Terms & Conditions – Stall
YVCARE EARTH FESTIVAL – BOOKING YOUR STALL
The 2-Day YVCare Earth Festival gives you a larger audience and market reach. Make people fall in love with your brand by showcasing your products and making a sale. The estimated footfall is 10,000+ per day. Don’t miss this opportunity to reach out to a wider audience.
Our event accepts food, beverage, apparel, personal care, household, cosmetics, accessories, jewelry, craft, and other eco-friendly, green, and vegan-conscious vendors.
Money from stalls will go into covering the costs of the event. Stall booking is a first come first served situation, we recommend making payment asap so that you secure your spot at the festival.
Mode of Payment
Payment to be made via Bank transfer to –
| Name | Discover Urjaa Charitable Trust |
| Bank | HDFC Bank |
| Account | 50100047614511 |
| Type | Savings account |
| IFSC | HDFC0000060 |
Alternatively, cheque payments can be deposited in our Bank Account. Cheques should be made payable to Discover Urjaa Charitable Trust.
UTR details for online transfers or Cheque deposit slip are to be emailed to us on festival@YVCareEarth.com
→ Please note, you are not booked until a complete booking form and full payment is received.
Stall Booking – Terms & Conditions:
GOODS FOR SALE
All products sold must be ethical and cruelty-free (Free of animal ingredients). Animal-based products containing meat, chicken, mutton, fish, eggs, honey, dairy (eg, milk, butter, cheese, ghee, paneer, curds, yogurt, ice cream, milk solids, whey, casein), beeswax, mayonnaise, gelatin, lard, carmine, rennet, fish oils, royal jelly, etc. are not allowed. Products made of Animal leather, wool, silk, fur, suede, down, feather, shell, pearl, keratin, and oyster as well cannot be sold nor used in the stall decor. Being a cruelty-free, plant-based festival, all products at the Event MUST be cruelty-free and vegan.
No bottled water will be sold in any stall since we have water stations at the venue. You are requested to use eco-friendly packaging – please avoid the use of Styrofoam, single-use or throw-away plastic, etc.
This is a Non-smoking event. Intoxicants like Alcohol, Vapes, cigarettes, tobacco etc. are strictly prohibited. Under no circumstances can stallholders sell illegal items, banned products, promote illegal or immoral activities or support illegal groups/organizations. All products and materials must comply with the above.
The Organizer reserves the right to allow/disallow vendors to sell or display goods at the event that do not fit the criteria. No material attacking or advocating other movements will be allowed on the stall.
The Organizers have the right to remove any material or product which is deemed illegal, offensive, or goes against the values and essence of the Festival and any religion, caste/group/sect.
To attract customers, we recommend providing discounts and offers. Please sell your products at discounted rates (not printed MRP or high pricing). The aim is to ensure that cruelty-free vegan products are affordable and economical.
STALL TYPE
Stallholders must only sell products for the “stall type” they have paid for. Non-Food Stalls are not permitted to sell any food/drink.
TRADING HOURS
All stalls can trade from 10.00 am to 12.00 am midnight on Day 1 – 28th October 2023 at the Festival. We have an Earth RUN on Day 2, Sunday 29th October 2023 from 5.00 am onward. Stallholders have the option to open their stall early on 29th October Sunday morning if they wish to cater to the RUN crowd. Else the normal festival timing for Day 2 is from 10.00 am to 12.00 am midnight.
All stallholders/vendors must accept payment by Card (debit or credit), and Mobile wallets like – UPI, Gpay, Paytm, PhonePe etc. You will not insist on cash payment only.
STALL SIZE & LOCATION
All stallholders will be provided with a stall area of 6×6 ft space to promote and sell their products. Each stall will be provided with a single rectangular table (size 4×2 ft) covered with cloth and 2 plastic chairs. If you require more than one stall payment to be made accordingly.
