International Free & Accepted Modern Masons, Inc. and Order of the Eastern Star
Convention Dates: July 10–17, 2027
Location: Norfolk Waterside Marriott, Norfolk, Virginia
International Free & Accepted Modern Masons, Inc. and Order of the Eastern Star welcomes businesses, entrepreneurs, organizations, and independent vendors to participate in the 77th Supreme Convention.
To ensure a professional, organized, safe, and successful vending experience, all vendors are required to review and comply with the following guidelines, policies, and regulations.
1. Vendor Registration and Approval
All vendors must complete the official vendor registration process and pay the applicable vendor fees.
Vendor space is limited and subject to availability. Registration does not automatically guarantee acceptance. Convention management reserves the right to approve or decline vendor participation based on available space, products and services offered, and the needs of the Convention.
Vendors may only sell, promote, or distribute products and services identified during registration and approved by Convention management.
2. Vendor Fees, Space Assignments, and Excess Space Charges
Vendor Registration Fees: The standard vending fee is $100 per day, unless otherwise published by Convention management. Each registered vendor will receive two (2) six-foot tables, subject to availability and space limitations. Additional tables may be requested at $50 per table, subject to availability and approval.
Space Assignments: Vendor locations will be assigned by Convention management. Every reasonable effort will be made to avoid placing vendors offering identical products or services immediately next to one another. However, exclusive product or service rights are not guaranteed.
Vendors may not relocate, exchange, share, or transfer assigned vending spaces without prior written approval.
Excess Space Charges: All vendors are required to keep their merchandise, displays, tables, chairs, equipment, storage materials, and business activities within their assigned vending space.
Any vendor occupying or utilizing space beyond their assigned allocation will be assessed an additional fee equal to the established daily rate for one (1) additional vendor space for each additional vendor-space equivalent occupied, for each day the excess space is used.
For example, at the standard vending rate of $100 per day:
• One additional vendor space for one day: $100.
• One additional vendor space for two days: $200.
• One additional vendor space for three days: $300.
• Two additional vendor spaces for one day: $200.
Convention management will determine the amount of additional space occupied based on the designated vendor-space allocation. Additional space must be requested and approved in advance. Unauthorized use of additional space does not guarantee the vendor the right to retain that space.
All excess space charges are due immediately upon notification and are nonrefundable. Failure to pay the assessed charges or comply with the designated space requirements may result in the removal of merchandise, suspension of vending activities, or termination of vending privileges without a refund.
3. Vendor Setup, Operating Hours, and Breakdown
Vendors must adhere to all established setup, operating, and breakdown schedules. Official vending dates, daily operating hours, setup instructions, and breakdown deadlines will be communicated to approved vendors before the Convention.
All vendors must complete setup before the designated opening time and maintain their assigned vending space during their registered vending days. Early breakdown, unauthorized departure, or failure to remove merchandise and equipment by the established deadline may result in additional charges or restrictions on future vendor participation.
Convention management reserves the right to adjust vending schedules to accommodate official Convention activities, banquets, hotel requirements, or other operational needs.
4. Vendor Conduct and Professionalism
Vendors must conduct all business activities professionally, respectfully, and ethically.
The following activities are strictly prohibited:
• Harassment, discrimination, threats, or disruptive behavior.
• Aggressive sales practices or unauthorized solicitation.
• Blocking aisles, entrances, exits, or neighboring vendor spaces.
• Excessively loud music, announcements, or other disturbances.
• Displaying or selling offensive, illegal, counterfeit, or unauthorized merchandise.
• Sharing, transferring, or subleasing assigned vendor spaces without authorization.
• Conducting business outside assigned vending areas without prior approval.
Convention management reserves the right to require corrective action or remove vendors who violate these standards.
5. Merchandise and Product Restrictions
All merchandise and services must comply with applicable federal, state, and local laws. Vendors are prohibited from selling counterfeit, stolen, illegal, or otherwise restricted merchandise.
