Vendor Participation Agreement

Chicago Emerging Stars is a 501(c)(3) nonprofit organization dedicated to uplifting underserved youth and creating opportunities that empower the next generation of leaders. This Vendor Participation Agreement outlines the expectations, responsibilities, and legal considerations for all vendors participating in any Chicago Emerging Stars events or programs.

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Please review the following terms carefully. Completion of the Vendor Interest Form does not guarantee acceptance or participation in any event. All submissions are subject to review and approval.
 

 

1. Purpose and Mission Alignment​

We prioritize working with vendors whose services, products, or resources align with our mission to serve underserved youth and families. Vendors must demonstrate a commitment to youth empowerment, equity, wellness, education, or community enrichment.

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2. Application & Approval​

• Submission of this form and agreement does not confirm vendor participation.
   

• All applications will be reviewed internally, and only selected vendors will be contacted with next steps.
   

• Selection is based on alignment with our mission, event needs, space availability, and overall event diversity.

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3. Event Participation Requirements​

If selected to participate, vendors agree to:

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• Arrive on time and remain for the full duration of the event.
   

• Bring all necessary setup materials (tables, signage, etc.), unless otherwise agreed.
   

• Maintain a respectful, family-friendly presence throughout the event.
   

• Represent their business or organization in a way that is professional and aligned with community values.

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4. Vendor Fees & Donations​

• Most events are free to participate in. However, we encourage vendors to support our mission through voluntary donations or in-kind contributions.
   

• Any required vendor fees will be clearly communicated prior to confirmation.

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5. Licenses, Insurance, & Compliance​

• Vendors are responsible for obtaining and maintaining all necessary business licenses, permits, and liability insurance.
   

• Vendors providing food, healthcare, or personal services may be required to submit additional documentation.
   

• Chicago Emerging Stars assumes no liability for vendor licensing, insurance, or regulatory compliance.

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6. Liability Waiver & Indemnification​

• Vendors participate at their own risk and agree to release and hold harmless Chicago Emerging Stars, its staff, volunteers, board members, and affiliates from any liability, loss, injury, or damage that may occur during participation.
   

• Vendors further agree to indemnify and defend Chicago Emerging Stars against any claims arising from their participation, materials, or conduct.

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7. Conduct & Grounds for Dismissal​

• Vendors must maintain professionalism and adhere to event guidelines at all times.
   

• Inappropriate behavior, disruptive conduct, or the display of offensive materials may result in immediate removal from the event and exclusion from future participation.

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8. Event Cancellation​

• Events may be canceled or rescheduled due to weather, safety concerns, or other unforeseen circumstances.
   

• Chicago Emerging Stars will communicate changes promptly but is not responsible for any costs incurred due to cancellations.

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9. Media Release​

By participating, vendors consent to the use of any photographs or video taken at the event for promotional purposes, including social media, websites, and press coverage.

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10. Acknowledgment​

By submitting the Vendor Interest Form and selecting the acknowledgment checkbox, you confirm that:

• You have read and understand the terms of this Vendor Participation Agreement.
   

• You agree to comply with all expectations and requirements outlined above.
   

• You understand that submission of this form does not guarantee acceptance, and that Chicago Emerging Stars will contact selected vendors directly.