HallowFEST 2026

HALLOWFEST AT YOU42 STUDIOS GENERAL VENDOR TERMS & CONDITIONS Event: HallowFest at You42 Studios Organizer: Goin’ Social Events State of Governing Law: Georgia By submitting a vendor application, accepting a vendor invitation, submitting payment, or otherwise confirming participation in HallowFest, the applicant/vendor (“Vendor”) acknowledges that they have read, understood, and agreed to be legally bound by these General Vendor Terms & Conditions (“Agreement”). This Agreement applies to the Vendor, its owners, employees, representatives, contractors, assistants, and anyone acting on the Vendor’s behalf at the event. 1. VENDOR SPACE Vendor will be provided the vendor space specifically assigned by Goin’ Social Events (“Organizer”). Unless otherwise stated in writing, a standard vendor space consists of a 10' x 10' footprint. Vendor is responsible for providing all equipment necessary to operate its booth, including, but not limited to: Tent/canopy Tables and chairs Displays and shelving Lighting Extension cords and power strips Merchandise and inventory Payment-processing equipment Signage and promotional materials Any other equipment necessary for operation Vendor may not exceed its assigned footprint or obstruct aisles, entrances, exits, fire lanes, neighboring vendors, or other event areas. The Organizer reserves the right to relocate Vendor's assigned space when reasonably necessary for event operations, safety, crowd flow, venue requirements, weather, production requirements, or other logistical considerations. 2. VENDOR FEES All vendor fees must be paid in full by the deadline established by the Organizer. Payment of the vendor fee reserves the Vendor's participation and assigned space at the event. Vendor fees are not based on, and do not constitute payment for, a guaranteed number of attendees, customers, leads, impressions, sales, revenue, or profit. Vendor understands and agrees that the Organizer does not guarantee any particular level of event attendance, customer traffic, sales, revenue, exposure, or return on investment. 3. NO GUARANTEE OF SALES OR ATTENDANCE Vendor expressly acknowledges that participation in HallowFest is a business opportunity involving inherent commercial risk. The Organizer makes no representation or guarantee regarding: Total event attendance Number of attendees visiting the vendor area Customer traffic Vendor sales Vendor revenue Vendor profit Number of transactions Consumer interest Weather-related attendance Event exposure Social media exposure Advertising reach Conversion rates Sales leads Return on investment Low attendance, reduced customer traffic, poor weather, unfavorable economic conditions, competing events, consumer spending behavior, changes in the market, or Vendor's failure to generate sales do not constitute grounds for a refund, credit, reimbursement, or chargeback. Vendor accepts responsibility for its own business decisions and financial risk associated with participating in the event. 4. NO REFUNDS FOR LOW SALES OR LOW ATTENDANCE Vendor understands and agrees that no refund will be issued because of low sales, low attendance, low traffic, unfavorable sales conditions, weather, customer preferences, or Vendor's failure to achieve its expected revenue. The Organizer's decision to hold the event constitutes fulfillment of the Vendor's reserved participation opportunity, subject to the terms of this Agreement. 5. EVENT CANCELLATION OR MODIFICATION BY ORGANIZER The Organizer reserves the right to modify, postpone, relocate, shorten, reschedule, or cancel the event when reasonably necessary due to circumstances including, but not limited to: Severe weather Natural disasters Government restrictions or orders Venue issues Safety concerns Utility failures Public emergencies Acts of God Fire Flood Power outages Security concerns Labor disruptions Unforeseen operational circumstances Force majeure events Circumstances outside the reasonable control of the Organizer If the event is cancelled or materially altered, the Organizer may, at its reasonable discretion, provide a rescheduled event date, credit, partial refund, full refund, or other remedy depending on the circumstances, expenses incurred, venue policies, third-party costs, and applicable law. The Organizer is not responsible for Vendor's travel expenses, lodging, inventory purchases, staffing costs, payroll, lost wages, lost profits, anticipated profits, lost sales, transportation costs, advertising expenses, or other indirect or consequential losses resulting from cancellation, postponement, modification, or relocation of the event. 