Wedding Expo Vendor Application

To get started, first read the Rules and Regulations.

1. Total cost to vend is due at the time of purchase to reserve a space. No refunds will be made for any amount that is paid to Huntsville Botanical Garden “the Garden” for space reservation.
2. We understand that the agreement shall be legally binding between the Garden and the Vendor only upon acceptance by the Garden. We also understand that any changes in the information in this agreement must be made in writing. Vendors shall be bound by and agree to the rules and regulations set forth by the Garden, and if found necessary, additional rules and regulations may be established by the Garden.
3. You cannot sublease your space. Only vendors that are on the exhibit agreement can occupy the space. Contact the Garden if unable to attend so someone from the waitlist can be offered your spot. Vendors must show only goods dealt by them in regular course of business.
4. You must stay within the boundaries and not stand or hand out material in the aisles, walkways, or parking lot. This also pertains to overhanging exhibits.
5. No soliciting other wedding fair events. This includes inviting attendees to visit you at other wedding fair events.
6. You cannot attend the Wedding Expo and hand out cards to attendees without contracting and paying for space in the Wedding Expo. If you see anyone doing this, please report it to Garden staff ASAP.
7. No signage can extend above the height of (8’) unless approved in writing by the show management. Any vendor that has a sign extending above 8ft will be asked once to lower it and then asked to take it down. No helium balloons allowed without approval by the Garden.
8. For DJs, awareness of your music level and how it is affecting the vendors around you is critical. Please be considerate and comply with Garden staff when given instructions. No use of confetti cannons.
9. Caterers, cottage industry foods, or other vendors who are serving food or drink or any samples must obey the Health Department rules and pay a fee for a temporary food permit. Vendors must also submit copies of their business licenses and health department inspection with their application, unless already on file at the Garden.
10. Network Marketing and Multi-Level Marketing (MLM) businesses are not permitted at the Wedding Expo. Vendors must be the direct provider of the products and/or services they are advertising.
11. It is expressly understood and agreed by the Vendor that s/he will make no claim of any kind against the Garden for any loss, damage, theft or destruction of goods, nor for any injury that may occur to her/himself or her/is employees while in the show facility, nor for any damage of any nature or character whatsoever. The Vendor shall be solely responsible to its own agents and employees and to all third persons, including invitees and the public on all claims, liabilities, actions, costs, damages, and expenses arising out of or relating to the custody, possession, operation, maintenance, or control of said leased space or exhibit, for negligence or otherwise relating thereto, and such claims as may be asserted against it. The Exhibitor will keep in effect Liability Insurance.

11. Electricity is only guaranteed to those vendors who pay the fee to use Garden electricity. Any vendor who “taps in” without paying the fee will be liable for paying the fee plus a $50 day of event electricity fee.
12. If for any reason management determines that the location of an Exhibitor at the show should be changed, moved or the dates of the show changed or postponed, no refund will be made but shall assign the Vendor, in lieu of the original space, such other space as deems appropriate and the Vendor agrees to use such space under the same Rules and Regulations. The Garden shall not be financially liable or otherwise obligated in the event the Wedding Expo is canceled, change of dates, postponed or relocated, except as provided herein.
13. Unlicensed copyright material is not authorized. Non-compliance will result in the Vendor not being accepted into future events.
14. Children under the age of 14 are not permitted at booths, under the age of 18 must have adult supervision. At no time should a minor be left alone to run a exhibit.
15. All selected Vendors must sign and return the Release of Liability. This will be sent with notification of acceptance to the Expo if a vendor is approved by the Visitor Programs Coordinator.

Helpful Tips 

1. Be prepared with brochures, cards, bottled water, Tylenol, etc.
2. Design – keep in mind that your set up is your first impression.
3. Attract attention, don’t blend in.
4. Attract the right attendee: is your presentation attracting “Your customer.”
5. Your display should represent key information: Why are your services better or unique? Why do brides choose you?
6. Give the attendees a reason to interact with you.
7. Be assertive with attendees as they walk past your booth – draw them to you, ask qualifying questions
8. Everyone working your booth should know what key information or impression they must give to everyone who stops by your booth.