Name of NGC Program:
National Garden Clubs, Inc. 2026 Annual Convention (the “Event”)
at St. Louis Hilton at the Ballpark (the “Venue”)
during May 4, 2026 – May 6, 2026 (the “Event Period”)

Dates and Hours of NGC Vendor Operation:
Monday, May 4, 2026, 3:00 P.M. – 6:00 P.M.
Tuesday, May 5, 2026, 8:00 A.M. – 6:00 P.M.
Wednesday, May 6, 2026, 8:00 A.M. – 2:30 P.M.

Vendor Location
Vendor will be assigned a location within the Grand Suites (the “Vendor Area”). Each Vendor shall be allocated one table space within the Vendor Area (the “Vendor Location”), allocation of which is the sole province of NGC. One electrical source will be available to the Vendor. Additional electrical power is available from the Venue. Request for additional power is made by Vendor directly to Venue Audio Visual Team via the portal set up for the Event and provided upon arrival.

The Venue will supply one draped 6-foot table and 2 chairs. Any additional tables/chairs are subject to availability from Venue. One electrical source will be available to the Vendor. Vendor will provide its own racking, cash box with funds/receipt book or such other payment mechanism of Vendor’s choice, bags/wrapping materials, and other items needed to transact business.

Vendor Operations
Vendor shall ensure that Vendor’s Location(s) shall be open and operating during the Dates and Hours of Operation set forth above. Vendor arrival and set-up shall begin at 12:00 P.M. and be completed by 3:00 P.M. on Monday, May 4, 2026. Breakdown/dismantling of the Vendor Location shall begin at 3:00 P.M. and be completed by 5:00 P.M. on Wednesday, May 6. 2026 (the “Breakdown Date and Time”). Vendor will refrain from breaking down the Vendor Location prior to the Breakdown Date and Time.

Vendor Fees
Vendor Location pricing is $250 per table (the “Vendor Location Fee”). Additional tables are subject to availability from Venue. The applicable Vendor Location Fee is due with this form.

Required attachments to the completed Vendor Registration Form are the executed Vendor Agreement and copies of the Vendor’s Certificate of Liability Insurance.

Vendor Storage
Vendor may store extra inventory and secure all products overnight in the Vendor Area, which will be secured outside the Dates/Hours of NGC Vendor Operation. Access will be available via Vendor Contact Person or designee.

Venue Access
Vendor access to the Venue shall be through the entrance to the Venue garage located adjacent to the Vendor Area (“Garage Access”). The Garage Access shall be available for use by Vendor for Vendor arrival and set-up and for Vendor breakdown and departure. If Vendor is a guest of the Venue during the Event, Vendor may also use the passenger elevators/escalators for set-up and breakdown.

Freight
The Vendor may ship their product to the Venue prior to the Event. Vendor is responsible for any storage fees incurred at the Venue prior to, during, and/or immediately after the Event Period. Post-Event shipping services are available at the Vendor’s expense. Services and fees are set forth in Schedule A: Shipping Services, attached hereto and made a part hereof.

Sales Tax Collection
Vendor is responsible for collecting and remitting State of Missouri Sales Tax.

Vendor Products
Vendor will sell the merchandise set forth on the Vendor Information Sheet (“Vendor’s Products”). Vendor may not sell the following items:

1. Food products that are not prepared in a licensed kitchen and pre-packaged.
2. Items identical to those being sold by NGC.
3. Items of a suggestive or questionable nature, as determined in NGC’s sole discretion.

Consumption of Alcohol During Hours of Operation
Vendor shall refrain from consuming alcohol during Hours of Operation.

Smoke-free Facility
The Venue is a smoke-free facility. Smoking is prohibited within the Venue.

Insurance
Vendor is required to have a valid General Liability Insurance policy in the amount of one million dollars ($1,000,000) naming NGC as an Additional Insured. A copy of the Vendor’s Certificate of Liability Insurance must be submitted with the executed copy of this Vendor Agreement and be available on site at the Event.

Promotion and Copyright
Vendor grants NGC the right to use and to authorize others to use Vendor’s name, logo and other materials containing reference to Vendor or Vendor’s Products in connection with advertising, promoting, and publicizing the Event and/or NGC. Vendor's digital logo is attached hereto and made a part hereof. Vendor affirms that Vendor has full authority to use and grant the rights set forth in this Agreement. Vendor further affirms that to the best of Vendor’s knowledge, none of Vendor’s Products infringe upon any copyright or any other proprietary right of any person.

