Terms and Conditions | Charlotte Vegfest

Terms & Conditions / Vendor Agreement

This Vendor Agreement (this “Agreement”) is entered into by you, the vendor, (hereinafter, “you” or “Vendor”) and Charlotte Vegfest, Inc. and sets out the terms and conditions governing your participation in Charlotte Vegfest events (each, an “Event”). By participating as a vendor at any Event you acknowledge that you have read and agree to the terms set out below.

Application & Payment: In order to participate in any event (even if you have participated in prior Events) Vendor must fill out an application for each Event (each an “Application”) specifying the details of your requested participation in the Event and submit the required payment. Exact dates, prices and instructions are listed on the Vendor Fees section of the website for each Event. Additional details relating to the Event(s) will be emailed prior to the event for that specific event. Applications will not be considered until payment is received. Space is limited and Charlotte Vegfest, Inc. reserves the right to accept or reject any Vendor in its sole discretion. Charlotte Vegfest, Inc. does not guarantee that Vendor will get the size or type of spot they applied for. When and if Vendor’s Application is accepted, Vendor will be notified via email.

Services: Once accepted, Vendor will be assigned a designated space. Additional information about the setup will be sent to accepted vendors. You are responsible for bringing fixtures and decoration to define your space. Charlotte Vegfest, Inc. reserves the right to assign Vendor a designated spot within the Event as it sees fit. Charlotte Vegfest, Inc. does not accept requests for specific spot assignments and cannot guarantee that Vendor’s assigned spot will be free from structural or architectural obstructions. Vendors needing electricity or health permits need to make arrangements with the appropriate third parties and will be required to pay them an additional fee.

Term: This Agreement commences upon your completion of the Application to be a vendor at any Event(s) and shall continue in effect through your participation in such Event(s), unless otherwise terminated in accordance with the terms contained herein.

Liability: Charlotte Vegfest, Inc. shall not be responsible for any auto-liability or auto damage by or from the vendor. Charlotte Vegfest, Inc. shall not be responsible for any loss or damage incurred by Vendor, including, without limitation, damage to Vendor’s property, loss of sales, or injury to or death of Vendor (or its agents, employees, and/or personnel). Charlotte Vegfest, Inc. maximum liability arising out of or relating to this Agreement shall not exceed, in the aggregate, the amounts paid to it by Vendor, and in no event shall Charlotte Vegfest, Inc. be liable for any consequential, incidental, indirect, punitive, or special damages regardless of the cause of such damages. Vendor expressly assumes all risks of loss, damage, liability, injury, or destruction resulting from any cause whatsoever, including but not limited to acts or omissions by Vendor, and hereby releases and waives any claims against Charlotte Vegfest, Inc. related to such loss, damage, liability, injury, and/or destruction. Vendor covenants that it shall be fully responsible for any damages resulting from its participation in any Event, and agrees to indemnify, defend, and hold Charlotte Vegfest, Inc. (and its officers, employees, agents, vendors, affiliates, and representatives) harmless against any claims arising out of or related to Vendor’s participation in any Event, including for claims arising out of Vendor’s negligent actions or omissions.

Insurance: Vendor represents that it has, or will have at the time of the Event, appropriate insurance to cover liability for the types of activities Vendor will conduct at the Event including auto-liability insurance.

Representations and Warranties: Charlotte Vegfest, Inc. makes no representation, guarantee, or warranty with respect to any Event. All warranties, express or implied, are hereby disclaimed, including, without limitation, the warranties of marketability and fitness for a particular purpose. Charlotte Vegfest, Inc. does not guarantee any level of attendance at the Event and there will be no refund to Vendors, under any circumstances. The vendor list, map, and spot assignments are subject to change without notice.