6. FORCE MAJEURE Neither party shall be liable for failure or delay in performance caused by circumstances beyond its reasonable control, including acts of God, severe weather, natural disasters, governmental actions, civil disturbances, war, terrorism, fire, flood, epidemic or pandemic conditions, utility failure, venue closure, transportation disruption, or other similar events. The Organizer shall have reasonable discretion to determine whether an event may safely and practically proceed. 7. VENDOR CANCELLATION Vendor cancellations must be submitted in writing to the Organizer. Unless the Organizer expressly agrees otherwise in writing, vendor fees are non-refundable after payment and confirmation of participation, except where a refund is expressly required by applicable law or provided by the Organizer under these Terms. Failure to attend the event does not automatically entitle Vendor to a refund. A Vendor who fails to appear, arrives after the designated setup period, leaves before the approved breakdown time, or otherwise abandons its space may forfeit its vendor fee and may be denied participation in future Organizer events. 8. SETUP AND LOAD-IN Vendor must comply with all assigned load-in and setup times. Vendor must be completely set up and ready to operate by the required opening time unless otherwise approved by the Organizer. Late arrivals may be denied entry or may lose their assigned space without refund if the delay creates operational, safety, or crowd-flow concerns. Vendor vehicles must be moved to designated parking areas immediately after unloading unless otherwise instructed. 9. BREAKDOWN AND CLEANUP Vendor may not begin breaking down its booth before the officially designated vendor breakdown time without written approval from the Organizer. Early breakdown may negatively affect neighboring vendors, attendees, event operations, and the overall guest experience. Vendor must remove all merchandise, equipment, trash, materials, displays, and personal property from its assigned space. Vendor is responsible for leaving its space in substantially the same condition in which it was provided. The Organizer may charge Vendor for reasonable costs associated with damage, excessive trash, abandoned property, or cleanup caused by Vendor. 10. ELECTRICITY Electricity may be available at the venue but is limited and not guaranteed. Power availability may be provided on a first-come, first-served basis and may be affected by venue capacity, electrical demand, outages, weather, equipment failure, or other circumstances. Vendor should plan to operate without electricity. The Organizer does not guarantee that electrical service will remain available throughout the event. Vendor is responsible for bringing any necessary extension cords, power strips, adapters, battery backups, or other equipment. 11. FOOD, BEVERAGE, AND CONSUMABLE PRODUCTS General vendors may not sell food or beverages unless specifically approved in writing by the Organizer. Approved food and beverage vendors are responsible for obtaining and maintaining all licenses, permits, inspections, certifications, insurance, and approvals required by federal, state, county, city, venue, or health authorities. Vendor is solely responsible for the safe preparation, storage, handling, labeling, and sale of food or consumable products. 12. ALCOHOL Vendor may not sell, distribute, or provide alcoholic beverages unless expressly authorized by the Organizer and all applicable licenses, permits, venue requirements, and laws have been satisfied. 13. PROHIBITED PRODUCTS AND ACTIVITIES Vendor may not sell, display, distribute, promote, or provide any product or service that the Organizer determines is illegal, unsafe, inappropriate, offensive, hazardous, or inconsistent with the event or venue. Prohibited items may include, without limitation: Illegal drugs or controlled substances Weapons or prohibited items Explosives Hazardous chemicals Counterfeit merchandise Stolen merchandise Obscene or unlawful material Products prohibited by the venue Items that create an unreasonable safety hazard Items that violate another party's intellectual property rights The Organizer may require removal of any product, display, signage, activity, or promotional material that violates these Terms or presents a safety, legal, reputational, or operational concern. 14. INTELLECTUAL PROPERTY Vendor represents that it has the legal right to sell, display, advertise, reproduce, distribute, or otherwise use all products, images, logos, trademarks, artwork, music, photographs, designs, and other intellectual property used in connection with its booth. Vendor agrees not to sell counterfeit or unauthorized merchandise. Vendor is solely responsible for claims arising from its alleged infringement of another party's intellectual property rights. 