Vendor Agreement Sample
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'Sample' VENDOR CONTRACT & AGREEMENT
This Vendor Contract (the "Agreement") is made and entered into as of the effective date indicated below, by and between the Grisaille Cottage (the "Grisaille Cottage") and the undersigned vendor (the "Vendor"). The Grisaille Cottage and the Vendor collectively are referred to as the "Parties."
1. PREMISES AND SPACE
Grisaille Cottage agrees to provide the Vendor with space within their premises for the display and sale of approved handcrafted décor, gifts and vintage items as specified in this Agreement. The Vendor shall have exclusive use of a space within the Grisaille Cottage Vintage Market, subject to the terms and conditions outlined in this Agreement.
2. TERM, FEES AND PAYMENT
(a) Monthly Rent - The Vendor shall make payable to Grisaille Cottage the monthly rent for the booth/space based on the fee schedule.
| 4 x 4 | $ 65 |
| 8 x 8 | $120 |
| 10 x 6 | $165 |
| 10 x 10 | $200 |
(b) Space Rent Term - Our initial vendor term is 6 months. After the initial 6 month term the vendor may choose a month to month term or has the option to choose the additional 6 month term with a 10% reduction of the space fee.
(c) Commission Fees - Grisaille Cottage charges an 8% commission on all gross sales to cover credit card fees, retail check-out supplies, portion of advertising and retail employee fees & wages. This fee is applied to all gross sales. If the vendor chooses to allow shipping of agreed upon 'shippable' products, commission will be increased to 10% to cover the additional Shipping Material
(d) Optional Fees The Vendor may choose to pay for the following optional services:
Booth/Space Electricity: $20.00 per month (Surge protectors are required for any items plugged into the electricity)
(e) Vendor Payment Schedule -The Vendor agrees to make all payments for booth/space rent on or before the 1st day of each month. Payment shall be made by cash, credit card or Venmo (@GrisailleCottage), as agreed upon between the Parties. If the 1st day of the month falls on a non-business day, rent must be paid the Saturday prior, before the close of business. Rent will not be deducted from Vendor Sales Proceeds. If booth/space rent and fees are received after the 5th of the month, a late fee is incurred of $35.
(f) Vendor Retail Sales Payout will be made monthly, on the 5th day of each month. If the 5th falls on a non-business day, checks will be available the following Saturday during business hours. If you have an unpaid rent balance, your retail sales payout checks will be withheld until your rent is current.
(g) Sales Tax - Grisaille Cottage collects and remits all sales tax due on retail sales to the State of Oklahoma, as well as any county or city applicable taxes.
3. PRODUCT - INVENTORY REQUIREMENTS
(a) Acceptable: Our Main Goal is Quality Handcrafted, Handmade Homemade. to include Repurposed, Painted Furniture, most Upcycled or Repurposed Decor, Florals, Quilts, Bath Goods, Hand-Sewn or Upstyled Clothing, Cottage Law Goods, Candles, Jewelry, Signs/Pictures, etc... Not Acceptable: Included but not limited to: mass or commercially produced, new or used clothing (unless repurposed/upcycled), dishes/tableware, mugs/tumblers, crochet items, printed tee’s, CBD/THC, Non Handcrafted 'Filler Booth Items need to be Vintage or Antique Decor. etc..
(b) Required Booth/Space Content - The Vendor agrees to maintain their products within the requirement guidelines, unless specifically discussed. Grisaille Cottage reserves the right to request removal of items that are deemed to be below or above these thresholds or of questionable quality
(c) Presentation – The Vendor agrees to display items to complement and enhance the overall esthetics in correlation with Grisaille Cottage Interior ie: Vintage, Glam, Shabby, English Cottage, French Country or Old World Patina.
4. MARKETING AND REPRESENTATION
(a) Photography and Social Media - Grisaille Cottage staff reserve the right to take photos and videos at any time to include Vendor booth/space without prior consent for marketing and promotion. Vendors are encouraged to share and post about their booth/space at Grisaille Cottage & Vintage Market on their social media accounts and groups. Vendors are encouraged to share social media posts by Grisaille Cottage, and are encouraged to tag Grisaille Cottage Facebook Page or IG pages in their postings. Your Booth/Space is ultimately YOUR Business, and you will need to promote it to be successful.
