Vendor Partnership Agreement

Standards, Policies & Community Guidelines

Welcome to the Partnership

RVA Tropical & Exotic Plants is more than a market — it is a curated community of growers, makers, and plant enthusiasts who share a commitment to authenticity, craft, and the joy of living things. Our vendor relationships are built on mutual respect, transparency, and a shared pride in the experiences we create together.


This document constitutes your Vendor Partnership Agreement. Upon acceptance, it governs all participation in RVA Tropical & Exotic Plants events and your access to The Canopy — our exclusive vendor portal. Please read it carefully, as your continued participation represents ongoing agreement to these terms.


Part 1: The Vendor Partnership

Unlike a traditional market application, RVA Tropical & Exotic Plants operates on a partnership model. You apply once, are vetted and approved once, and then join our community of active vendor partners.


One-Time Application

  • Your initial application is a single, thorough review of your business, inventory, and brand. Once approved, you will not need to reapply for each event.

  • Approval grants access to The Canopy, our vendor portal, where you can browse upcoming events, claim your space, manage your profile, and review all partnership materials.

  • Approval is not transferable. It applies to the specific vendor, business, and inventory reviewed at time of application.


Ongoing Good Standing

  • To remain an active partner, vendors must participate in at least one event per rolling 12-month period, maintain accurate profile information in The Canopy, and remain in compliance with all terms herein.

  • Significant changes to your product line, business name, or inventory composition must be disclosed to the admin team and may trigger a brief re-review.

  • RVA Tropical & Exotic Plants reserves the right to suspend or terminate a vendor partnership at its sole discretion for violations of these terms, conduct unbecoming of the community, or inactivity.


The Canopy — Vendor Portal

The Canopy is our private vendor community hub. It is named for the forest canopy. The shared, living ceiling where roots, light, and community converge. Access is a privilege extended to approved partners only.


  • Through The Canopy, partners can: browse and register for upcoming events, submit payments, manage their vendor profile and inventory descriptions, review and acknowledge updated terms, and communicate directly with the admin team.

  • Portal access is personal and non-transferable. Do not share your login credentials.

  • Vendors are responsible for keeping their profile, contact information, and inventory descriptions current. Outdated or inaccurate profiles may result in suspension of event access.

Part 2: Spatial Integrity & Venue Safety

The safety of our guests and the integrity of our venue partners are non-negotiable. The following spatial rules are strictly enforced at all events.


Footprint & Space Limits

  • Standard and Seedling spaces are strictly limited to a 4-foot total depth — the width of your table plus room for one chair behind it.

  • No shelving, racks, or inventory may extend into aisles or alongside your booth. All items must remain within your footprint or stored directly under your table.

  • Tabletop displays are encouraged and celebrated. Floor-standing fixtures (such as tiered plant stands, freestanding racks, or grid walls) must be submitted for approval at least 72 hours prior to the event.


Venue-Specific Rules

  • Triple Crossing Fulton Events: A mandatory 12-inch Air Gap must be maintained between your booth and any venue barrels at all times. Do not lean on, stack items against, or affix anything to them.

  • No outdoor pop-up tents or canopies are permitted inside any venue.

  • Access to electrical outlets is restricted to vendors who have purchased the Electricity Add-On for that specific event. Do not tap into shared outlets without authorization.


Shared Space & Sub-Letting

  • Split tables or guest vendors who have not been independently vetted and approved through the standard partnership process are strictly prohibited.

  • You may not sub-let, share, or transfer your reserved space to another party under any circumstances.


Part 3: Event Registration & Payment

Once you are an approved partner in The Canopy, the process for securing your space at individual events is straightforward.


Claiming Your Space

  • Upcoming events are listed in The Canopy as they are confirmed. Space is strictly first-come, first-served based on completed payment, not registration interest.

  • Only a completed payment secures and locks in your placement.

  • Preferred placement (corner spots, end caps, high-traffic zones) may be available as a limited add-on and will be noted in The Canopy listing.


Payment Methods

  • Card Payment: The standard and preferred method. Card payment immediately secures and locks your placement.