15. INSURANCE AND BUSINESS COMPLIANCE Vendor is solely responsible for maintaining any insurance coverage appropriate or required for its business and participation in the event. If the Organizer, venue, or applicable authority requires a certificate of insurance (“COI”), Vendor must provide it by the requested deadline. Vendor is independently responsible for complying with all applicable federal, Georgia, county, and municipal laws, regulations, licenses, permits, tax obligations, health requirements, and business requirements applicable to its activities. 16. INDEPENDENT CONTRACTOR Vendor is an independent business and is not an employee, agent, partner, joint venturer, franchisee, or representative of Goin’ Social Events, You42 Studios, or the event venue. Nothing in this Agreement creates a partnership, employment relationship, joint venture, or agency relationship. Vendor is solely responsible for its employees, contractors, assistants, payroll, taxes, insurance, and business operations. 17. LOSS, THEFT, OR DAMAGE TO PROPERTY Vendor is solely responsible for its merchandise, money, equipment, displays, vehicles, personal property, and other belongings. The Organizer, venue, and their respective owners, officers, employees, contractors, agents, and representatives are not responsible for loss, theft, disappearance, or damage to Vendor's property, except to the extent caused by conduct for which liability cannot lawfully be waived. Vendor should not leave cash, valuables, or unsecured merchandise unattended. 18. PERSONAL INJURY AND PROPERTY DAMAGE Vendor assumes responsibility for its booth, equipment, displays, products, employees, contractors, and activities. Vendor is responsible for ensuring that its booth and operations do not create an unreasonable risk of injury or property damage. Vendor shall be responsible for damage caused by Vendor, its employees, representatives, contractors, guests, equipment, products, or activities to the event venue, Organizer property, another vendor's property, or third-party property, subject to applicable law. 19. INDEMNIFICATION To the fullest extent permitted by Georgia law, Vendor agrees to defend, indemnify, and hold harmless Goin’ Social Events, its owners, officers, employees, agents, contractors, representatives, affiliates, event partners, sponsors, and venue partners from claims, damages, losses, liabilities, costs, and reasonable attorneys' fees arising out of or relating to: Vendor's participation in the event; Vendor's products or services; Vendor's negligence, misconduct, or violation of law; Vendor's employees, contractors, representatives, or guests; Vendor's booth, equipment, displays, or activities; Alleged intellectual property infringement by Vendor; or Vendor's breach of this Agreement. This provision does not require Vendor to indemnify any party to the extent prohibited by applicable law or for that party's sole negligence or willful misconduct. 20. LIMITATION OF LIABILITY To the fullest extent permitted by law, the Organizer shall not be liable for Vendor's indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost sales, lost business opportunities, lost revenue, loss of goodwill, travel expenses, staffing expenses, inventory expenses, or anticipated profits. Nothing in this Agreement is intended to waive liability that cannot legally be waived under applicable law. 21. VENDOR CONDUCT Vendor and Vendor personnel must conduct themselves professionally and respectfully. Harassment, discrimination, threats, fighting, intoxication, disruptive conduct, unsafe conduct, excessive noise, or inappropriate behavior may result in immediate removal from the event. A Vendor removed for misconduct may forfeit its vendor fee and may be prohibited from participating in future events. 22. COMPLIANCE WITH VENUE RULES Vendor agrees to comply with all rules, policies, safety procedures, and reasonable instructions issued by the venue and Organizer. Venue rules are incorporated into these Terms by reference when provided to Vendor. Failure to follow venue rules may result in removal without refund. 23. MARKETING AND EVENT PROMOTION The Organizer may promote HallowFest through social media, websites, email marketing, advertising, press releases, promotional materials, paid advertising, and other channels. Vendor understands that inclusion in event marketing does not guarantee individual Vendor promotion, impressions, engagement, leads, or sales. Vendor is encouraged to promote its participation independently. 