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 factors including, but not limited to:

• Mission alignment

• Community impact

• Services offered

• Event goals and priorities

• Space availability

• Diversity of resources available to attendees

• Overall benefit to youth and families

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Chicago Emerging Stars reserves the right to accept, deny, or revoke participation at its sole discretion. Acceptance does not guarantee category exclusivity, market exclusivity, or exclusive rights to provide any particular product, service, or resource.

 

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.
   

• Use only the space assigned by Chicago Emerging Stars and not relocate, expand, or transfer their assigned space without prior written approval.
   

• 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 Participation Fees & Payment

Chicago Emerging Stars remains committed to ensuring that youth and families can access resources, services, and opportunities free of charge. To support event operations, volunteer coordination, community programming, and free resources provided to attendees, certain participating organizations may be subject to vendor participation fees.

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Participation fees, if applicable, will be communicated after vendor acceptance and are based on factors including, but not limited to:

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• Organization type

• Nature of participation

• Event needs

• Mission alignment

• Space availability

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Vendor fees are due only after acceptance and confirmation by Chicago Emerging Stars. Unless otherwise stated in writing, vendor fees are non-refundable. Failure to submit required payment by the specified deadline may result in forfeiture of participation. 

 

Chicago Emerging Stars reserves the right to release any reserved vendor space if payment or required documentation is not received by the stated deadline.

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5. Sales, Marketing, and Distribution​

Chicago Emerging Stars prioritizes community benefit and family-centered engagement.

Sales, promotions, product distribution, fundraising activities, or marketing efforts conducted during any event must receive prior approval.

 

Chicago Emerging Stars reserves the right to prohibit or restrict any products, services, activities, or materials that are deemed inconsistent with:

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• The organization's mission

• Youth and family programming

• Community standards

• Event objectives

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The following may be prohibited at the sole discretion of Chicago Emerging Stars:

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• Aggressive sales tactics

• Predatory financial products or services

• Multi-level marketing (MLM) activities

• Adult-oriented products or services

• Political campaigning

• Any activity deemed inappropriate for youth and family audiences

 

6. Licenses, Insurance, & Compliance​

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

• Vendors providing food, healthcare, wellness, childcare, personal services, or other regulated services may be required to submit additional licenses, permits, certifications, insurance documentation, or other supporting materials prior to participation. 
   

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

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7. 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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8. 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. No refunds will be issued in cases of removal due to violation of event policies or this Agreement.

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9. Event Cancellation​

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

• Chicago Emerging Stars will communicate changes as promptly as possible but shall not be responsible for any expenses, losses, damages, or costs incurred as a result of cancellation, postponement, venue changes, or event modifications. 
   

• Chicago Emerging Stars shall not be liable for failure to conduct or complete an event due to circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, public health emergencies, government actions, labor disruptions, acts of God, or other unforeseen events.

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10. Media Release​

By participating in any Chicago Emerging Stars event, vendors and their representatives grant permission for Chicago Emerging Stars to photograph, record, film, livestream, or otherwise capture their participation, booth, materials, representatives, and activities.

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Such content may be used, reproduced, published, distributed, displayed, or otherwise utilized for promotional, educational, fundraising, marketing, media, social media, website, reporting, archival, or other lawful organizational purposes without compensation. 
 

11. Chicago Emerging Stars Reservation of Rights​​

Chicago Emerging Stars reserves the right to interpret, modify, enforce, or waive any provision of this Agreement as necessary to protect the safety, integrity, mission, and overall success of its events and programs. All decisions made by Chicago Emerging Stars regarding vendor participation shall be final.

 

12. Acknowledgment​

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

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• 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.​