  • Cash / Venmo: Accepted only via prior arrangement with the admin team. A very limited number of cash-entry spots are reserved per event. Once filled, all remaining spots require card payment.


Part 4: Originality, AI & Resale Standards

We celebrate the Maker spirit. Our market exists to support growers, cultivators, and artisans — not general resellers. These standards protect the integrity and value of every booth at our events.


The 75% Maker Rule

  • The majority of your inventory (75% or more) must consist of live plants you have grown or propagated, or goods you have handmade.

  • Tables primarily featuring mass-produced, buy-and-resell non-plant items are not permitted and may result in removal from the event without refund.


Plant Health & Invasive Species Policy

  • All live plants must be free of visible pests, disease, rot, or infestation at the time of the event. Vendors who arrive with compromised inventory may be asked to remove affected plants at the admin team's discretion.

  • The sale of plants classified as invasive species in the Commonwealth of Virginia is strictly prohibited. Vendors are responsible for verifying that all species offered for sale comply with Virginia Department of Agriculture and Consumer Services (VDACS) regulations.

  • Vendors who sell regulated or restricted species may be immediately removed and suspended from the partnership pending review.


AI & The Post-Processing Mandate

  • We treat AI as a tool, not a creator. AI-assisted products are welcome when the maker has meaningfully contributed their own craft, skill, and hands-on work.

  • To qualify as a Maker product, any AI-assisted work must involve substantial physical or artistic post-processing beyond the prompt itself.

  • Simply generating an image and applying it directly to a third-party item (mugs, stickers, apparel, etc.) without significant manual alteration is not permitted. The maker must have put their hands on the product to create something that cannot be replicated by a prompt alone.

  • Any merchandise featuring AI-generated imagery must be clearly labeled as AI-Assisted at your booth.


3D Printing & Physical Craft

  • We prioritize functional, original, or highly finished works.

  • Mass-produced, unpainted, or low-effort novelty prints that serve no botanical purpose are not permitted. Items must show significant post-processing (sanding, painting, finishing) or represent an original, maker-designed form.


Marketing Integrity & Photography

  • You may not use AI to generate fabricated product photography. Every product photo used in your marketing materials or partnership application must be a photograph of the actual physical item you have made or grown.

  • Permitted AI use in photography: background cleanup, lighting adjustments, and color correction to achieve a clean, professional aesthetic.

  • You may not use AI to digitally obscure or misrepresent the material nature of your products (e.g., making a 3D-printed item appear to be smooth ceramic).

  • AI-generated imagery may not be used to represent live plants — including adding artificial variegation, unrealistic coloration, or fabricated growth habits. What the customer sees must be an honest representation of what they will hold in their hands.


Part 5: Vendor Conduct & Community Standards  ★ NEW

RVA Tropical & Exotic Plants events are community spaces. Every vendor is an ambassador for the experience we create together. We hold each other to a high standard of professionalism and kindness.


Interactions with Guests

  • Vendors are expected to engage with shoppers in a welcoming, honest, and patient manner. High-pressure sales tactics, misleading product claims, or dismissive behavior toward guests are not permitted.

  • Accurate plant identification and care guidance should be provided to the best of your ability. Misrepresenting species, hardiness, or care requirements is a violation of these standards.


Interactions with Fellow Vendors

  • Disparaging, undermining, or publicly criticizing fellow vendors — at the event or on social media — is strictly prohibited.

  • Pricing wars, deliberate undercutting, or predatory behavior toward neighboring vendors are grounds for partnership review.


Booth Presentation

  • Your space is a direct reflection of the event and brand. Booths must be kept neat, organized, and visually presentable throughout the event.

  • Signage must be legible, professional in appearance, and accurately represent your offerings.

  • Your area must be fully cleaned and returned to its original condition at load-out. Vendors who leave debris, soil, water, or damage behind may be charged a cleanup fee.


Event Photography & Social Media

  • By participating, you grant RVA Tropical & Exotic Plants a non-exclusive license to photograph your booth and use those images for promotional purposes across our marketing channels.

  • We ask all vendor partners to tag @rvatropicalandexoticplants in event-related social posts to help grow the community we share.


