Vendor/Exhibitor Terms & Conditions

Exhibitor/Vendor Fee: $150 for 10’x10’ space during Festival

Saturday, September 20, 2014, 11 a.m. to 9 p.m.

Sunday, September 22, 2014, 11 a.m. to 6 p.m.

$150 due with application (will be returned in full if application is not accepted)

As an exhibitor/vendor, you will receive:

  • 10’x10’ outdoor space at the Highlands Festival at Waterloo
  • Free entry on each day of the festival for up to three booth workers
  • Listing on HighlandsFestivalAtWaterloo.org
  • Posting on the Festival’s Facebook page
  • Listing in the Festival’s printed program.

Limited electrical hook-ups are available for an additional $50.

Exhibitors/vendors are responsible for bringing all set-up equipment and materials, including tables, chairs, canopy/tent, etc. Please also note that any sales taxes are the responsibility of the vendor.

This application is not a guarantee of acceptance into the Festival as spaces are allocated according to the vendor/exhibitor’s alignment with the event’s theme, on a first come, first serve basis.  

We encourage you to register as soon as possible but no later than September 1, 2014, so that your information can be included in our promotion.  The Festival will go on rain or shine.

RULES & REGULATIONS

  1. AGREEMENT TO RULES AND REGULATIONS:

Exhibitor/vendor agrees to follow Festival rules, and to abide by any additional rules made by Festival management for the efficient or safe operation of the Festival.

  1. FESTIVAL SET UP and TAKE DOWN:
  • Exhibitors/vendors are responsible for providing all equipment and materials for set-up: tables, chairs, canopy/tent, etc
  • Dates and hours for installing exhibits are from Friday, September 19, 2014, 9 a.m. to dusk, and Saturday, September 20, 2014, 7 to 10 a.m. Exhibitors/vendors must be ready for visitors when the Festival opens at 11 a.m.
  • Take Down is required within 3 hours of the Festival’s closure at 6 p.m. on Sunday, September 21, 2014.

All exhibitors/vendors must be open for business during Festival hours and no dismantling or packing may be started before the official close of the festival.  Any exhibitor/vendor who fails to setup, exhibit and dismantle during the above listed times in its contracted space will not be invited back to future festivals. In the event any exhibitor/vendor fails to remove his exhibit in the allotted time, Festival management reserves the right to ship the exhibit through a carrier of its own choosing or to place same in a storage warehouse subject to the exhibitor’s/vendor’s disposition at exhibitor’s/vendor’s expense.

3. ECO-POLICY:

One of the overriding goals of the festival is provide an example of how events can be ‘GREEN’ and produce very little waste. This event is solution–oriented; participants can engage in activities meant to enable them to immediately make changes to conserve water or energy and engage in other sustainable practices.  Marketing and promotional materials should use double-sided printing and it is highly recommended that our vendors and exhibitors use recycled paper for promotional items. We encourage vendors and exhibitors to provide reusable bags and avoid using plastic bags when possible.

  1. DISPLAYS AND DECORATIONS:

No signs, advertising devices or merchandise shall be displayed outside the exhibit space or project above or beyond limits of exhibit space.  Exhibitors/vendors must not deface park grounds in any way through the use of nails, tacks, glue, paint, etc.  No exhibit, merchandise, equipment, trunks, cases or packing materials shall be brought into or out of the exhibit space during festival hours.

 5. EXHIBITOR/VENDOR CONDUCT:

Exhibitor/vendor shall abide by and observe all laws, rules, regulations, and ordinances of New Jersey State Park Service.  Activities by exhibitors/vendors must be confined to their exhibit space. Distribution by exhibitors/vendors of any printed matter, souvenirs, samples or other articles shall be restricted to within the space occupied by their exhibits. The distribution of any articles which interfere with, or obstruct access to neighboring booths or that impede walkways is prohibited. Devices making loud or excessive noise are prohibited, and Festival management reserves the right to determine if sound level is excessive.  Exhibitor/vendor shall not enter into another exhibitor’s/vendor’s space without invitation or when unattended, nor may they handle or remove anything whatsoever from another exhibitor’s/vendor’s space.

  1. PRODUCT DISPLAYED:

Products displayed by exhibitor/vendor must conform to, or be of a similar nature to, the products presented by exhibitor/vendor during the exhibit space application process.  Any displayed merchandise determined by Festival management to:

a) not conform to the products presented during the application process, and/or

b) be inappropriate for display at the Festival will be removed to storage, at exhibitor’s/vendor’s expense, for the duration of the show.  Exhibitors/vendors found to be in violation may be excluded from future participation in Festivals.

Exhibitor/vendor should be able to prove that it owns the intellectual property rights to all products exhibited at its booth.  

Exhibitor/vendor agrees to indemnify Festival management for any and all costs, including attorney’s fees, for any action brought against Festival management with respect to any claims regarding the exhibitor’s/vendor’s intellectual property.

Festival management reserves the right to exclude any potential exhibitor/vendor if, in Festival management’s sole discretion, the exhibitor/vendor or the material proposed to be exhibited is not deemed appropriate.

  1. LIMITATION OF LIABILITY AND INDEMNITY:

(a) Neither Festival Management, the New Jersey Highlands Coalition, New Jersey State Park Service or any of its officers, agents, employees, or other representatives shall be held liable for, and the same hereby released from liability for, any damages, loss, harm or injury to the persons or property of the exhibitor/vendor or any of its officers, agents employees or other representatives, resulting from theft, fire, water, accident or any other causes.

(b) The exhibitor/vendor shall indemnify, defend, and protect Festival Management, the New Jersey Highlands Coalition, New Jersey State Park Service against, and hold and save Festival Management, the New Jersey Highlands Coalition, New Jersey State Park Service harmless from, any and all claims, demands suits, liability, damages, loss, costs, attorney’s fees and expenses of whatever kind or nature, which result from, arise out of, or are connected with any acts, or failures to act, or negligence of, exhibitor/vendor, or any of its officers, agents, employees or other representatives, including, but not limited to, claims of damage or loss resulting from the breach of these Rules and Regulations, and claims of damage or loss to any third party resulting from any infringement of copyright or patent or the unauthorized use of a registered trademark.  

(c) This is a rain or shine event. All exhibit payments are non-refundable.

  1. GOVERNING LAW/AMENDMENTS:

This Agreement, having been executed in the State of New Jersey, shall be governed by, constructed and enforced, in the appropriate courts, in accordance with the Laws of the State of New Jersey as if it is an agreement made and to be performed entirely within such State.  This agreement may not be amended or modified except by a written communication by Festival management.

Please fill out the application form and indicate that you have read and agree to the terms established herein.