Vendor Lease Space
VA Vintage agrees to lease a designated Vendor space within the store to the listed Vendor for the purpose of displaying and selling merchandise approved by management.
Vendor spaces are assigned by management and may consist of booths, kiosks, shelves, walls or other designated areas.
VA Vintage reserves the right to alter, relocate, or adjust Vendor space without notice when necessary to improve store layout, sales performance, or to comply with safety or fire code requirements.
VA Vintage will make reasonable efforts to notify the Vendor in advance of any relocation and to assign a space that is comparable in size and visibility whenever possible.
Vendor agrees to cooperate with management and to relocate merchandise and fixtures within a reasonable timeframe as requested by VA Vintage.
Vendor acknowledges that the space remains property of VA Vintage at all times.
Lease Term
Vendor booth leases at VA Vintage operate on a month-to-month basis.
Rent is due in advance on or before the last day of each month in order to maintain the Vendor’s booth space for the upcoming rental period.
Either VA Vintage or the Vendor may terminate the lease with thirty (30) days written notice, unless otherwise stated in this Agreement.
VA Vintage reserves the right to terminate a Vendor lease immediately if the Vendor fails to comply with store policies, violates the terms of this Agreement, fails to pay rent, or engages in conduct that negatively impacts the store, its staff, customers, or other vendors.
Business License Requirement
Vendor shall maintain a valid business license issued by the City of Virginia Beach, Commissioner of the Revenue, as required by local law. Prior to setting up or operating a booth at VA Vintage, the Vendor must provide proof of a valid business license or documentation confirming that the Vendor has applied for such license.
VA Vintage reserves the right to request verification at any time that the Vendor’s business license remains valid and current. Upon request, the Vendor must provide written proof of a valid and renewed license within seven (7) business days by email to [email protected].
Rent Payment Terms
Vendor agrees to pay booth rent in advance on or before the last day of each month. The first month’s rent is non-refundable.
All rent payments must be made by credit card. Vendor is required to maintain a valid credit card on file with VA Vintage. Vendor authorizes VA Vintage to automatically charge the credit card on file for the full amount due on the due date.
If a charge is declined, returned, or disputed by the financial institution, the Vendor agrees to pay a $25.00 fee for each returned or disputed transaction, in addition to the outstanding balance.
Failure to maintain a valid payment method, failure to pay rent when due, or repeated returned or disputed charges may result in suspension of Vendor privileges, removal of merchandise from the sales floor, or termination of the Vendor’s lease agreement, at the discretion of VA Vintage.
Payment Processing Authorization
Vendor authorizes VA Vintage to utilize Stripe.com or its affiliated payment processing services to accept Vendor rent payments made via credit card or debit card.
Vendor agrees to maintain a valid credit or debit card on file through Stripe. By signing this agreement, Vendor authorizes VA Vintage to charge the payment method on file for any rent, fees, or other amounts owed under this agreement in accordance with the established payment terms.
Merchandise Guidelines
Vendor agrees to sell merchandise consistent with the approved categories listed on their original vendor application.
If Vendor wishes to add new product categories, prior written approval from management is required.
Any additional items not previously approved must be authorized by management before being displayed in the Vendor space.
VA Vintage reserves the right to refuse merchandise that does not align with the overall store aesthetic or merchandising standards.
Merchandise that resembles thrift-store inventory, damaged goods, or items inconsistent with the store’s vintage and curated retail environment may be removed.
VA Vintage also reserves the right to remove or rearrange merchandise that is offensive, creates a safety or fire hazard, does not meet store merchandising standards or does not fit the overall aesthetic of the store.
Booth Appearance Standards
Vendor agrees to maintain their booth space in a fully stocked, clean, organized, and visually appealing condition at all times. Booths must contain an adequate amount of merchandise to present a complete and attractive display consistent with the standards and aesthetic of VA Vintage.
Vendor is responsible for regularly restocking merchandise and maintaining the appearance of their booth to ensure that it remains active and productive within the store.
Booths that remain significantly understocked, poorly maintained, or visually unappealing for more than 30 days will be subject to review by management.
Failure to maintain an adequately stocked and presentable booth may be considered a violation of this Agreement and may result in further action, including termination of the Vendor Agreement, at the discretion of VA Vintage.
