Outdoor Event Sales Policy

1. PURPOSE

The purpose of this Standard Operating Procedure (“SOP”) is to establish clear rules, responsibilities, and procedures for planning, approving, setting up, operating, and enforcing outdoor event sales conducted on Westside Market property. This SOP is intended to protect the safety of customers, members, employees, and property, while maintaining Westside Market’s brand standards, operational control, and customer experience.

2. SCOPE

This SOP applies to all Westside Market store locations, all store managers and employees involved in outdoor event planning or supervision, and all members approved to participate in any outdoor sales event hosted on or adjacent to Westside Market property.

This SOP governs two separate event types:

1. Tent Event Sale
2. Parking Lot Event Sale

3. POLICY STATEMENT

Westside Market may authorize outdoor event sales only when such events are properly approved, safely operated, and conducted in compliance with all applicable laws, permits, lease requirements, insurance requirements, and Westside Market standards. Participation in any outdoor event sale is a privilege, not a right, and may be limited, denied, suspended, or revoked at Westside Market’s sole discretion.

No outdoor event may be conducted without prior management approval and compliance with this SOP.

4. RESPONSIBILITIES

4.1 Store Manager

The Store Manager is responsible for:

• planning and organizing the event
• obtaining internal approvals
• confirming permit and landlord approval requirements
• communicating rules and deadlines to members
• assigning event spaces
• supervising setup and breakdown
• ensuring safety compliance during the event
• maintaining event documentation and approvals at the Front Desk
• enforcing all event rules and removing non-compliant participants if necessary

4.2 Westside Market Management

Westside Market leadership reserves the right to:

• approve or deny any event
• determine eligibility
• approve layout and participation rules
• require permits, insurance, or waivers
• revise event procedures
• cancel or suspend an event for operational, legal, safety, weather, or business reasons

4.3 Participating Members

Participating members are responsible for:

• timely registration
• payment of any required fees
• compliance with all event rules
• proper setup and cleanup
• maintaining safe and professional displays
• handling their own property and risk
• following all directions from Westside Market management

SECTION A: TENT EVENT SALE SOP

5. PURPOSE OF TENT EVENT SALE

A Tent Event Sale is intended to provide a structured and controlled outdoor sales opportunity for qualifying members while promoting inventory movement, supporting seasonal sales activity, and protecting the Westside Market customer experience.

6. ELIGIBILITY

Tent Event Sales are limited to Furniture Gallery Members and Rug Members only, unless otherwise approved in writing by Westside Market management.

7. EVENT PLANNING REQUIREMENTS

1. Tent Event Sales must be scheduled at least 30 days in advance.

2. Store management must prepare and distribute an event announcement to eligible members that includes:

   • event date
   • start and end time
   • registration deadline
   • participation rules
   • setup and breakdown instructions
   • any applicable fees

3. Store management must verify whether the event requires:

   • city or local permit approval
   • landlord approval under the lease
   • any insurance or waiver documentation
4. No Tent Event Sale may proceed until all required approvals are secured.
5. All permits, approvals, and supporting documents must be kept at the Front Desk and available to management during the event.

8. SITE LAYOUT AND SPACE ASSIGNMENT

1. Store management must create an event map showing:

   • tent locations
   • customer traffic flow
   • designated walkways
   • customer parking
   • emergency access routes
2. All spaces must be clearly marked before member arrival.

3. Spaces shall be assigned fairly according to management-approved priority system

4. Each participating member must receive confirmation of:

   • assigned space
   • arrival instructions
   • setup time
   • breakdown deadline
   • operating rules

9. CHECK-IN AND SETUP

1. All members must check in with the Store Manager upon arrival.

2. The Store Manager will:

   • verify registration
   • confirm the assigned space
   • provide final instructions, if needed

3. Store management must supervise setup to ensure:

   • tents are weighted, anchored, or properly tied down
   • displays remain within assigned space boundaries
   • fire lanes, exits, walkways, and adjacent selling areas remain unobstructed
   • all setups comply with safety and appearance standards

10. REGISTRATION AND FEES

1. All members must register before the stated registration deadline.
2. Any applicable event fee must be paid in advance through the Westside Market POS system.
3. Westside Market may reject incomplete registrations or unpaid participants.
4. Registration does not guarantee participation until confirmed by management.

11. MERCHANDISE RULES

1. Only merchandise approved by Westside Market may be displayed or sold.
2. All items displayed in a Tent Event Sale must be marked at least 50% off regular selling price.

3. All displays must be:

   • safe
   • stable
   • neat
   • professional in appearance
4. Hazardous materials, illegal goods, offensive content, or unsafe items are prohibited.

12. OPERATING RULES

All participating members must:

1. remain open for the full duration of the event
2. maintain a clean, organized, and safe selling area
3. act professionally toward customers, staff, and other members
4. avoid loud music, disruptive behavior, smoking near customers, or aggressive selling tactics
5. comply immediately with all instructions from Westside Market management

13. SETUP AND BREAKDOWN REQUIREMENTS

1. Setup may occur only during the approved setup window: [Insert setup time window].
2. Breakdown must be fully completed by: [Insert breakdown time].
3. Members must remove all tents, merchandise, fixtures, trash, and personal items by the deadline.
4. Any area left unclean or unsafe may result in denial of future participation.

14. PAYMENT PROCESSING

For Tent Event Sales, all payment handling shall be conducted in accordance with Westside Market event instructions and approved operational procedures.

15. LIABILITY, RISK, AND INSURANCE

1. Members participate at their own risk.
2. Westside Market is not responsible for theft, damage, loss, weather impact, injury, or other claims arising from participation.
3. Westside Market may require members to sign a waiver or release before participation.
4. Westside Market may require proof of insurance when deemed necessary.

