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 2023 convention season. They are as follows:
2023 – GHC Regional Homeschool Convention Dates:
- MISSOURI Homeschool Convention, St. Charles Convention Center, St. Charles, MO, March 16-18, 2023
- SOUTHEAST Homeschool Convention, Greenville Convention Center, Greenville, SC - March 30-April 1, 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 submitting a request for an exhibitor application?
For returning exhibitors, sign in to your account to register for the 2023 convention(s) you are attending.
For New Exhibitors:
After a potential exhibitor has read through the entire exhibitor website, checked that they have read the rules and regulations and completed the request for an exhibitor application, the request will go through an approval process. Once an exhibitor is approved, they will be sent an email of approval with instructions on how to register online. Once you have registered and paid, either in full or 50% of total due, your company will be added to the website. Please note: we can not guarnatee your booth(s) until payment in full has been made.
You are not approved until this confirmation has been received. If your application is rejected for any reason, you will also be notified.
South Carolina, Ohio, and California Homeschool Conventions: Each booth space (approximately 10 ft. deep x 10 ft. wide) is provided with one (1) 8 ft. topped and skirted table, two chairs, and a booth identification sign displaying company name. Booths are draped on the sides (30 in.) and in the back (8 ft.).
Missouri and Texas Homeschool Conventions: Each booth space (approximately 8 ft. deep x 10 ft. wide) is provided with one (1) 8 ft. topped and skirted table, two chairs, and a booth identification sign displaying company name. Booths are draped on the sides (30 in.) and in the back (8 ft.). If you have booths on an endcap, the width of the side-by-side booths is 16 ft.
No vendor is permitted to extend its exhibit outside the designated booth area, and vendor signage should not extend above 8 feet high without 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.
Vendors 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 at your reserved booth space.
**No helium balloons are permitted.
GHC shall not be held responsible for contents of Vendor’s booth(s) on the premises.
Facility / Venue Exclusivity with GHC
Vendor agrees and understands that GHC commits a tremendous amount of financial resources to promote each of our regional conventions each year. As such, vendors agree not to exhibit at any other homeschool – homeschooling-related event held in the exact same facility for a period of 6 months prior to and 6 months after the GHC event.
Assignment of Space
Vendor’s booth placement is at the sole discretion of GHC, without regard to the date of Vendor’s registration. GHC reserves the right to alter locations of Vendor’s booth(s) as listed in the confirmation packet official floor plan, as deemed advisable and in the best interest of the Convention. GHC has the absolute discretion to grant or deny any exhibit, and to later revoke vendor contracts initially granted. GHC may also restrict, alter, or close exhibits at the GHC convention under certain circumstances. Vendor understands and agrees that Vendor’s booth placement(s) are at the discretion of GHC regardless of the date registration is received.
Payment / No Refund Information
For the 2023 convention season, Vendor may reserve booth space with 50% deposit at the time of application. The balance is due January 1, 2023. The contract will be complete and in effect when full payment is received by GHC. After January 1, 2023, any registration received will require a payment full.
All related vendor payments for the related booth space are non-refundable. If an event has to be canceled/rescheduled for any reason, vendor payments will be applied to another event that convention season or the same location the following convention season. Refunds will not be made regardless of the circumstances.
If a vendor is unable to attend for a personal emergency reason, proof of the emergency will need to be provided and the monies will be applied to another event that convention season or the same location the following convention season. Refunds will not be made regardless of the circumstances.
For all other circumstances, no refunds will be issued.
Rules of Decorum
Vendor must be acceptable to Christian homeschooling parents. Vendor agrees that he/she/it 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 at all times by one of their own parents or adult guardian.
Care of Exhibitor Space
Vendor must keep his/her/its booth clean, manned, and in good order.
Vendor must be ready for display by 4:30PM on Thursday and cannot begin to dismantle booth space until 5:30 PM on Saturday.
Vendor must leave his/her/its 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 an vendor fails to dispose of cardboard boxes and refuse, that Vendor shall incur a mandatory “clean-up” fee of $50.