Sales Commission
Vendor agrees that VA Vintage shall retain fifteen percent (15%) of the net proceeds from all sales of Vendor merchandise as compensation for services provided by VA Vintage. These services include, but are not limited to:
- Staffing and customer service support
- Point-of-sale transaction processing
- POS equipment
- Purchase of vendor sales tracking software
- Collection and remittance of applicable sales tax
- Credit card processing fees
- Store operations (maintaining common areas, maintenance, supplies, etc)
- Marketing and promotional efforts
Weekly/Monthly Sales Calculations
All Vendor sales information will be made available through Simple Consign, where Vendors may review their sales performance and transaction data.
Vendor Payouts
Vendor payments will be issued after all applicable commissions, fees, and adjustments have been deducted. Vendor payments will be made available by check or direct deposit within 10 business days of the close of the month.
Negative Balances
If the total commissions, fees, or adjustments exceed the Vendor’s sales proceeds for that period, the remaining balance due shall be charged to the Vendor’s credit or debit card on file.
Returns and Adjustments
VA Vintage reserves the right to deduct any customer refunds, returns, chargebacks, or transaction reversals from the Vendor’s current or future sales payments.
Commission Adjustments
VA Vintage reserves the right to modify commission rates or payment procedures upon written notice to Vendor.
Vendor Default
Vendor shall be considered in default of this Agreement if the Vendor fails to pay rent, commissions, fees, or other amounts due; violates any provision of this Agreement; fails to maintain their booth in accordance with VA Vintage standards; or otherwise fails to comply with store policies.
In the event of default, VA Vintage reserves the right to take reasonable actions to protect the operations of the store, including but not limited to restricting Vendor access to the premises, removing merchandise from the sales floor, or terminating this Agreement.
Removal and Storage of Merchandise
If Vendor fails to correct the default within a reasonable time as determined by VA Vintage, VA Vintage may remove Vendor’s merchandise, fixtures, and other property from the booth and place such items in storage. Any costs associated with removal, handling, or storage may be charged to the Vendor.
Abandoned Property
If Vendor fails to remove their merchandise, fixtures, and personal property within thirty (30) days following termination of this Agreement, or if Vendor cannot be contacted after reasonable attempts, the property may be considered abandoned.
VA Vintage reserves the right to dispose of, donate, or sell abandoned merchandise and fixtures at its sole discretion. Any proceeds from the sale of such items may be applied toward any outstanding balances owed by the Vendor, including rent, commissions, fees, removal costs, or storage charges.
Remaining Balance
If the proceeds from the sale of abandoned merchandise are insufficient to satisfy the Vendor’s outstanding balance, VA Vintage reserves the right to pursue any remaining amount owed by the Vendor.
Merchandise Tagging Requirements
Vendor agrees that all merchandise placed in the Vendor’s booth must be properly tagged. Each tag must clearly include the Vendor number, product description, and sale price. Handwritten tags are discouraged as they are sometimes hard to read. The use of barcodes is strongly recommended.
Any items or fixtures that are not intended for sale must be clearly marked “NFS” (Not for Sale).
If merchandise is found without a tag, VA Vintage will place the item(s) on the vendor shelving in the back hallway.
Vendor agrees that any merchandise with a known defect, damage, or functional issue must be clearly marked “As-Is.”
VA Vintage shall not be responsible for lost, damaged, illegible, or removed tags. Merchandise that cannot be clearly identified will be removed from the sales floor at the discretion of VA Vintage.
VA Vintage reserves the right to remove or hold merchandise that is improperly tagged, missing required information, or otherwise does not comply with store policies.
Booth Space and Aisle Safety
Vendor agrees that all merchandise, fixtures, and displays must remain within the boundaries of the Vendor’s assigned booth space at all times. Merchandise or fixtures may not extend into aisles, walkways, or other common areas of the store.
Vendor may not attach, adhere, nail, screw, tape, glue, or otherwise affix any items directly to the floors, walls, ceilings, or any other structural surfaces of the building without prior approval from VA Vintage management.
This includes, but is not limited to, signage, shelving, flooring, hooks, brackets, décor, or display materials.
Any approved installations must be completed in a manner that does not damage store property and must comply with all safety and fire code requirements.
VA Vintage reserves the right to require the immediate removal of any items attached without permission. Vendors may also be held responsible for the repair or restoration of any damage caused to store property.
Vendor is responsible for maintaining a safe and accessible booth environment and must ensure that all aisles and walkways remain clear of merchandise, displays, carts, or other obstructions.