Relationship Between Parties
In the performance of this Agreement, it is mutually and specifically understood between Vendor and NCG that Vendor is and at all times will be acting on its own behalf and not as a partner, agent, joint venture, officer, or employee of NGC. Vendor has the sole responsibility for the hiring, compensation, termination, and all other matters pertaining to the operation of Vendor’s Operations. Vendor agrees to take such steps as may be necessary to ensure that any of Vendor’s officers, agents, employees, or any subcontractor or contractor will not be considered or permitted to be an employee, agent, servant, joint venture, or partner of NGC. Vendor shall hold NCG harmless from any liability arising from a relationship between Vendor and any of its employees, agents, or servants, whether under industrial accident laws, workers’ compensation laws, employment taxes or other state or federal laws applicable to employees and employers.

Indemnification
Each party agrees to indemnify, defend, and hold harmless the other party, its officers, director, employees, and agents from any expense, loss, claim or liability (including but not limited to reasonable attorneys’ fees and expenses) arising out of the performance of its duties hereunder.

Notice
Notices and consents under this Agreement must be in writing and delivered by mail, hand delivery, fax, or e-mail to the Vendor and Vendor Contact Person or to such other physical address, number or e-mail address specified by either party in writing to the other party.

Cancellation
Except as otherwise provided, the failure of either party, for any reason whatsoever, to comply with any covenant or obligation herein contained shall be cause for the other party to refuse to perform and/or to suspend performance or suspend and retrieve payment, free of any obligation.

In the event that performance of any of the covenants of this Agreement by either party shall be prevented by

Acts of God, morbidity, physical disability, acts or regulations of public authorities or labor unions, labor difficulties, strikes, civil tumults, war, epidemic, pandemic, interruption or delay of transportation service, or any cause beyond their or its reasonable control, either party may cancel the balance of the engagement upon written notice to the other party. In the event that such a cancellation occurs, the Vendor Location Fee and Electrical Source Fee paid to NGC by the Vendor shall be reimbursed promptly.

Governing Law
This Agreement, and any disputes arising hereunder, shall be governed in accordance with the laws of the State of Missouri, USA and shall be deemed to have been executed and entered into within the State of Missouri.

Severability
If any term or provision of this Agreement shall be found to be illegal or unenforceable, then, notwithstanding such provision, the remainder of this Agreement shall remain in full force and effect and such term or provision shall be deemed stricken.

Signatures
Those signing this Agreement represent that they have all necessary authority to sign for the persons, agency, and/or corporations that they represent.

 

Vendor Contact Person:

Pat Wilson
36 Yeardley’s Grant
Williamsburg, VA 23185
patjohnwilson@hotmail.com
908-377-5713

Schedule A: Shipping Services

HILTON ST. LOUIS at THE BALLPARK
HOTEL SHIPPING INFORMATION SHEET

Shipping Address: 1 South Broadway, St. Louis MO, 63102

Hotel Contact Information: 314.421.1776

Delivery Time/Pickup Time:

UPS/FedEx: Delivers to and from the Dock
USPS/Amazon: Delivers to the Front Desk

*Must have pre-arranged pickup time
*Must provide own shipping out label

Packaging Requirements: Have all boxes or pallets labeled with the Hotel Address, Group Name and Convention Services Managers Name

If vendors: Vendor Name, Group Name, Booth # (if applicable)

Delivery Instructions: Shipping Vehicles should approach the hotel via 1 South Broadway, St. Louis MO 63102. You will take a right at the intersection of Walnut Street and Broadway at the corner of the hotel. To access the loading dock or our valet alley, you will take a right halfway down the block. The dock is an immediate right turn and down, the valet alley would be a right and pulling forward.

SHIPPING:

• Exhibitors can ship items in their name with our address below. See example:
  • Exhibitors/Vendors First and Last Name – Conference Name
    Hilton St. Louis at the Ballpark
    1 S Broadway
    St. Louis, MO 63102

• Once exhibitors/vendors are on property, they are welcome to call security directly in order to bring their shipped items upstairs. They can do this by dialing 0 on any house phone. Otherwise, they can ask the front desk to call for them.
• Anything small, shipping USPS, will be delivered directly to the front desk.
• UPS/FedEx items will be delivered to our loading dock and placed in our shipping and handling holding area until exhibitors/vendors request them.