Vendor Terms and Conditions

By reserving vendor space for the Port Wentworth Card Show, each vendor agrees to the following terms and conditions:

1. Event Format

The Port Wentworth Card Show is a vendor marketplace only. Vendors may buy, sell, and trade approved trading card products and related items with attendees during event hours.

2. Vendor Space

Each vendor space includes the table(s) purchased for the event. Vendors must keep all merchandise, displays, chairs, and personal belongings within their assigned space and may not block aisles, entrances, exits, or neighboring vendor spaces.

3. Approved Merchandise

Vendors may only offer items that are appropriate for the event, including trading cards, sealed products, accessories, supplies, and related hobby items approved by the organizer. The event organizer reserves the right to require removal of any item deemed inappropriate, unsafe, counterfeit, unlawful, or inconsistent with the nature of the show.

4. Payments and Reservation of Space

Vendor space is not guaranteed until payment has been received and accepted by the organizer. The organizer reserves the right to decline or cancel any vendor registration that is not a good fit for the event.

5. No Refund Policy

All vendor space sales are final. No refunds will be issued for vendor cancellations or no-shows for any reason.

6. Event Cancellation or Postponement

If the event must be canceled, postponed, or materially changed due to unforeseen circumstances, including but not limited to weather, emergency conditions, venue issues, government action, or circumstances outside the organizer’s control, vendors will receive credit toward a future event. No cash refunds will be issued in these situations.

7. Venue Access and Departure

Vendors must follow all scheduled setup and breakdown times provided by the organizer. Vendors must fully vacate the facility by the required closing time, including cleanup and load-out. The venue requires everyone to be out by 8:00 PM, including cleanup time.

8. Admission and Event Entry

This event is intended to be free admission for attendees, unless otherwise required or approved by the venue or local authorities. Vendors may not independently charge attendees for entry to the event or to their booth space. The venue rules state that no admission charge is allowed unless approved by the City of Port Wentworth Parks and Recreation.

9. Alcohol, Tobacco, and Prohibited Conduct

Alcoholic beverages are strictly prohibited at the venue. Tobacco use is not allowed within 25 feet of the facility. Vendors are responsible for ensuring they, their helpers, and anyone associated with their booth comply with these rules at all times.

10. Noise and Professional Conduct

Because the venue is located in a residential area, vendors must keep noise at a reasonable level and may not create disturbances. No loud music, shouting, disruptive behavior, or conduct that interferes with the experience of other vendors, attendees, or the surrounding area will be permitted.

11. Security and Police Presence

Vendors understand that police presence may be required depending on the size and nature of the event, and that this determination may be made by the Parks and Recreation Department in coordination with the Police Department. Vendors must comply with all directions given by venue staff, event staff, police, or security personnel.

12. Responsibility for Damage, Theft, and Loss

Vendors are fully responsible for any damage caused by them, their helpers, or their property during the rental period. Vendors are also solely responsible for their own cash, inventory, displays, and personal property. The organizer and venue are not responsible for lost, stolen, or damaged items.

13. Cleanup and Booth Condition

Vendors must leave their area clean and orderly at the end of the event. All trash must be removed from tables and placed in designated trash containers or dumpsters as directed by event staff. Vendors may not leave unwanted merchandise, boxes, food, or trash behind. The venue requires the facility to be left in clean and orderly condition and all trash to be placed in the dumpster.

14. Compliance With Venue Rules

Vendors agree to comply with all venue rules, event rules, city requirements, fire and safety requirements, and instructions given by the organizer. Failure to comply may result in removal from the event without refund and may affect eligibility for future events. The venue rules state that failure to follow rental guidelines may result in written notice and loss of future rental privileges.

15. Right to Remove

The organizer reserves the right to remove any vendor, helper, or merchandise from the event for failure to follow these terms, unsafe behavior, disruptive conduct, prohibited items, or any action that negatively affects the event, the venue, or other participants. Removal will be without refund or credit.

16. Helpers and Shared Space

Vendors are responsible for anyone assisting at their table, including family members, employees, partners, and helpers. Vendors may not sublease, transfer, or share their space without prior approval from the organizer.

17. Facility Availability

Vendors understand that the venue is identified as a Red Cross Disaster Relief Station, and in the event of a disaster the facility may not be accessible. In that circumstance, the event may be canceled, postponed, or relocated at the organizer’s discretion, and vendor credit will be issued for a future event.

18. Agreement to Terms

By registering for vendor space, submitting payment, or participating in the event, each vendor confirms that they have read, understood, and agreed to these Terms and Conditions in full.

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