Evolve & Unite Festival Vendor Booth Terms & Conditions

Hosted by The Evolve & Unite Foundation | November 1–2, 2025 | Portland Expo Center, Hall D

1. IRS STATUS DISCLOSURE

The Evolve & Unite Foundation is a nonprofit organization registered in the State of Oregon. Articles of Incorporation were filed on May 27, 2025, and our application for 501(c)(3) tax-exempt status is currently under review by the IRS.

Pending approval, all qualifying donations may be considered retroactively tax-deductible from May 27, 2025, in accordance with IRS regulations.

2. BOOTH SALES & REFUND POLICY

All booth sales are final. No refunds, exchanges, or credits will be issued under any circumstances, including but not limited to:

Cancellation by the exhibitor
No-shows
Event postponement or cancellation due to unforeseen circumstances

Once a vendor’s application is accepted and payment is received, the reservation is binding.

3. APPLICATION REVIEW

The Foundation reserves the right to accept or reject any application at its sole discretion. Each submission will be reviewed for alignment with the festival’s values, mission, and safety requirements. Products or services that do not meet the event’s ethical, legal, or thematic standards may be declined.

4. BOOTH INCLUSIONS & FLOORPLAN CHANGES

Each 10’x10’ booth includes:

One 6’ table (complimentary)
Two chairs

Each 6’x10’ booth includes:

Two chairs (no table included, we recommend using card tables or similar)

Festival management reserves the right to adjust the floorplan or relocate booth spaces for logistical, safety, or programming needs. All changes will be communicated in advance when possible.

5. SETUP, TEARDOWN, AND EXHIBITOR GATHERING

Load-in instructions will be sent one week prior to the event.
A pre-festival networking and setup gathering may be offered; participation is encouraged.
Booth teardown begins only after the festival’s official closing time.
- Early teardown is strictly prohibited and may result in exclusion from future events.

6. FOOD & BEVERAGE POLICY

No exhibitor may sell, distribute, or sample food or beverages. All food service is exclusively managed by the Expo Center’s authorized food vendor. Unauthorized food distribution will result in immediate removal of such items and may jeopardize participation.

7. BOOTH APPEARANCE & PRESENTATION

Exhibitors are expected to:

Maintain a professional and visually appealing display
Use a table covering that fully conceals the table legs
Clearly mark pricing and service descriptions
Staff their booth at all times during open hours

8. BOOTH SHARING & PRACTITIONER LIMITS

Booth sharing is not allowed without written approval.

6’x8’ booths are limited to one practitioner per space.

9. EVENT CANCELLATION / FORCE MAJEURE

In the event of a cancellation due to acts beyond our control (including, but not limited to, weather, natural disasters, public health orders, civil unrest, or government regulation), The Evolve & Unite Foundation retains the right to use funds already collected to cover associated costs and losses. No refunds will be issued.

10. LIABILITY & INSURANCE

While on site:

Exhibitors assume full responsibility for their property and personal belongings.
The Foundation and Portland Expo Center are not liable for lost, stolen, or damaged items.
Exhibitors are encouraged to obtain general liability and property insurance for coverage during the event.

Damage to venue property, whether intentional or accidental, may result in financial liability.

11. SAFETY, VENUE RULES, AND REGULATIONS

Exhibitors must comply with all Portland Expo Center rules, including:

No open flames, incense, sage, palo santo, or burning of any kind
No fog machines, dry ice, glitter, balloons, or confetti
No adhesives, nails, tacks, or tape on any surface
No firearms or weapons
Service animals only
No blocking fire exits or placing displays in walkways
Smoking is prohibited

All displays must be freestanding. Load-in and load-out must follow designated times and procedures.

12. LOCAL COMPLIANCE & PERMITS

Exhibitors are solely responsible for:

Obtaining required business licenses or permits
Collecting and reporting applicable sales tax
Complying with Oregon and Portland health, safety, and commerce regulations

13. CONDUCT & DRESS CODE

Professional conduct is expected at all times. The Foundation reserves the right to:

Request that inappropriate material be removed
Enforce dress code expectations
Dismiss any vendor who is non-compliant, disrespectful, or disruptive without refund

14. MEDIA CONSENT

By participating, you grant The Evolve & Unite Foundation the right to:

Photograph, film, and record your booth and presence
Use these images and footage for promotional, archival, and editorial purposes
Share content across festival-owned platforms, print materials, and media outreach

15. DATA USE & PRIVACY

Contact and application information is used only for:

Festival communications
Vendor coordination
Evolve & Unite Foundation updates

Your personal data will never be sold or shared without consent.

16. COPYRIGHT & INTELLECTUAL PROPERTY

Exhibitors agree not to display or sell any materials protected by copyright, trademark, or licensing laws without proper permission. The Foundation is not liable for copyright violations by individual vendors.

17. FAILURE TO ABIDE

Violation of these terms may result in:

Immediate removal from the event
Forfeiture of booth fees
Exclusion from future events
Financial liability for damages or violations

18. HOLD HARMLESS AGREEMENT

Exhibitors agree to indemnify, defend, and hold harmless The Evolve & Unite Foundation, the Portland Expo Center, and affiliated staff or volunteers from any claim, damage, or liability — including legal fees — arising from:

Personal injury
Property damage
Business disputes
Noncompliance with law or contract

19. ACCEPTANCE OF TERMS

By submitting your vendor application and checking the required agreement box, you acknowledge that you have read, understand, and agree to be bound by these Terms & Conditions in full.

These Terms & Conditions shall be governed by the laws of the State of Oregon. All disputes relating to participation in the Evolve & Unite Festival shall be resolved in the courts located in Multnomah County, Oregon, where the event is held.

These Terms & Conditions shall be governed by and construed in accordance with the laws of the State of Oregon, without regard to its conflict of law principles. Any disputes, claims, or legal proceedings arising out of or relating to participation in The Evolve & Unite Festival or dealings with The Evolve & Unite Foundation shall be exclusively subject to the jurisdiction of the state or federal courts located in Multnomah County, Oregon. By participating in the event, all parties consent to the personal jurisdiction of these courts and waive any objections to venue or forum non conveniens.