LEGENDWORKS EVENTS INC.
EXHIBITOR AGREEMENT -Â 2027 Edition
- PURPOSE
This Agreement establishes the terms and conditions governing participation in a LegendWorks Events Inc. Medieval Faire or Artisan Market ("Event"). By participating in the Event, the Exhibitor agrees to comply with this Agreement, the Exhibitor Handbook, Marketplace Standards, and all applicable Event policies.
- DEFINITIONS
For the purposes of this Agreement:
Agreement means this Exhibitor Agreement.
Event means the LegendWorks Events Inc. event identified in the Exhibitor's application.
Exhibitor means the individual, partnership, corporation, or organization accepted into the Event, including its owners, employees, volunteers, contractors, and representatives.
Show Management means LegendWorks Events Inc., its directors, officers, employees, volunteers, contractors, and authorized representatives.
- APPLICATION AND ACCEPTANCE
3.1 Submission of an application does not guarantee acceptance into an Event.
3.2 Show Management reserves the right to approve, decline, or waitlist any application at its sole discretion.
3.3 Applications are evaluated based on factors including, but not limited to, product quality, originality, suitability to the Event, marketplace balance, available space, and the overall character of the Event.
3.4 Previous participation does not guarantee acceptance into future Events.
3.5 Booth locations are assigned solely by Show Management. While reasonable requests may be considered, specific booth locations cannot be guaranteed.
3.6 Acceptance into an Event is not complete until the application has been approved, all required payments have been received, and all required documentation has been submitted.
- FEES AND PAYMENT
4.1 Booth fees, deposits, and payment schedules shall be established by Show Management.
4.2 Booth space is not reserved until the required deposit has been received.
4.3 All balances must be paid by the published payment deadline.
4.4 Failure to make payments when due may result in cancellation of the Exhibitor's participation without refund.
4.5 Returned payments, including NSF cheques, are subject to a $40 administration fee.
4.6 Exhibitors with outstanding balances from previous LegendWorks Events may not be accepted into future Events until those balances have been paid in full.
- EXHIBITOR RESPONSIBILITIES
The Exhibitor agrees to:
- comply with all applicable federal, provincial, and municipal laws and regulations;
- obtain and maintain all licences, permits, inspections, and approvals required to operate their business;
- comply with this Agreement, the Exhibitor Handbook, Marketplace Standards, and all reasonable directions issued by Show Management;
- operate in a professional and respectful manner throughout the Event;
- ensure that all information provided during the application process is accurate and complete;
- ensure that all employees, volunteers, contractors, and representatives working within their booth comply with this Agreement; and
- remain responsible for all activities occurring within their assigned booth space.
- BOOTH SPACE
6.1 Show Management reserves the right to assign and reassign booth locations where necessary for the safe, efficient, and successful operation of the Event.
6.2 Booth space shall not be assigned, shared, transferred, or sublet without the prior written approval of Show Management.
6.3 Exhibitors may display and sell only those products approved during the application process and permitted under the Marketplace Standards.
6.4 Exhibitors shall occupy their booth during all published Event hours unless otherwise approved by Show Management.
6.5 Early dismantling or departure without the approval of Show Management may affect acceptance into future Events.
- INSURANCE
7.1 The Exhibitor shall obtain and maintain, at its own expense, Commercial General Liability Insurance with a minimum limit of $2,000,000 CAD per occurrence, covering the period from move-in through final move-out.
7.2 The policy shall name LegendWorks Events Inc. as an Additional Insured. Where required by the venue, the venue owner or operator shall also be named as an Additional Insured.
7.3 A valid Certificate of Insurance must be submitted to Show Management no later than thirty (30) days prior to the first day of the Event.
7.4 Failure to provide proof of insurance by the required deadline may result in cancellation of the Exhibitor's participation without refund.
- LIABILITY
8.1 The Exhibitor participates in the Event entirely at their own risk.
8.2 The Exhibitor agrees to indemnify and hold harmless LegendWorks Events Inc., its directors, officers, employees, volunteers, contractors, sponsors, venue partners, and agents from any claims, actions, damages, losses, liabilities, costs, or expenses arising from:
- the Exhibitor's participation in the Event;
- the operation of the Exhibitor's business;
- the actions of the Exhibitor or its representatives;
- injury to persons;
- damage to property; or
- any breach of this Agreement.
8.3 All merchandise, equipment, displays, inventory, cash, and other property belonging to the Exhibitor remain entirely at the Exhibitor's risk.
8.4 The Exhibitor is responsible for any damage caused by the Exhibitor, its employees, contractors, or representatives to the Event venue or the property of others.
- CANCELLATION AND TERMINATION
By the Exhibitor
9.1 Cancellation requests must be submitted in writing.
9.2 Cancellation requests received more than ninety (90) days prior to the first day of the Event are eligible for a refund of monies paid, less a $250 administration fee.
9.3 Cancellation requests received within ninety (90) days of the Event are non-refundable.
9.4 Exhibitors accepted after the ninety-day cancellation deadline acknowledge that all payments are non-refundable.
9.5 Failure to attend the Event does not release the Exhibitor from any financial obligations under this Agreement.
By Show Management
9.6 Show Management reserves the right to terminate this Agreement without refund if the Exhibitor:
- fails to make required payments;
- fails to provide required insurance or documentation;
- breaches this Agreement;
- fails to comply with the Exhibitor Handbook or Marketplace Standards;
- provides false or misleading information during the application process; or
- engages in conduct that, in the opinion of Show Management, is unlawful, unsafe, abusive, or detrimental to the Event.
- FORCE MAJEURE
10.1 Show Management shall not be liable for cancellation, postponement, relocation, interruption, or curtailment of an Event due to circumstances beyond its reasonable control.
10.2 Such circumstances include, but are not limited to, severe weather, wildfire, flood, fire, epidemic, pandemic, government orders, labour disputes, utility failures, civil disturbances, acts of terrorism, war, venue closures, or any other event beyond the reasonable control of Show Management.
10.3 In the event of cancellation due to Force Majeure, Show Management may, at its sole discretion:
- transfer fees to a rescheduled Event;
- apply fees as a credit toward a future Event;
- provide a partial refund where circumstances permit; or
- retain fees to offset reasonable expenses incurred in organizing the Event.
- GENERAL TERMS
11.1 This Agreement, together with the Exhibitor Handbook and Marketplace Standards, constitutes the entire agreement between the Exhibitor and Show Management.
11.2 If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
11.3 Failure by Show Management to enforce any provision of this Agreement shall not constitute a waiver of its right to enforce that provision in the future.
11.4 This Agreement shall be governed by the laws of the Province of Alberta.
11.5 Show Management may revise the Exhibitor Handbook and Marketplace Standards from time to time. The most current versions shall apply to the Event.
- ACCEPTANCE
By submitting an online application, the Exhibitor confirms that they have read, understood, and agree to be bound by this Exhibitor Agreement.
The Exhibitor further agrees to comply with the current Exhibitor Handbook, Marketplace Standards, and all reasonable directions issued by Show Management.
Submission of an online application, together with acceptance of the required online acknowledgement, constitutes a binding agreement between the Exhibitor and LegendWorks Events Inc.