Vendor is liable for any damage caused to the building; floors, walls, curtains, drapes, to standard booth equipment, or to another exhibitor’s property.
If Vendor fails to occupy space contracted by 5 PM on Thursday or fails to comply in any respect 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.
Distribution of printed matter, souvenirs, or other articles in the Vendor Hall shall be restricted to the space(s) of the Vendor. Music or audiovisual sound shall not be audible more than 8 ft. from contracted booth space. Please keep in mind that Vendors around you are not able to talk with their customers if music is too loud.
No helium balloons are permitted.
Food samples are subject to venues rules and to health department requirements for the city, county or state in which the event is being held.
Each booth is provided with one (1) 8 ft. topped and skirted table and two chairs. Additional tables, chairs, and carpeting can be ordered ahead of time from our convention decorator, Carolina Tradeshow Decorators. Order forms can be found on our website. Click the location-specific information tab and choose the event. You will find the exhibitor kit which includes the options available for ordering additional furniture and/or carpeting for your booth space.
Please note: 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 p.m. exhibitor take-down time. Venues will not store furniture nor accept responsibility for furniture.
Each booth is provided with one (1) 8 ft. topped and skirted table and two chairs. Additional tables, chairs, and carpeting can be ordered ahead of time from our convention decorator, Carolina Tradeshow Decorators. Order forms can be found on our Vendors-only website at: exhibitors.greathomeschoolconventions.com. Click the location-specific information tab and choose the event. You will find the exhibitor kit which includes the options available for ordering additional furniture and/or carpeting for your booth space. Be mindful of the additional furniture order deadline date in the top right-hand corner of the exhibitor kit.
Vendors requiring electricity must request and pay for this from each respective convention center. (Each electrical drop consists of one duplex receptacle. Exhibitor is responsible for providing the appropriate extension cords needed to extend the power from the drop site to where it will be utilized.) Electricity order forms will be provided on GHC’s website prior to conventions.
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. (This is prohibited by the convention center and hotels as they are not set up to receive and sign for shipments. Shipments may be returned if the convention center or hotels are unable to sign for or store the shipment, or they may charge exorbitant service fees associated with storing your items.) Please note: Exhibitors shall instead contract with the local “convention decorator” – Carolina Tradeshow Decorators and pay the related per pound “drayage” fee for these services. (The necessary contact information will be provided to all confirmed exhibitors)
Vendor agrees that his/her/its representative shall be admitted and shall remain from day to day solely in strict compliance with the rules herein. GHC reserves the right to reject, eject, or prohibit Vendor or Vendor representative(s), with or without giving cause. If cause is not given, liability shall not exceed, the return to Vendor, of the amount of rental unearned at the time of ejection. If Vendor or its exhibit is ejected for violation of these rules or for any other stated reason, no return of rental shall be made.
GHC does not guarantee Vendor against loss or damage of any kind. GHC has leased space to Vendor with the agreement that Vendor shall hold GHC harmless from any and all liabilities from any cause. By signing the Contract for Vendor Space, Vendor expressly releases and agrees to indemnify GHC, its employees and representatives, and the Facility, its employees, and representatives from any and all claims for such loss, damage, or injury. Vendors are required to carry their own insurance to cover any claims relating to their display materials, staff, and products. GHC insurance will not cover any damages incurred by a vendor at the convention.
If the contracted-for venue premises management causes this event to be canceled, then this contract shall be terminated and Vendor shall waive any claim for damages or compensations except the prorated return of the amount paid for space rented. GHC will process such refunds as quickly as practicable.
Vendor shall refrain from making any private or public disclosure of any issues he/she/it may have with GHC or with other Vendors regarding policies or items they sell. The GHC board will review any such issues brought to it.
Vendors are responsible to review materials for items that might be offensive to the primarily Christian attendees. The appropriateness of material shall be at the sole discretion of GHC.