Food, beverages, alcoholic/tobacco products, or other items subject to hotel restrictions may not be sold or distributed without prior written authorization from Convention management and the hotel.
The reproduction, sale, or distribution of merchandise bearing the official names, logos, seals, emblems, or trademarks of International Free & Accepted Modern Masons, Inc. and Order of the Eastern Star requires appropriate authorization.
6. Security and Personal Property
Dedicated security will not be provided for individual vendor spaces. Vendors are responsible for protecting and securing their merchandise, cash, equipment, personal belongings, and other property.
International Masons and Eastern Stars will not be responsible for theft, loss, damage, or missing property except to the extent required by applicable law. Vendors are encouraged to maintain appropriate insurance coverage and secure all valuables when their vending spaces are unattended.
7. Electricity, Internet, and Equipment
Electrical service, dedicated internet connectivity, extension cords, additional display equipment, and specialized services are not included in the standard vendor registration fee unless specifically authorized.
Requests for additional services must be submitted in advance. All requests are subject to hotel approval, availability, and applicable charges. Vendors are responsible for any additional expenses associated with their approved requests.
8. Parking, Loading, and Unloading
Vendors must comply with all hotel parking, loading, and unloading procedures. Designated loading areas may only be used for active loading and unloading. Vehicles must be promptly moved to authorized parking locations.
Parking fees, where applicable, are the responsibility of individual vendors unless otherwise announced. Vehicles parked in restricted or unauthorized areas may be subject to towing or other enforcement measures.
9. Cleanliness and Maintenance
Vendors are responsible for maintaining clean, orderly, and safe vending spaces. All displays, merchandise, and equipment must remain within the boundaries of the assigned space.
Vendors must properly dispose of trash and remove all merchandise, packaging, and equipment upon completion of vending activities. Vendors may be financially responsible for damage to hotel property, furniture, fixtures, or equipment resulting from their activities.
10. Vendor Payments, Cancellations, and Refunds
All vendor registration fees and approved additional charges must be paid according to established payment deadlines. Vendor cancellations must be submitted in writing to Convention management.
Vendor registration fees are nonrefundable unless otherwise expressly approved in writing by Convention management or required by applicable law.
Failure to attend, late arrival, early departure, or failure to utilize reserved vending space does not qualify for a refund. If the Convention is canceled or materially modified, Convention management will communicate the applicable refund or credit arrangements.
11. Liability, Insurance, and Responsibility
Vendors participate at their own risk and are responsible for their personnel, business operations, products, equipment, and activities. Vendors must maintain any permits, licenses, insurance, or certifications required by applicable laws or hotel policies.
To the extent permitted by law, vendors agree to indemnify and hold harmless International Free & Accepted Modern Masons, Inc. and Order of the Eastern Star, their officers, representatives, employees, and agents from third-party claims, damages, and reasonable expenses arising from the vendor's negligence, unlawful conduct, or violation of these guidelines, except to the extent caused by the negligence or misconduct of the protected parties.
12. Compliance and Enforcement
Convention management reserves the right to enforce all vendor guidelines, rules, and hotel regulations. Violations may result in corrective action, additional charges, suspension of vending privileges, or removal from the Convention without a refund, subject to applicable law.
Convention management reserves the right to modify operational procedures when necessary for safety, compliance, hotel requirements, or Convention operations. Material changes will be communicated to affected vendors.
13. Vendor Acknowledgment and Agreement
By completing vendor registration, the applicant acknowledges that they have read, understand, and agree to abide by all 77th Supreme Convention Vendor Guidelines, Rules & Regulations.
The applicant specifically agrees to remain within their assigned vending space and accepts financial responsibility for any additional space occupied, whether authorized or unauthorized.
The applicant understands that excess space will be charged at the established daily vending rate for each additional vendor-space equivalent occupied, for each day of use.
The applicant also acknowledges that failure to comply with these guidelines, including refusal to pay assessed excess space charges, may result in the loss of vending privileges without a refund, subject to applicable law.
