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Great Homeschool Conventions, Inc.
Vendor Rules and Regulations Agreement

USA Home Education Association, Inc./ Great Homeschool Conventions (USAHEA/GHC) will be hosting five (5) conventions for the 2024 convention season. They are as follows:

    2024 – GHC Regional Homeschool Convention Dates:

    • SOUTHEAST Homeschool Convention, Greenville Convention Center, Greenville, SC - March 30-April 1, 2023
    • MISSOURI Homeschool Convention, St. Charles Convention Center, St. Charles, MO, March 16-18, 2023
    • OHIO (MIDWEST) Homeschool Convention, Duke Energy Convention Center, Cincinnati, OH, April 13-15, 2023
    • CALIFORNIA Homeschool Convention, Ontario Convention Center, Ontario, CA, June 15-17, 2023
    • TEXAS Homeschool Convention, Kalahari Resort & Convention Center, Round Rock, TX – July 6-8, 2023  

This recitation of rules and regulations applies to all GHC conventions.

General Rules and Regulations

Application Process – What happens after applying?

After a potential vendor has read through the entire vendor packet, completed and signed the necessary pages, and applied to be an vendor, the application request goes through a review process by the GHC board. Upon approval by the board, you will receive a confirmation email from Great Homeschool Conventions informing you that your application was approved. You may complete the registration process and create an account with Great Homeschool Conventions.

We will notify you if your application has been denied.

Please Note: If you are a returning vendor in good standing with Great Homeschool Conventions, you may log into your account and register for your choice's convention(s).

For the South Carolina, Ohio, and California Homeschool Conventions: Each booth space (approximately 10 ft. deep x 10 ft. wide) includes one (1) 8 ft. topped and skirted table, two chairs, and a professionally lettered sign displaying the company name. Booths are draped on the sides (30 in.) and back (8 ft.).

For the Missouri and Texas Homeschool Conventions: Each booth space (approximately 8 ft. deep x 10 ft. wide) includes one (1) 8 ft. topped and skirted table, two chairs, and a booth identification sign displaying the company name. Booths are draped on the sides (30 in.) and back (8 ft.).

Each vendor is permitted to extend its exhibit within the designated booth area, and vendor signage should only extend above 8 feet high with the prior authorization of GHC. GHC reserves the right to refuse any vendor and/or vendor exhibit in whole or in part without comment. All decisions made by GHC are final.

The Vendor shall not share purchased booth space(s) with any other company or organization or display materials for any other company or organization, including catalogs, brochures, and fliers. No printed matter, including catalogs, brochures, and fliers, may be distributed in the vendor hall other than your reserved booth space.

**No helium balloons are permitted.

GHC shall not be held responsible for the contents of the Vendor's booth(s) on-premises.

Facility / Venue Exclusivity with GHC

The Vendor agrees and understands that GHC commits a tremendous amount of financial resources to promote our regional conventions each year. As such, vendors agree not to exhibit at any other homeschool or homeschooling-related event held in the same facility six months before and six months after the GHC event.

Assignment of Space

The Vendor's booth placement is at the sole discretion of GHC, without regard to the date of the Vendor's registration. GHC reserves the right to alter the locations of the Vendor's booth(s) as listed in the floor plan found in the confirmation packet, as deemed advisable and in the best interest of the Convention. GHC can grant or deny any vendor exhibit and later revoke vendor contracts initially given. GHC may also restrict, alter, or close exhibits at the GHC convention under certain circumstances.

Payment / No Refund Information

A minimum of 50% deposit is due upon reservation regardless of when you apply.

A vendor may reserve booth space at the early bird price until June 30, 2023. The costs will increase after July 1, 2023, and periodically there after.

Any remaining balance is due as follows:

January 6, 2024

Greenville, SC, St. Charles, MO and Cincinnati, OH.

April 6, 2024

Ontario, California and Round Rock, Texas.

Payment may be made via credit card (preferred) or check. An automatic payment receipt will follow your payment. If paying by check, check must be received by the above schedule. Make check payable to Great Homeschool Conventions and mail to: GHC, 3116 W Montgomery Road, Suite C #262, Maineville, OH 45039. Vendor applications are submitted online. The contract will be complete and in effect when GHC receives full payment.

All related vendor payments for the corresponding booth space are non-refundable. If we cancel an event, GHC will apply vendor payments to another convention season event or the exact location the following convention season. We will not issue refunds for any reason.

If a vendor cannot attend for a personal emergency, the Vendor will provide proof of the emergency. The monies will be applied to another convention season event or the exact location the following convention season. Refunds will not be issued regardless of the circumstances.

For all other circumstances, GHC will not issue refunds.

Rules of Decorum

The Vendor must be acceptable to Christian homeschooling parents. The Vendor agrees that they will not criticize other vendors, attendees, speakers, or Great Homeschool Conventions except to a GHC Board member. Vendor must adequately supervise their children who attend the Convention. Children aged 12 and under must be accompanied by one of their parents or adult guardian.

Care of Vendor Space

The vendor must keep their booth clean, manned, and in good order.

The Vendor must be ready for display by 4:30 PM on Thursday and can begin dismantling booth space at 5:30 PM on Saturday.

The Vendor must leave their booth in good order after the booth has been dismantled on Saturday and shall break down and dispose of all cardboard boxes and refuse. If a vendor fails to dispose of cardboard boxes and declines, the Vendor shall incur a mandatory "clean-up" fee of $50.

Early Take Down at a Convention

If a vendor takes down their booth(s) or leaves their booth unmanned, before the designated time listed on the website, the vendor's company agrees to pay Great Homeschool Convention an additional $100 per hour that the vendor hall is open per printed schedule. And that vendor/company may forfeit future exhibiting opportunities with GHC. THERE IS A $100 PER HOUR FOR EARLY TAKE DOWN.

Damages

The Vendor is liable for any damage caused to the building floors, walls, curtains, drapes, standard booth equipment, or another vendor's property.

Unoccupied Space

If the Vendor fails to occupy the space contracted by 5 PM on Thursday, or fails to comply with the terms of this agreement without prior permission from GHC, then GHC shall have the right to use such space in any manner. All monies paid will be forfeited, and any monies owed will be immediately due.

Limitations

Distribution of printed matter, souvenirs, or other articles in the vendor hall is allowed within the Vendor's space(s). Music or audiovisual sound shall be audible 8 ft. from the contracted booth space. Please remember that vendors around you can not talk with their customers if the music is too loud.

Helium balloons are NOT permitted.

Food samples are subject to venue rules and health department requirements for the event's city, county,, or state.

Booths and Furniture

Each booth includes one (1) 8 ft. topped and skirted table and two chairs. Vendors can order additional tables, chairs, and carpeting from our convention decorator, Carolina Tradeshow Decorators. You will find order forms on the GHC website under updates for each location.

Carolina Tradeshow Decorators is not responsible for furniture ordered and delivered from different decorating companies. You must arrange and be available for delivery and pick-up from other companies. Check your furniture rental company's Saturday pick-up times which may not extend past the 5:30 PM vendor take-down time. Venues will not store furniture nor accept responsibility for furniture.

Electricity

Vendors requiring electricity must request and pay for this from each convention center. (Each electrical drop consists of one duplex receptacle. The Vendor is responsible for providing the appropriate extension cords needed to extend the power. Electricity order forms can be found on the GHC website under updates for each location.

Shipping and Storage (Drayage)

Vendors that need to ship items to the convention center may NOT ship directly to the convention center or area hotels, as the convention center and hotels prohibit it. The Convention Center or hotel may return the shipment , or they may charge exorbitant service fees associated with keeping your items.

Instead, vendors shall contract with the local "convention decorator" – Carolina Tradeshow Decorators and pay the related per pound "drayage" fee for these services. GHC will provide the necessary contact information to all confirmed vendors on our website and via email.

Compliance

The Vendor agrees that their representative shall be admitted and remain daily solely in strict compliance with the rules herein. GHC reserves the right to reject, eject, or prohibit a Vendor or Vendor representative(s), with or without giving cause. If there is no reason provided, liability shall not exceed the return to the Vendor of the amount of rental unearned at the time of ejection. If the Vendor or their exhibit is ejected for violating these rules or any other stated reason, GHC shall make no rental return.

Liability

GHC does not guarantee the Vendor against loss or damage of any kind. GHC has leased space to the Vendor with the agreement that the Vendor shall hold GHC harmless from any liabilities from any cause. By signing the Contract for Vendor Space, the Vendor expressly releases and agrees to indemnify GHC, its employees and representatives, and the facility, its employees, and representatives from any claims for such loss, damage, or injury. Vendor must carry insurance to cover any claim relating to their display materials, staff, and product. GHC insurance will not cover any damages incurred by a Vendor at the Convention.

Unforeseen Events

Suppose the contracted-for-venue premises management cancels the event. In that case, GHC shall terminate this contract, the Vendor shall waive any claim for damages or compensations except the return of the amount paid for the space rented. GHC will process such refunds as quickly as practicable.

Christian Brotherhood

The Vendor shall refrain from making any private or public disclosure of any issues they may have with GHC or other exhibitors regarding policies or items they sell. The GHC board will review any such matters brought to it.

Appropriate Materials

Vendors are responsible for reviewing materials for items that might be offensive to primarily Christian attendees. The appropriateness of material shall be at the sole discretion of GHC.

Sales tax and Vendor license

Vendors are responsible for paying their own state sales tax as required by the states of the GHC Conventions. Vendors are also responsible for obtaining any needed Vendor licenses for each state.

Vendor Hall Hours for All Five (5) Conventions

Vendor or their representative shall man the booth during vendor hall hours as specified for each venue:

Wednesday

5:00 PM–9:00 PM

Load-in and set-up for vendors with 3 or more booths

Thursday

9:00 AM–4:30 PM

Load-in and set-up

Thursday

5:00–8:00/9:00 PM Depending on Venue

OPEN for attendee shopping – BOOTH SPACE MANNED AT ALL TIMES

Friday

9:30 AM–7:30/8:30 PM Depending on Venue

OPEN for attendee shopping – BOOTH SPACE MANNED AT ALL TIMES

Saturday*

9:30 AM–5:30/6:00 PM Depending on Venue

OPEN for attendee shopping – BOOTH SPACE MANNED AT ALL TIMES

Saturday

5:30 PM–12:00 midnight

LOAD-out for vendors – all must be completely out by 12:00 midnight.

*NO EARLY TAKE DOWNS ON SATURDAY per the vendor agreement. THE VENDOR UNDERSTANDS AND AGREES THAT THE VENDOR MUST STAFF HIS/HER/ITS BOOTH(S) ON THURSDAY, FRIDAY, AND SATURDAY DURING THE HOURS THE VENDOR HALL IS OPEN.

THERE IS A $100/PER HOUR EARLY TAKE DOWN FEE.

Vendor or representative shall staff the booth during vendor hall hours as specified for each venue.

  • CHECK OUT PROCEDURES – Time: Saturday at 5:30/6:00 PM. No early take-downs. Procedure: At the designated time on Saturday before you begin take-down.
  • Speakers: please return all badges/lanyards in the vendor envelope to be used for the next Convention. You can return them to the vendor table at the front of the exhibit hall, where you checked in. The Vendor/Speaker will be charged a $5 replacement fee for each badge/lanyard not returned. Re-use helps us keep costs down for vendors and attendees.

Vendor Booth Staff/Volunteer

The Vendor understands and agrees that Vendor's booth placement(s) are at the discretion of GHC regardless of the date registration is received.

Your booth staff/volunteers: First, update your booth staff and volunteers on the Vendors' rules and regulations. Next, before the event, please share the booth leader's contact information and cell phone number with all your staff and volunteers if you have staff or volunteers participating in shift changes. Below are details on the transition procedures of booth staff and volunteers.

Volunteer/Booth Staff Procedures:

Vendors receive two wristbands per booth. More than three or four people in a 10 x 10 booth space are crowded. If you have actual booth staff, not volunteers, running your booth (not attending any other part of the Convention) for the majority of the three days of the Convention, we will provide those staff members a wristband. Suppose you have booth volunteers (not actual staff) who also want to attend speaking sessions. In that case, those volunteers will need a convention registration as an attendee of the Convention to attend speaking sessions and shop. They will need a shopping pass to shop at the exhibit hall if shopping only.

For those who have several volunteers running the booth:

Please request the number of wristbands for the maximum number of people in your booth space all at one time, plus one or two for shift changes.

Please plan ahead of time as to where to meet your volunteers/staff when they arrive.

If you have volunteers coming in shifts, please provide them with your booth leader's cell phone number to call or text when they arrive so your staff can meet them at the entry with their lanyard. Sharing contact information with your team and volunteers will save them time from waiting in our registration lines. Often, booth volunteers are not sure what they should do or what booth they should go to when they arrive. Please make a plan ahead of time,, so they can reach you when they arrive.

Another option for volunteer/staff shift changes: The other option is to leave the vendor packet/envelope (received at check-in) at the GHC attendee registration counter with a list of your volunteer or staff names printed on the envelope. Keep in mind and make your volunteers/staff aware that they may have to wait in the attendee lines to receive their lanyards. We will check those names off as they check in and out. The registration counter is typically the first place people come for questions. **Again, convention registration is needed if volunteers or staff attend speaking sessions. Exhibitor wristbands will not get them into speaking sessions.

Dispute Resolution

The Vendor understands and agrees that GHC may refuse or revoke Vendor registration. Any dispute, claim, or controversy arising from or relating to this contract or its breach shall be settled by Christian arbitration by submitting the matter to an arbitrator, the president of the National Center for Life and Liberty, or his delegate. The arbitrator's written decision shall be final and binding on all parties, and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. There shall be no appeal from the decision of the arbitrator.

Internet Usage/Connection at the Venues:

The Vendor understands that internet connection may only be offered with a fee of charge by the convention centers. Please be aware that vendors may need to purchase Wi-Fi service from the service provider if the Vendor accepts credit cards on-site at the Convention. Please note that a personal hotspot or MiFi connection may not be allowed, or interference may slow processing with the venue's in-house Wi-Fi provider. This interference often results from an excessive number of users accessing the airspace simultaneously. You can find Wi-Fi/Internet Order forms on our website under the event location updates. Pricing for service may vary.

Notifications for Vendors:

As a registered Vendor, you agree to be subscribed to the GHC email list to receive updates and announcements for vendors at each appropriate GHC location.

Each location's updates will be posted on the GHC website, including but not limited to the following:

  • Shipping and Materials Handling forms
  • Details for ordering additional tables, carpeting, chairs, etc., for your booth space
  • Forms for ordering electricity and internet connection
  • Information on how to obtain a vendor license for temporary vendors
  • Sales/use tax information for each GHC convention state
  • Hotel accommodation links for our host hotels
  • Booth assignment information (posted approximately one month before the Convention)
  • Speaking schedule for those applying for sessions

We greatly appreciate your business!

Direct any questions to [email protected] or call 513-635-2597.

Regarding payment of rental amount and covenant of Vendor hereunder, GHC agrees to provide designated booth space(s) to be used by the undersigned Vendor for the purpose described above and time. GHC further agrees to the terms and conditions outlined in this contract.

I certify that I have read the 2024 Exhibitor Rules and Regulations Agreement and agree to abide by the provisions *