Cancellations: If there is a cancellation:

By Vendor: If Vendor needs to cancel, they must notify Charlotte Vegfest, Inc. by email to charlottevegfest@gmail.com on or before July 31, 2024.
By Charlotte Vegfest, Inc.: If a cancellation of the Event by Charlotte Vegfest, Inc. is necessary due to unforeseen circumstances, acts of a third party, or other circumstances which (in Charlotte Vegfest Inc.’s sole judgment) may compromise the safety of Event participants, then the Event will be rescheduled based on the terms and conditions of the Event venue. If the event cannot be rescheduled, then a refund will be issued minus the 3% application processing fee.

Assignment: Vendor may not assign this Agreement to any third party, or delegate any of its obligations without the written consent of Charlotte Vegfest, Inc. Only the accepted Vendors will be allowed to sell or distribute their goods or services, and/or conduct activities at the Event.

Termination:

Termination for Convenience: This Agreement may be terminated by Charlotte Vegfest, Inc. at any time, with or without cause, immediately upon notice to the Vendor.
Termination for Default: Either party may terminate this Agreement immediately upon notice to the other party in the event of a breach or default by the other party of any term, condition, or covenant of this Agreement.

Code of Conduct:

You agree to read and abide by all directives, regulations, and Event rules provided to you, including those sent via email to the email address provided on your Application. Charlotte Vegfest, Inc. reserves the right to decline, prohibit, or expel any Vendor exhibit, or prevent any activity, displays, product, or conduct, which (in Charlotte Vegfest, Inc.’s sole judgment) is out of keeping with the character of the Event or endangers the venue, any attendee, or other vendors.
Vendor and its agents, employees, personnel, and/or independent contractors who participate in the Event agree to be bound by this Agreement and shall comply with its terms and all Event rules, regulations, and directives as may be expressed to Vendor by Charlotte Vegfest, Inc. in any way at any time. The terms of this Agreement, including any limitations and waivers, insure to the benefit of Charlotte Vegfest, Inc. and its affiliates and Event co-producers and sponsors.

Miscellaneous:

The relationship of Vendor to Charlotte Vegfest Inc. is that of an independent contractor, and nothing contained in this Agreement will be construed as creating a partnership, joint venture, employment relationship, agency, or other relationship between the parties, or to make Charlotte Vegfest, Inc. liable for the debts or obligations of Vendor.
The validity, interpretation, construction, and enforcement of this Agreement will be governed and controlled by the laws of the State of North Carolina, without regard to its choice of law principles. Any dispute arising out of or related to this Agreement must be brought in federal or state court in Mecklenburg County and the parties hereby consent to the exclusive jurisdiction and the venue of such forum. The prevailing party in any such action shall be entitled to receive from the other its costs and expenses (including reasonable attorneys fees) in addition to any other relief it may be entitled to.
This Agreement, any Event rules and regulations provided to Vendor by Charlotte Vegfest, Inc. or Charlotte Vegfest Inc’s affiliates, and the Application completed by Vendor constitute the entire Agreement and understanding between the parties hereto with respect to Vendor’s participation in the Event.
If any term herein is determined to be unlawful or unenforceable then that term will be severed, and the remainder of the Agreement will remain in force.
No amendment or revision to this Agreement shall be effective unless agreed to in writing by Charlotte Vegfest, Inc.
This Agreement is non-exclusive and Charlotte Vegfest, Inc. reserves the right to contract with other vendors for the Event.
Any delay or failure by Charlotte Vegfest, Inc. to exercise any right or power under this Agreement shall not be construed to be a waiver of said right or power or any other right or power under this Agreement.
When you enter a Charlotte Vegfest event, you enter an area where photography, audio, and video recording may occur. By entering the event premises, you consent to interview(s), photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, web casts, promotional purposes, telecasts, advertising, inclusion on websites, social media, or any other purpose by Charlotte Vegfest, Inc. and its affiliates and representatives. By entering the event premises, you waive all rights you may have to any claims for payment or royalties in connection with any use, exhibition, streaming, web casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such use, exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged.