WELCOME TO THE HELENA HEALTH EXPO (October 3rd & 4th 2026) - VENDOR CONTRACT

Please complete this contract to reserve your booth and participate as a vendor at the Helena Health Expo 2026. Please read all contract terms before submitting.
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QUESTIONS? Contact Uschi Beck at (406) 470-4463 or email [email protected]
PAYMENT TERMS:
  • Booth Size: 8 ft deep × 10 ft wide.
  • Booth Fee: $350.
  • Early Bird Discount: Deduct $60 per booth if booked before April 31, 2026.
  • Payment: Full payment is required within 24 hours of submitting the contract to secure your booth.
  • Cancellation Policy:
    • If canceled before June 31st, 2026, Vendors will receive:
      • a 75% refund of the booth fee
      • or a one-time credit for the 2027 Expo 
    • If canceled before August 31st, 2026, vendors will receive either:
      • a 50% refund of the booth fee
      • or a one-time credit for the 2027 Expo 
  • No Refund from September 1st on.
BOOTH RESERVATION:
  • This is a two-day event, and we do not accept one-day vendors.
  • Booth placement will be thoughtfully arranged by our team.
  • Booth includes two chairs and one 8ft table.
  • Your booth is officially reserved only after we receive the completed contract, required payment, and requested photos.
  • If payment, contract, and photos are not received within 24 hours, your booth space may be released.
  • We reserve the right to reject any application with a full refund of any paid fees.

EXPO SCHEDULE:
  • Setup: Friday 3:00 PM – 6:00 PM and/or Saturday 7:00 AM – 9:45 AM
    (Booths must be fully set up and ready 15 minutes before the Expo opens.)
  • No-Show Policy: Booths not occupied by 9:00 AM on Saturday may be reassigned and the floor plan adjusted.
  • Opening Blessing: 9:45 AM for all participants and volunteers.
  • Expo Hours: Saturday: 10:00 AM - 5:00 PM & Sunday: 10:00 AM - 4:00 PM
  • Booth tear-down: Booths may not be dismantled before Sunday at 4:00 PM. Early packing may affect acceptance into future events.
  • Cleanup: All materials must be removed and booth spaces cleaned by 8:00 PM Sunday.

VENDOR POLICIES:
  • Vendor booths are for the exclusive use of the business listed in this contract.
  • MLM / direct sales: limited to one booth per company (must disclose on application).
  • No solicitation outside your booth area (including aisles and parking lot).
  • NOT ACCEPTED: Conventional medical services, businesses not related to health, wellness, spirituality, or holistic living.  (Full List)
  • Bringing small children is discouraged unless they remain in your assigned booth and are supervised at all times.

MARKETING COMMITMENT:
We are creating this Expo together, and your outreach truly matters.

Your participation and promotion play an important role in helping make this event well-attended and successful for everyone involved. Vendors are encouraged to actively share and advertise their participation.

US – WHAT WE PROVIDE (INCLUDED WITH YOUR BOOTH)
As part of your booth, the Helena Health Expo will support you with:
  • Listing your business on the Expo website.
  • One featured post on the Expo Facebook Event page (for vendors booked before 9/15).
  • Inclusion in one Vendor Group Post on the Expo Facebook page.

YOUR ROLE IN PROMOTING THE EXPO
We truly believe this event grows stronger when we all contribute! Here are some suggested ways to help promote your participation:
  • List the Expo on your website, including a link to the event website.
  • Share (1–2) email newsletter announcements.
  • Share the official Facebook Event during August, September, and October.
  • Share your Vendor Spotlight post on your personal and/or business social media.
  • Share your Vendor Spotlight post within relevant Facebook groups.
  • Consider boosting your Vendor Spotlight post the weekend before the event to increase visibility.
  • Display event flyers in local businesses and community spaces (retail stores, cafes, wellness centers, salons, etc.)
  • Distribute mini flyers within your personal and professional networks.

When each of us contributes, the entire Expo becomes more connected, supported, and successful for you and for everyone involved.

If you are not on social media or would like additional support with promotion, we are happy to help. For a small fee of $99, we can assist with your social media promotion.

Optional Marketing Upgrade Package – $111
Vendors who would like additional exposure may choose to participate in the Marketing Upgrade Package, which includes:
  • A 10-minute YouTube Podcast interview featuring your business.
  • A Vendor Spotlight feature on the Expo Website on the Sponsor Page!

CREATING THIS TOGETHER:
We’re truly creating this event together, and your participation makes a meaningful difference. By joining us, you acknowledge that:
  • You are helping spread the word and invite people to your booth.
  • When each vendor shares and promotes, it strengthens the success of the entire Expo.
  • Limited promotion may impact attendance for everyone involved.
  • Vendors who actively support the event help it grow and are warmly welcomed at future events.

EARLY BIRD GIFT BAGS:
  • Purpose: These gift bags help create excitement and encourage attendees to arrive early on the first and second day of the expo.
  • Donation Request: Each vendor is asked to contribute 30 small items for the Early Bird Gift Bags. Examples of items may include: 
    • Small gifts 
    • Product samples 
    • Discount coupons (valid for up to 1 year) 
    • Promotional items

SEMINARS
  • Presentation Content: Seminars must focus on education and learning experiences, rather than product sales presentations.
  • Speaker Selection: Seminars will be selected based on subject matter and reconfirmed with speakers by August 31, 2026.
  • Speakers from the previous year who were unable to present will receive priority consideration.
  • Timing Requirements:
    • Speakers may set up 5 minutes before their presentation.
    • The space must be cleared within 5 minutes after the presentation ends.
  • Presentation Length: 20 minutes or 45 minutes.
    • Speakers are responsible for setting a timer or phone alarm to ensure their presentation ends on time.
LIABILITY
  • Vendors are asked to carry their own liability insurance. If your current policy does not cover events, you’re welcome to obtain coverage through EventHelper or any provider that works best for you.
  • Vendors are responsible for any damage caused to the facility or property.
  • Event organizers are not responsible for loss, theft, or damage to vendor property.
  • Vendors participate in the event at their own risk. Helena Health Expo and event organizers are not liable for any personal injury, illness, accidents, stolen goods, or damages that may occur before, during, or after the event.

EVENT MANAGEMENT
  • The event may be canceled or rescheduled due to circumstances such as facility damage, severe weather, or emergencies.
  • If cancellation occurs for these reasons, vendors will receive either a refund or a credit toward the next expo.
  • During the event, any concerns should be directed to Uschi Beck at the QuantumPoint booth.
  • Issues must be addressed during the event so they can be resolved promptly. Post-event concerns cannot be addressed.

COMMUNITY GUIDELINES
We ask all participants, vendors, and volunteers to treat one another with respect, kindness, and support, helping create an atmosphere of unity, positivity, and uplifting energy for everyone attending the Helena Health Expo.
Event Organized By:
Ursula Beck: Founder & Event Director, QuantumPoint.org LLC
Alyssa Lyons: Co-Organizer & Marketing Director, A&B Lyons Marketing, LLC
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Contact Info:
Email: [email protected]
Phone: (406) 470-4463
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