Ocean Grove's Sand & Sea Festival

Vendor Agreement

1. Participation & Communication

Vendors agree to review and follow all event communications, including setup instructions and updates. Staying informed is essential to ensure smooth operations. Failure to comply may result in denial of entry or future participation.

2. Setup & Space Assignments

• Market setup and space assignments may change at the organizer's discretion.
• Vendors must follow all load-in directions and be fully set up by the event start time.
• Late arrivals may be denied participation without refund or reschedule.

3. Breakdown Policy

Vendors may not begin breakdown before the official event end time. Early breakdowns negatively impact the event experience and may result in removal from future events.

4. Equipment & Safety

• Vendors are responsible for providing their own tents, tables, and equipment.
• Minimum required tent weights: 25 lbs per leg (100 lbs total).
• All structures must be secure and compliant with local safety standards.

5. Approved Products

• Vendors may sell only products approved by the organizer.
• Adding new items requires prior written approval.
• Only original producers and artisans are permitted; resale or brokering is not allowed unless specifically authorized.

6. Power & Utilities

• Organizers may or may not provide electricity. Vendors requiring power must bring their own generators or obtain written approval for on-site power use.
• Generators must be quiet and placed in a location approved by event staff.

7. Space & Setup Requirements

• Space dimensions will be specified before each event.
• Requests for additional space must be made in advance and approved in writing.

8. Insurance

Vendor insurance is not required, but it is recommended. Vendors participate at their own risk and are responsible for their property, equipment, and products during the event. The organizer is not liable for loss, theft, damage, or injury arising from participation.

9. Food Vendors & Health Compliance

• All food vendors must obtain the required permits from local health authorities before participating.
• Vendors must comply with all food safety regulations and maintain valid permits for each municipality where events occur.

10. Local Requirements

Municipal permits, licenses, or inspection forms may vary by location. Vendors are responsible for obtaining and maintaining all required documentation before participating.

11. Code of Conduct

Vendors agree to maintain a professional and respectful presence toward staff, customers, and fellow vendors. Organizers reserve the right to remove any vendor for disruptive or unsafe behavior.

12. Organizer Rights

Organizers reserve the right to:

• Reassign spaces or adjust layouts.
• Cancel or reschedule events due to weather or unforeseen circumstances.
• Deny participation to vendors who violate these terms.

Acknowledgment

By applying or participating, the vendor agrees to abide by these terms and any additional rules communicated by the event organizer.

Cancellation & Refund Policy

Applies to: single-date bookings, seasonal, and monthly plans on the marketplace

Note to Organizers: Customize the placeholders: The Ocean Grove Chamber of Commerce, oceangrovenj.com, 732-774-1391, events@oceangrovechamber.org

1. How Cancellations and Credits Work

• Vendors cancel through the vendor dashboard: https://convene.markets/dashboard
• After cancellation, the applicable rebooking fee is assessed and the remaining balance is issued as account credit.
• Credits auto-apply to the next invoice for any event on the platform.
• Credits expire at the end of the calendar year. Unused credits are forfeited.

2. Fee Schedule and Eligibility

Notes:

• "Date change" includes moving a booked single date or adjusting a seasonal schedule.
• Refunds after 24 hours from purchase are not available for any reason.

3. Seasonal and Monthly Vendors

No refunds, credits, or date changes for missed dates or cancellations on seasonal or monthly plans.

4. Rain Dates

If an event has a pre-scheduled rain date and the vendor cannot attend, no refunds or credits are issued for that rain date.

5. Same-Day and On-Site Communication

For cancellations within 24 hours of the event, vendors must email info@oceangrovechamber.org or call 732-774-1391 with vendor name, business name, and the date(s) to cancel.

On-site managers may not monitor email during events. Use phone/text for urgent updates.

6. Enforcement

• Vendors who do not follow this policy may be denied future bookings.
• Multiple no-shows may result in cancellation of upcoming dates without refund or credit.

7. Contact

• Questions: info@oceangrovechamber.org
• Urgent within 24 hours of event: Text/Call 732-774-1391

OGACC Code of Conduct

The Ocean Grove Area Chamber of Commerce’s Code of Conduct is in place to ensure the safety, wellbeing, and positive experience of all event participants. Vendors are expected to treat customers, staff, volunteers, business owners, and law enforcement with courtesy and respect. The OGACC is committed to hosting events that foster a friendly, safe, and successful environment for everyone involved.

As a vendor participating in any OGACC event, I agree to:

• Respect and comply with all rules and policies established by the OGACC
• Treat all customers, staff, volunteers, and participants with professionalism and courtesy. Aggressive, disrespectful, or inappropriate behavior will not be tolerated
• Refrain from deceiving or exploiting customers, event coordinators, staff, business owners, or volunteers
• Adhere to all guidelines regarding permitted and prohibited items for sale, including any items that are restricted or illegal
• Respect the event space by removing all merchandise, debris, and trash prior to departure. Vehicles are not permitted on event greens, grass, sidewalks, or any areas where vehicle access is not normally allowed
• Follow all loading and unloading procedures, as well as designated setup and breakdown timeframes

As a vendor for OGACC events, I also agree that items offered for sale must be:

• (Craft Shows) Completely handmade by the applying vendor, within a 5% allowance
• Family-friendly. Prohibited items include, but are not limited to, those that are pornographic, weapons, illegal substances, fireworks, politically themed items, racist or discriminatory materials, vulgar language, or items deemed unsafe

Compliance with all components of the OGACC Code of Conduct is required. Failure to adhere to these standards may result in the revocation of vendor privileges for all OGACC shows and markets. No refunds will be issued in the event of removal due to non-compliance.

Issue Resolution

Vendors are encouraged to communicate directly and privately with event organizers or staff regarding any concerns or conflicts that arise during events.

Compliance with all components of the OGACC Code of Conduct is required. Failure to adhere to these standards may result in the revocation of vendor privileges for all OGACC shows and markets. No refunds will be issued in the event of removal due to non-compliance.

By applying for, booking, or participating in events, vendors acknowledge and agree to follow this Code of Conduct, the applicable Vendor Guidelines, and the Cancellation & Refund Policy.