Sarasota Reptile & Exotics Expo Vendor Policies

We’re excited to welcome vendors to the Sarasota Reptile & Exotics Expo! These policies are designed to help ensure a safe, organized, and enjoyable event for our vendors, guests, animals, and venue staff.

By booking vendor space, vendors agree to follow the policies below as well as all applicable venue, local, state, and federal requirements.

Food & Beverages — Venue Policy

Outside food and beverages are not permitted inside Robarts Arena. This is a venue policy and applies to all vendors and attendees.

Concessions will be available onsite throughout the event, with most items averaging approximately $2–$8. The current concession menu includes a variety of options ranging from salads and lighter selections to hamburgers and other hot meals, providing options intended to accommodate a variety of dietary preferences.

Vendors should plan accordingly for meals, snacks, and beverages during show hours.

Vendor Approval

All vendors are subject to approval by Cold Blooded Sensations, LLC. We strive to maintain a diverse selection of reptiles, exotic animals, supplies, artwork, and specialty products and may limit vendor categories to avoid excessive duplication.

Vendors may only sell or display the types of animals, products, or services disclosed when applying. Please contact us in advance if you would like to make a significant change to what you plan to bring.

Vendor Space & Table Assignments

Standard vendor spaces include one 8' × 30" table. Four-table end caps are available where indicated on the show floor plan.

Table assignments are made by show management. While we will make every reasonable effort to accommodate requested locations, specific table locations are not guaranteed and may be adjusted if necessary for event operations, safety, accessibility, or electrical requirements.

Vendor displays, merchandise, animals, signage, and equipment must remain within the vendor's assigned space and may not obstruct aisles, exits, neighboring vendors, or emergency access areas.

Electricity

Electricity is available for an additional $50 per vendor and must be requested in advance.

Because electrical access is limited to designated areas of the venue, vendors requiring electricity may be assigned or moved to an appropriate location on the show floor.

Vendor Load-In & Access

Friday, July 16, 2027: Load-in from 8:00 AM–5:00 PM
Saturday, July 17: Vendor access begins at 7:00 AM
Sunday, July 18: Vendor access begins at 8:00 AM

Vendors must be completely set up and ready for VIP admission beginning at 9:00 AM Saturday and Sunday.

Show hours are:

Saturday: 10:00 AM–5:00 PM
Sunday: 10:00 AM–4:00 PM

Vendors are expected to remain set up during advertised show hours. Early breakdown is not permitted without approval from show management.

Load-out begins after the show closes Sunday at 4:00 PM and must be completed by 7:00 PM.

Animals & Overnight Stay

Animals may remain inside Robarts Arena overnight between Saturday and Sunday. Vendors are responsible for ensuring their animals are safely and appropriately housed and that all necessary environmental requirements are maintained.

No animals, merchandise, equipment, or other vendor property may remain at the venue after final load-out on Sunday.

Vendors remain responsible for the care, security, health, and welfare of all animals in their possession throughout the event.

Licensing & Legal Requirements

Each vendor is solely responsible for obtaining and maintaining any licenses, permits, documentation, or other authorization required for the animals or products they possess, display, or sell.

This includes applicable Florida Fish and Wildlife Conservation Commission (FWC) requirements and any other federal, state, or local regulations.

Vendors must comply with all laws and regulations governing the possession, transportation, display, and sale of their animals and merchandise.

Animal Welfare & Safety

All animals must be maintained in clean, secure, appropriately sized enclosures or containers suitable for the species.

Animals showing obvious signs of illness, injury, severe stress, or improper care may be required to be removed from the show floor.

Animals must be securely contained. Vendors are responsible for preventing escapes and maintaining appropriate temperatures and environmental conditions throughout the event.

Show management reserves the right to require the removal of any animal or display that presents a safety or welfare concern.

Vendor Conduct

Vendors are expected to conduct themselves professionally and respectfully toward attendees, fellow vendors, venue staff, and event staff.

Harassment, threatening behavior, unsafe practices, intentional disruption of another vendor's business, or conduct that interferes with the operation of the event will not be permitted.

Children accompanying vendors must remain supervised at all times.

Booth Cleanliness

Vendors are responsible for keeping their assigned area clean and orderly throughout the event.

All merchandise, displays, trash, packing materials, animal bedding, and other vendor property must be removed during load-out. Vendor spaces should be left in the same general condition in which they were received.

Sales & Transactions

Vendors are responsible for their own sales transactions, payment processing, taxes, receipts, guarantees, and customer disputes.

Cold Blooded Sensations, LLC and the Sarasota Reptile & Exotics Expo are not parties to transactions between vendors and attendees.

Payments, Cancellations & Refunds

Vendor space is not considered reserved until payment has been received and the reservation has been accepted by show management.

We understand that plans can change. Vendor cancellations will be refunded according to the following schedule:

• 90 days or more before the event: 100% refund

• 60–89 days before the event: 75% refund

• 30–59 days before the event: 50% refund

• Less than 30 days before the event: No refund

• Vendor No-Show: No refund

All cancellations must be submitted in writing. Processing fees are non-refundable.

Vendor spaces may not be transferred, resold, or assigned to another vendor without prior approval from show management.

Event Changes

Cold Blooded Sensations, LLC reserves the right to make reasonable changes to vendor placement, floor layout, schedules, procedures, or event policies when necessary for safety, venue requirements, regulatory compliance, or event operations.

Any significant changes affecting vendors will be communicated as soon as reasonably possible.

Event Cancellation or Emergency

In the event the Sarasota Reptile & Exotics Expo is cancelled due to venue closure, natural disaster, government order, public safety emergency, or other circumstances beyond the reasonable control of Cold Blooded Sensations, LLC, vendor registrations will be addressed based on the circumstances of the cancellation and any costs or obligations incurred by the event. Whenever reasonably possible, vendors will be offered a transfer to a rescheduled or future event, event credit, refund, or other appropriate resolution.

Agreement to Vendor Policies

By purchasing or reserving vendor space for the Sarasota Reptile & Exotics Expo, the vendor acknowledges that they have read, understand, and agree to these Vendor Policies.