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Vendor Booth Agreement
Version 8. You sign this in the vendor portal after you're accepted.
VENDOR BOOTH RENTAL AGREEMENT
This agreement is between you (the "Vendor") and FrostLine Works LLC, a Wyoming limited liability company doing business as Sage & Rail Events ("Sage & Rail").
1. BOOTH RENTAL
By accepting this agreement you agree to rent the booth space assigned after successful payment. Booth fees, applicable taxes, and any conditional fees disclosed at checkout are due before your booth is confirmed. Application to participate is free; payment is required only after acceptance and booth selection.
2. CANCELLATIONS AND REFUNDS
(a) Vendor cancellation. If you cancel by 11:59 PM Mountain Time on January 4, 2027, we'll refund your booth fee minus card processing fees. From January 5, 2027 on, booth fees are non-refundable, and no credits or exceptions are given. (b) If Sage & Rail cancels or reschedules the event for any reason, including weather, venue unavailability, government order, emergency, or other events beyond our control, you will not receive a cash refund. Instead, you'll receive a credit equal to your booth fee, good for one booth at a Sage & Rail show held within 12 months of the original event date. This credit is your only remedy for a cancellation or reschedule. Booth fees pay for event costs such as advertising before the event takes place, and those costs can't be recovered. (c) City fee. The City of Evanston event license fee is only owed for vendors who take part in the event and do not already have a current Evanston City business license. We'll refund it in full if your booth fee is refunded, if the event is cancelled, or if you cancel after January 4, 2027 and don't attend. (d) Unexpected Events. Neither of us will be blamed if we can't do our part because of things completely out of our control. This includes bad weather, fires, power outages, the venue closing, pandemics, or government orders. If one of these events causes the market to be canceled or moved, the rules in section (b) will apply.
3. NO CATEGORY EXCLUSIVITY
Acceptance does not grant exclusive rights to any product category, menu item, or business type. The organizer may accept other vendors in the same or similar categories.
4. TAX
You are solely responsible for collecting, reporting and paying all sales, use and other taxes on your sales. Sage & Rail does not collect or remit taxes for vendors. Booth-fee refunds follow section 2, Cancellations and Refunds.
5. BOOTH CONDITION AND DAMAGE
You will leave the booth clean and in substantially the same condition as you received it. Sage & Rail may require checkout photographs of the empty booth. Missing photographs alone do not prove damage and will not trigger a charge. Charges for damage are limited to a City of Evanston assessment, as described in section 6.
6. CARD-ON-FILE AUTHORIZATION
Damage to the venue. The City of Evanston inspects the venue after Sweetheart Market. If the City assesses damage to the area assigned to my booth, or damage caused by me, my staff, or my equipment, I agree to pay that assessed amount. Sage & Rail will send me the City's assessment, with photos where available, before charging. I then have 7 days to respond before my card on file is charged. Sage & Rail will not charge me for damage caused by its own staff or for normal wear. Authorization ends once any damage assessment is resolved, and no later than 120 days after the event.
Disputing a damage charge. If you disagree with an assessment, reply to our notice within the 7-day response period and tell us why, with any photos you have. We won't charge your card while we review it. Within 14 days of your reply, we'll email our decision: charge the full amount, a reduced amount, or nothing. If we charge you, we'll give you at least 3 days' notice before charging the decided amount.
7. TRANSFERS
Booth registrations may be transferred to another vendor business only with written organizer approval. Transfers are not automatic and may be declined.
8. PLATFORM
Event registration and booth checkout on the vendor portal are provided through the Sage & Rail App. Organizer policies govern booth participation; platform terms govern use of the registration system.
9. GOVERNING LAW
This Agreement is governed by the laws of the State of Wyoming. Any dispute will be brought only in the state courts located in Uinta County, Wyoming.
By accepting, you confirm you have authority to bind your business and agree to these terms and to the Sage & Rail Event Terms & Venue Rules (version sr-event-terms-2026-10-24), which are part of this agreement. If they conflict, this agreement controls on fees, refunds, damage charges and governing law.