TERMS AND CONDITIONS
Kansas City Black Expo
Please READ Entirely
PAYMENT INFORMATION: For your convenience, we encourage you to PAY directly online using a credit or debit card through our website on the vendor page. Online payments will incur a service fee. Payments will also be accepted in the form of a Personal or Business Check, Money Order, or Cashier’s Check. Upon acceptance of your application and payment, exhibitors/vendors will receive a space assignment. Application and fees must be received by June 30th to be considered for a vendor space. Prices listed for onsite set-up are for both days, no exceptions. AFTER May 31st, only ONLINE Credit Card payments, CASHIER’S CHECK, or MONEY ORDER WILL BE ACCEPTED. The Kansas City Black Expo reserves the right to approve and/or deny vendor applications as deemed appropriate.
FOOD VENDOR: All food vendors must be self-contained and adhere to all food handling and preparation regulations. You can provide your own quiet Generator or purchase electricity. Hand sanitizer and/or food gloves are recommended when handling orders.
SPACE INFORMATION: Vendors will receive the purchased space size space. You must supply your own desired setup, including a REQUIRED pop-up tent, racks, tables, chairs, etc. You must bring weights for each corner of your tent, with a minimum of 20 lbs. per leg. You are responsible for your electrical cord and night lighting. Your booth must remain open for the duration of the event.
Approved Food Vendors will receive the purchased space size and are required to provide 1/2-inch PLYWOOD and TARP/COVERING and MUST COVER YOUR ENTIRE SPACE.NO GREASE SPILLS ARE PERMITTED ON CITY PROPERTY. Gas grill equipment must be at least 10 feet from tent set-up. Tents, tables, chairs, and electricity are not included in the fees for food vendors. Food Trucks will require pre-approval and must have the appropriate electrical outlet for service.
All Vendors are required to provide all materials needed to decorate and brand your space. Signage or merchandise is not allowed to impede the space of other vendors and must be contained in your area. You are responsible for bringing your own electrical cord at least 100 feet and night lighting.
GENERAL RULES & REGULATIONS:
Exhibitors/Vendors must comply with all city, county, state, and federal ordinances and laws.
VENDORS ARE PROHIBITED FROM BRINGING ALCOHOLIC BEVERAGES/DRUGS/WEAPONS ON Kansas City Black Expo GROUNDS.
No music/entertainment will be allowed in vendor spaces other than for Exhibitors/Vendors registered to sell music media.
Vendors may not bring animals onto the Kansas City Black Expo grounds unless certified as a health support animal.
A description of all items to be sold MUST be submitted with your application. The Kansas City Black Expo MUST be notified of any changes not less than fourteen (14) days before the opening day of the Black Expo. Only foods listed can be sold.
ALL FOOD VENDORS MUST OBTAIN AND PROVIDE THE APPROPRIATE DOCUMENTS AS REQUIRED BY THE LOCAL HEALTH DEPARTMENT.
VENDORS WILL NOT BE PERMITTED TO SELL OR PROVIDE ANY BEVERAGES, INCLUDING WATER.
Grease traps for food vendors will not be provided; please bring your own disposal containers. NO grease dumping is allowed on Park grounds.
All vendors are responsible for self-parking and parking fees.
Under NO circumstance will an exhibitor/vendor be permitted to sublet, sublease, share, or loan its space(s) to anyone. Any confirmed violation of this term shall be sufficient grounds for immediate dismissal from the Black Expo. No refunds will be granted.
CANCELLATION/REFUNDS:
It is highly recommended that when purchasing a vendor space that you protect your purchase and buy the PURCHASE PROTECTION plan online. This is the only means of a refund, in the event of an emergency, as outlined by the purchase protection plan criteria. The Kansas City Black Expo will not directly issue any refunds.
Requests for refunds can only be made as per the Purchased Protection plan criteria.
No refunds for cancellations due to inclement weather or No shows.
ANCILLARY CHARGES/FEES:
Returned checks will be assessed at a charge of $75.00 per check.
Returned checks that have not cleared by May 31st will result in refusal of vendor participation and an additional 25% processing fee.
GOOD FAITH CONTRIBUTION: Each vendor is requested to provide at least two (2) promotional items to be used as stage prizes during the Black Expo. Vendor contributions will be acknowledged over the PA system during the Black Expo.
PLEASE NOTE: SPACE RESERVATION IS WITH PAYMENT ONLY. PAYMENT IN FULL MUST BE SUBMITTED ALONG WITH YOUR APPLICATION AND REQUIRED DOCUMENTS. DEADLINE/POSTMARK DATES WILL BE STRICTLY ADHERED TO.
No merchandise, unused or uncooked food, grease, grease spills, boxes, or trash, should be left in your area. YOU WILL INCUR A $200 FEE, PER DAY, TO BE COLLECTED SAME DAY, IF YOUR AREA IS LEFT A MESS.