(b) Grisaille Cottage Representation - Vendors are not permitted to alter the Grisaille Cottage logo, or shared Grisaille Cottage-owned content or images with prior approval and a watermark. This is to ensure consistent branding to encourage a repeat customer base. If you would like to utilize the Grisaille Cottage logo or brand images, please contact Grisaille Cottage for approval.
5. SAFETY AND ORGANIZATION REQUIREMENTS
(a) Safe Layout and Organization - The Vendor agrees to organize their booth/space in a safe and orderly manner. The layout must not include items that could pose any of the following hazards:
· Tripping hazards: Items should be placed in a way that does not obstruct walkways or create a risk of tripping.
· Falling item hazards: Items must be properly secured to prevent them from falling. Shelves, displays, and racks should be stable, and no items should be left on high shelves or unstable surfaces.
· Fire hazards: No open flames or flammable materials should be used.
· Electrical hazards: All electrical items and their cords must be in a safe and serviceable condition, and all items must be plugged into a surge protector at all times if turned on.
· Chemical leak hazards: The Vendor shall ensure that any products displayed do not contain harmful or volatile substances that could leak or pose a risk to health or safety. Prohibited Items Due to potential fire risks, no candles or wax warmers are allowed in any booth, unless they are sealed in a manner that completely encloses the wick and any potential heat source. The Vendor must ensure that no item poses a fire hazard.
(d) Hazardous Item Removal Any item deemed to violate any of the Safety and Organization Requirements can be removed at any time, without prior Vendor notification, by any Grisaille Cottage staff.
(e) Clear Pathways - The Vendor is responsible for ensuring that all pathways created within the booth/space are kept clear of obstacles. These pathways must allow safe access and egress for customers and staff, to avoid any trip-and-fall risks.
(f) Security - Grisaille Cottage has security cameras up around the interior and exterior of Grisaille Cottage, however, there is no way to have a camera cover 100% of all floor space. If a Vendor feels they need their own security, it will first need approval by Grisaille Cottage owners prior to implementation.
6. PRICING, SALES, AND TAGGING OF ITEMS
(a) Vendor Pricing and Responsibility - All items within the Vendor's booth/space must be properly tagged and priced by the Vendor with all the required information as outlined on Attachment A and also under “Vendor Information” on the Grisaille Cottage website.
Price items competitively to encourage sales and attract repeat customers, while avoiding excessively low prices.
(b) Vendor System - Grisaille Cottage utilizes a program for all retail sales. Vendors will have access to Real-time sales activity through the Vendor Marketplace Portal. This Vendor portal will be used for vendors to enter each of their items, assign their required information, dimensions, photos and pricing. When items are removed from booth/space vendor is responsible for removing item from the Vendor Portal.
(d) Not For Sale Items – No items are to be marked NSF or Not for Sale, if a vendor does not wish to sell any item, it must be removed from the space. These items create confusion for customers and ultimately the items marked NSF are always the items the customer would like to purchase.
(e) Unpriced or Lost Tags -Grisaille Cottage staff will have the opportunity to look-up your items price, however, if we come across and item that was inadvertently not added into your inventory through the Vendor Portal, staff will make an effort to contact the vendor. This is to provide the best opportunity for a sale, as we understand that pricing is important for both vendors and customers. However, if we are unable to reach the Vendor the item will not be sold. These items will be placed in a designated bin for the vendor.
(f) Return Policy and “As-Is” Items - All sales are final unless the buyer can provide proof of item misrepresentation at the time of purchase.
(g) Item Holds and Large Items - Items can be held upon request by a customer for a maximum of 24 hours with a HOLD tag. Large or bulky items sold will remain in the vendor's booth until pickup and will be marked as SOLD with the receipt number until then. Customers are provided with a 2-day window for pickup. Grisaille Cottage reserves the right to exercise discretion if alternative arrangements are requested by the buyer.
(h) No Direct Sales - No direct-to-customer sales may occur with a vendor and a customer at Grisaille Cottage, or on the Grisaille Cottage premises internally or externally. All items sold on the property must go through the Grisaille Cottage register.
