Expo Terms & Guidelines 

To avoid any confusion it is imperative that participating businesses and exhibitors read ALL of the information below. Most of the answers to your questions are here. Some details may change as we get closer to the event. However, we will keep all exhibitors in the loop of any changes via email and social media. Please add [admin@blackluxeco.com] to your email contacts and check your spam folder, just in case our emails get filtered there.

If you have any questions, comments, or concerns regarding the Terms & Conditions, it is your responsibility to seek clarification prior to submitting an application.

GENERAL INFO

• When you submit your application, you acknowledge having read and reviewed the terms and conditions applicable to all merchants at the Black Luxe Expo, i.e. operating hours, permitted merchandise, and onsite services.

• The Exhibitor Agreement and Rules and Regulations shall automatically become a binding legal agreement between you and Black Luxe & Co. upon your acceptance of this offer by your application fee.

• Do not pay the application fee if you do not agree to be bound by the terms of the exhibitor agreement. 

• Tables, Chairs, and Tents are NOT provided 

• Set up is for a 10 x 10 space  

• ONLY one business is allowed in each vendor space

• Electricity outlets are not guaranteed *

• Water access is not provided 

APPLICATION PROCESS

• Interested exhibitors are required to submit an application online.

• We will NOT hold or extend unconfirmed exhibitor spaces.

• You will receive a confirmation e-mail after you submit the application.

• The confirmation e-mail will confirm your space and other preliminary event information.

DENIED APPLICATION

• We reserve the right to decline a business after the confirmation email has been sent.

• We truly value our reputation and will NOT be associated with businesses, organizations, business owners, or affiliates that appear to be problematic, negative, and/or may create an unpleasant experience for our owner, staff, fellow exhibitors, and visitors.

• If your application is denied, you will be notified via email, and your money will be refunded minus a convenience fee of $25.

APPLICATION TERMS

• Do not pay the application fee if you do not agree to be bound by the terms of the exhibitor agreement.

• Your spot is not secured until you are paid in full.

• We reserve the right to amend or change these guidelines at any time.

• We reserve the right to change the setup and/or event times due to weather or any other unforeseen conditions.

Non-Profit Organization Terms:

• No Payment for Products/Services: Participants cannot receive payment or exchange money for any products or services. This rule ensures fairness among all exhibitors.

• Prohibition of Inappropriate Solicitation: Inappropriate solicitation and sales of goods or services are not allowed at the expo for this type of application.

• Donations Only: Participants can only request donations for their organization, charity, or foundation. This supports the charitable nature of the event.

• Consequences of Violation: Violating the rule against inappropriate solicitation and sales will result in immediate removal from the expo grounds.

• Promotion and Free Promo Items: Participants can promote their business/organization and give away free promotional items to attendees, as long as it's in line with the event's guidelines.

PAYMENT & FEES

• Payment is due during the application process.

• Registration is not complete until payment is received.

• Afterpay payment options are available.

• Application fees may vary based on promotions and other incentives.

INCLEMENT WEATHER

• We will host the expo rain or shine.

• Exhibitors should come properly prepared to withstand any weather conditions throughout the event.

• We HIGHLY RECOMMEND all exhibitors bring a 10x10 tent/with covering to withstand weather conditions.

• In the event of adverse weather conditions, the event may be delayed, canceled, or moved completely inside.

• As soon as a decision is made, exhibitors will be notified via email immediately.

• Visitors will be updated via social media and the website.

VENUE FEATURES

• The HP Theatre is located in downtown High Point, NC with excellent visibility, high-quality sound, and lighting. (Click here to see the venue gallery)

• Premier outside location with a partial dome covering that helps block out the sun & keeps it cool.

• Easy access to public transportation.

• Convenient parking.

• Complimentary Wi-Fi

• Limited Electricity outside

REFUND POLICY

• There will be no refunds. All sales are final.

• Refunds will not be issued due to event cancellation.

• All fees are non-refundable/non-negotiable.

• Fees will be applied to the future event date if canceled due to adverse weather or other forces out of our control.

• No refunds or credits will be issued for no-call no-show exhibitors.

• If you decide not to come, you are completely forfeiting your exhibitor fee.

• Please check your schedule BEFORE applying - again NO refunds will be issued if you are unable to make the event.

EXHIBITOR CHECK-IN PROCESS

• Before setting up, exhibitors MUST check in at the registration table. 

• Registration tables will be in alphabetical order by business name.

• Vehicles are NOT allowed to park under the terminal to unload items. 

• Please bring carts, totes, and push dollies to assist with transporting your items. 

• Volunteers will be in place to direct exhibitors to the assigned loading area.

UNLOADING & PARKING

• Parking is located across the street at the Main St Parking Deck, Plaza Parking Deck, or wherever you can find free parking.

