General Vendor Application

Wizards of Washington (WOW)

Vendor Booth Information & Terms and Conditions

Vendor Booth Information

Booth size, configuration, and placement vary by event. Upon approval as a vendor, you will receive available booth options and an event-specific contract outlining final details for your selection.
Each approved vendor will be assigned a designated booth space by Wizards of Washington (“WOW”).
Unless otherwise specified in writing for a particular event, vendors are responsible for providing their own booth setup, including but not limited to tables, chairs, tents, displays, fixtures, and equipment.
Vending hours vary by event and will be communicated in advance through your Vendor Contract and pre-event correspondence.
Electricity may or may not be available depending on the venue. Availability and access details will be provided prior to each event. Vendors requiring electricity must indicate such needs in advance.
Vendors are strongly encouraged to promote the event by sharing it with their customers, followers, friends, and family.

Approval, Invoicing & Payment

Upon approval of your vendor application, WOW will issue an invoice for the total booth fee for the applicable event. The invoice will include booth details, payment instructions, and the official Vendor Contract.
Full payment is required within forty-eight (48) hours of approval unless otherwise agreed upon in writing. Failure to remit payment within this timeframe may result in forfeiture of booth space.
Approved vendors will receive booth placement information, parking instructions, load-in details, and final event communications approximately forty-eight (48) hours prior to the event.

General Terms and Conditions

1. Compliance with Laws

Vendor agrees to comply with all applicable federal, state, and local laws, ordinances, and regulations, including but not limited to health codes, fire safety regulations, licensing requirements, and public safety standards.

2. Approved Merchandise

All products and services offered for sale must be fully listed and described in the vendor application. WOW reserves the sole and absolute right to prohibit the sale of any unapproved items and to require removal of any item from a booth at its discretion.
Sales Tax Responsibility
Vendor is solely responsible for the collection, reporting, and remittance of any and all applicable sales taxes.

4. Load-In, Setup & Operating Hours

Vendor agrees to load in and set up only during designated times provided in the Vendor Contract. All booths must be fully operational and open for business no later than fifteen (15) minutes prior to the event opening to the public. Booths must remain staffed and open throughout the entirety of designated vending hours.
If temporary assistance is needed to monitor a booth, vendors may contact the designated Vendor Coordinator for the event.

5. Tear Down

Booth breakdown may not begin prior to the designated closing time of the event. Vendors are permitted up to one (1) hour after event conclusion to dismantle and remove their booth unless otherwise approved in writing. Early breakdown is strictly prohibited without prior authorization.

6. Cleanliness & Sanitation

Vendor shall maintain a clean, safe, and sanitary booth area at all times. Vendors are required to provide hand sanitizer accessible to guests. All trash, materials, and merchandise must be removed by the vendor at the conclusion of the event. Public trash receptacles may not be overfilled. Assistance may be requested from the Vendor Coordinator if necessary.

7. Booth Setup & Decorations

Vendor is responsible for providing all booth contents, fixtures, decorations, signage, and structural supports. Vendors are encouraged to align their booth presentation with the theme of the event.
No stakes, spikes, or ground-penetrating devices may be used. Tents and structures must be secured using approved weighted methods such as sandbags, water barrels, or other non-invasive anchors.

8. Supervision of Children

Children are welcome at community events; however, vendors are solely responsible for supervising any children accompanying them. Children must be supervised at all times. If the event includes ticketed activities or pre-registration requirements, vendors are responsible for securing those tickets through the standard public purchasing process.

9. Indemnification & Release

Vendor agrees to indemnify, defend, and hold harmless Wizards of Washington, its Board of Directors, officers, staff, volunteers, event venue, host city, other vendors, and participants from and against any and all claims, liabilities, damages, losses, or expenses (including reasonable attorney’s fees) arising out of or related to vendor participation in the event.
This provision is intended as a full and final release of any claims, known or unknown, arising from participation.

10. Force Majeure

WOW shall not be liable for refunds, damages, or losses resulting from event cancellation, delay, or disruption due to circumstances beyond its reasonable control, including but not limited to fire, natural disasters, severe weather, public health emergencies, government actions, labor disputes, or other force majeure events.
WOW reserves the right to cancel an event within three (3) days prior to the scheduled date. In such cases, 100% of booth fees will be refunded. Unless otherwise stated, events are held rain or shine.

