Bugtopia Vendor Terms & Conditions

1. Application & Approval

All vendor applications are subject to review and approval by Bugtopia. Submission of an application does not guarantee acceptance. Bugtopia reserves the right to approve, deny, or limit vendors based on product type, category balance, and overall event quality.

2. Booth Reservation & Payment

Booth space is not reserved until full payment is received. Once approved, vendors will be issued a payment link. Booth assignments are confirmed only after payment is completed. Booths are allocated on a first-come, first-served basis.

3. Booth Assignment & Relocation

Booth placement is determined solely by Bugtopia. While preferences may be considered, they are not guaranteed. Bugtopia reserves the right to relocate booths at any time for operational, safety, or layout purposes.

4. Permitted Products & Sales

Vendors may only display and sell products listed in their application and approved by Bugtopia. The following are strictly prohibited:    

•   Illegal items or restricted wildlife    

•   Hazardous materials    

•   Counterfeit or misrepresented goods    

•   Offensive or inappropriate materials Bugtopia reserves the right to remove any unapproved or prohibited items without refund.

5. Live Animals & Plant Vendors

Vendors selling live insects, animals, or plants must:    

•   Comply with all federal, state, and local regulations   

•   Ensure proper containment and humane handling    

•   Prevent escape or contamination risks Bugtopia is not responsible for any violations or incidents related to live specimens.

6. Food Vendors

Food vendors must receive prior approval from Bugtopia and the venue. Vendors are responsible for:    

•   Health permits    

•   Food safety compliance    

•   Any additional venue fees Unauthorized food sales are strictly prohibited.

7. Vendor Responsibilities Each vendor is responsible for:

•   Booth setup, operation, and teardown    

•   Staffing during all event hours    

•   Maintaining a clean, safe, and professional booth    

•   Securing all inventory and personal property

8. Setup & Teardown Requirements    

•   Vendors must complete setup prior to event opening    

•   Booths must remain operational during all show hours    

•   Early teardown is strictly prohibited without written approval Violation may result in removal from future events.

9. Electricity & Special Requests

Electricity is limited and must be requested in advance. Approval is not guaranteed and may incur additional charges from the venue.

10. Licenses, Permits & Taxes Vendors are solely responsible for:  •   Obtaining all required business licenses    

•   Sales tax collection and reporting    

•   Compliance with all applicable laws Bugtopia assumes no responsibility for vendor compliance.

11. Insurance (Recommended)

Vendors are strongly encouraged to carry liability insurance. Bugtopia may require proof of insurance for certain vendor categories.

12. Liability & Risk

Bugtopia, its staff, venue, and affiliates are not responsible for:    

•   Loss, theft, or damage of vendor property    

•   Injuries, accidents, or incidents occurring at vendor booths Participation is at the vendor’s own risk.

13. Indemnification

Vendor agrees to indemnify, defend, and hold harmless Bugtopia, its organizers, staff, venue, and affiliates from any claims, damages, liabilities, or expenses arising from participation in the event.

14. Cancellation & Refund Policy

All cancellations must be submitted in writing.    

•   60+ days before event: Full refund    

•   45–59 days before event: 50% refund    

•   30 days or less before event: No refund No refunds will be issued for no-shows.

15. Event Changes or Cancellation Bugtopia reserves the right to: •   Modify event hours, layout, or operations    

•   Cancel or postpone the event if necessary In the event of cancellation by Bugtopia, refunds will be issued at its discretion.

16. Code of Conduct

All vendors must act professionally and respectfully. The following will not be tolerated:    

•   Harassment or discrimination    

•   Unsafe or disruptive behavior    

•   Violation of event rules Violation may result in immediate removal without refund.

17. Media & Marketing Release

By participating, vendors grant Bugtopia the right to use:    

•   Photos and videos of booths, products, and displays    

•   Vendor business names and branding For promotional and marketing purposes without compensation.

18. Force Majeure

Bugtopia is not liable for delays, changes, or cancellation due to events beyond its control, including but not limited to: •   Natural disasters    

•   Government restrictions    

•   Public health emergencies

19. Agreement

By signing the vendor application, the vendor acknowledges and agrees to all terms and conditions outlined above.