By submitting a vendor application and/or participating as a vendor at a Pipeliners Tour event, the applicant (“Vendor”) agrees to the following terms and conditions.
1. Application & Approval
Submitting an application does not guarantee acceptance or participation.
All vendors are subject to approval by Pipeliners Tour. Vendor participation may be limited based on event capacity, product or service category, sponsor exclusivity agreements, event fit, safety concerns, or other operational considerations.
Pipeliners Tour reserves the right to approve, deny, limit, or revoke vendor participation at its discretion.
2. Vendor Fees & Payments
Any applicable vendor or participation fees must be paid according to the invoice or payment instructions provided by Pipeliners Tour.
Vendor fees are not considered paid until payment has been received and confirmed.
Unless otherwise stated in writing by Pipeliners Tour, vendor fees are non-refundable.
Failure to attend, late arrival, early departure, weather conditions, travel disruptions, changes in workforce activity, or other circumstances outside the control of Pipeliners Tour do not automatically qualify a Vendor for a refund.
3. Official Communication & Payment
All vendor and sponsor agreements, approvals, pricing, invoicing, payments, event participation arrangements, and related financial matters for Pipeliners Tour events must be coordinated directly through Melanie Baxter, Founder/CEO of Pipeliners Tour, or an individual expressly authorized by her in writing.
No venue, host location, employee, contractor, volunteer, sponsor, participating business, or other third party is authorized to collect vendor or sponsorship payments, negotiate participation terms, promise placement, or enter into agreements on behalf of Pipeliners Tour unless specifically authorized in writing.
Payments made to an unauthorized third party will not constitute payment to Pipeliners Tour.
4. Vendor Space & Placement
Vendor location and placement are determined by Pipeliners Tour.
Specific placement, proximity to entrances, sponsors, demonstrations, entertainment, food areas, or other vendors is not guaranteed unless expressly included in a written sponsorship or participation agreement.
Vendor spaces may vary by event and venue.
Pipeliners Tour may relocate vendors before or during an event when necessary for safety, traffic flow, operations, weather, demonstrations, sponsor obligations, or venue requirements.
5. Vendor Setup & Operations
Vendors must comply with all setup, check-in, operating, teardown, parking, loading, and event-hour instructions provided by Pipeliners Tour.
Vendors are responsible for providing their own equipment, displays, tables, chairs, tents, power cords, generators, lighting, signage, inventory, supplies, and other materials unless otherwise stated.
All displays must remain within the assigned vendor area unless approved otherwise.
Vendors must maintain a clean, professional, safe, and respectful space throughout the event.
6. Products, Services & Conduct
Vendors may only promote, display, demonstrate, distribute, or sell products and services approved through their application or subsequent written approval.
Pipeliners Tour may prohibit any product, service, display, promotion, activity, signage, merchandise, or conduct that it determines is unsafe, inappropriate, misleading, disruptive, offensive, inconsistent with the event, or conflicting with sponsor exclusivity.
Vendors and their representatives are expected to conduct themselves professionally and respectfully toward attendees, crews, event staff, venue personnel, sponsors, other vendors, and the public.
Pipeliners Tour reserves the right to remove a Vendor or Vendor representative from the event for unsafe, disruptive, inappropriate, intoxicated, threatening, or otherwise unacceptable behavior without refund.
7. Sponsor & Category Exclusivity
Certain product, service, or industry categories may be subject to sponsorship exclusivity.
Approval as a Vendor does not provide category exclusivity unless exclusivity is specifically granted in a separate written agreement with Pipeliners Tour.
Pipeliners Tour reserves the right to restrict Vendor branding, demonstrations, promotions, giveaways, or product displays when necessary to honor an existing sponsor or partner agreement.
8. Demonstrations & Equipment
Any Vendor conducting live demonstrations, operating machinery, displaying vehicles, welding, cutting, grinding, using open flame, operating powered equipment, or conducting another potentially hazardous activity must receive prior approval.
Pipeliners Tour may require additional safety procedures, barriers, personal protective equipment, certificates of insurance, permits, waivers, or other documentation.
Pipeliners Tour may stop any demonstration or activity it determines presents a safety concern.
9. Licenses, Permits, Taxes & Compliance
Vendors are responsible for obtaining and maintaining all licenses, permits, registrations, inspections, certifications, and approvals required for their business or activities.
Vendors are solely responsible for collecting and remitting applicable sales taxes and complying with all federal, state, parish/county, municipal, health department, fire department, alcohol, and other applicable laws and regulations.
Acceptance by Pipeliners Tour does not represent confirmation that a Vendor has satisfied these requirements.
10. Insurance
Pipeliners Tour may require Vendors to provide proof of general liability insurance and/or other appropriate insurance depending on the Vendor’s activities.
If insurance is required, the Vendor must provide documentation by the deadline established by Pipeliners Tour.
Vendors remain responsible for their own property, inventory, vehicles, employees, contractors, equipment, and operations regardless of whether proof of insurance is requested.
11. Food & Beverage Vendors
Food and beverage vendors are responsible for obtaining all applicable health department permits, food-service permits, inspections, licenses, and insurance.
Food Vendors must follow all venue and governmental requirements concerning food handling, sanitation, fire safety, propane, generators, grease disposal, water, and waste.