You are required to set up your stall in the most attractive way possible. All products are to be displayed within the allocated Exhibitor/Stall space only. The area outside stalls, passages, and pathways should not be blocked with standees, etc. It is up to the discretion of the Organizer to remove any unsightly equipment. The location of All Stalls is pre-determined and will be marked out prior to your arrival.
No property within the venue shall be removed or be shifted unless prior approval is given by the Organizer.
STALL DIMENSION FOR BRANDING
Stall structure with dimensions for branding are given below:
- Canopy (stall) – 6’ X 6’ X 7ft height
- Backdrop size – 6ft × 6ft ( Flex on frame )
- Table facia – 4ft × 2.5ft ( Flex on frame or Sunboard )
- Top facia 3ft × 1 ft ( Sunboard or Vinyl)
Please ensure the below is being adhered to avoid any charges for any damage caused:
Nailing, Screwing, Painting, Glue or Bond to the Canopy structure is not allowed. Pasting with
double tape of the branding (Flex or Sunboard) and vinyl pasting or a self stand Flex on Frame for the
backdrop is allowed.
No part of any structure or exhibit may extend for branding beyond the boundaries of the space
allocated for stall.
Note: Branding will be done from your (stall owners) side.
PARKING & ACCESS
Stallholders are responsible for arranging their own transportation and accommodation if traveling from other cities. No vehicles are allowed in the Ground area. Loading and unloading must be arranged by Stallholders. We ask that after quickly unloading outside the venue gate, please park in the spots furthest from the venue to allow easy access for other vendors and attendees.
The Organizer is not responsible for providing designated parking to stallholders, their delegates, or sponsors. Parking is available 5 minutes away from the location for attendees (on a first, come first serve basis). Parking is at your own risk.
It is the Stallholder’s responsibility to arrive on time and set up their stalls prior to the event start. Stallholders can set up their stalls on 27th October, Friday evening from 4.00 pm onwards. Stallholders are advised to be at the venue before 9.00 am on 28th Oct 2023. Entry to the venue will be through the designated gate for vendors. Please contact and inform the Organizer’s execution team if you cannot attend on the day of the event or will arrive late.
Please note: All stall setups must be done before 10:00 AM on 28th OCT, 2023. if possible please complete the same on Friday evening itself.
Stallholders can only conduct their business/promotion from their allocated stall.
STORAGE OF GOODS
Being a 2-day Festival, stallholders can leave their stall set up overnight if they wish as the ground area gates will be locked at 12.00 am midnight. 27th Oct and 28th Oct night – security will be available. Please note that the items left are at your own risk. The organizer will not be held responsible for any losses overnight.
On the 29th of October Early morning, we have an Earth Run at the same venue. Stallholders will be responsible for their products and stall security during the Early Morning 5.00 am RUN event – Organizers do not take responsibility for the loss or theft of any belongings.
ELECTRICALS
A single Plug point of 5 amps and 1 light bulb will be available for the stallholders. We highly recommend using one plug per socket only.
Electricals such as Microwave, Mixer/Blender, Refrigerator, Freezers, Coolers, etc. MUST be operated only on a 16 amps plug point – this needs to be purchased at an additional cost. Your requirement needs to be informed to the Organizer’s execution team 15 days prior to the event.
Stallholders must ensure that all electrical equipment complies with ISI standard regulations and should avoid the use of any faulty equipment.
GARBAGE REMOVAL
All Stallholders are responsible for the collection of their trash and general waste. Dustbins will not be provided with the stalls, so you need to make arrangements for your waste collection.
HEALTH AND SAFETY MEASURES
All food items sold at the stalls must be fresh. In light of potential health concerns, vendors need to ensure health, hygiene, and safety protocols. Produce must be stored and served in compliance with Food Safety Regulations. Stale food cannot be served at the event.
No Fire or flammables are allowed – such as stoves, cylinders, gas, etc are prohibited. Only the use of an Induction stove and conventional microwave is allowed.
Any equipment brought by stallholders must be agreed upon prior to arrival and must not pose any type of hazard to the Event participants.
