2027 Vendor Agreement
Disability Resource Fair of NWPA
Saturday, May 22, 2027
Bayfront Convention Center, Erie, PA
Public Event Hours: 10:00 AM–4:00 PM
By submitting a vendor registration for the 2027 Disability Resource Fair of NWPA, the registering organization and its representatives acknowledge and agree to the following terms and conditions.
Registration, Approval & Payment
Submission of a vendor registration does not guarantee acceptance or reserve a vendor space. All required registration information and insurance documentation must be submitted and approved before an organization is eligible to proceed to payment. Approved vendors will receive a separate payment link for the booth fee.
Standard 8’x8’ Booth: $150
Vendor space is confirmed only after the Disability Resource Fair of NWPA has approved the registration and required documentation and the applicable vendor fee has been received. Incomplete registrations, including registrations missing required insurance documentation, will not be approved. Vendor fees are nonrefundable except if the Disability Resource Fair of NWPA cancels the event and determines that refunds are appropriate under the circumstances.
Insurance Requirements
All vendors must maintain commercial general liability insurance with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate. A current Certificate of Insurance (COI) naming the Disability Resource Fair of NWPA as an Additional Insured must be submitted as part of the vendor registration process. Vendor registration will not be approved and booth space will not be confirmed until the required insurance documentation has been received and accepted.
Booth Assignment
Booth locations are assigned by the Disability Resource Fair of NWPA. Organizations are generally grouped by service category to make the fair easier for attendees to navigate. Categories may include therapies, healthcare, legal services, financial institutions, disability services, community organizations, and other related services. Vendors may not select or request a specific booth location. The Disability Resource Fair of NWPA reserves the right to adjust booth assignments when necessary for accessibility, safety, traffic flow, category organization, or other operational needs.
Full-Event Participation
Vendors agree to maintain an active, staffed booth for the entire public event from 10:00 AM through 4:00 PM. Vendors must arrive and complete setup during the designated setup period communicated before the event. Early teardown, packing, or departure is not permitted unless prior written approval has been granted by the Disability Resource Fair of NWPA or an emergency prevents continued participation. Vendors who leave before the conclusion of the event without approval may not receive priority consideration for future events.
Staffing
Each vendor is responsible for ensuring adequate staff coverage for the entire event. Breaks, staffing shortages, scheduling conflicts, or routine personnel issues do not relieve the vendor of the responsibility to maintain booth coverage. Vendors are encouraged to arrange backup coverage in advance.
Cancellations, Refunds & Credits
Vendor fees are nonrefundable. No full or partial refund, proration, or future-event credit will be issued because a vendor:
cancels participation;
arrives late;
leaves early;
fails to attend;
cannot provide adequate staffing;
experiences a personnel or scheduling change; or
chooses not to use all services or equipment included with the booth.
Vendors who are unable to participate should notify the Disability Resource Fair of NWPA as soon as possible so the space may be reassigned. Late cancellations, failure to appear, or repeated participation issues may affect priority for future events. Cancellation within 14 days of the Fair may result in forfeiture of priority consideration for future events. Cancellation within 7 days of the Fair, failure to appear, inadequate staffing, or early teardown may be considered when determining eligibility or priority for future Disability Resource Fair events.
Booth Transfers & Substitutions
Vendor registration applies only to the organization that completed the registration process. A vendor may not sell, transfer, assign, share, donate, or otherwise give its booth to another organization, business, individual, or vendor without prior written approval from the Disability Resource Fair of NWPA. A registered vendor may not independently arrange for another organization to occupy its booth for all or part of the event. Any substitute or replacement organization must complete the required registration process and receive approval from event organizers before participating. Unauthorized organizations may be asked to leave the event.
Booth Use
Vendors must keep displays, signage, equipment, products, and materials within their assigned booth area.
Nothing may obstruct:
aisles or accessible pathways;
neighboring booths;
entrances or exits;
fire or safety equipment; or
other event infrastructure.
Tables, pipe-and-drape, booth boundaries, or facility equipment may not be moved without permission. All booth activities must be appropriate for a family-friendly disability resource event.
Accessibility & Sensory Considerations
Because the Disability Resource Fair serves people with a wide variety of disabilities and support needs, vendors are expected to maintain an accessible and welcoming environment.
Vendors agree to:
keep accessible routes clear;
avoid excessive or disruptive noise;
avoid strong fragrances whenever possible;
refrain from using latex balloons;
safely secure cords, displays, and equipment; and
make reasonable efforts to communicate accessibly with attendees.
The Disability Resource Fair of NWPA may require modification of any display or activity that creates an accessibility, sensory, safety, or traffic-flow concern.
