Vendor Agreement & Terms of Participation
Event: BEPV | Black Voices Book Expo & Author Fair
Organizer: Black El Paso Voice
Venue: El Paso Community College 9050 Viscount Bldg A. 79925
By purchasing a vendor space, you (the “Vendor”) agree to the following terms and conditions. Failure to comply may result in removal from the event without a refund.
- Booking, Vetting & Refunds
- Mission Alignment: Black El Paso Voice reserves the right to cancel any booth booking if the products, books, or brand are not conducive to our mission and purpose and for any reasons deemed necessary. No excuses.
- Approval Process: If your application/purchase is not approved by our staff after review, a full refund of the booth fee will be issued.
- Vendor Cancellation: Once a vendor is approved, there are NO REFUNDS for any reason if the vendor chooses to cancel or fails to show up.
- Unauthorized Items: You may only sell items that have been disclosed and approved. If you are in doubt about an item, you must ask before the event. We reserve the right to prohibit the sale of any item on-site.
- Merchandise & Content Standards
- Legal Compliance: Vendors must be legally authorized to sell products in El Paso County, TX (including holding a Texas Sales Tax Permit).
- Ownership: No selling of another business’s or person’s merchandise or services. You may only represent your own work/brand.
- Prohibited Content: We maintain a high community standard. No sales or displays of misogynistic, hateful, deviant, or discriminatory materials.
- Promotional Restrictions: No promoting outside events or businesses. Some may be pre-approved by Black El Paso Voice staff at least 7 days in advance, but it is not a guarantee.
- Food, Beverage & Cleanliness
- No Food Sales: Selling food or beverages is strictly prohibited.
- Small Giveaways: You may give away small, pre-packaged, store-bought “thank you” treats (e.g., mints). No homemade or heavy food items.
- Trash: Vendors must keep their area clean and clear. You are responsible for removing all trash from your station at the end of the event.
- Booth Logistics & Safety
- Space Limits: Each vendor is provided one 6ft to 8ft table (confirmation pending). All displays must stay within your allotted footprint and must not block aisles.
- Personnel Limit: A maximum of 2 to 3 people are allowed per booth/table to comply with fire codes.
- No Liability: Black El Paso Voice and the hosting Community College are not responsible for any injury, theft, loss, or damage to property. You participate at your own risk.
- Event Flow & Performance “Quiet” Times
- Shared Space: This is a cultural event with live performances.
- Pause in Sales: At designated times (during monologues or specific musical performances), all sales activity and loud conversation must cease to honor the presenters. A schedule will be provided.
- Venue & Future Rules
- Venue Compliance: This event is held on a Community College campus. Vendors must follow all campus security and fire marshal regulations.
- Right to Amend: Black El Paso Voice reserves the right to add or modify rules at our convenience or if required by the venue. Vendors will be notified of any significant changes.
- Conduct
- Be Kind: This is a community-building event. Professionalism and kindness toward staff, other vendors, and the public are required.
- Issues: If an issue arises, contact Monica or the staff immediately.