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Bonsai Clubs International Vendor Agreement
(Sample Template)
Effective Date: [Insert Date] — Version: 1.0
This Vendor Agreement (“Agreement”) is entered into by and between Bonsai Clubs International (“BCI”, “we”, “us”, or “our”), a non-profit organization incorporated in Illinois, USA, with its principal place of business at PO Box 5068, Woodridge, IL 60517, and the vendor identified below (“Vendor”, “you”, or “your”).
Vendor Details
WHEREAS, BCI is a non-profit organization dedicated to advancing the arts of bonsai and viewing stone appreciation through global education, events, publications, and community building since 1960; WHEREAS, Vendor possesses expertise, resources, and capabilities to provide goods and/or services that support BCI’s mission (collectively, the “Services”); WHEREAS, the parties wish to establish terms for Vendor’s provision of Services to BCI;
NOW, THEREFORE, in consideration of the mutual promises herein, the parties agree as follows:
Vendor shall provide the Services as detailed in the attached Exhibit A (Statement of Work or “SOW”), which may include, but is not limited to: printing and distribution of Bonsai & Stone Appreciation Magazine; venue hosting for international conventions/workshops; supply of bonsai tools, pots, or materials; tour organization for global bonsai sites; website development/maintenance; or other support aligned with BCI’s non-profit activities.
Vendor shall perform Services in a professional, timely, and workmanlike manner, complying with industry standards, BCI’s specifications, and all applicable laws. Services must align with BCI’s values of sustainability, ethical practices, and inclusivity.
Any changes to the SOW must be in writing, signed by both parties, and may adjust fees/timelines accordingly. Vendor may not subcontract without BCI’s prior written consent.
For international vendors, Services must account for cross-border logistics, currency fluctuations, and cultural sensitivities. BCI may require proof of ethical sourcing to maintain non-profit reputation.
This Agreement commences on the Effective Date and continues for the specified duration, auto-renewing annually unless terminated. Either party may terminate with 30 days’ written notice.
Immediate termination if the other party breaches materially and fails to cure within 15 days of notice.
Upon termination, Vendor shall deliver all completed work, return BCI property/confidential information, and cease using BCI trademarks. BCI shall pay for Services rendered up to termination. Force majeure excuses performance but requires mitigation efforts.
Confidential Information includes BCI member data, event plans, financials, and proprietary bonsai techniques shared. Vendor shall protect it with at least reasonable care, disclose only to necessary personnel, and not use for non-BCI purposes.
Confidentiality survives termination for 5 years. Exceptions: public info or legally required disclosures (with notice to BCI).
By Vendor: Indemnifies BCI against claims arising from Vendor’s negligence, breach, or Services.
By BCI: Indemnifies Vendor against claims from BCI-provided materials. Process: Prompt notice, cooperation, control of defense.
Vendor shall maintain adequate insurance (e.g., general liability $1M per occurrence, workers’ comp as required). Provide certificates upon request. For event vendors: Coverage for property damage (e.g., to exhibited trees).
Governed by Illinois law. Disputes: First, good-faith negotiation; then mediation; if unresolved, arbitration in Chicago under AAA rules (or courts for injunctive relief). For non-U.S. vendors, agree to U.S. jurisdiction; mandatory local laws preserved.
Exhibit A: Statement of Work (Attach separately; include specifics like deliverables, timelines, fees, milestones).
Signatures
BCI: ______________________________ Date: __________
Printed Name/Title: ______________________________
Vendor: ______________________________ Date: __________
Printed Name/Title: ______________________________
Important: This is a sample template and not legal advice. Consult an attorney to customize for specific vendors, jurisdictions, and risks. Align with BCI bylaws, tax status, and existing policies.
BONSAI CLUBS INTERNATIONAL (BCI) MEMBERSHIP USER AGREEMENT
Effective Date: January 1, 2025
By becoming a member of Bonsai Clubs International (“BCI”), you agree to be bound by the terms and conditions of this Membership User Agreement (“Agreement”). If you do not agree with any part of this Agreement, you should not apply for or maintain membership.
BCI membership is open to individuals, clubs, and organizations worldwide who share an interest in bonsai and stone appreciation. Members must:
Active members in good standing receive:
Members agree to:
BCI reserves the right to suspend or terminate membership for:
Members may cancel their membership at any time by written notice to BCI.
BCI is not liable for any direct, indirect, or consequential damages arising from membership activities, events, or use of BCI resources. Members participate in all BCI activities at their own risk.
Members agree to indemnify and hold harmless BCI, its officers, directors, and volunteers from any claims arising from the member’s actions or breach of this Agreement.
BCI may amend this Agreement at any time. Members will be notified of material changes via email or the BCI website. Continued membership after notification constitutes acceptance of the amended terms.