Vendor further agrees to comply with all applicable state, local, and city fire codes, safety regulations, and building requirements. VA Vintage reserves the right to require the immediate removal or relocation of any merchandise, fixture, or display that may create a safety hazard, obstruct customer access, or violate applicable codes or store policies.
Electricity Use
Certain vendor spaces within VA Vintage may be equipped with electrical access at a cost of $20.00 per month. Vendors who utilize electricity in their booth space are required to use a power strip and a timer set to operate during store hours only.
Vendors are responsible for ensuring that all electrical devices and equipment are used safely and in accordance with store policies. Failure to use a timer as required may result in a convenience fee of $10.00 per month, which will be added to the Vendor’s account to compensate for the additional time required by management to manually turn electrical devices on or off.
VA Vintage reserves the right to require the removal or modification of any electrical equipment that may pose a safety risk or violate store policies or applicable safety regulations.
Unauthorized Sales
Vendor agrees that all sales of merchandise displayed, stored, or marketed within VA Vintage must be conducted exclusively through the VA Vintage point-of-sale system.
Vendors are strictly prohibited from selling merchandise directly to customers on the premises, including inside the store, outside the building, or in the parking lot. Vendors may not arrange, promote, or complete private transactions with customers for merchandise that is displayed, stored, or advertised within VA Vintage for the purpose of avoiding store commissions, policies, or procedures.
This restriction applies regardless of where the final transaction occurs, if the merchandise was displayed, promoted, or otherwise associated with the Vendor’s space at VA Vintage.
Any attempt to bypass the VA Vintage point-of-sale system or avoid applicable commissions will be considered a material breach of this Agreement.
Violation of this policy may result in immediate termination of the Vendor Agreement, and the Vendor may be required to remove all merchandise and vacate their booth space within forty-eight (48) hours, unless otherwise directed by VA Vintage management.
Vendor Access, Restocking, and Booth Maintenance
Vendor access doors will open one (1) hour prior to regular store business hours each day to allow Vendors time for restocking, booth maintenance, and merchandise placement before customers enter the store.
Vendor may visit, restock, and maintain their booth space during normal store business hours. Vendors are not permitted to bring in large merchandise, fixtures, carts or perform extensive restocking during peak shopping hours on Saturdays and Sundays from 12:00pm to 5:00pm.
Vendor Workdays are scheduled throughout the month on Tuesdays to allow Vendors the opportunity to maintain their booth spaces, restock merchandise, and make any major display or layout changes.
Vendors are encouraged to utilize these scheduled workdays for larger booth adjustments in order to minimize disruptions to customers and store operations during normal business hours.
All restocking and maintenance activities must be conducted in a safe and orderly manner. Vendors must ensure that aisles, walkways, and common areas remain clear and accessible to customers and staff at all times.
Carts, fixtures, boxes, or merchandise may not be placed in aisles or common areas during business hours, and all items being stocked must remain within the Vendor’s assigned booth space.
Vendor access prior to store opening is limited to restocking and booth maintenance only. Vendors may not conduct sales or allow customers into the store during this time.
VA Vintage reserves the right to temporarily restrict, delay, or stop restocking or booth maintenance activities if such activities interfere with customer access, store operations, safety, or the overall shopping experience.
Subleasing and Assignment
Vendor shall not sublease, assign, share, or otherwise permit another individuals or businesses to occupy or utilize any portion of the Vendor’s booth space without the prior written authorization of VA Vintage.
Vendor remains fully responsible for all obligations under this Agreement, including but not limited to rent, commissions, fees, and compliance with store policies, regardless of whether merchandise in the booth belongs to the Vendor or another party.
Any unauthorized subleasing, assignment, or sharing of booth space shall be considered a violation of this Agreement and may result in corrective action, including possible termination of the Vendor Agreement, at the discretion of VA Vintage.
Vendor Liability and Assumption of Risk
Vendor acknowledges and agrees that they assume full responsibility for their own health, safety, and well-being while on the premises of VA Vintage.
Vendor further agrees to release, indemnify, and hold harmless VA Vintage, its owners, employees, and representatives from any and all claims, liabilities, damages, losses, or expenses arising from the Vendor’s presence on the premises or activities related to the Vendor’s booth, except in cases of gross negligence or willful misconduct by VA Vintage.
Vendor understands that participation as a vendor involves certain inherent risks associated with retail environments, including but not limited to lifting merchandise, moving fixtures, and working within a public space, and agrees to assume such risks.
