Exhibitor & Vendor Terms, Safety Regulations & Liability Waiver
Effective Date: August 15, 2026
By submitting an application and participating in any event organized, hosted, or managed by the Pilipino Worker Center (PWC) ("Event Organizer"), all applicants, participating businesses, non-profit organizations, community partners, and food vendors (collectively referred to as "Exhibitor") agree to abide by all terms, policies, and safety regulations set forth below.
1. General Event Information & Space Allocation
Scope of Agreement: This agreement applies to all setup types, including retail booths, food stalls, informational tables, resource displays, and promotional/interactive spaces.
Space Assignment: Booth locations are determined solely by PWC based on event flow, accessibility, and operational capacity. Space assignments are non-transferable and may not be shared, sublet, or reassigned without prior written approval from PWC.
Provided Equipment: Unless explicitly stated in your confirmation package, Exhibitors are responsible for providing their own complete setup (e.g., standard 10' x 10' canopy, weights, tables, chairs, and banners).
Approved Activities & Displays: Exhibitors may only sell, display, sample, or distribute items and information specifically listed and approved in their application. Unapproved items, services, or promotional materials must be removed immediately upon request by event management.
2. Load-In, Operation & Teardown
Schedule Compliance: Exhibitors agree to strictly follow the load-in, operating, and teardown schedules provided in their official event confirmation packet.
Full Event Attendance: Booths must remain fully set up, operational, and staffed for the entire duration of the scheduled event hours. Early teardown or premature departure without express written permission from PWC staff is strictly prohibited.
Cleanliness & Footprint Restoration: Exhibitors are responsible for keeping their assigned footprint clean during event hours. Upon event conclusion, Exhibitors must clear all equipment, materials, trash, boxes, greywater, or grease, leaving their space in its original, undamaged condition.
3. Safety, Permits & Regulatory Compliance
Licenses, Permits & Clearances: Exhibitors are solely responsible for securing and displaying any required municipal, county, or state documentation applicable to their booth type (e.g., LA County Health Permits for food/beverage, California Seller's Permits for merchandise, or local business tax certificates).
Canopy & Structure Safety: All canopy tents and overhead structures must be flame-retardant and securely anchored with proper weights at all times (minimum 20 lbs per leg, or as mandated by local ordinance).
Fire Code Requirements:
Food vendors and any Exhibitor utilizing open flames, high-wattage electrical devices, or cooking equipment must maintain an operable, inspected, and properly rated Fire Extinguisher at their booth.
All displays and booth infrastructure must leave clear walkways and refrain from blocking fire hydrants, emergency exits, or aisles.
Health & Sanitation: Food and beverage Exhibitors must adhere strictly to all applicable local Environmental Health standards, including proper handwashing setups and temperature controls.
4. Utilities, Power & Electrical Equipment
On-site electrical access is limited and provided only to Exhibitors who have requested, paid for (if applicable), and received explicit written approval prior to the event. Exhibitors using silent/low-noise generators must receive prior approval from PWC to ensure noise compliance and fire safety.
5. Assumption of Risk & Liability Release
Assumption of Risk: The Exhibitor assumes total responsibility for any loss, theft, damage, or destruction of equipment, inventory, displays, marketing collateral, or personal property, as well as any personal injury sustained by the Exhibitor, its staff, volunteers, or agents before, during, or after the event.
Indemnification & Hold Harmless: The Exhibitor hereby releases, waives, discharges, and agrees to hold harmless the Pilipino Worker Center (PWC), its board members, officers, employees, volunteers, event sponsors, venue owners, and agents from any and all claims, liabilities, lawsuits, losses, damages, costs, or attorney’s fees arising out of or related to the Exhibitor’s participation, booth operations, products, services, informational displays, or presence at the event.
6. Media & Marketing Release
The Exhibitor grants PWC the right to capture photography, audio, and video recordings of their booth display, team, and activities during the event. PWC may use these materials for educational, social media, marketing, grant reporting, and promotional purposes across digital and print platforms without financial compensation or royalties.
7. Code of Conduct & Termination
PWC is committed to fostering a safe, respectful, and inclusive community environment. Exhibitors, staff, and volunteers agree to interact respectfully with festival attendees, event organizers, venue staff, and neighboring booths. PWC reserves the right to immediately shut down a booth and remove any Exhibitor who fails to comply with safety rules, lacks mandatory permits, or engages in disruptive, harassing, or dangerous behavior, without refund or liability.
Exhibitor Acknowledgment
By checking the agreement box on the application form or participating in the event, I certify that I am an authorized representative of the participating organization or business and that I have read, understood, and agreed to all terms, safety regulations, and liability conditions outlined above.