Vendor Terms & Conditions
1. Eligibility & Registration:
1.1. Vendors must complete the registration process and
submit all required fees by the specified deadline.
1.2. The event organizers reserve the right to accept or
reject vendor applications based on the nature of the
business and space availability.
1.3. All vendors must comply with local, state, and
federal laws, including health and safety
regulations.
1.4. No exclusivity will be granted for any food vendor
or non-food vendor, including but not limited to stalls
selling imitation jewellery, clothing, services, or
other merchandise.
1.5. Vendors are not permitted to sell water or aerated
drinks from their food stalls. These items are
exclusively managed by the event organizers.
1.6. Vendors are not allowed to sublet their booth space
or share it with other individuals or businesses. Each
vendor must operate under their own name and
registration.
2. Booth Allocation & Setup:
2.1. Booths will be assigned on a first-come,
first-served basis upon payment and approval.
2.2. Vendors must adhere to the designated booth area
and cannot extend beyond the allocated space.
2.3. Setup times will be communicated before the event.
Vendors must be ready for inspection by the local health
and fire departments at the designated time.
2.4. Vendors are responsible for bringing their own food
equipment, signage, and power supply Cables/ Extension,
unless otherwise provided by the organizers.
2.5. Booth sharing is not allowed. Each vendor must
operate within their own assigned booth space. Any
vendor found violating this rule may be removed from the
event without a refund.
2.6. Under no circumstances may food items such as jams,
teas, spices, pickles, etc., be displayed or sold within
the same booth as jewellery, clothing, service booths,
or non-food stalls.
3. Food Vendor Permits & Inspections:
3.1 First and foremost, it is the food vendor's
responsibility to complete and submit the temporary food
permit application form to the city/county where the
event is taking place. The organizer has no say over the
health department requirements and is not responsible
for the vendor’s non-approval of receiving the license
to vend at the event.
3.2. All food vendors must comply with food safety
standards and obtain necessary permits.
3.3. If an onsite health inspector finds a vendor NOT
compliant with health department rules and regulations
on the day of the event and does not allow them to sell,
the organizers are NOT responsible, and NO refund will
be issued, NO EXCEPTIONS.
4. Food Safety & Hygiene:
4.1. All food vendors must comply with food safety
standards and obtain necessary permits.
4.2. Proper hygiene and cleanliness must be maintained
at all times.
4.3. Vendors must use gloves, hairnets, and other
protective measures while handling food.
4.4. Waste disposal must be managed efficiently, and
vendors should not leave behind any trash.
5. Payments & Refund Policy:
5.1. Booths will be confirmed upon receiving 50% of the
total payment. The remaining 50% must be paid on or
before July 21st, 2025.
5.2. Vendor Fee is Non-refundable and non-Transferable.
No refunds will be issued for cancellations made by
vendors for any reason
5.3. In the event the organizers cancel the event, they
will be liable to refund only the payments received from
vendors. No additional damages or claims shall be
entertained This clause shall not apply in cases where
the event is cancelled due to force majeure.
6. Insurance & Liability:
6.1. Vendors are required to carry general liability
insurance with a minimum coverage of $1,000,000, naming
the event organizers and associated entities as
additional insureds.
6.2. The event organizers are not responsible for any
loss, theft, or damage to vendor property.
6.3. Vendors must not engage in any activity that may
cause harm to attendees or other vendors.
7. Code of Conduct:
7.1. Vendors must conduct themselves professionally and
respectfully with customers, fellow vendors, and event
staffed.
7.2. No loud music, offensive behaviour, or disruptive
activities will be tolerated.
7.3. Any violations of the code of conduct may result in
expulsion from the event without refund.
8. Marketing & Promotions:
8.1. Vendors are encouraged to promote their
participation in the festival on social media and other
platforms.
8.2. Any promotional materials must be pre-approved by
the event organizers if they contain festival
branding.
8.3. Unauthorized distribution of flyers or marketing
materials outside the booth area is not allowed.
8.4. The event organizers may use vendor names, logos,
and images of their booths or products for promotional
purposes without compensation.
8.5. Vendors are allowed to display their branding
within their allocated booth space but must not place
advertisements outside their designated area without
prior approval.
8.6. Any media, photography, or videography taken at the
event may be used by the organizers for future
promotions, marketing, and social media campaigns.
9. Event Day Guidelines:
9.1. Vendors must adhere to the event schedule and be
present for the entire duration of the festival.
9.2. Vendors must ensure that their booth is staffed at
all times during the event hours.
9.3. Breakdown and clean-up must be completed within the
specified time after the event concludes.
10. Indemnification:
10.1. Vendors agree to indemnify and hold harmless the
event organizers, sponsors, and venue owners from any
claims, damages, or liabilities arising from their
participation in the event.
11. Taxes & Compliance:
11.1. Vendors are solely responsible for collecting,
reporting, and remitting any applicable local, state,
and federal taxes, including sales tax, in accordance
with New Jersey tax laws.
11.2. The event organizers will not be responsible for
any tax liabilities incurred by vendors.
11.3. Vendors must ensure compliance with all tax laws
and regulations, including obtaining any necessary
permits or tax identification numbers required for
conducting business at the event.
12. Alcohol Policy:
12.1. The sale, distribution, or consumption of
alcoholic beverages by vendors or attendees is strictly
prohibited at the event.
12.2. Vendors and attendees are not allowed to consume
or drink alcohol anywhere within the event premises.
12.3. Vendors found in violation of this policy will be
immediately removed from the event without a refund.
12.4. The event organizers reserve the right to take
legal action against any vendor or attendee found
violating local, state, or federal alcohol laws.
13. Dispute Resolution & Governing Law:
13.1. Any disputes arising under or in connection with
these terms shall be resolved through good faith
negotiations between the parties as the preferred method
of resolution.
13.2. Legal action should only be pursued if all efforts
at negotiation fail. In such cases, the dispute shall be
governed by and interpreted in accordance with the laws
of the State of New Jersey, and any legal proceedings
shall be conducted in a court of competent jurisdiction
located in New Jersey.
14. Force Majeure:
14.1. The event organizers shall not be liable for any
failure or delay in performance due to unforeseen
circumstances beyond their control, including but not
limited to acts of God, natural disasters, pandemics,
strikes, war, terrorism, government regulations, or
other emergencies.
14.2. In the event of cancellation due to force majeure,
refunds or credits will be issued at the sole discretion
of the event organizers, depending on the
circumstances.
14.3. Vendors acknowledge that the organizers have the
right to reschedule or relocate the event if necessary
due to force majeure circumstances.
15. Amendments:
15.1. The event organizers reserve the right to amend
these terms and conditions at any time. Vendors will be
notified of any significant changes.
By registering for the Indian Food Festival & Expo in
New Jersey, vendors agree to abide by the above terms
and conditions.
