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 Georgia Harvest of Horrors 2026 HauntFest festival (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. If the Vendor is a Food Vendor or intends to use a substantial amount of electricity beyond basic lighting, such as for appliances, heaters, or other high-powered equipment, the Vendor agrees to supply and operate their own generator to meet their power needs.
(b) The Vendor agrees to sell their wares and/or provide their services to patrons at the event for the full duration of the Event from the Start Time through the End Time provided under the Event Details. The Vendor shall not begin packing up until after the End Time. Failure to comply with this rule may prevent the Vendor’s acceptance to future HauntFest events.
(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 Festival - HauntFest
Dates: Friday, November 6th and Saturday, November 7th, 2026
Location: Bobby Brown Park (2509 Bobby Brown State Park Rd, Elberton, GA 30635)
Load-In: 1:45 PM - 4:45 PM Friday and 10:45 AM - 1:45 PM Saturday
Start Time: 5:00 PM Friday and 2:00 PM Saturday
End Time: 11:59 PM Both Days. Vendor hours end at 10:00 PM.
Load-In Instructions: When you arrive for load-in, please follow the HauntFest signs to the festival grounds. A HauntFest staff member will direct you to your booth space once in the area. Check in at the ticket booth or with a HauntFest staff member. Vendor Helpers will also need to check in to get their vendor wristbands. You will be directed where to park. There may be a golf cart available to help cart your items to your booth.
Notes: Please bring candy for Trick-or-Treating for the kids each day! For this event, there will be a parental advisory posted. The Release of the Ghouls will be scheduled for 6 PM each day. Prior to this time, we would like to lightly call these “Family-Friendly” hours. Please only show family-friendly items during this time. The field is not pitch black at night, but it is dark. If you did not purchase electricity, we highly suggest bringing battery-powered lights so customers can see your items clearly. Sunset is around 5:30 PM. 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. There is no overnight security provided, although there will always be staff within the campground. Vendor rental refunds may only be considered in the case of an unexpected event cancellation caused by an act of Force Majeure. 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. 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. Vendor placement upgrades may be offered at specific locations.
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: The Vendor understands that they are allowed up to 2 helpers (3 people total) for their vendor booth, and any additional attendees must purchase an event ticket. The Vendor agrees that any helpers they bring will be attending the event for the sole purpose of assisting with the vendor booth and are not attending as customers. While vendors are welcome – and encouraged – to briefly peruse the event themselves, HauntFest, LLC does not condone vendors bringing “plus 1s” who attempt to enter the Event for free. If a HauntFest employee witnesses this occurring, this helper may be asked to purchase an event ticket.
VII. Booth Rental Period: The Vendor understands that their rental includes all Dates listed in the “Event Details” section. The Vendor is responsible for filling their rented booth space on all Dates. If the Vendor desires to coordinate with another Vendor to fill one of their Event Dates, please see “Booth Sharing” below.
VIII. Booth Size: The Vendor understands that each standard booth size is 10’ x 10’. The Vendor is aware that they have an option to select a larger booth size on the Eventeny payment page but cannot purchase a smaller booth size for themselves only. For information on how to split a 10’ x 10’ space with another vendor, please see “Booth Sharing” below.
IX. Booth Sharing: The Vendor understands that utilizing any Booth Sharing option requires that each individual vendor apply and be approved separately. The Vendor understands that they will be placed in a “Waitlist” position until their booth-sharing partner also applies and is accepted. The Vendor understands that if their booth-sharing partner does not apply by the Application Deadline for the Event, the Vendor is responsible for filling their own 10’ x 10’ space for the full price and full duration of the Event or will otherwise be “Rejected.” The Vendor understands that any social media advertising of their booth by HauntFest, LLC will include their booth-sharing partner and will not begin until both booth partners have been accepted and paid in full. The Vendor agrees that any Booth Sharing done without the knowledge of HauntFest, LLC may result in early termination of the Contract and reduce the Vendor’s ability to be considered for future HauntFest events.
(a) In the event that the Vendor wishes to coordinate with another vendor to fill their 10’ x 10’ space on one of their Event Dates, the Vendor understands they can select a “Split Dates” option on Eventeny. The Vendor understands that it is the responsibility of the Vendor to find another vendor to use the Split Dates option to fill their space, not the responsibility of HauntFest, LLC. The Vendor agrees that choosing this option will mean that they will have full access to their 10’ x 10’ booth space on their chosen event Date(s) while another vendor will have full access to the same 10’ x 10’ booth space on their chosen event Date(s). Ex: Vendor 1 has full access to Booth #1 on Saturday while Vendor 2 has full access to Booth #1 on Sunday.
(b) In the event that the Vendor wishes to split their 10’ x 10’ with one or more vendors, the Vendor understands they can select a “Split Booth” option on Eventeny. The Vendor understands that it is the responsibility of the Vendor to find another vendor to use the Split Booth option, not the responsibility of HauntFest, LLC. The Vendor agrees that choosing this option will mean that they will have full access to half of the 10’ x 10’ booth space (5’ x 5’) on all Event Dates while another vendor will have full access to the other half of the same 10’ x 10’ booth space (5’ x 5’) on the same Event Dates. Ex: Vendor 1 has half of Booth #1 all weekend, while Vendor 2 has the other half of Booth #1 all weekend.
X. 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.
XI. 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.
XII. 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.
XIII. 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.
XIV. 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.
XVI. 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.
XVII. 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, 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.