Sales tax and/or Vendor license
Vendors are responsible to pay their own state sales tax as required by those states in which the GHC conventions are held. Vendors are also responsible to obtain any required Vendor licenses required by 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. VENDOR UNDERSTANDS AND AGREES THAT VENDOR MUST MAN HIS/HER/ITS BOOTH(S) ON THURSDAY, FRIDAY AND SATURDAY DURING THE HOURS THE VENDOR HALL IS OPEN.
– Vendor or representative shall man the booth during vendor hall hours as specified for each venue.
- NO EARLY TAKE DOWNS ON SATURDAY per the Vendor Agreement. VENDOR UNDERSTANDS AND AGREES THAT VENDOR MUST MAN HIS/HER BOOTH(S) ON THURSDAY, FRIDAY, AND SATURDAY DURING THE HOURS THE VENDOR HALL IS OPEN
- CHECK OUT PROCEDURES – Time: Saturday at 5:30/6:00 p.m. No early take-downs. Procedure: At 5:30/6:30 p.m. on Saturday before you begin take-down, please return all badges/lanyards in the vendor envelope to be used for the next convention. You can turn them in at the vendor table at the front of the vendor hall in the same place where you checked in. A $5 replacement fee is charged for each badge/lanyard that is not returned. Re-use helps us keep costs down for vendors and attendees.
Vendor Booth Staff/Volunteers
First, be sure to update your booth staff and volunteers on the Vendors' rules and regulations. Next, prior to the event, please share the booth leaders contact information and cell phone number with all your staff and volunteers if you have staff or volunteers that will be participating in shift changes. Below are details on the transition procedures of booth staff and volunteers.
Volunteer /booth staff procedures:
Two lanyards/badges are provided per booth. More than three or four people in a 10 x 10 booth space is 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 lanyard as well. If you have booth volunteers (not actual staff) coming in who also want to go to speaking sessions, those volunteers will need a convention registration as an attendee of the convention in order to attend speaking sessions and shop, or if shopping only, they will need a shopping pass to shop the exhibit hall.
For those who have several volunteers running the booth:
Please request the number of lanyards for the max number of people who will be in your booth space all at one time plus one or two for shift changes. Teens will receive wrist bands as opposed to vendor badges/lanyards.
Please make a 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 vendor hall entry with their lanyard. Sharing contact information with your staff and volunteers will save them time from waiting in our registration lines. Often times upon their arrival, 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 are able to reach you when they arrive. If the event is rescheduled, Vendor Booth registration shall be transferred to the rescheduled event.
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 lanyard. 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, if volunteers or staff will be attending speaking sessions, convention registration is needed. Lanyards/badges will not get them into speaking sessions.
Vendor understands and agrees that GHC may refuse or revoke Vendor registration for any reason. Any dispute, claim, or controversy that arises out of or relates to this Contract, or to 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 written decision of the arbitrator 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:
Vendor understands that internet connection may not be offered free of charge by the convention centers. Please be aware that vendors may need to purchase the service usage from the service provider if the vendor accepts credit cards on-site of the convention. Please note that the usage of a personal hotspot or MiFi connection may not be allowed or processing may be slowed due to interference with the venue’s own in-house Wi-Fi provider. This interference is caused by an excessive number of users accessing the airspace all at the same time. Wi-Fi/Internet Order forms can be found on our website on the Internet Order Form related to the specific GHC homeschool convention and specific venue. Pricing for service may vary.
Sign up for Notifications on Exhibitor Website:
Visit and sign up at exhibitors.greathomeschoolconventions.com as soon as you are a confirmed exhibitor. This website will have all the exhibitor forms you need for each event posted as soon as the information becomes available. Be sure to all your convention representatives sign up, too, to receive the important updates. As information is added, you will receive an automatic email alerting you of the update. On this site, you will find:
- Shipping and Materials Handling forms (Look for Exhibitor Kit)
- Details for ordering additional tables, carpeting, chairs, etc. for your booth space. (Look for Exhibitor Kit)
- 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 prior to the convention).
- Speaking schedule for those applying for sessions
We greatly appreciate your business!
Direct any questions to: [email protected] | 513-635-2597.