Alcohol may not be sold, served, distributed, or provided without prior written approval from Pipeliners Tour and compliance with all applicable licensing and permitting requirements.
12. Weather & Event Changes
Pipeliners Tour events may be held outdoors or in environments affected by weather, construction activity, workforce schedules, venue conditions, transportation issues, or other circumstances.
Pipeliners Tour may modify event hours, layout, programming, demonstrations, location within a venue, entertainment, activities, or other event details when necessary.
Weather-related interruptions, schedule adjustments, delayed openings, early closures, or program changes do not automatically entitle Vendors to refunds.
If an entire event is canceled, any refund or credit policy will be determined by Pipeliners Tour based on the circumstances and any commitments or expenses already incurred.
13. Assumption of Risk
Vendor acknowledges that participation in an industrial, pipeline, equipment, welding, truck, construction, and public event environment may involve inherent risks.
Vendor voluntarily assumes the risks associated with its participation and is responsible for the safety of its employees, representatives, contractors, property, displays, equipment, vehicles, and activities.
14. Liability
To the fullest extent permitted by law, Vendor agrees that Pipeliners Tour, The Pipeline Life, their owners, affiliates, officers, employees, contractors, volunteers, event hosts, and venue partners will not be responsible for loss, theft, damage, injury, business interruption, lost profits, or other losses arising from Vendor participation except where liability cannot legally be waived.
Vendor is responsible for damage or injury caused by Vendor, its employees, contractors, agents, equipment, displays, products, vehicles, or activities.
15. Indemnification
To the fullest extent permitted by law, Vendor agrees to indemnify, defend, and hold harmless Pipeliners Tour, The Pipeline Life, their owners, affiliates, officers, employees, contractors, volunteers, event hosts, and venue partners from claims, liabilities, damages, losses, costs, or expenses arising from or related to Vendor’s participation, operations, products, services, employees, representatives, equipment, displays, or violation of applicable laws.
16. Photography, Video & Media
Pipeliners Tour and The Pipeline Life actively capture photography, video, interviews, social media content, and promotional material during events.
By participating, Vendor grants Pipeliners Tour and The Pipeline Life permission to photograph, film, record, and otherwise capture Vendor displays, personnel, demonstrations, signage, products, and activities during the event.
Such content may be used for social media, websites, advertising, event promotion, recap videos, sponsor materials, editorial content, and other promotional or commercial purposes without additional compensation.
Vendor is responsible for obtaining any necessary permissions from its employees or representatives.
17. Use of Pipeliners Tour Branding
Vendor participation does not grant ownership or unrestricted use of the Pipeliners Tour, The Pipeline Life, rally names, logos, trademarks, graphics, or other intellectual property.
Any use of official branding must comply with guidelines provided by Pipeliners Tour and may require prior written approval.
Vendors may accurately state that they are participating in an event after their participation has been officially approved.
18. Giveaways & Promotions
Giveaways, contests, drawings, raffles, games, promotional activities, product sampling, or attendee data collection must comply with applicable law and may require prior approval.
Vendor is responsible for the administration, legality, fulfillment, and expenses associated with any Vendor-operated promotion.
Vendor may not imply that Pipeliners Tour or The Pipeline Life sponsors or guarantees a Vendor promotion unless agreed to in writing.
19. Attendee Information & Solicitation
Vendor may interact with attendees and collect leads through normal event participation, but may not engage in aggressive solicitation, harassment, unauthorized mass data collection, or misleading sales practices.
Vendor may not sell, transfer, scrape, or misuse attendee information obtained through Pipeliners Tour.
20. No Guarantee of Results
Pipeliners Tour provides Vendors with the opportunity to participate in an event and engage with attendees.
Pipeliners Tour does not guarantee attendance numbers, sales, leads, contracts, social media reach, impressions, engagement, revenue, future business, or any specific return on investment unless a specific deliverable is expressly stated in a written agreement.
21. Removal or Termination of Participation
Pipeliners Tour may terminate or revoke Vendor participation for violation of these Terms & Conditions, failure to follow event instructions, nonpayment, unsafe conduct, misrepresentation, violation of sponsor exclusivity, unlawful activity, or behavior that could negatively impact the event, attendees, venue, sponsors, or Pipeliners Tour brand.
Removal for violation of these terms does not entitle Vendor to a refund.
22. Independent Businesses
Vendors participate as independent businesses.
Nothing in Vendor participation creates an employment relationship, partnership, joint venture, franchise, agency relationship, or other legal association between Vendor and Pipeliners Tour or The Pipeline Life.
23. Changes to These Terms
Pipeliners Tour may update reasonable event rules, safety requirements, operational procedures, or participation requirements as necessary.
Material changes affecting a confirmed Vendor’s financial obligations or contracted sponsorship rights will be communicated directly when applicable.
24. Acceptance
By submitting the Vendor Application, signing an agreement, submitting payment, checking an acceptance box, or participating in a Pipeliners Tour event, Vendor acknowledges that they have read, understand, and agree to these Terms & Conditions.
Vendor further confirms that the individual submitting the application is authorized to agree to these terms on behalf of the business or organization listed in the application.