SoCal VegFest Terms and Conditions

Date, Time and Location for SoCal Vegfest 2018:
Saturday, October 20, 2018 from 11am - 6pm
Sunday, October 21, 2018 from 11am - 6pm
OC Fair & Event Center, 88 Fair Drive, Costa Mesa, CA 92626

Please carefully initial your agreement to each term and then sign at the bottom of this page. Use your mouse on a keyboard to draw your signature or finger on your mobile device. Make sure each signature is clearly able to be read, you may use the trashcan icon to erase a signature and start over.

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1. Definitions:
In this agreement, "Vendor" refers to any Sponsor, Vendor, Business or Organization selling or giving away food or products or presenting information at a booth or stand at SoCal VegFest. "SoCal VegFest" refers to the organizers of the event as well as the parent organization Animal Protection and Rescue League.
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Initial Agreement
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2. No Animal-Based Products
In keeping with SoCal VegFest principles, all items displayed, advertised, sold, or sampled during the event may not be or contain any animal products. This includes but is not limited to: meat, poultry, fish, dairy, eggs, honey, gelatin, and other animal- based additives. This also includes items made from or with animal fur, leather, hides, feathers, wool, horns or silk. Merchandise should not be tested on animals. Violators will be removed from festival upon inspection and booth will not be refunded.


I understand that the below listed food items are NOT vegan:
Milk
Honey
Meat
Poultry
Fish
Shellfish
Butter
Gelatin & Jello
Beeswax
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Initial Agreement
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3. Deadlines and Refunds:

  1. All Vendor application are to be registered by September 1, 2018 - official deadline.

  2. All payments are due by September 1, 2018 - official deadline.

  3. NO Refunds unless Vendor's application has been rejected by SoCal VegFest.

  4. There are no refunds in case of inclement weather, acts of nature, or restrictions by government agencies to cancel the event that SoCal VegFest Committee has no control over.  SoCal VegFest shall in no way be liable to Vendors.

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Initial Agreement
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4. Payments and Reservations:

  1. Vendor information, agreement, first payment, and contract are submitted via Vendor online portal. Full payment must be made by September 1st.

  2. Vendor booths will be subject to SoCal Vegfest's final approval & space availability.

  3. Food carts or other similar vehicles will also need special permits in order to set up on OC Fair & Event Center grounds. The number of spaces is limited and will be filled on a first-come, first-served basis.

  4. Promotional Food Vendors: SoCal VegFest advises to provide at least 2000 bite-size samples PER DAY for the attendees.

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Initial Agreement
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5. Setup and Tear Down:

  1. Staking is strictly prohibited by OC Fair & Event Center regulations. If the day is windy enough to require it, Vendor will need to provide weights (such as water and brick weights) to secure canopy tents.

  2. Indoors booths: 10’x8’ space.  NO covered canopies allowed. SoCal VegFest will provide 6'x2.5' tables and 2 chairs. Vendors should provide their own tablecloths and booth decorations such as pull up banners.

  3. Outdoors booths: 10'x10' space - Vendors are responsible for the entire set up from canopies to furniture. If Vendor brings their own canopy, Vendor must ensure that their canopy is flame-proof, secure their canopy with sandbags or concrete blocks.  SoCal VegFest will not provide Vendor with any items or services outside of access to electricity.

  4. Setup will begin on Friday, October 19th, 1pm.  More details will be sent in the beginning of October once the Vendor has paid for their space in FULL.

  5. Vendors are responsible for setting up and tearing down their OWN equipment. Vendor spaces must be surrendered in the same condition in which they were when received.

  6. Electricity will be available to booths for an extra charge. Please let us know if your electrical devices require anything other than a standard electrical outlet.

  7. If you need to hang a banner, you need to supply your own banner stands.  Banners cannot be attached to any walls, trees or buildings.

  8. Security will be provided overnight.  If you elect to leave your personal valuable property, equipment on OC Fair & Event Center campus grounds, you then understand that you are doing so at your own risk.  SoCal VegFest will not be responsible for any theft or damages.

  9. Vendors are expected to remain open throughout the entire festival program.  No Vendor may break down booth prior to 6 pm on Sunday, October 21, 2018.

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Initial Agreement
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6. Food-Related Vendors:
SoCal VegFest, as the sole event coordinator, will apply for temporary food facility permits.  Vendors must read through Orange County Health Department information and must complete/turn in the Temporary Food Facility Permit to Event Coordinator - Laura McManus. Vendors serving prepared food must comply with Orange County Health Department regulations.

  1. ALL Food-Related Vendors serving or demoing prepared foods are required to attend a Food Vendor Meeting at OC Health Department.The vendor must display SoCal VegFest Booth Sign for Health Department Requirement.  More details will be sent once the Vendor has paid for the space in FULL.

