HauntFest, LLC – Vendor Agreement
Terms & Conditions
This Comprehensive Vendor Agreement (this “Contract” or “Agreement”) is made effective as of the date of signature (the “Effective Date”) by and between the below signed Vendor and HauntFest, LLC, whom together shall be referred to as “the Parties.”
I. Relationship of Parties: It is understood by the parties that the Vendor is an independent vendor with respect to HauntFest, LLC, and not an employee of HauntFest, LLC.
II. Description of Services: During the Dates listed in the “Event Details” below, the Vendor will provide to the Event the following for the fulfillment of the Historic Hopkins Farm 2025 HauntFest Mini Event (the “Event”):
(a) The Vendor agrees to arrive during Load-In hours and follow the provided Load-in instructions. The Vendor agrees to complete all setup and remove all vehicles, trailers, or other property unrelated to their purchased vendor space from the event grounds prior to the end of the Load-In period.
(b) The Vendor agrees to sell their wares and/or provide their services to patrons at the event for the duration of the Event.
(c) The Vendor agrees to ensure that all of their vendor-related equipment is in good working condition and fit for its intended use. The Vendor is responsible for ensuring that the equipment is operated in a skillful and proper manner. At all times during the Event, a duly authorized representative of the Vendor shall be present to supervise the operation and use of any related Vendor equipment.
(d) The Vendor agrees to ensure that their setup follows necessary safety precautions, including using weights for all four corners of their Vendor tent and removing any items in traffic areas to avoid trip hazards within the booth space.
(e) The Vendor agrees to remove all wares, equipment, trash, and other Vendor-related items to completely clear out their purchased booth space before leaving the premises on the final Event Day after the End Time.
Event Details:
Event Type: Outdoor Mini Event - HauntFest
Dates: October 24th, 2025 - October 25th, 2025
Location: Historic Hopkins Farm (3717 Fork Shoals Rd, Simpsonville, SC 29680)
Load-In: 2:00 PM - 5:00 PM each day
Start Time: Doors at 5 PM
End Time: 11:00 PM (or until hayride line is gone)
Load-In Instructions: When you arrive for load-in, please pull into the main field, and a HauntFest employee will direct you to your spot. Check in with a HauntFest employee upon arrival.
Notes: Please display a "Content Warning" sign for any 18+ items and keep them together. The field is not pitch black at night (there will be a light tower), but it may still be dark. If you did not purchase electricity, we highly suggest bringing battery-powered lights so customers can see your items clearly. Tables/tents/chairs, are NOT provided, so remember to bring your own! You can leave things overnight at your own risk. Typical practice would be to take your wares with you but to leave tents/tables/chairs for easy setup if you are vending multiple days. Again, this is at your own risk. Vendor rental refunds may only be considered in the case of an unexpected event cancellation caused by an act of Force Majeure. There is no outside alcohol allowed, as there will be a bar on-site. This is a rain-or-shine event. We will attempt to accommodate for any inclement weather, but understand that outdoor booths are at risk and that the fee is non-refundable. There is not an indoor option for this event. The HauntFest Team will determine vendor placement depending on the amount of space needed/available, special requests, and on a first-come, first-served basis.
III. Term: The Parties agree that this Contract shall commence on the Effective Date and terminate after the completion of the Event (the “Termination Date”). The Vendor also agrees to fulfill the duties outlined in this Contract without exception and without termination prior to the Termination Date. The penalties for early termination or “no-shows” include: (a) a forfeit of the Vendor’s application fee and vendor rental fee without refund, and (b) a reduced chance of being considered for future HauntFest events if notice of early termination is less than 30-days prior to the event. HauntFest, LLC expects the Vendor to thoroughly read and agree to the contents of this Agreement upon signing. Failure of the Vendor to follow the terms and conditions outlined in this Contract may result in early termination of the Contract by HauntFest, LLC.
IV. Financial Terms: The Vendor agrees to pay the nonrefundable $15 Application Fee to be considered as a Vendor for the Event. The Vendor understands that completing the Application Fee does not guarantee acceptance into the Event. The Vendor agrees to the automatic payment of the remainder of their booth fee and electricity fees (if applicable) upon acceptance to the Event through the Eventeny website. The Vendor understands that vendor booth rentals are nonrefundable upon acceptance into the Event and cannot be transferable to future Events.
V. Products: HauntFest, LLC expects the Vendor to sell products similar to those presented in the Vendor Application. If the Vendor desires to offer any products that do not align with those presented in the application process, the Vendor must contact HauntFest, LLC for approval of these additional items. HauntFest, LLC accepts vendors who offer products or services within the theme of horror, Halloween, and the macabre, with few exceptions. The Vendor understands that applying for the Event with unthemed items may result in their application being rejected for the Event.
