The Cactus TCG Show – Vendor Terms & Conditions

This Vendor Agreement (“Agreement”) is entered into between Cactus Cards LLC, dba The Cactus TCG Show (“Organizer”) and the purchasing vendor (“Vendor”).

By purchasing a vendor table or space, Vendor acknowledges acceptance of and agrees to be bound by this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of Arizona.

Any legal action or proceeding arising out of or relating to this Agreement shall be brought exclusively in the state or federal courts located in Pinal County, Arizona, and the parties consent to the personal jurisdiction and venue of such courts.

1. Vendor Space & Placement

Vendor is granted a designated space, which may include table(s) and chairs.

All placements are approved at the discretion of Organizer and may be adjusted as necessary for event flow, safety, venue requirements, or compliance with fire code regulations.

Vendor agrees to keep all merchandise and displays within their assigned space and not block aisles, exits, or neighboring vendors.

Vendor agrees to comply with all venue rules, local ordinances, and fire/safety regulations.

2. Payment, Credits & Cancellations

All vendor space must be paid in full at the time of booking. Tables are not reserved or held without payment.

All vendor payments are final and non-refundable. By completing payment, Vendor acknowledges and agrees to this cancellation policy.

If Vendor is unable to attend and provides Organizer with at least seven (7) calendar days’ written notice before the event, the amount paid may be transferred as a one-time credit toward the next eligible Cactus TCG Show for which vendor space is available. Credits have no cash value, are non-refundable, and may not be rolled over or transferred again.

Cancellations made less than seven (7) calendar days before the event, including no-shows, are not eligible for a refund, credit, or transfer.

Vendor space may not be sold, transferred, assigned, or sublet to another party without prior approval from Organizer. If Vendor is unable to attend and would like another vendor to use their space, please contact Organizer in advance. We are happy to assist with an approved transfer when possible.

Unauthorized transfers, resale, or subletting of vendor space may result in cancellation of the reservation without credit and may affect eligibility for future events.

If Organizer cancels an event and does not provide a replacement or rescheduled event, affected vendor payments will be refunded.

3. Setup, Operation & Breakdown

Vendors must follow all setup and breakdown times provided by Organizer.

All vendors must be fully set up before the event opens.

Early teardown is not permitted without prior approval.

Vendor agrees to remain operational for the full duration of the event.

4. Vendor Conduct & Compliance

Vendor agrees to operate in a professional and lawful manner.

The following are not permitted:

Counterfeit, stolen, or unauthorized goods
Illegal items of any kind
Use or possession of illegal drugs
Disruptive, unsafe, threatening, or inappropriate behavior

Vendor is responsible for the conduct of their employees, helpers, representatives, and guests and agrees to comply with all applicable laws and event policies.

Arizona Transaction Privilege Tax (TPT): Vendors are responsible for maintaining any licenses required by law, including a valid Arizona TPT license where applicable, and are solely responsible for the collection, reporting, and payment of applicable taxes.

5. Assumption of Risk & Release of Liability

Vendor participates in the event at their own risk.

Vendor is solely responsible for the security and supervision of their merchandise, inventory, cash, equipment, displays, and personal property at all times.

To the fullest extent permitted by law, Vendor releases and holds harmless Cactus Cards LLC, The Cactus TCG Show, the venue, and their respective owners, employees, representatives, contractors, and affiliates from claims arising from Vendor’s participation in the event, including injury, theft, loss, or property damage, except to the extent caused by conduct for which liability cannot legally be waived.

Organizer is not responsible for lost, stolen, misplaced, or damaged merchandise, inventory, cash, equipment, or personal property.

6. Indemnification

Vendor agrees to indemnify, defend, and hold harmless Organizer, the venue, and their respective owners, employees, representatives, contractors, and affiliates from claims, liabilities, losses, damages, costs, and expenses, including reasonable attorneys’ fees, arising from Vendor’s participation in the event, merchandise or products, operations, conduct, or violation of this Agreement.

7. Vendor Responsibility for Damage

Vendor is responsible for any damage caused by Vendor, their staff, representatives, guests, merchandise, equipment, or setup to the venue or Organizer’s property.

Vendor may be responsible for reasonable repair or replacement costs resulting from such damage.

8. Insurance

Vendors are encouraged to maintain appropriate insurance coverage for their business, merchandise, property, and activities.

Organizer does not provide insurance coverage for Vendors or their property.

9. Event Changes & Force Majeure

Organizer reserves the right to reasonably modify event details, including date, time, location within the venue, layout, vendor placement, or operating procedures as necessary.

In the event of circumstances beyond Organizer’s reasonable control, including but not limited to severe weather, natural disasters, acts of terrorism, government actions, venue closures, utility failures, public emergencies, or other force majeure events, Organizer may reschedule the event or issue credits toward a future event. Refunds may be issued at Organizer’s discretion where permitted by law.

10. Removal & Enforcement

Organizer may remove or deny participation to any Vendor or Vendor representative who violates this Agreement, venue rules, applicable law, or whose conduct Organizer reasonably determines to be unsafe, disruptive, fraudulent, or detrimental to the event.

Removal for violation of these terms does not entitle Vendor to a refund or credit.

11. Media Release

Vendor grants Organizer permission to photograph, record, and otherwise capture Vendor and their booth during the event and to use such content for marketing, advertising, social media, and promotional purposes without additional compensation.

12. Chargebacks & Payment Disputes

Vendor acknowledges and authorizes the transaction and agrees that all payments are subject to the Payment, Credits & Cancellations policy above.

Vendor agrees to contact Organizer in good faith regarding any billing or payment concern before initiating a payment dispute.

If a payment dispute or chargeback is initiated, Organizer may provide this Agreement, proof of purchase, communications, transaction records, and other relevant documentation to the payment processor or financial institution in response.

Any unresolved payment dispute or chargeback may affect eligibility for future events.

13. Good Standing & Future Participation

Organizer values long-term relationships with vendors and aims to treat everyone fairly.

Vendors who do not comply with these terms, including unresolved payment disputes, chargebacks, unpaid obligations, or policy violations, may be ineligible for future events.

14. Final Authority

Organizer retains authority over event operations, vendor placement, safety, and enforcement of these terms.

Any matters not specifically addressed in this Agreement will be handled reasonably by Organizer in accordance with event policies, venue requirements, and applicable law.

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