  2. Vendors must display the SoCal VegFest Food Allergen Menu at a visible spot.

  3. Vendors are encouraged to promote SoCal VegFest through their websites, social media, emails, and other opportunities.

  4. Vendors are encouraged to bring own signs, bright/big pictures of food entrees, and menu board to set up within the confines of the Vendor booth.

  5. Insurance – All types of food vendors (Promotional/Restaurant/Food) Vendors must provide SoCal VegFest with a certificate of insurance that lists "Animal Protection and Rescue League" and "SoCal VegFest" as additionally insured under a $1 million general liability insurance policy.  Address to be listed: PO. Box 20163, Fountain Valley, CA 92728.

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7. Restaurant Vendors / Foodtrucks:
  1. Food Vouchers: Restaurant Vendors are required to accept Food vouchers (valued at $5 voucher) from Sponsors & Volunteers. VegFest will reimburse Vendors $2.50 for each $5 voucher turned in.
  2. There will VIP lines will be set up at restaurant booths/food trucks for attendees with VIP wristbands which allows for the VIP attendees to move to the front of the food line to order/buy food faster.
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8. Zero to Waste and Environmental Friendly:
  1. OC Fair & Event Center regulations forbid selling any glass bottles to attendees.
  2. Plastics and Styrofoam can NOT be used for the attendees.
  3. In order to present a green event and to reduce trash, food samples should have minimal packaging and compostable utensils to be used.  Picnic packs of silverware/napkins and plastic bags are NOT allowed.
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9. Legal Claims
Vendors agree to make no claim for any reason against event staff, coordinators, volunteers, APRL officers, SoCal VegFest, and OC Fair & Event Center for loss, theft, damage, or destruction of goods, nor for injury to themselves, employees, volunteers, or visitors incurred at the event. Vendors will not interfere with the safety, success, and effectiveness of VegFest. This includes, but is not limited to, behavior, display materials, literature, venue equipment, or operations, unusual odors, or extending beyond Vendor space and/or blockage of public passageways. Vendors may not solicit/sample to/or petition attendees beyond the confines of their booth. Music and/or recordings must not interfere with neighboring booths. Vendor agrees to comply with all the regulations of the facility hosting the Festival and all federal, state, and municipal laws, including health and safety. Vendor agrees to be responsible for collection and reporting of sales tax as required by law. Vendor shall be responsible for obtaining all licenses, permits, health certificates or items required by governmental agencies in order that Vendor’s booth/concession may be lawfully operated.
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10. General Vendor Rules
SoCal VegFest has full authority to stop Vendor from operating, without refund, should Vendor sell or promote products and/or services other than those stated in Vendor’s application.
  1. The following items are strictly prohibited from being sold, displayed, distributed, or used by Vendor:
    1. Illicit Drugs
    2. Smoking and Cigarettes
    3.  Firecrackers, Fireworks, or Similar Items
    4. Weapons and Firearms
    5. Vulgar, Offensive, Sexually Explicit, or Obscene materials as judged by SoCal VegFest, and such judgment shall be final.
  2. Vendors shall not share or sublease any part of their booth space for any other business.
  3. Vendor shall not modify, adjust, damage or remove any part of their booth.
  4. Vendor may be requested to remove a product or service displayed at the Festival at the sole discretion of SoCal VegFest if deemed unsuitable by SoCal VegFest, and such decision shall be final. Vendor agrees that SoCal VegFest shall not be liable for any damages or losses, pecuniary or otherwise, foreseen or unforeseen, incurred by Vendor as a result of such action.
  5. Vendor is prohibited from soliciting, selling, and promoting its products/services, including but not limited to, distributing fliers, greater than ten (8) feet around Vendor’s booth.
  6. Vendors using amplified sound must place their sound systems within the rented booth space, and the sound level shall not exceed 30 decibels. Non-compliance with these rules pertaining to amplified sound, after the first warning, shall result in expulsion of vendor from the festival.
  7. Vendor agrees to be held responsible for Vendor’s (and Vendor’s staff’s) own actions within Festival grounds that may result in additional fines by the city, county, or other levels of government, i.e. oil spills.
  8. Vendors agree to permit photographs and video to be taken of them, their volunteers, and their booths at SoCal VegFest, to be used for the purposes of future promotion and advertising of the event. All photographs/video footage will be the property of SoCal VegFest.
  9. SoCal VegFest reserves the right to remove any Vendors from the Festival.
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11. Social Media Obligation:
*We will send you 10 pieces of content to post on your instagram account for your business. You must comply with timelines and guidelines provided for the post. Posts are not to be removed until after the festival.
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This agreement states the entire contract between, SoCal VegFest and the Vendor. No changes will be valid unless agreed to by both parties in writing.
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Printed Full Name of Signer
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Printed Full Name of Company
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