• The rates are $1.00 per hour (fees will not be reimbursed)

• Vendor Parking: 307 E. Commerce Street

• Main St Parking Deck is located right beside the Hotel | Address: 115 S. Main St. High Point NC 27260 

• Plaza Parking Deck | Address: 120 W. Commerce Ave. High Point NC 27260

BREAKDOWN & CLEAN UP

• Exhibitors are NOT allowed to leave early unless that has been communicated with the event host.

• In the event of an ACTUAL EMERGENCY, please notify the host, staff, and/or event managers immediately.

• Each booth will be responsible for making sure the area is cleaned and trash-free.

• Exhibitors are allowed to start packing up their booth area approximately 10 minutes before the event ends.

EXHIBITOR CHECK OUT

• Exhibitors are required to officially “check out” at the registration table.

• Someone from our staff will inspect your area, to ensure that no trash or items are left.

• Once inspected, exhibitors will be good to go.

FOOD VENDORS

• Food vendors will be vetted and required to submit the food vendor inquiry form.

• All food exhibitors will be located outside under the terminal.

• All food exhibitors must comply with inspection and sanitation regulations set forth by the Guilford County Health Department and any other regulatory permits, licenses, and appropriate insurance levels.

• This includes having all food handlers wear gloves, hairnets, and masks.

• Food trucks MUST be self-contained and self-sufficient and use their generators, solar panels, or gas.

• READ MORE INFO ABOUT GUILFORD COUNTY TFE REQUIREMENTS

FOOD PERMIT INFO

• Food vendors may be required to get a Temporary Food Establishment (TFE) Permit if the Guilford County - Health Department determines if your food truck, trailer, tent, etc requires a one-day permit to serve and sell food at the expo.

• Food vendors are financially responsible for paying the appropriate fees per Guilford County Health Department.

• Food vendors may NOT be compensated or reimbursed for any additional fees such as permits needed the day of the event.

• If a TFE permit is required, the health inspector will perform an inspection of the food vendor’s unit to determine if it’s in compliance with the Regulations and pre-approved menu.

• The host does NOT have anything to do with or make any decisions about food vendors that may require a TFE permit.

VENDOR LICENSES + SALES TAX

• The individual business is responsible for obtaining appropriate licenses, permits, and insurance.

• It is the responsibility of the individual business to collect sales tax.

SPACE + EQUIPMENT

• Exhibitors will be allotted a 10x10 booth space.

• Tables, chairs, and tents are NOT provided.

• All exhibitors MUST provide their own setup, including tents, weights, tables, chairs, tablecloths, banners, booth decor, racks, extension cords, batteries, portable charges, etc.

• Additional tables are allowed, as long as it does not increase the length of your 10x10 booth area.

• Tents are not required but are highly recommended.

• Tents legs MUST be FLAT, they will be on a concrete street surface (not grass)

• Linen Tables Cloth is the best - Stay away from PLASTIC tablecloths (They rip easily)

DO’S & DONT’S

• Exhibitors ARE allowed to light candles, incense, etc. outside.

• The venue does NOT allow items taped, pinned, nailed, etc. to the walls inside the gallery.

• Exhibitors are NOT allowed to light candles, incense, etc. inside the gallery.

• Exhibitors who violate this policy will be fined by the High Point Theater (City of High Point)

SPECIAL REQUESTS

• We will do our best to accommodate any special requests, however, NOTHING is guaranteed.

• This is an OUTSIDE event, if you have health conditions that prohibit you from being outside, please do not apply.

• Exact placement is NOT guaranteed due to venue restrictions and policies beyond our control.

ASSIGNED BOOTH LOCATION

• Premier Exhibitors will be assigned in prime locations.

• We will keep all other exhibitors, updated on the placement.

SALES GUARANTEE

• Black Luxe & Co. does not guarantee sales.

• We provide venue space, brand promotion, digital marketing, a solid network of entrepreneurs, and an amazing selling experience.

• The outcome of your specific sales experience is beyond our control.

• We believe in our ability to attract visitors and place you in the best position, that offers great visibility, and traffic to have a profitable experience.

• We can not offer a refund if you did not make sales. However, we are confident that you will do well, and have a profitable and amazing experience!

MARKETING & PROMOTION

• A substantial portion of our income and time is invested in strategic marketing efforts to gain public and media interest.

• Our marketing includes strategic marketing methods, public relations, paid digital advertising, social media marketing, traditional print ads, influencer marketing, and more.

• Additional advertising is available for businesses that select it on their application. Additional fees apply.

CO-PROMOTION

• Teamwork makes the dream work! If you are unwilling to promote the event, your application may not be considered for future events.

• We rely on expo exhibitors to help promote the Black Luxe Expo.

• It’s required that all participating exhibitors share, like, repost, tag, tweet about the event, and use the hashtag #BLACKLUXEEXPO

• It’s also important that expo exhibitors, follow, like, and support fellow expo exhibitors :)