16. WEATHER

1. Tent Event Sales are rain or shine unless canceled by Westside Market.
2. Members are responsible for protecting their own merchandise, tents, fixtures, and materials.
3. Westside Market may cancel, delay, suspend, or terminate the event at any time for weather or safety reasons.

17. CANCELLATION AND REFUND

1. Member cancellations must be submitted by [Insert cancellation deadline] to be eligible for any refund, if applicable.
2. No-shows may forfeit fees paid.
3. Members who cancel late, fail to appear, or violate event rules may be barred from future participation.

SECTION B: PARKING LOT EVENT SALE SOP

18. PURPOSE OF PARKING LOT EVENT SALE

A Parking Lot Event Sale is intended to create an organized outdoor event in designated parking lot areas for approved members while clearly separating member transaction responsibility from Westside Market’s operational oversight.

19. ELIGIBILITY

Participation in a Parking Lot Event Sale is limited to members or non members approved by Westside Market management.

20. EVENT PLANNING REQUIREMENTS

1. Parking Lot Event Sales must be scheduled at least 30 days in advance.

2. Store management must communicate event details to approved or eligible members, including:

   • event date
   • event hours
   • registration instructions
   • registration deadline
   • setup and breakdown schedule
   • participation rules
   • fees, if applicable

3. Store management must determine whether the event requires:

   • city or local permits
   • landlord approval
   • insurance documentation
   • signed waivers
4. No event may proceed without all required approvals.
5. All permits and approvals must be available at the Front Desk during the event.

21. SITE LAYOUT AND SPACE ASSIGNMENT

1. A site layout must be created before the event showing:

   • member locations
   • customer parking
   • customer walkways
   • traffic flow
   • emergency lanes
2. Spaces must be clearly marked in advance.

3. Space assignments may be made by:

   • first-come, first-served, or
   • another management-approved method

4. Each participant must receive notice of:

   • assigned location
   • setup instructions
   • breakdown deadline
   • event rules

22. CHECK-IN AND SETUP

1. All participants must check in with the Store Manager before setup.
2. The Store Manager must verify registration and direct participants to their assigned spaces.

3. Setup must be supervised to ensure:

   • members remain within their assigned areas
   • no customer path, fire lane, or emergency access point is blocked
   • all tables, racks, displays, and other items are stable and safe

23. REGISTRATION AND FEES

1. All participants must register before the deadline established by management.
2. Any required fee must be paid in advance through the Westside Market POS system.
3. Westside Market may refuse participation to anyone who has not completed registration, payment, or required documentation.

24. MERCHANDISE AND DISPLAY RULES

1. Only pre-approved merchandise may be displayed or sold.
2. All displays must remain within the assigned space.
3. Displays must be clean, orderly, safe, and professionally maintained.
4. Hazardous, illegal, offensive, or otherwise prohibited items are not allowed.

25. PAYMENTS AND TAX RESPONSIBILITY

1. During Parking Lot Event Sales only, participating members are responsible for handling their own sales transactions.
2. During Parking Lot Event Sales only, participating members are solely responsible for collecting, reporting, and remitting all applicable sales tax.
3. Westside Market assumes no responsibility for member transactions conducted during Parking Lot Event Sales, including payment processing, tax collection, tax reporting, or related compliance obligations.

26. OPERATING RULES

All participating members must:

1. remain open for the entire event unless released by management.
2. attend their space at all times during the event.
3. maintain a professional attitude with customers, staff, and other members.
4. keep their area clean, organized, and safe
5. avoid disruptive conduct, including loud music, smoking near customers, or aggressive sales conduct
6. follow all management instructions immediately

27. SETUP AND BREAKDOWN REQUIREMENTS

1. Setup may occur only during the approved setup window: [Insert setup time window].
2. All participants must vacate the site by: [Insert breakdown time].
3. Members must remove all merchandise, tables, displays, trash, and personal property immediately after the event.
4. Failure to vacate or clean the area properly may result in denial of future participation.

28. LIABILITY, RISK, AND INSURANCE

1. Members participate at their own risk.
2. Westside Market is not liable for loss, theft, damage, weather-related issues, injury, or other claims connected to participation.
3. Westside Market may require participants to sign a waiver before setup.
4. Westside Market may require proof of insurance at its discretion.

29. WEATHER

1. Parking Lot Event Sales are rain or shine unless canceled by Westside Market.
2. Members are responsible for protecting their own merchandise and equipment.
3. Westside Market reserves the right to delay, suspend, cancel, or end the event at any time for safety or operational reasons.

30. CANCELLATION AND REFUND

1. Member cancellations must be submitted by [Insert cancellation deadline] to qualify for any refund, if applicable.
2. No-shows may forfeit fees and lose future participation privileges.
3. Any participant who violates event rules may be removed from the event with or without refund, at Westside Market’s sole discretion.

31. ENFORCEMENT

Westside Market management has full authority to enforce this SOP. Management may take any action deemed necessary to protect safety, operations, property, or customer experience, including:

• refusing participation
• reassigning space
• requiring a participant to correct a violation
• requiring removal of merchandise or displays
• suspending selling activity
• removing a participant from the event
• denying future event participation

Failure to comply with this SOP may result in immediate removal from the event and loss of future participation privileges.

32. RESERVATION OF RIGHTS

Westside Market reserves the right to interpret, modify, amend, suspend, or revoke this SOP and any event participation rights at any time in its sole discretion.

Quick Summary Timeline

Step	Action
1	Set Date & Announce Sale
2	Tent or Event Permit approved & issued
3	Assign Spaces & Confirm Setup Details
4	Prepare the Site (Mark Spaces, Set Signs)
5	Member Check-In and Supervised Setup
6	Monitor Event and Breakdown After Sale