Vendor Registration Form

Vendors requested to bring in own canopy tent, table and chairs for the booth.
Hare Krishna.. I am putting together terms and conditions for vendors. Please let me know your feedback on this.

Here is a comprehensive set of **Terms and Conditions for Diwali Festival Vendors**, incorporates your specific requirements along with standard best practices to ensure smooth operations, safety, and cultural compliance.

### **Diwali Festival of Lights – Vendor Terms and Conditions**

#### **1. General Information & Scope**

* **Event Purpose:** These Terms & Conditions apply to all participating vendors at the ISKCON Overland Festival of Lights (Diwali) celebration held on the organization's premises.

* **Agreement:** Submission of a vendor application and participation in the event constitutes full agreement to these terms.

#### **2. Booth Setup, Equipment, & Logistics**

* **Self-Provided Equipment:** Vendors are fully responsible for bringing their own setup equipment, including but not limited to **tents/canopies, tables, chairs, tablecloths, and display materials**.

* **Setup & Dismantling Times:** All vendors must arrive and complete setup by 11:00 am before the event opens to the public. Teardown may not begin until the event officially concludes at 5:00 pm.

* **Space Allocation:** Vendors must keep all items, equipment, and signage strictly within their designated booth area.

#### **3. Cleanliness & Waste Management**

* **Post-Event Cleanup:** Vendors are strictly responsible for cleaning their assigned booth area immediately following the event.

* **Trash Disposal:** All waste, packaging, and debris generated by the vendor must be disposed of in designated waste containers or packed out. Leaving booth spaces messy or damaged may result in a cleanup fee or forfeiture of future participation.

#### **4. Power & Electrical Supply**

* **Advance Notification:** Power supply is limited. Vendors requiring electricity must notify event organizers at least 5 days in advance of the event.

* **Power Constraints:** Requests made on the day of the event cannot be accommodated. Vendors approved for power must bring their own heavy-duty, outdoor-rated extension gauge power cords of at least 100 feet, power strips with surge protection. The vendors will also be responsible for taking care of tripping hazard of the extention cords lying on the ground.

#### **5. Food Restrictions & Prohibition of Food Sales**

* **No Food Sales, display, or sampling:** **No vendors are permitted to sell, display, or provide free sample food items** under any circumstances.

* **Strict Dietary/Sattvic Guidelines:** To respect the cultural and religious traditions of Diwali, **no food or drink items containing alcohol , cannabis, meat, onion, or garlic** are permitted on the premises (sale, personal vendor consumption or free samples). All items on-site must strictly adhere to *Sattvic* / pure vegetarian guidelines.

#### **6. Additional Suggested Terms (Recommended Best Practices)**

##### **A. Safety & Fire Guidelines**

* **Open Flames / Diya Restrictions:** Given that Diwali involves light and open flames, any use of real candles, oil lamps (*diyas*), or open flames at vendor booths must be explicitly pre-approved by the organizers. Vendors are encouraged to use battery-operated LED *diyas*.

* **Fire Safety:** All tents/canopies should be flame-retardant and secured safely with weights (no staking into paved surfaces without permission).

##### **B. Products & Conduct**

* **Permissible Items:** Only items pre-approved during the application process (e.g., art, crafts, clothing, jewelry, henna/mehndi, decor) may be displayed or sold.

* **Prohibited Items:** The sale or display of fireworks, sparklers, alcohol, CBD, weapons, or illegal/inappropriate merchandise is strictly prohibited.

* **Professional Conduct:** Vendors are expected to conduct themselves professionally and respectfully toward event organizers, volunteers, guests, and fellow vendors.

##### **C. Payment, Cancellations, & Fees**

* **Vendor Fees:** All vendor booth fees must be paid in full by Oct 22 to confirm reservation.

* **Cancellation Policy:** Fees are non-refundable in the event of vendor cancellation within 5 days of the event date.

##### **D. Liability, Loss, & Insurance**

* **Property & Theft:** ISKCON is not responsible for any lost, stolen, or damaged items before, during, or after the event.

* **Liability Disclaimer:** Vendors participate at their own risk and assume full responsibility for any injury, damage, or claims arising from their booth setup, staff, or products.u