Vendor Property and Loss Disclaimer
Vendor acknowledges that all merchandise, fixtures, displays, and personal property placed within VA Vintage are the sole responsibility of the Vendor.
VA Vintage shall not be responsible for any loss, theft, damage, or destruction of Vendor merchandise, fixtures, or personal property located within the Vendor’s booth or elsewhere on the premises, regardless of cause.
Vendor understands that while VA Vintage maintains general store oversight and may utilize security measures such as cameras, staff presence, and theft prevention procedures, VA Vintage does not guarantee the security of Vendor merchandise.
Vendor assumes full responsibility for securing and monitoring their inventory and agrees to hold VA Vintage, its owners, employees, and representatives harmless from any claims relating to lost, stolen, or damaged merchandise.
Vendors are encouraged to maintain their own insurance coverage for merchandise.
Vendor Marketing and Social Media
Vendors are encouraged to maintain an active social media or online presence to promote their merchandise and support the visibility of VA Vintage. Vendors are also encouraged to engage with and share posts from VA Vintage on their own platforms to help promote the store and the vendor community.
VA Vintage’s official social media accounts include:
- Facebook:com/virginiavtg
- Instagram:com/vavtg
Vendors are encouraged to tag, share, and interact with VA Vintage’s social media content when appropriate to help increase exposure for the store and participating vendors.
Vendors may not represent themselves as employees, managers, or authorized representatives of VA Vintage on social media or any other public platform unless expressly authorized by VA Vintage management.
Vendor Performance
VA Vintage expects Vendor booths to maintain a level of sales performance that supports the overall health and productivity of the store.
If a Vendor’s sales fall below three (3) times the amount of their monthly booth rent for a period of ninety (90) consecutive days, VA Vintage management may (but not required) schedule a meeting with the Vendor to discuss strategies for improving booth performance.
If, after an additional thirty (30) days, the Vendor has made no reasonable effort to improve sales performance and the booth continues to underperform, VA Vintage may issue a thirty (30) day written notice of intent to terminate this Agreement.
VA Vintage reserves the right to terminate a Vendor lease at any time and for any reason, with written notice provided to the Vendor, at the sole discretion of VA Vintage management.
Vendor Space Adjustments
VA Vintage reserves the right to enter and make reasonable adjustments to a Vendor’s booth space without prior notice when necessary to improve sales presentation, maintain store standards, or ensure compliance with safety and fire code requirements.
Such adjustments may include, but are not limited to, adding or removing lighting or floor coverings, plugging or unplugging electrical devices, repositioning merchandise or fixtures, or reorganizing items within the Vendor’s space.
VA Vintage will make reasonable efforts to ensure that any adjustments made are in the best interest of store operations, customer safety, and overall sales performance.
Abandoned Booth Space
Vendor is responsible for maintaining and regularly stocking their assigned booth space. If a Vendor fails to maintain, restock, or otherwise attend to their booth space for thirty (30) consecutive days, and no communication has been received from the Vendor, VA Vintage will make reasonable efforts to contact the Vendor using the contact information on file.
If the Vendor fails to respond or make contact with VA Vintage within fourteen (14) days after such contact attempt, the booth space may be considered abandoned.
Upon determination that the booth has been abandoned, VA Vintage reserves the right to terminate this Agreement and take possession of all merchandise, fixtures, and other property located within the booth space.
VA Vintage may, at its sole discretion, sell, donate, dispose of, or otherwise manage the abandoned merchandise and fixtures, and any proceeds from the sale of such items may be retained by VA Vintage to offset operational costs, unpaid balances, or administrative handling.
Prohibited Merchandise
Vendors may not sell or display merchandise that is illegal, unsafe, hazardous, or otherwise prohibited by federal, state, or local laws or regulations.
Prohibited items include, but are not limited to:
- Counterfeit or unauthorized replica merchandise
- Stolen goods or merchandise of questionable origin
- Hazardous or flammable materials
- Explosives, fireworks, or combustible chemicals
- Recalled products or items deemed unsafe for consumer use
- Perishable food items not approved by VA Vintage
- Weapons or weapon-related items prohibited by law
- Any merchandise that violates intellectual property rights
VA Vintage reserves the right to prohibit or remove any merchandise that, in the sole discretion of management, may be unsafe, illegal, offensive, inappropriate, or inconsistent with the standards and image of the store.