This Agreement is governed by the laws of the State of Illinois, United States. Any disputes shall be resolved in the courts of DuPage County, Illinois.
For questions about this Agreement:
Bonsai Clubs International
PO Box 5068, Woodridge, IL 60517 USA
Email: office@bonsai-bci.com
Website: www.bonsai-bci.com
Effective Date: March 15, 2026 • Last Updated: March 15, 2026
Bonsai Clubs International (“BCI”, “we”, “us”, or “our”) is a U.S.-based non-profit organization (headquartered in Illinois) dedicated to advancing the living arts of bonsai and viewing stone appreciation through global education, friendship, and community since 1960.
We are committed to protecting your privacy and handling your personal information responsibly, transparently, and in compliance with applicable data protection laws. This Privacy Policy explains what personal information we collect, how we use it, with whom we may share it, how we protect it, your rights, and other important details when you:
By using our Website or Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not provide us with personal information or use our services.
We collect several categories of information, depending on how you interact with us.
We do not knowingly collect personal information from children under 16 (or the applicable age in your country). If we learn we have collected such data, we will delete it promptly.
We use personal information for the following purposes (and only when we have a lawful basis):
Providing & Administering Core Services
Communication
Improving & Developing Services
Legal & Compliance Obligations
We do not sell personal information. We share data only in limited circumstances:
BCI is based in the United States. When we transfer personal data from the EU/EEA/UK, Switzerland, or other jurisdictions, we rely on Standard Contractual Clauses (SCCs) or other approved mechanisms and ensure recipients provide an equivalent level of protection.
Depending on your location, you may have rights including:
California Residents (CCPA/CPRA): Additional rights to know, delete, opt-out of sale/sharing (note: we do not sell data), non-discrimination.
To exercise rights, email privacy@bonsai-bci.com. We respond within 30–45 days.
We implement reasonable administrative, technical, and physical safeguards (encryption in transit/rest where feasible, access controls, regular security reviews). In the event of a personal data breach, we will notify affected individuals and regulators as required by law.
Our Website may link to external sites. We are not responsible for their privacy practices. Review their policies separately.
We may update this policy to reflect changes in practices, technology, or law. Material changes will be communicated via email and/or a prominent notice on the Website.
For questions, rights requests, or concerns:
Email: office@bonsai-bci.com
Postal: Bonsai Clubs International, Privacy Officer, Woodridge, IL, USA
We appreciate your trust and are committed to protecting the privacy of our global bonsai community. Thank you for being part of Bonsai Clubs International.
Effective Date: March 15, 2026 • Last Updated: March 15, 2026
These Terms of Use (“Terms”) govern your access to and use of the website bonsai-bci.com (the “Website”), any mobile applications we may offer, and all related services (collectively, the “Services”) provided by Bonsai Clubs International (“BCI”, “we”, “us”, or “our”), a non-profit organization incorporated in Illinois, USA.
By accessing, browsing, registering for an account, becoming a member, submitting content, registering for events, or otherwise using the Services, you agree to be bound by these Terms. If you do not agree, you must not use the Services.
You must be at least 16 years old (or the age of majority in your jurisdiction, if higher) to use the Services. By using the Services, you represent and warrant that you meet this age requirement and have the legal capacity to agree to these Terms.
Certain features (e.g., membership, event registration, forum posting) may require you to be 18 or older or to have parental/guardian consent.
You agree not to:
The Services are provided “AS IS” and “AS AVAILABLE” without warranties of any kind, express or implied, including accuracy, completeness, timeliness, non-infringement, merchantability, or fitness for a particular purpose.
Bonsai and viewing stone information (articles, tutorials, advice) is educational only and not a substitute for professional horticultural, legal, or safety advice.
To the fullest extent permitted by law, BCI, its officers, directors, volunteers, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to the Services.
Total liability shall not exceed the amount you paid to BCI in the 12 months preceding the claim (or $100 if no payment).
You agree to indemnify, defend, and hold harmless BCI and its officers, directors, volunteers, agents, and affiliates from any claims, losses, liabilities, damages, costs arising from your use of the Services, your User Content, your violation of these Terms, or your violation of any law or third-party rights.
We may update these Terms. Changes will be posted on the Website with the updated “Last Updated” date. For material changes, we will provide notice. Continued use after changes constitutes acceptance.
Questions or notices regarding these Terms:
Email: office@bonsai-bci.com
Postal: Bonsai Clubs International, Woodridge, IL, USA
Thank you for being part of the Bonsai Clubs International community. We look forward to sharing the art of bonsai and viewing stones with you worldwide.
convention@bonsai-bci.com
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Founded in 1960, Bonsai Clubs International connects bonsai and viewing stone enthusiasts across 50+ countries. A nonprofit dedicated to promoting international friendship through the art of bonsai.
"Promoting international friendship through bonsai since 1960"
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