2026 APHA Eastern National Championship Show Vendor Contract

Thank you for your interest in becoming a vendor at the 2026 Eastern National Championship at the World Equestrian Center (WEC). All documentation must be submitted in the appropriate format no later than four weeks before move-in (add the actual date). American Paint Horse Association (APHA) reserves the right to reject or withdraw acceptance from any vendor application for any reason.

General

APHA has full power to interpret these regulations. Matters not covered by the rules shall be subject to a final decision by APHA. These regulations may be amended at any time by APHA upon written notice by APHA to such vendors as may be affected by them. This “vendor contract” form, when executed properly, shall be considered a binding agreement between the two parties. Vendors shall abide by Federal, State and City laws, ordinances and regulations. Any vendors who fail to observe the conditions of this contract, or who, in the opinion of the officials of APHA, conduct themselves unethically, will be dismissed from the Show without refund. Any vendor violating the rules and regulations shall be subject to ejection and forfeit the right to exhibit in subsequent years.

RULES & REGULATIONS

1. Vendors must submit with payment a certificate of insurance.
2. All booths are to be completely set up the day before the show and torn down once the show has ended. At no time during a show can construction occur.
3. The vendor agrees to abide by all fire regulations and decisions of the local fire department representative. No balloons, banners, open-flame candles, or anything with quick movement and/or glare can be used for advertising for the safety of our horses and exhibitors.
4. All shipments (and costs) are the responsibility of the vendor. APHA & WEC will not be held liable for any losses or damages regarding incoming/outgoing shipments.
5. APHA & WEC will not and cannot be held liable for any lost, damaged, or stolen items. Insurance, if desired by the vendor, must be obtained by them at their own expense. APHA & WEC assume no risk: by the acceptance of this agreement, the vendor expressly releases APHA & WEC of and from all liability for any damage, injury, or loss to any persons or goods that may arise from and/or in connection with the rental and occupation of said space by the vendor and agree to hold and save the APHA & WEC harmless of any loss or damage by reason thereof. APHA & WEC assume no responsibility whatsoever for any property shipped to or placed in the exhibition area.
6. Vendors are prohibited from placing signs on any walls throughout the building. Vendors will be billed for any damage to paint or walls from not adhering to this rule.
7. As a partnership with APHA, we will assist in promoting you by providing a listing on APHA.com's ENC page. 
8. All on-site correspondence and communication will need to go directly through APHA.
9. If at any time the vendor decides to cancel any reservations, they are required to give APHA a courtesy 10-day notice.
10. Extension cords must have the ground intact.
11. Dogs are welcome but must be kept on a leash. Any vendor that violates this rule will be fined.
12. The Vendor understands they must provide anything needed to run their booth (ie. tables, chairs etc.). 

ARRIVAL & SETUP

The booth setup is from noon to 7 pm on August 18 and 10 am to 7 pm on August 19. The booth must be vacated by 10 am on the Monday following unless prior arrangements have been made.

CANCELLATIONS

In the event of a cancellation, vendors are required to give APHA a minimum 10-day notice.

DUE DATES

All required documentation are due no later than four weeks before your reservation.

RV RESERVATIONS

For information regarding RV lodging reservations, please contact APHA Events at aphaevents@apha.com or 817.222.6402.

SHIPPING & DELIVERIES

• To ensure efficient operations and minimize any potential disruptions, we kindly request that all vendors make arrangements with the lodging office before sending any large deliveries. This will allow us to better manage our storage space and ensure that we can accommodate your shipments effectively.
• Deliveries are considered "Large" if they meet any of the following criteria:
• Quantities greater than 5 total boxes
• Weights greater than 50lbs per box
• Dimensions exceeding 24x24x24"
• Additionally, all packages - regardless of size - must be picked up promptly. If you are present on-site when a package is delivered, the package must be picked up on the same day. Please make arrangements to collect your package promptly. In the event you are off-site when a package is delivered, we understand that it may take longer to arrange for pickup. Therefore, we kindly request that you collect the package within a maximum of three (3) days from the date of delivery. This will help us maintain an organized workspace and ensure timely processing. This policy is in place to maintain an organized and clutter-free environment for our staff and guests. Non-compliance may result in the denial and return of your package(s).
• Failure to pick up deliveries as stated above will result in a late fee of $15 per box.
• Having unplanned large shipments not only disrupts our daily procedures but also strains our resources. Vendors who neglect to communicate proper shipping details with the lodging office may be subject to contract suspension or termination. There are no exceptions.
• If you would like to coordinate or inquire about a delivery, please call the lodging office at 937.382.0985 ext 3.

Insurance 

Vendors understand that APHA and WEC do not maintain insurance covering Vendor’s property and that Vendors have the sole responsibility to obtain insurance to cover any losses, property damage, or business interruption. 

Right To Cancel

APHA reserves the right to cancel contract for any reason, at any time, and reserves the right to enter into future contracts. Any violation of the contract or the Vendor Rules may result in all agreements being cancelled immediately and vendor may be denied from exhibiting at any future shows. 

Sales Tax & Permit Information

All sales taxes, income taxes, FICA or other withholding taxes arising out of or in connection with Vendor’s use of the vendor space are the sole responsibility of the Vendor. All trade show vendors must have sales tax permits. Additional information can be found here https://www.tos.ohio.gov/

Liability

Vendor agrees to indemnify and hold harmless the American Paint Horse Association, the APHA Eastern National Championship Show, APHA agents, officers and employees from all claims, losses, costs, damages or expenses resulting or arising from any and all injuries to or death of any person, or damage to property caused by an act, omission or neglect of Vendor’s agents, employees, invitees, contractors, or guests, which occur in or about the vendor space. Vendor agrees to use and occupy the vendor space at Vendor’s own risk, and hereby releases APHA, its agents, officers, employees and invitees from all claims for any damage, loss or injury to persons or property to the full extent permitted by law occurring in or about the vendor space, including, but not limited to, damages resulting from acts of other Vendors, theft, vandalism, fire and other casualty damage, or damage arising from any defects in the premises. 

By signing this form, the vendor agrees to abide by all rules and regulations set forth by the 2026 APHA Eastern National Championship Show and to hold harmless WEC, the APHA, its officers, directors, employees, and agents against any and all claims, demands, losses, damages, costs, and expenses arising from the vendor's participation in the show. 

APHA MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING THE NUMBER OF PERSONS WHO WILL ATTEND THE SHOW.

 I have read and agree to the rules and regulations of this contract: