Storybook Soirees: FrostFire Ball Daytime Market - Terms and Conditions for Authors & Vendors

By submitting an application to participate as an Author or Vendor in the Storybook Soirees: FrostFire Ball Daytime Market (hereinafter referred to as the "Market"), you (the "Applicant") agree to the following Terms and Conditions. Please read these terms carefully.

1. Application and Acceptance:

• Submission of an application does not guarantee acceptance. Storybook Soirees reserves the right to accept or reject any application at its sole discretion, based on factors including but not limited to product/service relevance, space availability, and alignment with the event theme and quality standards.

• Applicants will be notified of their application status by the date specified in the application form.

• Upon acceptance, Applicants will receive further information regarding load-in, setup times, market hours, and any applicable fees.

2. Code of Conduct:

• All Authors and Vendors are required to adhere to the Storybook Soirees Code of Conduct, which is available for review below in Exhibit A. By participating in the Market, you acknowledge that you have read, understood, and agree to abide by this Code of Conduct in all interactions and activities related to the event.

• Failure to comply with the Code of Conduct may result in immediate removal from the Market without refund.

3. Table/Space Allocation:

• Table/space assignments will be determined by Storybook Soirees and are subject to change. While we will try to accommodate requests, specific locations cannot be guaranteed.

• Authors/Vendors are responsible for providing their own displays, and any other necessary setup materials unless otherwise specified by Storybook Soirees in writing.

• The size and layout of the allocated space must be respected. Extensions or encroachment into neighboring spaces are not permitted without prior written consent from Storybook Soirees.

4. Sales and Transactions:

• Authors/Vendors are solely responsible for all sales transactions, including handling payments, providing change, and adhering to all applicable sales tax regulations.

• Storybook Soirees is not responsible for any lost, stolen, or damaged merchandise or personal belongings.

5. Load-in and Load-out:

• Specific load-in and load-out times and procedures will be communicated to accepted Applicants. These schedules must be strictly adhered to.

• Authors/Vendors are responsible for the setup and breakdown of their own tables/spaces and for leaving their area clean and free of debris.

• Assistance with load-in and load-out may be limited. Authors/Vendors should plan accordingly.

6. Liability and Insurance:

• Authors/Vendors participate in the Market at their own risk. Storybook Soirees, its organizers, volunteers, and the venue are not liable for any loss, damage, injury, or accident that may occur to the Author/Vendor, their property, or their representatives during the event, including setup and breakdown.

• Authors/Vendors are encouraged to have their own liability insurance to cover their participation in the Market.

7. Indemnification:

• The Applicant agrees to indemnify and hold harmless Storybook Soirees, its organizers, volunteers, and the venue from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to the Applicant's participation in the Market, including but not limited to any claims related to their products/services, actions, or failure to comply with these Terms and Conditions or the Code of Conduct.

8. Intellectual Property:

• Authors/Vendors are solely responsible for ensuring that they have the right to sell and display their products/services and that they do not infringe upon the intellectual property rights of others.

9. Photography and Promotion:

• Storybook Soirees reserves the right to photograph and/or film the Market, including Authors/Vendors and their displays, for promotional purposes. By participating, Authors/Vendors grant Storybook Soirees the right to use these images and videos without compensation.

10. Cancellation and Refunds:

• Storybook Soirees reserves the right to cancel or modify the Market due to unforeseen circumstances. In the event of cancellation by Storybook Soirees, accepted Applicants may be offered a refund of any fees paid, at the sole discretion of Storybook Soirees.

• Fees are generally non-refundable once an application has been accepted, unless otherwise explicitly stated in writing by Storybook Soirees.

11. Amendments:

• Storybook Soirees reserves the right to amend these Terms and Conditions at any time without prior notice. Applicants will be bound by the latest version of these terms upon their participation in the Market.

12. Governing Law:

• These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Tennessee.

By submitting your application, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions and the Storybook Soirees Code of Conduct.

Exhibit A: Code of Conduct

Event Code of Conduct

At Storybook Soirees LLC, we are committed to creating a safe and enjoyable environment for all attendees. By participating in our event, you agree to adhere to the following code of conduct:

1. Respect and Inclusivity

• Treat all attendees, staff, and performers with respect and kindness, regardless of their background.

• Harassment of any kind—whether physical, verbal, or otherwise—will not be tolerated.

2. Appropriate Behavior

• Engage in behavior that fosters a positive atmosphere. Disruptive actions, including excessive noise or inappropriate language, are not permitted.

3. Dress Code

• Attendees are expected to follow an appropriate dress code as determined by the Organizer. Outfits should be respectful and suitable for the event.

4. Alcohol Consumption

• Alcohol should be consumed responsibly. Ensure that your actions remain respectful to fellow attendees and the venue.

• Be aware of your limits, and do not engage in behavior that could be harmful to yourself or others.

5. Weapons Policy

• No weapons of any kind are permitted at the event. This includes both real and prop weapons, unless prop weapons are easily identifiable as such.

6. Personal Belongings

• Attendees are responsible for their personal belongings. The Organizer is not liable for any lost or stolen items.

7. Health and Safety

• Adhere to any health and safety guidelines in place at the event, including hygiene practices and any current health protocols.

8. Emergency Procedures

• Familiarize yourself with emergency exits and procedures for the event venue. Report any emergencies to event staff immediately.

9. Conflict Resolution

• If you experience or witness any inappropriate behavior, please report it to event staff for resolution.

10. Accessibility

• We strive to make our events accessible to everyone. If you require accommodations, please inform event staff ahead of time.

By adhering to this code of conduct, you help ensure a positive experience for all attendees. Thank you for your cooperation!