Vendor Terms & Conditions
Due to rising venue costs, Battlefield Reptile Expo eliminated the buy 3 get 1 free tables as of January 1st, 2022.
Vendor Caps: To avoid excessive duplication, Battlefield reserves the right to close registration for categories. If applied, this will be noted on the registration page for the given date. We are not accepting further general reptile merchandise booths (apparel, drinkware, gifts, etc), however, we encourage you to sell your own logo brand merchandise at your booth. We are not accepting any non-reptile-related products at our expo at all.
Dry Goods: There will be no all-inclusive dry-goods exclusivity granted. T&B Reptile Zone has exclusive rights to sell new glass enclosures, no other vendor may sell them at a Battlefield Reptile Expo event. To prevent excessive product duplication, the number of vendors exhibiting new dry goods is capped on a case-by-case basis. Once the cap has been reached, it will be indicated on our registration form as “SPOTS FULL” and you can not register for that category.
Feeder Rodents & Insects: There will be no feeder rodents exclusivity granted at any Battlefield Reptile Expo event. To prevent excessive product duplication, the number of vendors exhibiting feeder rodents & insects is capped. Once cap has been reached, it will be indicated on our registration form as “SPOTS FULL” and you can not register for that category.
Exhibitor Registration: To guarantee booth space, all exhibitors must complete the online registration and submit the required deposit via the Battlefield Reptile Expo website. Sharing tables is permitted, however, only one name will be advertised and that name will be considered the responsible party for that table. If you are sharing and want both names listed, the second party must register independently for their own tables.
Exhibitor Cancellation: Exhibitors who have already registered for a show and wish to cancel for any reason must notify Battlefield Reptile Expo via email to email@example.com by 8:00 am EST at least 14 days prior to the show date in order to cancel without penalty. No refunds or table transfers will be processed for any exhibitor canceling within 14 days of the scheduled event. Any exhibitor who is a no-show at a booked event without proper notification will be banned from attending all future Battlefield Reptile Expo events.
Vendor Bands: Vendors are required to wear or carry on their person vendor bands until the end of the show. These bands help our staff and guests identify you. At the end of the show, you can keep your bands, colors are rotated on each expo date. You will receive two armbands for the first 4 tables registered and 2 armbands for every 2 tables registered after. This means for 1-4 tables you receive 2 armbands, for 5-6 tables you receive 4 armbands, for 7-8 tables you receive 6 armbands, etc. If you need additional entry bands, they must be purchased as regular guest entry bands for $5/ea for 13+ and older (12 and under free).
Vendor Lunch: Each vendor receives two lunch tickets for every 4 tables they register for. This means for 1-4 tables you receive 2 lunch tickets, for 5-8 tables you receive 4 lunch tickets, 9-12 tables you receive the 6 lunch tickets, etc. Purchasing additional lunch tickets is not possible, but vendors may share extra tickets they receive amongst each other and food is available for purchase from the venue in the lobby. Vendor lunch will be served from noon to 1:30 in the conference room in the lobby (look for the PINK sign on the door).
Vendor Bathrooms: We know the lobby bathrooms get busy. Vendors-only bathrooms are located inside a separate building outside the doors to the left of T&B Reptiles supply booth (look for the BLUE sign on the door).
Exhibitor Placement: No vendor may choose the location of their tables in the layout nor is any placement they are put in their designated space indefinitely. Battlefield Reptile Expo reserves the right to change the layout and placement of vendors as they see fit. Requests for placement next to a specific vendor can be sent via email or Facebook messenger, but are not guaranteed.
Access to Facilities: Exhibitors are provided access to the event facilities only during the times specified in the load-in and load-out schedules. Exhibitors are permitted to set up the Friday before the show between the hours of noon and 6:00 pm. Doors open for exhibitor set up the morning of the show at 6:00 am. All exhibitors must be fully set up and ready to greet attendees by 8:45 am. All exhibits must remain set up until the end of the show at 4:00 pm. At the end of the show, all vendors must be packed up and out of the venue by 6:00 pm.
Theft of Exhibitor Property: To prevent shoplifting and theft of property, all exhibitors are expected to display their products appropriately and staff their tables properly. Battlefield Reptile Expo is not responsible for any theft occurring before, during, or following each event.
Exhibit Displays: Each exhibitor is expected to utilize their allotted space to create a display that is both professional and attractive to guests. All exhibits must include visible signage. Acceptable signage includes banners, printed paper, or business cards.
Temperature Considerations: Battlefield Reptile Expo works diligently with host venues to keep temperatures at levels that would be considered reasonable for the needs of most animals. Exhibitors with animals should always take into consideration, however, weather conditions and other extenuating circumstances that may impact the wellbeing of their specific species. If it is unseasonably hot or cold during a scheduled event, please take appropriate precautions to protect your animals.
Handling Animals: Exhibitors choosing to remove non-venomous animals from their enclosures and/or allow guests to touch or handle their animals are solely responsible for maintaining control over their animals at all times. Each exhibitor is exclusively liable for any damage to property and/or personal injury resulting from their live animals on the host venues’ premises.
Escaped Animals: Each exhibitor is solely responsible for ensuring that their animals remain in their allotted exhibit area at all times, unless under the direct control of an employee or customer. It is the sole responsibility of each exhibitor to recapture any escaped animals without causing unreasonable disruption to guests or other exhibitors. Any escaped animals must immediately be reported to Battlefield Reptile Expo. Any lost animals that have not been found after event hours or once the event has ended become property of Battlefield Reptile Expo, with no obligation of return to the original owner.
