burbank Center (collectively the “Released Parties”) and their representatives, directors, officers and agents, including without limitation, all claims for damages based on personal property damage, destruction, loss or theft, personal injury or death, and any other act or omission of the Released Parties or any of them. Exhibitor shall indemnify and defend the Released Parties from any claims from persons purchasing products or services from or negotiating or trying to purchase products or services from Exhibitor at or after the exhibition (including without limitation, claims for discrimination, defective products, or negligent performance of services). Exhibitor shall indemnify, defend and hold the Released Parties harmless from any claims, actions, damages, judgments, awards, injury, or costs related to or arising from Exhibitor’s acts or omissions at the exhibition to the extent such claims are not covered by The Wedding Expo’s insurance. This Agreement shall be governed by and construed in accordance with the laws of the State of California. This Agreement is entered into and performed in Sonoma County, California. If either party institutes a legal proceeding, including, but not limited to litigation, arbitration or mediation, to enforce any of the terms of this Agreement, the prevailing party in such proceeding will be entitled to recover all costs and expenses, including reasonable attorneys' fees and administrative fees, incurred in the action. The parties agree that in the event of a breach or cancellation of Exhibitors booth space order more than 10 days after submittal or within 60 days before the show (regardless of time after submittal), The Wedding Expo will incur damages (including, without limitation, advertising expenses and lost booth sales) and that it would be impracticable or extremely difficult to fix the actual damage incurred by The Wedding Expo; therefore, Exhibitor will pay The Wedding Expo as liquidated damages and not as a penalty the sum of $600 plus forfeiture of any deposits already paid, which represents a reasonable compensation for the loss incurred because of the breach or cancellation. The Exhibitor in applying online acknowledges his/her/their authority to do so and hereby assumes liability for the terms, conditions, and amounts stated herein. This is a contract that states that the Exhibitor has read the entire contract, including the Wedding Expo "Handbook", which shall be included and made a part hereof. Exhibitor has read this contract and agrees to its terms.
