Vendor Rules & Agreement

Vendor Application Acknowledgment

This document constitutes an application to participate as a vendor at the AICI Spark Basketball Tournament Bazaar. Submission of this application does not guarantee acceptance or booth allocation. All applications are subject to review and approval at the sole discretion of the Management Committee.

Vendor Fee Payment

• The Vendor agrees to pay the booth fee in full for the selected booth location
• Booth allocation shall be confirmed only upon receipt of full payment
• Failure to complete payment in a timely manner may result in forfeiture of the selected booth location without refund or further notice
• Booking of Additional Booths: Vendors requiring additional space for merchandise beyond a single booth (10' x 10') may book up to three (3) adjacent booths, not to exceed a total space of 10' x 30'
• Non-Transferability: The booth assigned to the Vendor is designated solely for the registered business. The booth may not be sublet, transferred, or shared with any other individual or business entity. Violation of this clause shall result in immediate cancellation of the booking without refund

Arrival & Setup

• The Vendor agrees to arrive on time for booth setup on the date and time specified by the Management Committee
• Setup details, including access times and procedures, will be communicated through the official communication channels designated by the Committee
• Late arrivals may result in the loss of the reserved vendor space without refund
• All merchandise, advertising materials, banners, displays, and related items must be kept within the boundaries of the assigned booth space
• No items may extend into aisles, walkways, or common areas. Any items placed outside the assigned booth will be removed by the Organizers at the Vendor's expense

Communication Requirements

• The Vendor agrees to actively monitor and respond to all messages and notices sent through the official communication channels, which include email and WhatsApp
• It is the sole responsibility of the Vendor to check for updates, announcements, and any changes related to event logistics
• The Management Committee shall not be held responsible for any issues, delays, or missed information resulting from the Vendor's failure to review or respond to communications in a timely manner

Event Conduct

• The Vendor shall strictly comply with all event rules, regulations, and instructions issued by the Management Committee, staff, and authorized volunteers
• The Vendor is required to conduct themselves in a professional and respectful manner toward all attendees, other vendors, staff, and Committee members at all times
• Any conduct deemed disruptive, unsafe, unprofessional, or disrespectful by the Committee, in its sole discretion, shall constitute a breach of this Agreement and may result in the Vendor's immediate removal from the event premises without refund
• The Committee reserves the right to take disciplinary action, including termination of participation, forfeiture of fees paid, and denial of future participation, in response to violations of this clause

Removal & Ban Policy

• The Management Committee reserves the absolute right, at its sole discretion, to remove any Vendor from the event premises without refund in the event of non-compliance with event rules, violation of this Agreement, or conduct deemed disrespectful, disruptive, unsafe, or detrimental toward organizers, volunteers, vendors, or attendees
• Any Vendor removed from the event under this policy shall be considered in breach of this Agreement and shall forfeit all fees paid
• Vendors removed for cause shall be subject to an automatic ban from all future AICI events, without exception
• The Committee's decision in such matters shall be final and binding, and no appeals will be permitted

Vendor Responsibility

• The Vendor shall be solely responsible for the security, safety, and management of their own merchandise, equipment, supplies, and all cash or financial transactions
• AICI and the Management Committee shall bear no liability for any loss, theft, or damage to the Vendor's property under any circumstances
• The Vendor must maintain their assigned booth space in a clean, orderly, and safe condition at all times
• All trash, packaging materials, and debris must be properly disposed of by the Vendor prior to departure. Failure to comply may result in additional cleaning fees and/or restrictions on future participation

Additional Rules

• The Management Committee reserves the right to add, amend, or update event rules and regulations at any time prior to or during the event
• All such updates shall be communicated exclusively through the official communication channels designated by the Committee (including, but not limited to, email and WhatsApp)
• The Vendor shall be required to comply fully and immediately with any such rules or updates
• Failure to adhere to updated rules shall constitute a breach of this Agreement and may result in penalties, including removal from the event without refund and/or prohibition from future participation

Liability Disclaimer

Participation as a vendor involves inherent risks. Vendors assume responsibility for their own safety and the safety of their booth setup. AICI and the Management Committee are not liable for any injuries, damages, or losses that may occur during the event.

Liability and Assumption of Risk

The Vendor acknowledges and agrees that participation in the event is at their own risk. The Event Organizers, employees, and volunteers shall not be liable for any personal injury, illness, or death of the Vendor, its employees, contractors, or representatives, nor for any loss, theft, or damage to property belonging to the Vendor, however caused. The Vendor assumes full responsibility for any such risks and shall maintain adequate insurance coverage as necessary.

Contact Information

For questions about these Vendor Rules or the application process, please contact us: