Vendor Terms & Agreement
This Vendor Application constitutes a binding agreement upon submission. By completing and submitting this application, the applicant (“Vendor”) agrees to all terms and conditions outlined below. Acceptance into the festival is at the sole discretion of Harrington Center for the Arts (“Company”).
Vendor Categories
Applicants must apply under one of the following categories:
1. Vendor Booth / Tent Vendor
2. Food or Beverage Vendor Operating from a Truck or Trailer (“Food Truck”)
Terms, fees, and cancellation policies vary by category.
Acceptance & Payment Authorization
All applicants will be notified of acceptance or non-acceptance approximately 30 days prior to the event. Submission of this application authorizes the Company to process applicable fees upon acceptance. Acceptance into the festival confirms the Vendor’s agreement to these terms without the need for a separate contract.
Vendor Booth / Tent Vendors (Food Trucks not applicable)
The booth fee will be preauthorized at checkout and processed only upon application approval.
Following the event, vendors will be required to report to Company total event revenue within 7 days of the event.
Cancellation & Refund Policy:
Full refund if cancellation is made 15 business days or more before the event. 50% refund if cancellation is made 7–14 business days before the event. No refunds for cancellations made within 7 days of the event. Vendors who fail to attend or do not operate during required event hours may be charged an additional fee of up to 50% of their booth fee, as determined by the Company.
Food Truck Vendors (Vendor Booth / Tent Vendors not applicable)
Participation Fee
A $65 Food Truck participation fee will be preauthorized at checkout and charged only upon acceptance into the festival.
The $65 participation fee is non-refundable once processed. This fee will be your participation fee and the second part of your Fee is the 12% net sales (gross sales less sales tax collected) earned at the event. Food Truck will report to Company an accurate point of sales report and then Company will invoice Food Truck 12% of net sales based on that report.
Cancellation Policy (Food Trucks)
By submitting this application and upon acceptance, Food Trucks agree to the following cancellation terms, which are binding regardless of whether a separate contract is executed:
If a Food Truck cancels after being accepted into the festival, a $50 cancellation fee will be assessed in addition to the $65 participation fee already collected. If a Food Vendor cancels within 48 hours of the event, a $250 cancellation fee will be assessed in addition to the $65 participation fee already collected. Any applicable cancellation fee ($50 or $250) must be paid within 7 days of the cancellation date.
Failure to remit cancellation fees may result in exclusion from future events and/or denial of participation in future festivals.
Attendance Requirement
Food Trucks who fail to attend the event or do not operate during required hours may be subject to additional penalties and may be disqualified from future events at the Company’s discretion.
Force Majeure / Weather Policy
The Company shall not be held liable for cancellation, postponement, or modification of the event due to circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, acts of God, fire, flood, government orders, public health emergencies, labor disputes, or other force majeure events.
In such cases:
The Company reserves the right to cancel, reschedule, shorten, or modify the event. Vendor fees are non-refundable if the event is canceled, delayed, or modified due to a force majeure event.
Vendors assume all risks associated with weather conditions and acknowledge that outdoor events are subject to unpredictable conditions.
Indemnification & Hold Harmless
Vendor agrees to indemnify, defend, and hold harmless Harrington Center for the Arts, its officers, directors, employees, volunteers, contractors, sponsors, and affiliates from and against any and all claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys’ fees) arising out of or related to:
Vendor’s participation in the event
Vendor’s products, services, or activities
Any injury, illness, death, or property damage caused by Vendor, its employees, agents, or equipment
Vendor’s failure to comply with applicable laws, permits, or event rules
This obligation shall survive the conclusion of the event.
General Vendor Requirements
Vendors must be fully set up and operational during all required event hours. Vendors are responsible for securing all required licenses, permits, insurance, and health department approvals.
Vendors must comply with all event rules, safety guidelines, and instructions issued by the Company. Booth spaces and vendor placements are non-transferable without written approval. The Company reserves the right to remove any Vendor who violates event policies, misrepresents their business, or creates unsafe conditions, without refund.
Agreement Acknowledgment
By submitting this application, the Vendor acknowledges and agrees that:
They have read and understand these Terms & Agreement.
These terms are legally binding upon submission and acceptance. Failure to comply may result in fees, removal from the event, and/or exclusion from future events.