VI. Helpers: This event allows for unlimited helpers. Tickets are only purchased to enter the hayride itself.
VII. Photography Release: The Vendor grants HauntFest, LLC and its representatives the right to take photographs and video recordings of the Vendor at the Event. The Vendor agrees that HauntFest, LLC may use such photographs and recordings for promotional and commercial purposes, including but not limited to use on social media, websites, marketing materials, and the sale or distribution of event-related media such as photo albums, merchandise, or digital content. The Vendor waives any right to inspect or approve the finished product, including written or electronic copy, wherein the Vendor’s likeness appears. The Vendor also authorizes HauntFest, LLC to use photographs and video recordings in which HauntFest, LLC is tagged or otherwise identified on social media platforms, for the same purposes outlined above. The Vendor waives any right to royalties or other compensation arising from or related to the use of the photographs or recordings.
VIII. Compliance with Laws/Permits and Licenses. The Vendor agrees to operate in full compliance with all governmental laws, regulations, and requirements applicable to its performance of this Agreement. The Vendor understands that they are responsible for knowing what products are legal to sell in the state and agrees to follow such rules and guidelines. The Vendor understands that selling any product illegally at any HauntFest Event is strictly prohibited and may result in early termination of the Contract and limit considerations for future HauntFest events. The Vendor shall obtain and maintain in force, at its own expense, all licenses, permits and approvals required for its Services under this Agreement, and will obtain any and all required inspections, authorizations and approvals prior to commencement of the Services. The Vendor shall promptly notify HauntFest, LLC in the event it knows or has reason to believe that any act or refrainment from acting required by or contemplated by this Agreement violates any applicable law, rule, or regulation (whether criminal or non-criminal). The Vendor agrees and states that any animal products or related specimens they offer have been legally, morally, and sustainably sourced (“Sustainable Sourcing is the integration of social, ethical, and environmental performance factors into the process of selecting suppliers.”). The Vendor states that they have not ended the life of any animal or other living thing for the purposes of selling artwork or any other non-food product at the Event. The Vendor understands they are responsible for their own tax reporting.
IX. Termination for Cause: HauntFest, LLC may immediately terminate this Agreement for cause if the Vendor: a) breaches any material term or condition of this Agreement and fails to cure such breach within five (5) days after receiving written notice; b) engages in any illegal, unethical, or unsafe conduct related to the Event or Services.
X. Insurance. It is highly advised by HauntFest, LLC that the Vendor maintain a valid liability insurance policy covering any damages or injuries that may occur as a result of its Services at the event. It is highly advised by HauntFest, LLC that the Service Provider secure Commercial General Liability insurance, including products liability with minimum limits of coverage at $300,000 each occurrence and $300,000 general total limit and $300,000 products aggregate limit and that HauntFest, LLC be added as an additional insured on such Commercial General Liability insurance, including Product Liability. HauntFest, LLC agrees to obtain event liability insurance for the duration of the Event period.
XI. Legal: If any provision of this Contract shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Contract is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited. This Contract may be modified or amended in writing, so long as the writing is signed by both parties. This Contract shall be governed by the laws of the State of Georgia. The Parties agree to first attempt to resolve any disputes through good-faith negotiations for a period of thirty (30) days. If the Parties are unable to resolve the dispute through negotiations, either Party may then pursue legal action in the appropriate court of competent jurisdiction. Any notice or communication required or permitted under this Contract shall be sufficiently given if delivered via email, in person, or by certified mail, return receipt requested, to any such address as one party may have furnished to the other in writing. Either party may alter the address to which communications are to be sent by giving notice of such change of address in conformity with the provisions of this section. The failure of either party to enforce any provision of this Contract shall not be construed as a waiver of limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this Contract. Neither party may assign or transfer the Contract without the prior written consent of the non-assigning party, which approval shall not be unreasonably withheld. The headings used in this Agreement are for convenience only and shall not be used to construe or interpret the provisions of this Agreement.
XII. Force Majeure: If performance of this Contract or any obligation under this Contract is prevented, restricted, or interfered with by causes beyond either party’s reasonable control (“Force Majeure”), and if the party unable to carry out its obligations gives the other party prompt written notice of such event, then the obligations of the party invoking this provision shall be suspended to the extent necessary by such event. The term Force Majeure shall include, without limitation, acts of God, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, fire, explosion, vandalism, storm or other similar occurrence, orders or acts of military or civil authority, or by national emergencies, insurrections, riots, wars, strikes, lock-outs, work stoppages, other labor disputes, or supplier failures. The excused party shall use reasonable efforts under the circumstances to avoid or remove such causes of non-performance and shall proceed to perform with reasonable dispatch whenever such causes are removed or ceased. An act or omission shall be deemed within the reasonable control of a party if committed, omitted, or caused by such party, or its employees, officers, agents, or affiliates.
XIII. Entire Contract: This Contract contains the entire Contract of the parties, and there are no other promises or conditions in any other contract whether oral or written concerning the subject matter of this Contract. This Contract supersedes any prior written or oral agreements between the parties.
As the Vendor, by signing this Contract via this Eventeny Application, I agree that I have carefully read and reviewed this Vendor Agreement in its entirety, and I give permission for images of my work to be used for the promotion of the Event. I understand this Contract fully and execute it voluntarily. This is an electronic agreement, and by completing this application, I am validating and approving this agreement electronically.
