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.
• Obviously, 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.
• Event staff distribute badges 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.
• Event staff hold reserved tables until 9:30 a.m.
• After 9:30 a.m., event staff reassign unclaimed tables without refund.
• Late vendors must notify show management in advance to hold their table.
• Vendors may not break down prior to 3:00 p.m. unless given prior 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. You can find more information here.
• 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. You can apply online through myPATH.
• 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.
• Show staff may request removal of any questionable, unsuitable, or unhealthy animal immediately.
• Animals must be housed in clean, humane, secure, and species-appropriate enclosures.
• Vendors must display all animals in closed or sufficiently deep containers.
• Vendors must sell all animals in secure containers or bags. No loose animals are permitted on the expo floor due to safety concerns.

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. Event Promoters may suspend or permanently ban vendors who violate this rule.

6. SALES PRACTICES

• Vendors must accurately represent species, genetics, sex, and condition.
• Prices and business practices must be honest and transparent.
• The event promoters are not responsible for disputes between vendors and customers.
• In the event that a purchaser requests a receipt, Vendors must provide one – including business name, address, and phone number.

7. VENDOR CONDUCT

To maintain a safe and welcoming environment, vendors must follow these standards:

• Treat attendees, other vendors, and event staff with professionalism and respect.
• Keep all booth areas clean and organized.
• Do not block walkways or emergency exits.
• Follow all load-in, setup, and tear-down instructions provided by event staff.

– Vendor Removal Policy

Event organizers reserve the right to enforce all vendor rules and event policies at their sole discretion.

A vendor may be required to correct a violation immediately or remove the issue from display.

Event staff may remove a vendor from the event without refund for any of the following:

• Blatant violation of event rules or vendor agreement.
• Sale or display of animals in particularly poor health or unsafe conditions.
• Unsafe handling of animals or unsafe interaction with the public.
• Aggressive, disruptive, or unprofessional behavior toward guests, vendors, or staff.
• Refusal to follow directions from event staff or venue management.

In the event that a serious violation occurs, event organizers may require the vendor to pack up and leave the venue immediately. Event Promoters may deny future participation to vendors removed from the event.

8. LIABILITY & RESPONSIBILITY

By participating in this event, Vendor agrees:

1. To assume FULL AND COMPLETE RESPONSIBILITY for all animals brought to, displayed at, or sold at the event.
2. To assume 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. Vendors acknowledge that participation requires proper licensing through the Pennsylvania Department of Agriculture and affirms compliance is solely their responsibility.
5. Vendors must collect and remit Pennsylvania sales tax 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.