Vendor Terms

Last updated: August 2026

1. Vendor Approval and Eligibility

• Submitting an application does not guarantee acceptance.
• Hi Fit Expo may approve, deny, waitlist, limit, or request changes to vendor participation based on capacity, category balance, safety, event standards, operational requirements, or other legitimate event needs.
• Vendors must provide accurate business, product, contact, and operational information.
• Participation may be revoked for material policy violations, unsafe conduct, unlawful activity, failure to satisfy required documentation, or failure to comply with event or venue requirements.

2. Booth Space and Setup

• Booth dimensions, inclusions, amenities, and upgrades are determined by the vendor package, reservation, or written confirmation applicable to the event.
• Vendors are responsible for providing their own equipment, displays, furnishings, signage, extension cords, and other materials unless specifically stated otherwise.
• Booth placement is determined by Hi Fit Expo and may be adjusted for floor-plan, safety, traffic-flow, venue, or operational needs.
• Vendors must keep displays, merchandise, equipment, and activities within their assigned space unless otherwise approved.
• Aisles, exits, fire equipment, neighboring spaces, and public access areas must remain clear.

3. Load-In, Setup, and Move-Out

• Official load-in, setup, event access, and move-out instructions will be provided to approved vendors before the event.
• Vendors must follow all designated loading routes, check-in procedures, access restrictions, parking instructions, and venue requirements.
• Vendors must complete setup within their assigned window.
• Early breakdown or removal of a booth during public event hours is not permitted unless approved by event management.

4. Payments, Reservations, and Refunds

• Vendor payments may reserve limited event inventory and are subject to the payment, cancellation, and reservation terms provided at the time of purchase.
• Required balances must be paid by applicable deadlines unless another arrangement has been approved in writing.
• Failure to complete required payment or onboarding steps may result in cancellation of the reservation and reassignment of the space.
• Refunds, cancellations, credits, and related requests are governed by the Hi Fit Expo Refund Policy and any written terms applicable to the specific vendor purchase.

5. Products, Sales, and Sampling

• Vendors are responsible for complying with applicable federal, state, and local laws relating to products, services, sales, demonstrations, marketing, and promotions.
• Vendors are responsible for the accuracy and legality of product claims, labeling, advertising, and promotional materials.
• Sampling, demonstrations, and interactive activities must comply with applicable regulations, venue policies, and event requirements.
• Hi Fit Expo may restrict or remove products, activities, signage, or displays that create safety concerns or violate applicable law, venue rules, or event policies.

6. Food Vendors

• Food vendors are responsible for obtaining and maintaining all permits, licenses, approvals, and documentation required for their operation.
• Food preparation, cooking, propane, open flame, generators, electrical equipment, grease disposal, refrigeration, and service operations must comply with applicable health, fire, venue, and event requirements.
• Food vendors must maintain safe, sanitary, and orderly operations throughout the event.
• Additional food-vendor requirements may be provided during onboarding.

7. Insurance and Responsibility

• Vendors are responsible for their employees, contractors, equipment, merchandise, displays, products, and business operations.
• Vendors are responsible for damage caused by their personnel, equipment, displays, products, or operations.
• Vendors are responsible for protecting and securing their own property.
• Hi Fit Expo may require a Certificate of Insurance or other documentation based on the vendor category, activity, product, equipment, or venue requirements.

8. Safety, Conduct, and Compliance

• Vendors must maintain a clean, safe, professional, and accessible booth area.
• Harassment, discrimination, unlawful activity, dangerous conduct, or serious disruption of the event is prohibited.
• Vendors must follow reasonable safety and operational instructions from Hi Fit Expo personnel and venue representatives.
• Activities involving elevated risk, amplified sound, specialized equipment, demonstrations, or unusual operational requirements may require advance approval.

9. Branding, Photography, and Media

• Hi Fit Expo may photograph, film, livestream, or otherwise document public event areas, including vendor booths and activities.
• Event imagery may be used for event documentation, editorial coverage, social media, and promotional materials.
• Additional permission or releases may be requested where appropriate for featured interviews, promotional productions, endorsements, or other specific uses.
• Vendors may not use Hi Fit Expo names, logos, branding, or other intellectual property in a manner that falsely suggests sponsorship, endorsement, or authorization.

10. Removal or Termination

Hi Fit Expo may suspend or terminate vendor participation when reasonably necessary because of safety issues, serious policy violations, unlawful activity, failure to meet required obligations, or conduct that materially disrupts event operations.

Any refund, credit, or other financial treatment following cancellation or termination will be determined according to the applicable Refund Policy, vendor purchase terms, and circumstances involved.

11. Event Changes

Hi Fit Expo may modify schedules, booth placement, floor plans, access procedures, operating requirements, programming, or other event logistics when reasonably necessary for safety, venue requirements, traffic flow, or event operations.

12. Other Hi Fit Expo Policies

Vendor participation may also be subject to the Hi Fit Expo Terms and Conditions, Refund Policy, onboarding requirements, and written operational instructions applicable to the event.

13. Contact

Vendor questions can be directed to info@hifitexpo.com.