11. Conduct & Professionalism

Vendor agrees to conduct themselves in a professional manner that upholds the integrity and reputation of WOW. WOW reserves the right, at its sole discretion, to require any vendor, employee, or representative to leave the event if conduct is deemed inappropriate, unsafe, or detrimental to the event.

12. Refund Policy

Booth fees are non-refundable once payment has been received and participation confirmed, except in cases where WOW cancels the event as outlined above.

13. Security

Vendor acknowledges that they are solely responsible for the security of their booth, merchandise, equipment, and personal property. WOW does not assume responsibility for lost, stolen, or damaged items.

14. Prohibited Items

This is a family-friendly event. The sale, display, or distribution of the following items is strictly prohibited unless expressly authorized in writing:
- Illegal drugs or drug paraphernalia
- Animals or pets (unless part of an authorized exhibit)
- Firearms
- Weapons or mechanical weaponry

15. Intellectual Property Restrictions

Vendor agrees not to sell or distribute any items that infringe upon the intellectual property rights of third parties. This includes, but is not limited to, logos, symbols, names, sayings, or images associated with protected properties such as the Harry Potter franchise and related works. Vendors are solely responsible for ensuring compliance with intellectual property laws. WOW assumes no liability for violations and reserves the right to require immediate removal of infringing items.

16. Application Disclaimer

Submission of a vendor application does not guarantee acceptance, placement, or participation in any event and does not constitute a contract. Approval is event-specific. Once approved, vendors will receive notification of upcoming events and may elect to participate. A separate invoice and contract will be issued for each event.

Contact Information

For questions or additional information, please contact:
info@wizardsofwashington.com

WIZARDS OF WASHINGTON (WOW)

Vendor Participation Agreement

Terms and Conditions

This Vendor Participation Agreement (“Agreement”) is entered into by and between Wizards of Washington (“WOW”), and the approved Vendor identified in the applicable event invoice and contract (“Vendor”). Execution of the event invoice, contract, or payment of booth fees constitutes acceptance of this Agreement.

1. Vendor Space & Participation

1.1 Assignment of Space
Booth size, configuration, and location are determined solely by WOW and may vary by event. WOW reserves the right to relocate or modify booth placement at any time if deemed necessary for operational, safety, or logistical reasons.

1.2 Independent Contractor Status
Vendor is an independent contractor and is not an employee, agent, partner, or representative of WOW. Vendor shall have no authority to bind WOW to any obligation or representation.

1.3 Vendor Responsibilities
Unless otherwise specified in writing, Vendor shall provide all equipment, tables, chairs, tents, displays, fixtures, lighting, and materials necessary to operate its booth.

1.4 Electricity & Utilities
Electrical access is not guaranteed. If provided, Vendor assumes full responsibility for the safe use of electrical equipment and compliance with applicable codes.

2. Payment Terms

2.1 Invoice & Payment Deadline
Upon approval, Vendor will receive an invoice outlining booth fees and event details. Payment in full is due within forty-eight (48) hours unless otherwise agreed in writing.

2.2 Non-Refundable Fees
All booth fees are non-refundable once payment is received, except in the event of cancellation by WOW pursuant to Section 10.

2.3 Returned Payments
Vendor is responsible for any fees associated with returned payments, chargebacks, or disputed transactions.

3. Compliance with Laws

Vendor shall comply with all federal, state, county, and municipal laws, regulations, permits, licenses, and ordinances applicable to its operations, including but not limited to:

Health department regulations
Fire and safety codes
Sales tax laws
Business licensing requirements

Vendor shall obtain all required permits and approvals at its own expense.

4. Approved Merchandise & Intellectual Property

4.1 Approved Items Only
Vendor may sell only those items listed and approved in its application. WOW reserves the unrestricted right to prohibit, remove, or require modification of any merchandise at its sole discretion.

4.2 Intellectual Property Compliance
Vendor represents and warrants that it owns or has lawful rights to sell all merchandise offered. Vendor shall not sell items that infringe upon any copyright, trademark, trade dress, patent, or other proprietary rights, including but not limited to protected entertainment properties.

Vendor assumes full legal responsibility for any intellectual property violations and agrees to indemnify WOW for any resulting claims.

5. Setup, Operation & Tear Down

5.1 Load-In & Setup
Vendor must load in and set up only during designated times. Booths must be fully operational no later than fifteen (15) minutes prior to event opening.