Kansas City Black Expo GROUNDS: Location: Swope Park Bandstand, 4177 Pavilion Road
Kansas City, MO 64130
Schedule:
Friday, August 1: 4:00 PM - 10:00 PM
Saturday, August 2: 10:00 AM - 10:00 PM
Sunday, August 3: 10:00 PM - 7:00 PM
SPACE ASSIGNMENTS: All space approvals/assignments will be made on a first come, first serve basis, and are limited. No assignments will be granted until the completed application, appropriate form, and fees have been received and cleared.
PAYMENT: No Personal or Business checks will be accepted after May 31. Payment will only be accepted by cashier’s check, money order, or other pay sources on the vendor page on our website.
SET-UP/BREAK-DOWN:
Only (1) day, Friday, August 1, 2025, has been designated as mandatory set-up day for Food vendors, between 7:00 AM – 1:00 PM. All other vendors can set up hardware on Friday, 9 AM – 1 PM. Vendor check-in is required prior to entry.
Food vendor arrival time will commence no earlier than 7:00 AM and must conclude by 1:00 PM on Friday, August 1st, unless prior arrangements have been made.
After you park your vehicle, you are welcome to remain in the park to set up your station. NO space should be left unattended.
No materials should be posted, tacked, nailed, screwed, stapled, or otherwise attached to any part of city property, including trees and walls.
No vehicles, including cars, trucks, vans, and RVs, may enter the park before, during, or after the Black Expo.
Kansas City Black Expo CANCELLATION/REFUNDS:
It is highly recommended that when purchasing a vendor space, you protect your purchase by purchasing the Purchase Protection plan online. This is the only way to receive a refund in the event of an emergency, as outlined in the Purchase Protection plan criteria. The Kansas City Black Expo will not directly issue any refunds.


Refund requests can only be made in accordance with the criteria outlined in the Purchase Protection plan.


All vendors are responsible for purchasing the Purchase Protection plan online, whether you pay with a credit card, cashier’s check, or money order. Cash App is not accepted.


No refunds will be issued for cancellations due to inclement weather or no-shows.



ANCILLARY CHARGES/FEES:
Returned checks (due to insufficient funds, uncollected funds, etc.) will incur a charge of $75.00 per check per bank submission.


Returned checks that have not cleared or been replaced by a money order or certified check by May 31st will result in refusal of vendor participation and an additional 25% processing fee over and above the $75.00 return check fee. Collection efforts will proceed, including prosecution to the full extent of the law.


Unpaid returned checks will be submitted to the Office of the State’s Attorney for collection/prosecution.


To avoid these sanctions, it is highly recommended that all fees be submitted via credit card, money order, certified check, or other payment sources available through our website. Purchasing the Purchase Protection plan is also recommended when submitting your application.



GOOD FAITH CONTRIBUTION:
Each vendor is asked to provide at least two (2) promotional items to be used as stage prizes during the Kansas City Black Expo . Vendor contributions will be duly acknowledged over the PA system.

PLEASE NOTE:
SPACE RESERVATION IS WITH PAYMENT ONLY. Full payment must be submitted along with your application and required documents. Deadline/postmark dates will be strictly adhered to.
All vendors are required to clean your area at the end of each night. No merchandise, unused or uncooked food, grease, grease spills, boxes, or trash should be left in your area.
A $200 fee per day will be assessed if your area is left a mess. This fee will be collected on the same day. Vendors who do not clean their area may be unable to continue or participate in the future. No refunds will be granted.

