Vendor Terms and Conditions

1. Business Registration

1.1 All vendors must be registered businesses. At the point of application, vendors will be required to provide valid business registration documentation as proof of legitimate operation.

1.2 Applications submitted without valid business registration details will not be considered for selection.

1.3 It is the vendor’s responsibility to ensure all submitted business information is accurate, current, and verifiable.

2. Regulatory Approvals (FDA)

2.1 Vendors selling products that fall under the regulatory purview of the Food and Drugs Authority (FDA) — including but not limited to food, beverages, cosmetics, and health-related products — must hold valid FDA approval, or provide documented evidence that an FDA approval application is actively in process, at the time of selection.

2.2 Vendors who cannot demonstrate either an active FDA approval or documented proof of an approval in progress will not be eligible for final confirmation, regardless of standing in the selection process.

2.3 Vendor Vault reserves the right to request updated proof of FDA approval status at any point between selection and the Event date, and to revoke a vendor’s confirmed spot if approval is not obtained by the Event date.

3. Selection Process

3.1 All prospective vendors go through a structured selection process. Submission of an application does not guarantee a vendor stand at the Event.

3.2 Spaces at the Event are limited. The Vendor Vault team reserves the right to select vendors based on its own criteria and preferences, including but not limited to product category fit, brand quality, presentation, customer service standards, and overall alignment with the Event’s curated experience.

3.3 The Vendor Vault team’s selection decisions are final. Vendor Vault is not obligated to disclose the reasoning behind any individual selection or non-selection decision.

3.4 Being selected for a previous edition of Vendor Vault does not guarantee automatic selection for Vendor Vault 2026.

4. Sponsor Compliance and Event Participation

4.1 Vendor Vault partners with a range of sponsors to deliver the Event. All selected vendors must comply with any arrangements, guidelines, or requirements that Vendor Vault has agreed with its sponsors, as communicated to vendors from time to time.

4.2 Selected vendors are required to participate in Event activities, activations, or programming as reasonably requested by the Vendor Vault team, including but not limited to sponsor-branded activities, promotional moments, and scheduled programme elements.

4.3 Failure to comply with sponsor-related arrangements or to participate in required Event activities may result in forfeiture of the vendor’s stand without refund, at Vendor Vault’s discretion.

5. Stand Fees and Refund Policy

5.1 Selected vendors are required to pay the applicable vendor stand fee to confirm their participation. Payment details, deadlines, and amounts will be communicated directly to selected vendors.

5.2 Vendor stand fees are non-refundable within one (1) month of the Event date. Cancellations made by the vendor within this period will not be eligible for any refund, regardless of the reason for cancellation.

5.3 Cancellations made more than one month before the Event date may be considered for a refund at Vendor Vault’s discretion, and may be subject to an administrative deduction.

5.4 Non-payment of the stand fee by the communicated deadline may result in the vendor’s spot being forfeited and reassigned to another applicant.

6. Vendor Stand Inclusions

6.1 Each confirmed vendor is entitled to the following as part of their stand fee:

• One (1) standard-size tent
• Table(s) and chair(s), as allocated per stand
• One (1) light bulb
• Double power socket

6.2 Any additional equipment, furniture, extra power capacity, or custom stand requirements beyond the standard inclusions above must be requested in advance and may be subject to additional cost and availability.

6.3 Vendors are responsible for the setup of their own products, displays, and branding within their allocated stand space, in line with any setup guidelines provided by the Vendor Vault team.

7. Vendor Conduct

7.1 Vendors are expected to conduct themselves professionally throughout the Event, maintaining courteous and respectful engagement with customers, fellow vendors, sponsors, and the Vendor Vault team.

7.2 Vendors must operate within their allocated stand space and must not encroach on neighboring stands, walkways, or common areas without prior approval.

7.3 Vendor Vault reserves the right to remove any vendor from the Event, without refund, in cases of misconduct, breach of these Terms and Conditions, or behavior deemed harmful to the Event or its attendees.

8. Liability

8.1 Vendors are solely responsible for their products, including quality, safety, pricing, and compliance with all applicable laws and regulations.

8.2 Vendor Vault is not liable for any loss, theft, or damage to vendor goods, equipment, or property before, during, or after the Event.

8.3 Vendors are encouraged to arrange their own insurance cover for goods and equipment brought to the Event.

9. Changes to the Event

9.1 Vendor Vault reserves the right to make reasonable changes to the Event date, venue, layout, or programme where necessary, and will communicate such changes to confirmed vendors as early as possible.

9.2 In the event of cancellation of the Event by Vendor Vault due to circumstances beyond its reasonable control (including but not limited to force majeure events), Vendor Vault will communicate next steps regarding stand fees to affected vendors.

10. Acceptance of Terms

By submitting a vendor application for Vendor Vault 2026, the applicant confirms that they have read, understood, and agree to be bound by these Terms and Conditions in full. Vendor Vault reserves the right to update these Terms and Conditions from time to time; the most current version will apply.

For enquiries, contact the Vendor Vault Communications Team.