Wild-Caught Animals: There are no restrictions on the sale of legal, wild-caught animals. Furthermore, exhibitors are not required to display any specific signage. Exhibitors are, however, required to disclose any pertinent information to interested guests, including whether a particular animal was captive-bred or wild-caught.
Exhibitors Authorized Representative: Each exhibitor must name at least one person to serve as their representative in connection with the installation, operation, and removal of their exhibit. Please indicate your authorized representative’s name on your application form. Booths must be staffed at all times during public show hours.
Liability and Insurance: Exhibitors are solely responsible for the security of their booth and its contents while it is in the Battlefield Reptile Expo venue. If you are an exhibitor, you may wish to consult with your insurance provider regarding coverage for this type of event.
Clean-up: Exhibitors are expected to leave their booth space reasonably clean at the end of each show. There should be no trash on the tables or floor. Any exhibitor who does not adhere to these guidelines may be asked to pay a $50 cleaning deposit when reserving space at future shows.
Event Photography: Battlefield Reptile Expo reserves the right to use any photographs and/or video footage taken at an event, without the expressed written consent of those included in said photographs/video footage. Images and/or video footage may be used by Battlefield Reptile Expo to produce publications or media material, including but not limited to: brochures, newspapers, invitations, books, magazines, websites, social media, etc. To ensure the privacy of individuals or children, personal identifying information will not be used without written approval from the subject, or his/her parent or legal guardian. Any person attending a Battlefield Reptile Expo who does not wish to have their image recorded for distribution should contact Battlefield Reptile Expo prior to the event at firstname.lastname@example.org and/or make their wishes known to the event photographer and/or event organizers during the event. By failing to notify Battlefield Reptile Expo, in writing, of your wish not to be included in any media material, and by participating in the event, you agree to release, defend, hold harmless and indemnify Battlefield Reptile Expo from any and all claims involving the use of your picture.
Guests Bringing Animals: Guests attending Battlefield Reptile Expo are allowed to bring one animal with them inside the event. We strongly believe that this interaction will facilitate additional opportunities to engage in discussion with exhibitors and will generate added excitement among other event attendees. Animals brought by guests to the expo must be in good health and under the control of their owner/handler at all times. Bringing animals to the event for the purpose of selling or trading them is strictly prohibited, as only show exhibitors with the appropriate permits are allowed to do so. Any guests violating these policies will be asked to leave the show. Please note, dogs are not allowed in the venue.
Violation of Event Rules: Battlefield Reptile Expo reserves the right to strictly enforce any and all event policies, rules, and regulations. Any exhibitor deemed to be in violation of these rules will be removed from the show at Battlefield Reptile Expo’s discretion. Any exhibitor who is instructed to leave must do so immediately. Failure to comply will result in the exhibitor’s materials being removed at their expense. Violators will also bear the risk of any damage associated with the removal of their materials and animals.
State Regulations: All animals present at Battlefield Reptile Expo must be healthy and legal to sell within the state of Pennsylvania. Any exhibitor who intentionally and/or repeatedly offers illegal or unhealthy animals for sale may be banned from all future Battlefield Reptile Expo events. It is the responsibility of each exhibitor to know and understand state laws regarding the sale of animals. Battlefield Reptile Expo can not provide legal advice and it is the responsibility of the vendor to research and follow any applicable state laws.
The Commonwealth of Pennsylvania Department of Agriculture requires that all reptile and amphibian dealers and propagators (breeders) be properly licensed. Please call (717) 783-9550 ext. 211 for any questions on the proper licenses needed.
Commonwealth of Pennsylvania
Department of Agriculture
Bureau of Animal Health and Diagnostic Services
2301 North Cameron Street
Harrisburg, PA 17110-9408
Dogs are prohibited from entering the expo facilities. Adopting or selling cats or dogs is strictly prohibited.
Please Note: Trained Service Dogs are always welcome. Battlefield Reptiles Expo adheres to the ADA’s definition of service animal found here. Please refer to ADA’s frequently asked questions as it pertains to Battlefield Reptile Expo events.
These rules are intended for the protection of you, as the exhibitor, as well as the buyer, the general public, and the show itself. These rules are not flexible and will be strictly enforced. Please help us to continue to allow venomous animals by adhering to these simple, but necessary regulations.
Containers: All venomous animals must be securely housed in taped, unbreakable containers and labeled accordingly prior to any customer leaving with a purchase. Only RED tape will be allowed to designate containers with venomous species. Under no circumstances will any venomous animals be removed from containers at any time. Containers and lids must remain closed, intact, and properly labeled/taped at all times.
Sales Policies & Procedures: The sale of venomous snakes to anyone under the age of 21 is strictly prohibited. Likewise, venomous animals should never be sold to anyone who obviously does not possess the knowledge and/or experience necessary to properly handle venomous animals. Any venomous animal sold will be tagged and must remain at the exhibitor’s booth until the buyer is leaving the show. At this time, the exhibitor will provide the waiver and animal to show event staff who will escort the customer to the exit. Any exhibitor failing to adhere to these policies will be immediately ejected from the show and no refund will be issued.