ROADHAVEN RESORT'S VENDOR POLICY
Vendor Solicitation. Vendors may only solicit or participate in events with prior written permission from either Roadhaven Resort’s General Manager or Chief Marketing Officer. Events include but are not limited to Club, Group, Council, Committee, or Board events, lunches, gatherings, etc.
Zero Tolerance. Vendors that purposefully circumvent Roadhaven Resort’s Marketing Department face automatic suspension from all future advertising and park activity.
Non-sponsored event participation. Vendors who do not live in the park are not allowed to participate in or attend events, parades, dances, or other events exclusive to Roadhaven residents. Additionally, vendors are not allowed to loiter or pass out materials outside of an event or make efforts to engage with residents as they filter in and out of the event. Vendors or contractors cannot solicit residents or advertise on campus without a sponsorship agreement between the vendor and Roadhaven Resort’s General Manager (Steve Byfield) or Sales and Marketing Director.
The general public is welcome to pay and attend the Saturday night concert series. Regardless, solicitation of any kind is prohibited.
Room Reservations/ Hosted Lunches, Dinners, and Seminars. Vendors who have paid to reserve rooms may submit one event flyer. Roadhaven Resort will share the vendor’s flyer via social media and email. Roadhaven Resort will place the printed flyer in the shadow box on campus. Vendors are responsible for the setup and teardown, including clean-up of each room rental.
Sign-up sheets. Vendors who provide Sign up sheets will have their sheets printed and displayed in the Activities office of Roadhaven Resort. Residents are encouraged to check the sign-up sheets for which vendors are responsible. Once a sign-up sheet is available, it is up to the vendor to connect with the Activities director (activities@roadhaven.com) to confirm the number of sign-ups for their event.
Rescheduling / Refunds. Vendors who do not confirm their appearance one week before the event or who choose not to attend after payment under any circumstance may forfeit all monies paid.
If scheduling should permit, there maybe be an opportunity to swap events with enough time and for equal, or more of the original event’s sponsorship value, with the difference paid by the vendor. There is an event swap fee of $25.
Website advertisement. Vendors who have paid to have their ad placed on the Roadhaven website must submit their artwork to be approved, after which Roadhaven will agree to link said Ad back to the vendor’s website.
Vendors may request a quote for artwork design by emailing: roadhavenmarketing@gmail.com.
Monthly Ad change-out. The Live Resident Directory and the Weekly Roadhaven Newsletter allow vendors who have paid the additional fee to change out their ads, may change their ad once every 30 days.
Surrender of funds and future events. If a vendor is not following these policies, it may result in the termination of future event sponsorship and the forfeit of any upcoming/existing sponsorships reservations and monies.
Vendors; Non-Disparagement. By sponsoring events, the vendor shall not (i) request or advise any resident, subscriber, supplier, vendor, partner, affiliate, or co-marketer of Roadhaven Resort or any Beneficiary (as defined below) to curtail or otherwise adversely change or cancel, such person’s or entity’s patronage of or relationship with Roadhaven Resort or any Beneficiary, or (ii) make statements to any such person or entity with the intent of having any such effects or which are reasonably likely to have any of such effects or (iii) make public statements, or statements to any current or prospective employee, contractor, agent, resident or vendor of Roadhaven Resort or any Beneficiary, which are reasonably likely to adversely affect the public standing of Roadhaven Resort or any Beneficiary or such entity’s services i.e., Oasis Restaurant, or any resident clubs. Groups, fundraising efforts, or marketing programs.
Vendor Policy Changes. All or any of these terms or policy are subject to change without notice.
Feedback and Survey. The vendor agrees to provide Roadhaven’s Chief Marketing Office with their feedback via feedback, email (roadhavenmarketing@gmail.com), or by requesting a phone meeting via email.
Violation of this policy or any terms within it, may result in a minimum of 30 days to indefinite suspension of activities, sponsorship, and/or business activity conducted at Roadhaven Resort at the discretion of the General Manager or Board of Directors. Refunds will not be issued to vendors who violate this policy, willfully or otherwise.
Vendors leave feedback at any time by filling out the following survey:
https://roadhaven.com/vendor-survey/
TERMS AND DEFINITIONS
PRICING IS FOR “ACTIVE SEASON” ONLY.
ACTIVE SEASON is October 01, 2023, through March 31, 2024.
SUMMER (OFF) SEASON is April 01, 2024, through September 31, 2024.
ADS All Ads expire March 31, 2024. Summer Pricing begins April 01, 2024.
AD PLACEMENT IS AT THE DISCRETION OF ROADHAVEN RESORT
Vendors that complete the Vendor Onboarding form will have their ads linked to their preferred method of contact, website, email, and social media.
ALL ADVERTISING AND MARKETING
Must be completed through the marketing department via Roadhaven.com or
roadhavenmarketing@gmail.com. Vendors who advertise within Roadhaven Resort without written authorization from management are in violation of the Roadhaven Resort Vendor Policy.
