Vendor Participation and Liability Policy

This policy governs the participation of vendors in community events organized by the Coral Gables Museum. Its purpose is to establish clear guidelines for vendor responsibilities, Museum limitations, and compliance requirements to ensure safe, transparent, and mutually beneficial participation.

1. Independent Business Status

Vendors are recognized as independent businesses. They are solely responsible for the operation of their activities, including the sale of products, provision of services, and all related transactions. Vendors participate at their own initiative and expense.

2. Non-Responsibility of the Museum

The Museum does not assume responsibility for vendor operations. Specifically, the Museum is not liable for:

• The quality, safety, or legality of vendor products and services;
• Vendor business practices or representations;
• Payment processing, refunds, exchanges, or warranties;
• Any disputes between vendors and customers.

The Museum does not act as an intermediary in vendor-customer relations.

3. Customer Relations

All inquiries, complaints, or disputes related to vendor sales must be handled directly by the vendor. Vendors are expected to establish and communicate their own refund, exchange, and warranty policies to customers.

4. Assumption of Liability

Vendors assume full responsibility for any risks, damages, or losses arising from their participation in Museum community events. This includes, but is not limited to, property damage, theft, accidents, personal injury, or illness affecting staff, customers, or third parties.

5. Release and Indemnification

Participation in Museum community events implies that vendors release, indemnify, and hold harmless the Coral Gables Museum, its employees, trustees, volunteers, representatives, affiliates, organizers, and sponsors from any claims, damages, or liabilities resulting from vendor operations or sales activities.

6. Responsibility for Space and Personnel

Vendors are accountable for the safety, cleanliness, and proper use of their assigned spaces. They are also responsible for the conduct and performance of any employees, assistants, or contractors under their direction.

7. Compliance with Laws and Museum Rules

All vendors must comply with:

• Applicable federal, state, and local laws and regulations;
• Health, safety, and licensing requirements relevant to their operations;
• Museum policies, event guidelines, and staff instructions;
• Restrictions regarding prohibited or controlled items.

Non-compliance may result in removal from the event without reimbursement of fees.

8. Insurance (Recommended)

Although not mandatory, vendors are strongly encouraged to maintain liability insurance covering their participation in community events. The Museum reserves the right to request proof of insurance if deemed necessary.

9. Policy Acknowledgment

Participation as a vendor in Museum community events constitutes acceptance of this policy. Vendors who register or operate within such events are deemed to have read, understood, and agreed to the terms outlined herein.

10. Waiver Requirement

In addition to this policy, vendors are required to sign a formal Vendor Liability Waiver & Hold Harmless Agreement prior to participation. This waiver functions as an acknowledgment of risk and a release of liability in favor of the Museum. Vendors may download the waiver for review and signature here.