These Vendor and Exhibitor Terms and Conditions (“Terms”) govern participation in the Black Expo of Hampton Roads (“Event”), produced by the Black Expo, LLC (“Company”). By submitting a vendor or exhibitor application, you acknowledge that you have read, understand, and agree to be bound by these terms.

I. Application & Selection
1. Submission of a vendor or exhibitor application does not constitute approval or guarantee of space. All applications are subject to review and approval by Black Expo.
2. Black Expo reserves the right to limit the number of vendors or exhibitors selling similar items or services.
3. Applicants will be notified within five (5) business days of the application submission date. Space cannot be reserved, held, or confirmed without written approval and payment in full. If payment is not received within five (5) business days from approval, the application will be canceled, and the applicant may be required to reapply.

II. Payment Terms
Applications are considered incomplete until payment has been successfully received and cleared. Failure to remit payment within the stated timeframe will result in automatic cancellation of registration without further notice.

III. Communication Responsibility
Vendors and exhibitors are responsible for ensuring that emails from info@blackexpo.net are not filtered to spam or junk folders. Failure to receive communications due to email filtering or incorrect contact information does not relieve the vendor of payment or contractual obligations.

IV. Refund & Cancellation Policy
1. All vendor and exhibitor fees are non-refundable. Once payment is received, no refunds will be issued for any reason, including but not limited to illness, schedule conflicts, travel issues, or weather conditions.
2. Company reserves the right to modify, postpone, relocate, or cancel the event due to circumstances beyond its reasonable control, including but not limited to acts of God, public health emergencies, government orders, venue unavailability, or safety concerns. In such cases, vendor fees shall remain non-refundable, and Company shall not be liable for any resulting losses or expenses.

V. Booth Assignment & Event Rules
1. All vendors must comply with venue policies, fire codes, health regulations, and all applicable local, state, and federal laws.
2. Any vendor promoting or selling products or services not listed on their application and contract agreement must remove those items from their booth space. Failure to comply will result in termination from the event.
3. Children under 18 must always be accompanied by an adult. Children under 18 are permitted within the booth space; they should not occupy the space outside the booth provided at any time to keep the isles free and clear of obstructions.
4. Booth placement and layout are determined by the Company and may be subject to venue restrictions, safety requirements, or logical considerations. Vendors will receive final event rules, regulations, and booth assignments following full payment.
5. Company reserves the right to immediately remove any vendor or exhibitor whose conduct, materials, messaging, or activities are deemed disruptive, unsafe, offensive, or inconsistent with the Event’s mission and values, without refund or liability.

VI. Insurance & Liability
Vendors participate in the event at their own risk and are responsibility for their own property, equipment, products, and materials. Vendor agrees to maintain commercially reasonable insurance coverage sufficient to cover loss, damage, or injury arising from its participation in the event. Company does not guarantee vendor products or services will be sold or guarantee any revenue from sales.

VII. Indemnification & Hold Harmless
To the fullest extent permitted by Virginia law, the vendor agrees to indemnify, defend, and hold harmless the Company, the event venue, and their respective officers, directors, employees, volunteers, contractors, and representatives from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) arising out of or related to:
• Injury to persons or damage to property caused in whole or in part by the vendor, its staff, agents, contractors, or invitees;
• Vendor’s participation in the event; and
• Vendor’s products, services, activities, or materials.
This obligation applies except to the extent such claims arise from the sole gross negligence or willful misconduct of Company.

VIII. Food & Beverage Vendors
Food and beverage vendors are solely responsible for complying with all applicable Virginia Department of Health regulations, licensing requirements, food handling laws, and safety standards. Company assumes no responsibility for the preparation, storage, quality, or distribution of food or beverage products offered by vendors.

IX. Marketing, Photography & Media Release
Vendors grant Company the irrevocable right to photograph, record, and use images, video, audio, and likeness of vendor staff, booths, and materials for promotional, marketing, educational, and archival purposes without compensation.

X. Sales Tax & Financial Compliance
Vendors are solely responsible for collecting, reporting, and remitting all applicable federal, state, and local sales taxes, fees, or other required charges associated with the sales of products or services at the Event. Company assumes no responsibility for tax compliance related to vendor sales.

XI. Governing Law
These Terms and any related agreements shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to conflict-of-law principles.

XII. Acceptance
By submitting this application and participating in the Black Expo of Hampton Roads, the vendor acknowledges acceptance of these Terms and Conditions in their entirety.