NC Hellbender Festival – Terms and Conditions for Applicants
By submitting this application, you agree to abide by the following terms and conditions set forth by Downtown Spruce Pine, the 501(c)(3) nonprofit organizing the NC Hellbender Festival:
1. Eligibility and Selection
All work must be original and created by the applicant. No mass-produced or imported items are permitted.
Vendors and artists may only sell products listed and approved in their application. Festival organizers reserve the right to remove items not previously approved.
Applicants will be notified of acceptance by email. Selection is based on quality, originality, and relevance to the festival mission.
2. Booth Setup and Breakdown
Setup times and locations will be provided in advance. Vendors must be fully set up before the event opens and may not break down early.
Booth assignments are made at the discretion of festival staff and are non-transferable.
Vendors must supply their own tents, tables, chairs, and display materials unless otherwise arranged.
All booths must be weighted and secured. No staking is permitted on paved surfaces.
3. Conduct and Responsibility
Vendors must maintain a professional, family-friendly presentation at all times.
The festival is a rain-or-shine event. Vendors are expected to prepare for various weather conditions.
Each vendor is responsible for collecting and reporting their own sales tax.
4. Electricity and Utilities
Limited electricity may be available. Requests must be made in advance and are not guaranteed.
Generators are discouraged but may be approved on a case-by-case basis. They must be quiet and safely operated.
5. Liability and Insurance
Downtown Spruce Pine and the Town of Spruce Pine are not responsible for loss, damage, or injury caused by weather, theft, accident, or any other reason.
Vendors are strongly encouraged to carry liability insurance. Proof of insurance may be required for certain vendor types.
6. Cancellations and Refunds
Booth fees are non-refundable after acceptance unless the festival is canceled by the organizers.
If you must cancel, please notify us as soon as possible so we can adjust layout plans and notify waitlisted vendors.
7. Environmental and Community Standards
The NC Hellbender Festival strives to be a low-waste event. Vendors are encouraged to use recyclable or compostable packaging.
No plastic bags or styrofoam containers are permitted.
Vendors are expected to keep their area clean and dispose of all trash properly at the end of the event.
8. Agreement and Signature
By submitting this application and paying the booth fee, you acknowledge that you have read, understood, and agreed to the above terms and conditions.