Stallholders must ensure that walkways and exits are clear of obstruction at all times. Please do not extend your stalls or place products to the side and front, as this can restrict movement and cause tripping hazards.
STALL SHARING & TRANSFERABILITY
Stallholders cannot share a stall without prior written permission from the Organizer. Stall Sharing will be allowed after house-full only – but with the permission of the Organizer.
The sub-letting of all or part of a stall by an Exhibitor/Stallholder is forbidden unless authorized by the Organizer in writing prior to the Event.
CANCELLATION & REFUND POLICY
The Event will go ahead regardless of weather conditions unless deemed dangerous. No refunds will be given if the Stallholder does not attend the Event on their own accord.
Organizers do not take any responsibility for the number of turnouts, sales, profit, money raised, financial loss, or any other loss that the stall encounters. Any estimate provided is only an estimate and not a condition of fulfillment by the Organizer. Discover Urjaa Charitable Trust [ YVCare] does not take responsibility for any cancellation or non-attendance of any of the speakers/artists.
Cancellations Policy –
- +31 days before the event – 80% Refund.
- 30-26 days before event – 60% Refund.
- 25-21 days before event – 50% Refund.
- 20-16 days before event – 40% Refund.
- 15-11 days before event – 30% Refund.
- 10-05 days before event – 20% Refund.
INSURANCE
All Stallholders must have their own Public Liability Insurance for the Event. The Stallholder shall be liable for all fees, fines, and other costs as a result of an incident or accident caused by the Stallholder at the Event. All Stallholder incidents or accidents at the Event must be immediately reported by the Stallholder to a member of the Festival Organizing Team so that it is recorded and/or mitigated accordingly.
MARKETING AND PROMOS
Usage of self-owned music and sound systems, loudspeakers, microphones at the stall, or loud slogans to draw attention toward stalls is prohibited. On accepting to exhibit at the event, the common mobile numbers and logos will be used in all the advertisements as well as promotions.
By registering as a vendor/stallholder for “YVCare Earth Festival 2023”, you agree to receive updates about the Event. You agree to collab and share our content on your social media platforms.
By Exhibiting at the Event you acknowledge that photographs and filming may take place at the event including that of your product. The Organizers reserve the right to use images and videos recorded at the Event with your photograph and/or likeness in future marketing materials, including social media channels, websites, and print material, without obtaining any further approval from you or making any payment to you.
Events or Products, Brand information listed on the Organizers website can be removed/deleted anytime without intimation.
RIGHTS AND LIABILITY
For the avoidance of doubt, under no circumstances will the Stallholders hold the Organizer responsible for any personal injuries, damage, loss or defacement of goods or property on display occurring, during the event.
The Organizer is not responsible for poor sales or bad responses during the events. No properties within the venue shall be removed or shifted unless prior approval is given by the Organizer.
The Organizer reserves the right to reallocate stalls or refuse bookings without giving reasons.
Acceptance of Booking: The Organizer reserves the right to accept or refuse a booking at their discretion without disclosing their reasons
ACCEPTANCE OF TERMS & CONDITIONS
By checking on the tick box, the stallholder/individual agrees to have read the Terms and Conditions and agree to All the Stalls Terms & Conditions stated, as well as indemnifies the Organizer and their employees and vendor team against any and all liabilities, claims and actions that may eventuate- in association with the establishment, operation and removal of any trading premises (stalls) during the Event.
If you have any questions about the event/stalls/booking, contact us at :
- Mranali@productioncrew.in, +91 9137514542 (Mranali Miglani)
- Festival@YVCareEarth.com, +91 8928302122 (Shrutika Karpe)
Monday through Saturday 10.00 am – 7.00 pm.
Disclaimer: Our Terms and Conditions are subject to change at any time without prior notice. Updated Terms and Conditions will always be accessible on our official website. We recommend reviewing them regularly to stay informed about any modifications. Thank you for your understanding and cooperation.