Store Policies and Operating Procedures
VA Vintage reserves the right to modify, update, or implement changes to store policies and operating procedures as necessary to support the efficient operation and success of the store and the overall vendor community.
Such changes may be made at the discretion of VA Vintage management. VA Vintage will make reasonable efforts to communicate policy updates to Vendors; however, Vendors agree to comply with all current store policies and procedures as they are established or amended.
Booth Reassignment and Vendor Waiting List
VA Vintage maintains a Vendor waiting list in order to ensure the store continues to offer a diverse and high-quality selection of merchandise.
Because booth leases operate on a month-to-month basis, VA Vintage reserves the right to reassign or terminate a booth space if management determines that doing so would improve the overall merchandise mix, store presentation, or sales performance.
In such cases, VA Vintage may elect not to renew a Vendor’s lease or may reassign booth space in order to accommodate vendors on the waiting list or improve the overall store layout.
When possible, VA Vintage will provide thirty (30) days notice; however, management reserves the right to make adjustments as necessary for the success of the store.
Management decisions regarding booth assignments, relocations, and vendor placement are final.
Vendor Exclusivity
Vendor acknowledges and agrees that no exclusivity is granted with respect to merchandise categories, product types, or vendor offerings within VA Vintage.
VA Vintage reserves the right to approve additional vendors offering similar or identical merchandise, and the presence of such vendors shall not be considered a violation of this Agreement.
Vendor understands that the selection and placement of vendors is determined solely at the discretion of VA Vintage management in order to maintain a diverse and balanced retail environment.
Vendor Sales and Promotional Signage
Vendors may run sales or promotional discounts within their booth space; however, all sales must be clearly communicated through proper signage displayed within the booth.
Sale signage must be neat, professional in appearance, and clearly indicate the discount being offered (for example: percentage off, specific item discounts, or booth-wide sales).
All sale signage must remain within the Vendor’s booth space and may not be placed in aisles, common areas, walls, or other areas of the store without prior approval from VA Vintage management.
Vendors are responsible for ensuring their sale signage follows all VA Vintage vendor sale guidelines and point-of-sale procedures so that staff can properly apply the discount at checkout.
VA Vintage reserves the right to remove any sale signage that is unclear, misleading, unprofessional in appearance, or not in compliance with store policies.
Vendor Conduct and Professional Behavior
VA Vintage is committed to maintaining a professional, respectful, and welcoming environment for customers, staff, and vendors.
Any inappropriate, disruptive, or disrespectful behavior toward VA Vintage staff, management, customers, or other vendors will not be tolerated.
Examples of unacceptable conduct include, but are not limited to:
- Harassment or intimidation
- Verbal abuse or hostile behavior
- Disruptive or aggressive conduct
- Creating conflict with staff or other vendors
- Misrepresenting authority within the store
- Spreading misinformation
VA Vintage reserves the right to immediately terminate a Vendor lease and remove the Vendor from the premises if such behavior occurs.
Management’s decision regarding inappropriate conduct and termination is final and made in the best interest of maintaining a safe and professional store environment.
1099 Independent Contractor Acknowledgment
Vendors who choose to perform services for VA Vintage (including, but not limited to, working shifts, assisting with store operations, or acting as a Shift Lead) do so as independent contractors, not employees.
By participating in these opportunities, the Vendor acknowledges and agrees to the following:
- The Vendor is not an employee of VA Vintage and is not eligible for employee benefits, including but not limited to health insurance, unemployment benefits, workers’ compensation, or paid time off.
- The Vendor is responsible for all applicable taxes, including federal, state, and self-employment taxes. VA Vintage does not withhold taxes on the Vendor’s behalf.
- The Vendor understands that compensation may be provided in the form of rent credits, direct payments, or other agreed-upon arrangements, and it is the Vendor’s responsibility to report all income accordingly.
- While performing services in the store, the Vendor is expected to operate within the structure of VA Vintage and follow all policies, procedures, scheduling requirements, and direction from management.
- The Vendor is expected to perform duties in alignment with VA Vintage’s operational standards, customer service expectations, and daily task requirements.
- The Vendor is responsible for maintaining any licenses, insurance, or registrations applicable to their business or services, if required.
- The Vendor acknowledges that they should consult with a tax professional or financial advisor to fully understand their obligations as an independent contractor.
VA Vintage reserves the right to modify, limit, or discontinue contractor opportunities at any time based on business needs.
