2026 Gears and Grub – Vendor Terms and Conditions

1. Setup:
   All vendors have the option to:
   a. Set up on Friday, March 6th (day before event) from 4:00 pm to 6:00 pm
   b. Saturday, March 7th (day of event) – The gates will open at 7:00 am and close at 8:30 am
   Additionally, all vendors must be set up and ready to sell by 10:00 am the day of the event. Vendors
   may begin setting up at 7:00 am the day of the event. All vehicles for load in MUST be out of the
   park by 9:30 am.
2. Break down: Break down can start no sooner than 4:00 pm and must be completed before 5:30 pm.
   No vendor is to close before the official closing time. Vehicles will NOT be allowed in the park until
   4:30pm. Sellers are responsible for their selling spaces. Be sure your area is clean and trash-free
   before leaving.
3. Staffing: Vendor tables/ booths must be manned at all times and intact until show closes at 4 p.m.
   Effingham Health System and Effingham Health System Foundation are not responsible for
   merchandise or display materials.
4. Vendor Responsibility: Vendor will be fully responsible for any loss or damage to his or her property
   by theft, fire, or casualty. Effingham Health System and Effingham Health System Foundation
   expressly disclaims any responsibility for same. Vendors shall be responsible for any damage which
   may be incurred to the facilities because of or in connection with its operation. Each vendor is
   responsible for the conduct of his employees and/or representatives, and activities must not detract
   from the image or welfare of the event.
5. Vendor Spaces: Vendor spaces are 12’X12’. Tents, tables, and chairs will NOT be provided, please
   arrange to bring your own. If you have special space needs, please include your request with your
   application and we will make every effort to accommodate you. Vendors must ensure that none of
   their display equipment extends beyond the space they have booked; this includes any rails, stands
   or additional equipment.
6. Generators: ONLY Inverter Generators are allowed at vendor booths.
7. Food Sales: The ONLY food allowed to be sold at Vendor booths is PRE-PACKAGED food.
8. Direct Sales: Only one vendor from each direct sales company will be allowed. Spaces are reserved
   on a first-come, first-served basis.
9. Acceptance: Effingham Health System and Effingham Health System Foundation reserves the right
   to decline any vendor application if it deems such action to be in the best interest of the Gears &
   Grub event.
10. Registration Fee: The registration fee is non-refundable and due in full to reserve space. This fee
    covers entry for one guest. All others will have to pay an entrance fee.
11. Cancellation policy: Application fees are not refundable. Effingham Health System and Effingham
    Health System Foundation is not liable if weather or other conditions prevent the Exhibitor from
    attending and fulfilling the contractual obligation as an Exhibitor. No refunds will be made for
    weather, accident, health or other causes for non-participation.
12. Music: No personal music allowed.
13. Pets: ONLY service animals allowed.
14. Indemnification: Exhibitor agrees to indemnify and hold harmless Effingham Health System and
    Effingham Health System Foundation from and against any loss, expense, claims, damages, causes of
    action, injuries, suits or damages, suits to person or property, including attorney’s fees, arising out
    of or related to the operation of the Exhibitors at the Gears and Grub, Car Show.