Vendor Agreement & Animal Sale Rules

Participation in the Reptile & Exotic Animal Expo constitutes full agreement with all rules and policies outlined below.

Please read through them carefully.

1. TABLE REGISTRATION, PAYMENT & BADGES

1.1 – Table Fees

  • $50 per table – (Short Notice Discount)
  • Payment is due prior to the show date. Failure to submit payment by the deadline will result in loss of reserved tables.

1.2 – Refund & Cancellation Policy

  • Cancellation 7 days or more before the show: full refund or credit.
  • No refunds will be issued for no-shows or cancellations within 7 days of show date.
  • Emergencies are considered on a case-to-case basis.

1.3 – Table Specifications

  • Tables are approximately 8 feet long x 30 inches wide.
  • Each table includes two chairs.

1.4 – Vendor Badges & Admissions

  • First table includes two vendor badges.
  • Each additional table includes one vendor badge.
  • Badges are distributed at check-in.
  • After 9:00 a.m., all vendors must use the front entrance.

2. SET-UP & BREAKDOWN

  • Vendor set-up: 6:00 a.m. – 8:45 a.m. (8:45-9 a.m.: Clear the aisles)
  • Show opens to the public at 9:00 a.m.
  • Reserved tables will be held until 9:30 a.m.
  • Tables must be claimed no later than 9:30 a.m.
  • After 9:30 a.m., unclaimed tables will be reassigned without refund.
  • Vendors arriving late must notify show management in advance to request their table to be held.
  • Vendors may not break down prior to 3:00 p.m. without approval.

3. LEGAL COMPLIANCE & LICENSING

Vendors must comply with all applicable federal, state, and local laws and regulations.

  • The Pennsylvania Department of Agriculture requires reptile and amphibian dealers and propagators (breeders) to be properly licensed. Vendors are solely responsible for obtaining and maintaining all required permits and licenses.
  • Vendors must possess a valid Pennsylvania Sales Tax Certificate (except not-for-profit vendors). Pennsylvania sales tax is required by law to be collected and remitted.
  • It is the Vendor’s responsibility to know the legality of all species brought for sale or display. Representatives from Pennsylvania Fish & Wildlife may be present at the show.

4. ANIMAL HEALTH, HOUSING & DISPLAY REQUIREMENTS

  • All animals must be healthy, acclimated, and free of visible illness, parasites, or injury.
  • Any animal deemed questionable, unsuitable, or unhealthy by show staff must be removed immediately without dispute.
  • Animals must be housed in clean, humane, secure, and species-appropriate enclosures.
  • All animals must be displayed in closed or sufficiently deep containers.
  • All animals must be sold in secure containers or bags. No loose animals are permitted on the expo floor.

5. SPECIES RESTRICTIONS

The following are strictly prohibited:

  • Federally endangered or threatened species
  • Native Pennsylvania protected species
  • Any species prohibited by federal, state, or local law

Additional requirements:

  • All turtles and tortoises must measure at least 4 inches in shell length. Violations may result in suspension or permanent ban.

6. SALES PRACTICES

  • Vendors must accurately represent species, genetics, sex, and condition.
  • Vendors must provide a receipt upon purchaser request including business name, address, and phone number.
  • All transactions are solely between Vendor and purchaser. The Promoter and venue are not responsible for disputes, guarantees, refunds, or post-sale issues.

7. PROFESSIONAL CONDUCT

All vendors and attendees are expected to act in a professional and respectful manner.

The following will not be tolerated:

  • Angry outbursts
  • Verbal threats
  • Harassment
  • Physical violence
  • Disruptive behavior

Violators will be removed without refund and may be banned from future events.

8. LIABILITY & RESPONSIBILITY

By participating in this event, Vendor agrees:

  1. Vendor assumes FULL AND COMPLETE RESPONSIBILITY for all animals brought to, displayed at, or sold at the event.
  2. Vendor assumes FULL RESPONSIBILITY for their conduct, employees, assistants, and representatives.
  3. Vendor agrees to indemnify, defend, and hold harmless the Reptile & Exotic Animal Expo, event staff, volunteers, and the Hamburg Field House from and against any and all claims, damages, injuries (including bodily injury or death), losses, fines, penalties, legal costs, or liabilities arising from:
    • Vendor’s animals
    • Vendor’s conduct
    • Vendor’s employees or representatives
    • Violations of any law or regulation
  4. Vendor acknowledges that participation may require licensing through the Pennsylvania Department of Agriculture and affirms compliance is solely their responsibility.
  5. Vendor acknowledges that Pennsylvania sales tax must be collected and remitted in accordance with state law.
  6. Vendors assume full liability for any injury or damage caused by animals they bring. The Reptile & Exotic Animal Expo, staff, and venue shall not be liable for any claims beyond the table rental fee.
  7. The Reptile & Exotic Animal Expo reserves the right to refuse entry or remove any vendor not in compliance with these rules without refund.

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Take me to the Vendor Application !