Electrical Access
Electrical access is available for an additional $50 fee per booth and must be requested and paid for at the time of registration. Vendors requiring electricity must indicate this during registration so appropriate booth placement can be arranged. Electrical access is subject to availability and cannot be guaranteed without advance registration and payment. Vendors are responsible for providing their own extension cords and any additional equipment needed to connect to the designated electrical source.
Electrical Equipment & Cord Safety
All electrical equipment brought to the Fair must be in safe working condition and, where applicable, UL Listed or certified by another nationally recognized testing laboratory. Extension cords, power strips, electrical devices, and connections must be appropriate for their intended use and comply with venue requirements. Electrical cords may not create tripping hazards or interfere with accessible routes. Cords extending through or near walking areas must be properly routed, secured, and/or covered. The Disability Resource Fair of NWPA and/or Bayfront Convention Center may require unsafe electrical equipment, cords, or installations to be corrected or removed.
Food, Beverages, Samples & Regulated Items
Vendors distributing food, beverages, samples, medications, health-related items, or other regulated products are responsible for complying with applicable laws, licensing requirements, health regulations, and Bayfront Convention Center requirements. Any approvals or permits required for a vendor's activities are the responsibility of that vendor. The Disability Resource Fair of NWPA may prohibit any product, sample, activity, or distribution that does not comply with event or facility requirements.
Sales & Solicitation
Vendors must accurately represent their organization, products, services, credentials, and qualifications. Any sales activity must comply with applicable laws and facility requirements. Aggressive solicitation, repeated pressure on attendees, or solicitation outside the vendor's assigned area is prohibited. Participation as a vendor does not constitute endorsement by the Disability Resource Fair of NWPA.
Communication Requirements
Each vendor must provide a reliable primary contact person, email address, telephone number, and day-of contact information. Vendors are responsible for reviewing event communications and responding to required requests by stated deadlines. Failure to respond to confirmation requests, provide requested information, or complete required documentation may result in loss of booth space.
Facility & Event Requirements
Vendors must comply with all applicable rules and reasonable instructions issued by:
Disability Resource Fair of NWPA;
Bayfront Convention Center;
fire and safety authorities; and
applicable local, state, and federal authorities.
Vendor Property & Responsibility
Vendors are responsible for their own equipment, displays, technology, products, supplies, and personal property. The Disability Resource Fair of NWPA is not responsible for lost, stolen, misplaced, or damaged vendor property. Vendors are responsible for damage caused by their employees, volunteers, representatives, displays, equipment, products, or activities.
Liability & Responsibility
Each vendor is responsible for its own activities, representatives, employees, volunteers, equipment, displays, products, services, and other activities conducted in connection with the event. Vendors are responsible for claims, injuries, damages, or losses resulting from their own conduct, representatives, products, services, displays, equipment, or activities. Participation in the event is at the vendor’s own risk. To the extent permitted by law, vendors agree to release and hold harmless the Disability Resource Fair of NWPA, its directors, officers, volunteers, representatives, event partners, and venue from claims arising from the vendor’s participation, except where prohibited by law.
Photography & Media
Photography and video recording may occur throughout the event. By participating, vendors consent to incidental photography or video of their booth, displays, and representatives for Disability Resource Fair of NWPA promotional, educational, fundraising, reporting, social-media, and archival purposes. Vendors with a specific concern regarding photography should contact event organizers before the event.
Marketing & Promotion
Vendors are encouraged to share Disability Resource Fair promotional materials through their websites, newsletters, email lists, social media, and other community outreach channels. The Disability Resource Fair of NWPA may use a participating organization's name and submitted logo in event promotional materials.
Event Changes, Postponement or Cancellation
The Disability Resource Fair of NWPA reserves the right to modify event logistics, booth assignments, schedules, floor plans, setup procedures, or other operational details when reasonably necessary. Circumstances beyond the organization's control may require postponement, relocation, modification, or cancellation of the event. If this occurs, registered vendors will be notified of available options. Any refund or credit offered will be determined based on the circumstances, contractual obligations, and expenses already incurred.
Failure to Comply
The Disability Resource Fair of NWPA reserves the right to address violations of this agreement, including requiring a vendor to correct an issue, discontinue an activity, or leave the event when necessary. Significant or repeated violations may affect eligibility or priority for future Disability Resource Fair events.
Agreement & Authorization
By submitting a vendor registration, the registrant certifies that:
they are authorized to register the organization;
the information submitted is accurate;
they have reviewed this Vendor Agreement; and
the organization agrees to comply with all event terms and requirements.
the registrant understands that submission does not guarantee acceptance or confirm booth space, and that an approved vendor’s booth is confirmed only after all required documentation has been accepted and the applicable vendor fee has been received