Part 6: Liability, Insurance & Tax Responsibility  ★ NEW

Vendor Liability

  • Each vendor participates at their own risk. RVA Tropical & Exotic Plants, its organizers, volunteers, and venue partners are not responsible for loss, theft, damage, or injury related to vendor participation.

  • Vendors are responsible for the safety of their booth structures, displays, and inventory. Any display that poses a risk to guests or neighboring vendors may be required to be removed immediately.


Insurance

  • Vendors are strongly encouraged to carry general liability insurance covering their participation in markets and pop-up events. Some future venue partners may require proof of insurance as a condition of participation. Advance notice will be given when this is required.


Tax Responsibility

  • Each vendor is solely responsible for collecting, reporting, and remitting all applicable sales taxes and business taxes arising from sales at RVA Tropical & Exotic Plants events. The organization does not collect or remit taxes on behalf of vendors.

  • Vendors are encouraged to consult a tax professional regarding their obligations as a market vendor in the Commonwealth of Virginia.


Part 7: Cancellations, Credits & Weather Policy

We understand that life is unpredictable. Our cancellation policy is designed to be fair while protecting the organizational investments that make each event possible.


Vendor-Initiated Cancellations

  • 10 or More Days Before the Event: A 100% credit toward a future market will be issued. No cash refunds are provided.

  • Within 10 Days of the Event: Cancellations made within the 10-day window are not eligible for credit. Space and marketing resources have already been committed.

  • All payments are final. RVA Tropical & Exotic Plants does not issue cash refunds for any reason under vendor-initiated cancellation.


Organization-Initiated Rescheduling & Cancellations

  • Rain or Shine: The majority of events are held indoors and proceed under typical weather conditions.

  • Severe Weather & Emergencies: If extreme conditions (snow, ice, road closures, or local emergencies) make travel unsafe, the event may be rescheduled or cancelled. Vendors will be notified via The Canopy and direct email as soon as a decision is made.

  • The Patience & Momentum Clause: RVA Tropical & Exotic Plants is a volunteer-run organization. Rescheduling requires significant coordination. When a reschedule occurs, the original event page is preserved to protect the audience and advertising momentum already built. Your registration carries forward to the new date. If you cannot attend the rescheduled date, a 100% credit toward a future market will be issued.


Force Majeure

  • In the event that an event is cancelled due to circumstances beyond the organization's control — including but not limited to venue closure, public health directives, natural disaster, or government order — RVA Tropical & Exotic Plants will issue a credit toward a future event. The organization is not liable for incidental or consequential costs incurred by vendors (e.g., travel, inventory preparation, or lost income).


Part 8: Logistics & Event Day Procedures


Load-In & Setup

  • Standard Load-In begins at 11:45 AM. Priority Load-In is available at 11:15 AM for vendors who have purchased that add-on.

  • All vendors must be fully set up and ready to welcome guests by the event's stated opening time. Late setup that disrupts neighboring vendors or guest access may impact future event priority.


Load-Out

  • Early breakdown before the event's official close time is not permitted. Breaking down early disrupts the guest experience and is disrespectful to the vendors and shoppers around you.

  • Vendors are responsible for removing all materials, plants, debris, and packaging from their space and the immediate surrounding area at the close of the event.


Accessibility & Special Requests

  • Vendors with mobility needs, medical accommodations, or special setup requirements should email info@rvatropicalandexoticplants.org at least 72 hours before the event. We will do our best to accommodate reasonable requests.


Communications & Contact

  • Vendors are responsible for maintaining a current email address and monitoring communications from the admin team and The Canopy portal.

  • The admin team's primary communication channel is The Canopy and email. For urgent event-day matters, contact information will be provided in your event confirmation.


Acknowledgment of Partnership Terms

By completing your Vendor Partnership Application and accepting approval into The Canopy, you acknowledge that you have read, understood, and agree to all terms and conditions set forth in this Vendor Partnership Agreement.


You further acknowledge that these terms may be updated periodically. Continued participation in RVA Tropical & Exotic Plants events following any update constitutes acceptance of the revised terms. Material updates will be communicated through The Canopy with reasonable advance notice.