Kansas City Black Expo GROUNDS:
Location: Swope Park Bandstand, 4177 Pavilion Road Kansas City, MO 64130
Directions:


SPACE ASSIGNMENTS:
All space approvals/assignments will be made on a first-come, first-serve basis, and are limited. No assignments will be granted until the completed application, appropriate forms, and fees have been received and cleared by the Kansas City Black Expo Committee (See Vendor Fee Schedule for deadline dates). Applications postmarked after May 31st will be accepted on a space-available basis.

PAYMENT:
Personal or Business checks will not be accepted after May 31. Payment will only be accepted via cashier’s check, money order, Zelle, or other payment sources through the vendor page on our website.

SET-UP/BREAK-DOWN:
Mandatory Set-Up Day: Friday, August 1, 2025 is the designated mandatory set-up day for Food vendors, between 7:00am – 1:00pm. All other vendors can set up hardware on Friday, 9am – 1pm. Vendor check-in is required before entry.


Food Vendor Arrival Time: Vendors may arrive no earlier than 7:00am and must conclude by 1:00pm on Friday, August 1 st, unless prior arrangements have been made. You will have 20 minutes to unload and move your vehicle. Please plan accordingly.


After parking your vehicle, you are welcome to remain in the park to set up your station. No space should be left unattended.


No materials should be posted, tacked, nailed, screwed, stapled, or otherwise attached to any part of city property, including trees and walls.


No vehicles, including cars, trucks, vans, and RVs, may enter the park before, during, or after the event.


Dismantling/Breakdown:
Dismantling and breakdown of your booth may not begin before Sunday, August 3 rd, at 7:00 PM, or until prompted by Kansas City Black Expo Staff. You will not be able to leave the premises until notified by Kansas City Black Expo/City Staff or Security to do so.
Set-Up:
Set-up of merchandise/food, based on your scheduled arrival time, will begin on Friday, August 1st, promptly at 7:00 AM and must be concluded by the opening time of the Kansas City Black Expo at 4:00 PM on Friday and 10:00 AM, on Saturday and 10:00 AM on Sunday.

HOURS OF OPERATION:
Vendors will be afforded two (3) days of vending:
Friday, August 1: 4:00 PM - 10:00 PM
Saturday, August 2: 10:00 PM - 10:00 PM
Sunday, August 3: 10:00 AM - 7:00 PM (All vendors must exit the park by 10:00 PM, Sunday, August 3, 2025)
If you are using or purchasing electricity, you are responsible for providing your own electrical cord of at least 100 feet.

SECURITY:
Security will be provided for the Kansas City Black Expo during after-hours only, starting at 9:00 PM, Friday, August 1, 2025, and concluding on Sunday, August 3, 2025, at 7:00 AM. Vendor fees include security patrol. Please ensure valuables are secured overnight. The Kansas City Black Expo Committee, The Black Owned Business Kansas City Foundation, the City of Kansas City, the Board of County Commissioners, and affiliated parties will not be liable or responsible for, nor will they act as insurers against, theft, loss, or damage to your property from any source, nor for any other damages incurred by you, the Exhibitor/Vendor, or person attending the event, at any time.
Each Exhibitor/Vendor shall provide such additional security, at their own cost and expense, as they deem appropriate for the protection of their goods and/or merchandise. The Kansas City Black Expo Committee, The Black Owned Business Kansas City Foundation, the City of Kansas City, and affiliated parties shall be held harmless in the event of any damage, harm, or loss of any property owned by, leased to, rented to, or associated with the Participating Company/Organization.

All Vendors/Exhibitors must adhere to the guidelines expressed in this agreement. There will be NO exceptions to the Terms and Conditions.
Your signature on the Vendor Application and Vendor/Exhibitor Agreement (either online or manual) confirms that you have read and understand all Terms and Conditions for your participation at the Kansas City Black Expo.