7. RESTOCK REQUIREMENT
The Vendor agrees to refresh, reorganize and/or restock their booth at a minimum of twice per month. This ensures that the booth remains attractive, well-stocked, and in line with the Grisaille Cottage’s standards for presentation and customer experience. Vendors are suggested to restock and work their booth in non-peak/slower hours to be respectful of customers, staff, and fellow Vendors.
Vendors are responsible for moving all of their own items into their booth for restocking and/or removal of the item from their booth and Adding & Removing restock from the Vendor Marketplace Portal.
Each vendor is encouraged to have their own “toolbox” of goodies including but not limited to tags, scissors, paper clips, safety pins, pens, cleaning rags, cleaning liquids, hammer, nails, tacks etc. These items are not expected to be provided by the Grisaille Cottage.
8. WORKING THE FLOOR
Grisaille Cottage does not ‘require’ vendors to work or provide any staffing as part of the vendor contract, however, If the Vendor would like to work, we will make every effort to make these arrangements, help is ALWAYS appreciated.
9. BOOTH CUSTOMIZATION AND MODIFICATIONS
(a) Creative Freedom - Vendors are encouraged to make their booth space unique, attractive and memorable and in accordance with the store's overall esthetic and appearance. Please Note: No alterations can impede fire safety and customer safety. When vacating your booth, the space must be left in the same or better condition than when initially rented. Any permanent alterations may be left with Grisaille Cottage owner's approval. Vendors must stay within their rented boundaries and avoid any encroachment of other vendors’ areas, common areas or hallways. This is your opportunity to create a unique and inviting space that draws customers in and enhances your display!
10. VENDOR CONDUCT
(a) Respectful Interaction - All vendors must be respectful, polite, and kind to customers, fellow vendors, and Grisaille Cottage staff. Vendors are encouraged to greet customers and offer assistance as appropriate. We expect vendors to maintain a positive and welcoming attitude within Grisaille Cottage. Grisaille Cottage has a zero-tolerance policy for any disrespectful or negative attitudes towards customers, other vendors, or the Grisaille Cottage owners and staff. Any behavior that disrupts the Grisaille Cottage’s environment, including rudeness, hostility, or unprofessional conduct, may result in the immediate termination of the vendor’s contract.
11. TERMINATION OF AGREEMENT
(a) Termination Notice -Either Grisaille Cottage or the Vendor may terminate this Agreement by providing at minimum 30 days written notice to the other party. Upon termination, the Vendor agrees to remove all merchandise and vacate the booth space promptly and in good original condition, by the end of the 30 days following the notice. There will be no pro-rated refunds for vacating prior to the 30-days.
(b) Immediate Termination for Cause - Grisaille Cottage reserves the right to terminate this Agreement immediately if the Vendor is in breach of any terms and conditions outlined in this Agreement, including but not limited to failure to pay fees, failure to comply with content or safety requirements, or disrespectful behavior. Any Vendor who is notified of termination has 72 hours to remove all property from the premises.
12. GENERAL LIABILITY
(a) Liability and Hold Harmless - By signing this Agreement with Grisaille Cottage, the vendor agrees to the above rules and expectations and understands that these rules and expectations may change from time to time without notice. Grisaille Cottage, its agents, officers, and/or employees shall not be held liable for property damage or personal injury to the vendor, its agents, or employees that may occur on or about any part of the subject premises, regardless of how such injury or damage may have occurred. The Vendor waives any claim against Grisaille Cottage and assumes all liability for loss or damage to the Vendor’s property entrusted to the premises. The vendor agrees to hold Grisaille Cottage harmless and to indemnify Grisaille Cottage against any liability and expenses arising out of any claim of injury or damage to any person or property resulting from the vendor's conduct, together with all costs in connection with the defense thereof, including attorney fees. Grisaille Cottage encourages individual Vendor coverage and/or renter’s insurance for theft, loss, or catastrophic loss.
The vendor agrees to pay all sums to Grisaille Cottage in the manner and amount agreed upon in the application for exhibit space and further understands that there are no refunds of any payments for conditions caused by theft, loss, or catastrophic loss.
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