Vendor Terms and Conditions
These terms and conditions govern participation in Sparknify’s events as a vendor. By applying and participating, vendors agree to abide by the following terms:
1. Application and Approval
• All vendor applications must be submitted by the specified deadline, including all required documentation and fees.
• Sparknify reserves the right to approve or deny applications based on factors such as product type, relevance to the festival theme, space availability, and adherence to event guidelines.
• Vendors may not sublet, share, or transfer their booth space to another party without prior written approval from Sparknify.
• If a vendor’s application is denied, any deposit paid will be refunded in full.
2. Fees and Payment
• All fees are due upon approval of the vendor application and must be paid in full by the deadline provided.
• Payment is non-refundable except in cases where the festival is canceled by Sparknify. If a vendor withdraws after payment, refund for the entire amount will not be issued.
• Additional charges may apply for electricity, additional space, special requests, city license, fines, or fees. Vendors will be notified of such costs before finalizing their participation and after event has taken place.
3. Booth Assignment and Setup
• Booth spaces are assigned at the discretion of Sparknify based on factors such as vendor category, electrical needs, and overall festival layout.
• Vendors must adhere to the setup and teardown schedule. Early setup outside of the designated hours is not permitted.
• Booths must be staffed and operational during the entire duration of the event. Vendors who leave early may not be invited to participate in future events.
• Any structures, decorations, or signage must be within the designated space and must not obstruct traffic flow or other vendors.
Vendors must clean their booth space after the event and dispose of all waste properly. Failure to do so may result in additional cleaning fees, which will be invoiced accordingly.
4. Compliance with Laws and Regulations
• Vendors are responsible for obtaining and displaying any necessary permits, licenses, and tax identification numbers required by local, state, or federal agencies.
• Vendors selling or serving food must comply with all health department regulations and may be subject to inspections. It is the vendor’s sole responsibility to meet compliance requirements, and no refunds will be issued if a vendor fails inspection and is unable to operate on the day of the event.
• Vendors handling hazardous materials, chemicals, or flammable products must follow all safety guidelines and disclose such products to Sparknify at least one month prior to the event.
• Any vendor found violating legal regulations will be required to cease operations immediately and may be removed from the event without refund.
5. Insurance
• All vendors must carry a minimum of $1,000,000 liability insurance to cover any accidents, damages, or claims that may arise due to their participation.
• Vendors must provide a Certificate of Insurance (COI) listing Sparknify and the event venue as additional insured parties.
• Vendors without their own insurance may be required to purchase event-specific coverage through the festival’s insurance provider.
6. Conduct and Safety
• Vendors are expected to maintain professional behavior, treating attendees, staff, and other vendors with respect.
• Loud music, aggressive sales tactics, or behavior that disrupts the festival experience will not be tolerated.
• Vendors must ensure that their setup is stable, secure, and does not present any risk of injury to attendees.
• Any vendor found engaging in harassment, discrimination, or unsafe practices may be removed from the event without refund and may be banned from future participation.
7. Product Restrictions
• Vendors may only sell or display products and services that were approved in their application. Any unauthorized items may be subject to removal.
• Prohibited items include but are not limited to:
• Illegal substances
• Weapons, firearms, or explosives
• Counterfeit or trademark-infringing goods
• Obscene, pornographic, or offensive materials
• Live animals (except approved pet-related vendors)
• Alcohol, tobacco, or cannabis products (unless explicitly permitted by Sparknify)
• Vendors are responsible for ensuring that all products meet safety standards and comply with applicable consumer protection laws.
8. Indemnification
• Vendors agree to indemnify, defend, and hold harmless Sparknify, its employees, event organizers, volunteers, and affiliates from any and all claims, losses, damages, or liabilities resulting from their participation in the festival.
• This includes but is not limited to injury to persons, property damage, product liability claims, and failure to comply with legal requirements.
• Vendors assume full responsibility for any injuries or damages caused by their products, equipment, or actions.
9. Cancellation and Force Majeure
• If the event is canceled due to unforeseen circumstances (e.g., extreme weather, natural disasters, government restrictions, pandemics, etc.), Sparknify will notify vendors as soon as possible.
• In case of cancellation initiated by Sparknify, vendors may be offered a full or partial refund, or the option to transfer their fee to a future event.
• Vendors who choose to cancel their participation after payment submission will not receive a refund unless an official replacement vendor is secured.
• Sparknify reserves the right to modify event dates, times, or location if necessary, with advance notice provided to vendors.
10. Marketing and Promotion
• By participating in Sparknify’s event, vendors grant permission for their business names, logos, and product images to be used in event promotions, including social media, email marketing, and print materials.
• Vendors who wish to opt out of promotional use must submit a written request immediately after the application is approved.
• Vendors are encouraged to promote their participation in the event on their own social media and marketing channels using the official event hashtag.
Agreement & Acknowledgment
By submitting an application and participating in Sparknify’s event, vendors confirm that they have read, understood, and agree to comply with these Terms and Conditions. Failure to adhere to these terms may result in removal from the event without refund and disqualification from future participation.