5.2 Operating Hours
Booths must remain open and staffed during all designated vending hours. Early closure is prohibited without prior written approval.

5.3 Tear Down
Vendor shall not begin dismantling prior to official event close. Vendor has up to one (1) hour after closing to vacate unless otherwise authorized.

Failure to comply may result in exclusion from future events.

6. Cleanliness & Safety

Vendor shall maintain a safe, clean, and sanitary booth area. Vendor must:

Provide accessible hand sanitizer
Remove all trash and debris
Avoid overuse of public receptacles
Ensure tents are properly weighted (no ground stakes permitted unless venue-approved)

Vendor assumes responsibility for any unsafe condition created by its booth.

7. Insurance Requirements

7.1 General Liability Insurance
Vendor shall maintain Commercial General Liability Insurance with limits of not less than:

$1,000,000 per occurrence
$2,000,000 aggregate

Coverage shall include bodily injury, property damage, personal injury, and products liability.

7.2 Additional Insured
Vendor shall name the following as Additional Insureds:

Wizards of Washington
Its Board of Directors
Officers, Staff, and Volunteers
Event Venue (if required)
Host City (if required)

7.3 Certificate of Insurance
Vendor shall provide a valid Certificate of Insurance upon request and prior to event participation. Failure to provide proof of insurance may result in cancellation of booth space without refund.

7.4 Workers’ Compensation
Vendor shall maintain Workers’ Compensation coverage as required by law for any employees.

8. Assumption of Risk

Vendor acknowledges that participation in public events involves inherent risks, including but not limited to:

Theft
Property damage
Bodily injury
Weather-related hazards
Crowd-related incidents

Vendor voluntarily assumes all such risks.

9. Indemnification & Defense

Vendor agrees to indemnify, defend, and hold harmless WOW, its Board of Directors, officers, staff, volunteers, agents, venue, host municipality, sponsors, and other vendors from and against any and all claims, damages, liabilities, losses, judgments, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

Vendor’s participation
Vendor’s negligence or misconduct
Vendor’s employees or representatives
Vendor’s merchandise
Vendor’s breach of this Agreement

This obligation survives the conclusion of the event.

10. Force Majeure & Event Cancellation

WOW shall not be liable for cancellation, delay, or interruption of the event due to causes beyond its reasonable control, including but not limited to:

Acts of God
Severe weather
Fire
Government orders
Public health emergencies
Labor disputes
Venue closure

If WOW cancels the event entirely, Vendor shall receive a refund of booth fees paid. No other damages, lost profits, or consequential damages shall be owed.

Events are rain or shine unless otherwise canceled by WOW.

11. Limitation of Liability

To the maximum extent permitted by law:

WOW’s total liability to Vendor shall not exceed the total booth fee paid.
WOW shall not be liable for indirect, incidental, consequential, special, or punitive damages.
WOW shall not be responsible for lost profits, lost revenue, or business interruption.

12. Security

Vendor is solely responsible for securing its booth, merchandise, equipment, and personal property. WOW does not provide security services and assumes no responsibility for theft or damage.

13. Prohibited Items

This is a family-friendly event. The following are strictly prohibited unless expressly authorized in writing:

Illegal drugs or drug paraphernalia
Firearms or weapons
Mechanical weaponry
Unauthorized animals
Hazardous materials

WOW reserves the right to require immediate removal of prohibited items.

14. Conduct & Removal

WOW reserves the right, at its sole discretion, to remove any Vendor or representative whose conduct is deemed:

Unsafe
Disruptive
Inappropriate
Harmful to the event’s reputation

Removal for cause shall not entitle Vendor to a refund.

15. Supervision of Children

Vendors bringing children to the event are solely responsible for their supervision at all times. WOW assumes no liability for minors associated with vendors.

16. Dispute Resolution & Governing Law

This Agreement shall be governed by the laws of the State of Washington.

Any dispute arising under this Agreement shall be resolved exclusively in the courts located in Washington State. Vendor consents to personal jurisdiction therein.

Prior to litigation, parties agree to attempt good-faith mediation.

17. Severability

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

18. Entire Agreement

This Agreement, together with the event-specific invoice and contract, constitutes the entire understanding between the parties and supersedes all prior communications.

Acceptance

Vendor acknowledges that payment of booth fees or execution of event documentation constitutes full acceptance of these Terms and Conditions.