24. PHOTOGRAPHY, VIDEO, AND PROMOTIONAL USE Vendor acknowledges that photography and video may occur throughout the event. Vendor grants the Organizer permission to photograph or record Vendor's booth, business, products, employees, representatives, and general participation at the event for legitimate promotional, marketing, archival, social media, advertising, and event-related purposes, without additional compensation, subject to applicable law. Vendor is responsible for obtaining any necessary permissions from its own employees, contractors, models, or representatives. 25. VENDOR'S RESPONSIBILITY FOR SALES Vendor is solely responsible for determining its prices, accepting payments, issuing receipts, collecting applicable taxes, handling refunds, and resolving customer disputes. The Organizer does not process Vendor sales and is not responsible for Vendor-customer disputes. 26. TAXES Vendor is solely responsible for determining and paying all applicable federal, state, county, and local taxes associated with Vendor's sales or business activities. Vendor should consult its own tax professional regarding applicable requirements. 27. REMOVAL OF VENDOR The Organizer reserves the right to remove Vendor from the event if Vendor: Violates these Terms; Violates venue rules; Creates a safety concern; Engages in unlawful conduct; Misrepresents its business or products; Sells prohibited products; Acts in a disruptive or abusive manner; Fails to follow reasonable event instructions; or Creates a material risk to attendees, vendors, staff, the venue, or the event. Unless otherwise required by law, removal under this section does not create an automatic right to a refund. 28. NO GUARANTEE OF EVENT CONDITIONS Vendor acknowledges that outdoor and large-scale events involve unpredictable conditions. Event conditions may include changes in weather, temperature, crowd size, traffic, parking availability, sound levels, lighting, event programming, entertainment schedules, vendor placement, security procedures, venue access, and operating hours. Vendor accepts these inherent conditions as part of participating in the event. 29. NO CHARGEBACKS BASED ON EVENT PERFORMANCE Vendor agrees not to initiate a payment chargeback solely because of: Low attendance; Low sales; Low booth traffic; Failure to recover the vendor fee; Weather conditions; Customer behavior; Expected marketing exposure not being achieved; Vendor's dissatisfaction with its location; Vendor's decision not to attend; or Failure to generate the Vendor's expected revenue. Any legitimate billing dispute should first be submitted directly to the Organizer for review. Nothing in this provision waives any rights that cannot legally be waived. 30. RESERVATION OF RIGHTS The Organizer reserves reasonable discretion over event operations, including vendor placement, event layout, programming, operating hours, security, parking, load-in procedures, event capacity, and other logistical matters. The Organizer may make reasonable operational changes without creating liability to Vendor. 31. SEVERABILITY If any provision of this Agreement is determined to be invalid, illegal, or unenforceable, that provision shall be modified or limited to the minimum extent necessary to make it enforceable, and the remaining provisions shall remain in full force and effect. 32. GOVERNING LAW AND VENUE This Agreement shall be governed by and interpreted in accordance with the laws of the State of Georgia, without regard to conflict-of-law principles. To the extent permitted by applicable law, any legal action arising from or relating to this Agreement shall be brought in a court of competent jurisdiction located in Georgia. 33. ENTIRE AGREEMENT These Terms, together with the Vendor application, payment confirmation, event-specific vendor information, and any written addenda or policies expressly incorporated into the Agreement, constitute the entire agreement between Vendor and Organizer regarding Vendor's participation in the event. Any modification must be made in writing or through an official event communication expressly identifying the modification. 34. ACKNOWLEDGMENT AND ACCEPTANCE By submitting an application, accepting a vendor invitation, making payment, or otherwise confirming participation, Vendor acknowledges that: Vendor has read these Terms; Vendor understands these Terms; Vendor has had an opportunity to ask questions before participating; Vendor understands that participation involves financial and operational risk; Vendor understands that sales and attendance are not guaranteed; Vendor accepts responsibility for its own business operations; Vendor agrees to comply with all event and venue rules; and Vendor voluntarily agrees to be bound by these Terms. ELECTRONIC ACCEPTANCE Vendor's electronic submission, application approval, payment, checkbox acceptance, electronic signature, or other electronic confirmation constitutes Vendor's acceptance of these Terms to the same extent permitted by applicable law as a handwritten signature.