Vendor Application: 5th Annual Faery Ball 9/28/24

1. NAME AND ADDRESS OF PLACE OF EVENT:

5th Annual Faery Court Masquerade Ball: Court of the Djinn (FB)

Joppa Shrine, 13280 Shriners Blvd, Biloxi, MS 39532

2. DATES OF EVENT:

SETUP:

Friday, September 27, 2024 starting at 1:00pm to 6:00pm and Saturday, September 28 starting at 3:00pm. Booth must be completely set up before Saturday 6:00pm. If you need more time, let us know.

EVENT TIMES:

Saturday, September 28, 2024 from 7:00pm to 1:00am.

TEAR DOWN:

Sunday, September 29, 2024 1:00am - 2:00am or 9:00am - 12:00pm. Vendors are required to clean up and take all debris from their booth space(s) when they leave.

TIME COMMITMENT: Vendors MUST exhibit for the complete hours of the event.

3. APPLICATION DEADLINE: Applications and full payment must be received by July 15, 2024 midnight. There are a limited number of vendor spaces available. Last year's event had 350 people in attendance. We expect more this year at the new, larger venue. All vendors will be in the main ballroom. We will have an activity encouraging guests to visit each vendor. Early deadlines will allow us to promote the vendors to guests and to schedule social media promotions.

4. RESERVE YOUR ONE DAY INDOOR VENDOR SPACE.  ED will make the final decision on booth location, determined by priority of payment date. ED will provide the space, one 8 foot table, and 2 chairs. You cannot bring in any outside tables. You can add risers or vertical displays on top of the table provided. You will need to provide your own table linen.  No tents or canopies allowed inside. You may add a  freestanding backdrop behind your booth if desired. Nothing may be attached to the venue walls. Vendor fees are non-refundable. ATM & food vendor on site.

Each vendor space includes:  Two complimentary passes. If you need additional discounted event passes, please let us know.

Vendor tables will be on main ballroom floor along the walls near the VIP tables.

5. VENDOR PRODUCTS WILL BE JURIED PRIOR TO APPROVAL:   Vendor spaces are limited and will be juried to provide an Extraordinary Market of Unique Goods and Foods for our guests. We reserve the right to decline a registrant. If your registration cannot be accepted, you will be refunded the cost of the vendor space; otherwise, payments are non-refundable.

6. PAYMENT:  Booths must be paid in full before the business is considered a confirmed vendor.

7. PUBLICITY:  Confirmed vendors will receive a promotional graphic. Vendor will receive a listing with link on the website and FaceBook event page.

Marketing commitment: You agree to promote:

• the event to your entire email list via 3 separate emails during the ticket sales promotion period ending September 3 (last day of ticket sales).
• the event via any / all social media platforms to your business following and personal page during the ticket sales promotion period ending September  3 (last day of ticket sales).
• highlights of your event inventory during the final promotional period of September 4 to September 16   to your entire email list via 1 separate email and via any / all social media platforms to your business following and personal page.
• the event by posting about your wares and interacting in the Facebook event and Faery Court Community Facebook group to get attendees excited to shop with you.
• the event by hanging posters in your community and local establishments.
• the event by distributing quarter-sheet flyers to potential customers.

If you are unable to make the above marketing commitments, you agree to contact Suzanne via suzanne@faery-ball.com to make an alternate arrangement.

8. ADDITIONAL TERMS

TAXES: All vendors on site will be required to fill out a sales tax form and remit taxes to the promoter at the close of the event. Out-of-state vendors will not need to register for a tax account.

HEALTH DEPARTMENT INSPECTIONS: Food vendors will be responsible for Health Department inspection fees as required. Vendor must provide copy of license to Elemental Design.

LIABILITY: Vendor agrees to indemnify and hold Elemental Design (ED), its employees,  officers and agents harmless by reason of any claim or liabilities imposed by law on account of property damage or bodily injuries,  including death resulting there from, sustained or alleged to be  sustained by any person or persons, whether they be members of the public visiting the event, employees of ED or other vendors; occurring  at or connected with the preparation or presentation of the event,  resulting from the sole or contributory negligence of the exhibitor, his  agents, employees or persons performing service for it, or resulting from any equipment, machinery or items displayed by vendor. ED will not  be responsible for any injury that may arise to vendors, their employees  or the general public or for loss or damage to vendor’s property by  reason of fire, accident, theft or any other cause. If insurance is desired it must be obtained by the individual vendor. ED is not responsible for broken, damaged, or stolen property.

Event will be held rain or shine. In the event of a major named storm, tropical depression or any other “acts of God”, such as COVID-19, etc., Elemental Design will  be the residing authority for event cancellation, event rescheduling and event refunds and cannot nor will not be held liable for compensation. If COVID-19 is a nationwide threat,  ED will make a decision by September 1, 2024 to either hold, reschedule, or cancel the event. In the event of cancellation of the event, ED shall be liable only for the refund of vendor fees.

It is asked of all vendors to present a good and positive public image for themselves and the event at all times.

ED reserves the right to make reasonable changes in the foregoing rules, event hours and move-in/ move-out arrangements.

By agreeing to participate in the Faery Court Masquerade Ball (FB  ) (“event”), attendee acknowledges that an inherent risk of exposure to  COVID-19 exists in any public place where people are present. By attending the event, attendee voluntarily assumes all risks related to  exposure to COVID-19 and agrees not to hold Faery Court Masquerade Ball,  Elemental Design, LLC; the venue; or any of their affiliates,  directors, officers, employees, agents, contractors, or volunteers liable for any illness or injury. If you feel it necessary to withdraw due to the possibility of coronavirus being a threat, please let Elemental Design know as soon as possible. This can be done by phone, e-mail or in person.

It  is asked of the vendor to prevent any injuries to the public as best that can be provided during the duration of their time/event at the  venue.

Attendee grants and conveys to FB and Elemental Design, LLC, all right, title, and interests in any and all photographs, images, video, audio recordings, likeness or voice of vendor made in connection with attendance at the event. Attendee hereby irrevocably authorizes Elemental Design, LLC to edit, alter, copy, exhibit, publish, or distribute these photos for any lawful purpose in any and all of its publications, including web-based publications, without payment or other consideration. Attendee waives any right to inspect or approve the finished product wherein his / her likeness appears. Attendee waives any right to royalties or other compensation arising or related to the use of the photo / video. The Promoter may record all or part of the event.

This contract constitutes a complete and binding agreement between Elemental  Design and the Vendor Representative. In case of breach of this contract by  Vendor, the Vendor agrees to pay a reasonable amount for mitigated damages, plus reasonable attorney's fees, court costs, and legal interest.