BUSINESS CARD DISPLAY
Vendors participating in the sponsorship program may display their business cards at Roadhaven Resort in designated areas.
CONSULTATION PRIZES
Some events require Consolation prizes. These events require some vendors to provide a combined value of $25 dollars in Consolation prizes.
Prizes can be swag, candy, chips, etc.
DOOR PRIZES
Some events require vendors to bring door prizes valued at $25 combined.
Door prizes help maximize your visibility and engagement at events, leaving a
lasting impression with residents.
Prizes can be swag, candy, chips, etc.
EVENTS ARE NON-TRANSFERABLE and cannot be sold or traded with other vendors.
EVENT EXCHANGES may be permissible given availability and are subject to a $25 event swap fee. Vendors who swap events may forfeit advertising opportunities.
LARGE VINYL BANNERS
Event banners are hung two weeks prior to the event. Banner artwork must be pre-approved by Roadhaven Resort.
Please submit artwork or request to roadhavenmarketing@gmail.com for a quote before purchasing your banner.
LIMITED REPRESENTATIVES
Some events are limited to 1 rep per vendor, some require 2.
A maximum of 2 representatives, when permitted per event.
Additional reps will be asked to leave the event. Violation of Vendor Policy.
MINI-GAMES
Some events require vendors to bring Mini-Games.
Mini-Games are a great way to engage with residents, creating a memorable event.
Mini-Games may consist of Prize Wheels, Ring Tosses, or other small games that can be played on or near the vendor’s table.
PAYMENT PLANS
Payment plans are available to all vendors. Currently owed balance must be $0 before entering a new payment plan. Payment plans that are not satisfied by the final date are subject to a $100 late fee.
PREMIUM WEBSITE PAGES ARE LIMITED. Premium pages on Roadhaven.com are:
Any Real Estate page
Resident News
Resort Contacts and Hours
Forms
Clubs
Amenities
Directory pages
Other areas of advertising space include:
Vendor Profiles
Vendor Directory
Resident Directory
Website Ads
Weekly Newsletter Ads
PURCHASES MADE AFTER THE 30-DAY MARK
Vendors who purchase packages for events that take place 30 days (or fewer) before an event may not have their name or logo appear in advertisements and or, some, or all, social media posts or mentions.
REAL ESTATE AGENT LISTING SUBSCRIPTIONS
Featured Listings/Images, do not roll over. Profiles are non-transferable.
RESIDENT PROFILES
Resident profiles are attached to Resident Directory Listings.
Resident profiles consist of verified Homeowners and Renters.
Vendors who are also residents or homeowners may have a RESIDENT PROFILE for personal purposes only. All business and advertising must be done via VENDOR PROFILE.
SOCIAL MEDIA
Vendor must complete vendor onboarding form to provide valid
facebook and/or instagram pages and handles/URLs.
SOCIAL MEDIA MENTIONS AND TAGS
Vendor must complete vendor onboarding form to provide valid
facebook and instagram pages and handles or URLs to qualify for mentions or tags. When available, the event Title Sponosors will be the primary business page tagged in relevant social media posts and or sponsored ads. For events with no Title Sponsor, the first vendor to purchase a Gold level sponsorship, will be the business that is tagged. All other participating and qualified sponsors will be mentioned in social media posts or event descriptions by Roadhaven Resort.
SWAG
Some events suggest vendors bring materials and swag. Vendors may pass out information, coupons, samples, and free merch like koozies, magnets, pens, bags, t-shirts, etc.
TABLE SETUP
The Activities Director will have your table and up to two chairs set up for your event.
UNLISTED OPPORTUNITIES
Roadhaven encourages vendors to purpose their own marketing, advertising, and sponsorship opportunities to roadhavenmarketing@gmail.com
Opportunities that do not appear here may be the suggestion and collaboration between Roadhaven and a vendor who has proposed a great idea within their budget.
VENDOR PROFILES
Business profile for vendors. Does not include Real Estate Listing Subscription.
Features are limited to Vendor Subscription Level. All vendor profiles appear in the vendor directory. Profiles are non-transferable.
VENDOR SPLITTING
When a vendor splits the costs and opportunities of a vendor spot, this includes the physical table space and any other benefits listed within an opportunity, package, or bundle. The price shown is the price that may be split between two vendors.
It is the responsibility of the vendors to split the costs. Example: Vendor A makes a purchase for a “splittable” event on roadhaven.com. The vendor would then email roadhavenmarketing@gmail.com to clear the appearance of the Vendor B. Once Vendor B is approved, it would be Vendor A’s responsibility to collect Vendor B’s half of the cost.
VENDOR REPS
Each vendor counts as 1 Rep. Some events suggest 2 Reps. The max allowed at any event is 2 Reps per vendor purchase.