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Vendor Camping Terms & Conditions

Vintage in the Hudson Valley Festival


Ulster County Fairgrounds – Vendor Parking Camping Area

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By purchasing or utilizing a vendor camping space, all vendors and guests agree to the following terms and conditions:

1. Camping Area Location

Vendor camping is located in the designated vendor parking area across the street from the Ulster County Fairgrounds.

Camping access is limited to approved festival vendors and authorized guests only.

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2. Limited Availability

Only twenty (20) camping spaces are available.

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Camping spaces are offered on a first-come, first-served basis and are not guaranteed until payment has been received and confirmed by festival management.

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Festival management reserves the right to modify camping assignments, relocate spaces, deny access, or close the camping area due to operational needs, weather conditions, emergencies, safety concerns, or other unforeseen circumstances.

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3. Camping Fee

Vendor camping is available for a non-refundable fee of $30 per space, per night.

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No refunds, credits, or exchanges will be issued for:

  • Cancellations

  • No-shows

  • Early departures

  • Weather conditions

  • Utility interruptions

  • Festival operational changes

  • Removal from the property

  • Rule violations

  • Dissatisfaction of any kind

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4. Hookups & Utilities

Select camping spaces may include access to electric and/or water hookups as a convenience only.

Vendors are solely responsible for supplying any cords, hoses, adapters, extension cords, surge protectors, converters, or equipment necessary for hookup use.

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Vintage in the Hudson Valley Festival, Studio 22 Events LLC, the fairgrounds, and affiliated parties make no guarantees regarding:

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  • Availability of hookups

  • Electrical capacity

  • Voltage consistency

  • Water pressure

  • Water quality

  • Continuous service

  • Utility reliability

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The festival and affiliated parties shall not be held liable for:

  • Power outages

  • Utility interruptions

  • Electrical surges

  • Equipment damage

  • Vehicle or RV damage

  • Spoiled food

  • Losses resulting from utility failure

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Use of utilities is entirely at the vendor’s own risk.

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5. Camp at Your Own Risk

All vendors, guests, invitees, vehicles, RVs, campers, trailers, tents, equipment, inventory, merchandise, animals, and personal belongings are parked, stored, and utilized entirely at the owner’s sole risk.

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Vintage in the Hudson Valley Festival, Studio 22 Events LLC, the Ulster County Fairgrounds, festival organizers, staff, volunteers, contractors, sponsors, affiliates, property owners, and related parties shall NOT be held liable for:

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  • Theft

  • Damage

  • Fire

  • Smoke damage

  • Water damage

  • Flooding

  • Wind

  • Storm damage

  • Falling trees or debris

  • Vehicle accidents

  • Towing

  • Injury

  • Illness

  • Death

  • Criminal activity

  • Vandalism

  • Utility failures

  • Equipment failures

  • Slip and fall incidents

  • Animal incidents

  • Personal disputes

  • Acts of God

  • Any incident, loss, claim, injury, or damage occurring within or around the camping area

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All campers voluntarily assume all risks associated with overnight camping and festival participation.

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6. No Overnight Security for Camping Area

While overnight security personnel may be present on the main fairgrounds property, there will be NO dedicated overnight security monitoring the vendor camping parking area.

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Vendors acknowledge and understand that:

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  • The camping area is unattended

  • No staff member will be stationed in the camping area overnight

  • No festival representative will be “on call” for camping emergencies

  • Festival management is not responsible for monitoring, patrolling, or supervising the camping area

  • Emergency response times are outside the control of festival management

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In the event of an emergency, vendors and guests are solely responsible for contacting 911 or appropriate emergency services directly.

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7. Quiet Hours & Conduct

All vendors and guests must conduct themselves respectfully, lawfully, and safely at all times.

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Quiet hours are from 10:00 PM to 7:00 AM.

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The following are prohibited:

  • Excessive noise

  • Aggressive or threatening behavior

  • Harassment

  • Illegal activity

  • Public intoxication

  • Disorderly conduct

  • Unsafe generator use

  • Drug use prohibited by law

  • Weapons unless legally authorized and approved by festival management

  • Any activity deemed unsafe, disruptive, or inappropriate by festival management

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Festival management reserves the right to immediately remove any individual, vehicle, RV, trailer, camper, or guest from the property without refund.

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8. No Open Fires or Hazardous Materials

No open fires, fire pits, fireworks, explosives, hazardous materials, unsafe generators, or dangerous equipment are permitted unless expressly approved in writing by festival management.

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All vendors and guests must comply with applicable fire and safety regulations.

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9. Waste, Trash & Cleanliness

Vendors are solely responsible for maintaining a clean, sanitary, and safe camping area at all times during their stay.

All vendors and guests must:

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  • Properly bag, secure, and remove all trash generated during their stay

  • Leave their camping space clean upon departure

  • Take all personal belongings, equipment, debris, and waste with them when leaving the property

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The following are strictly prohibited:

  • Leaving trash behind

  • Dumping household garbage onsite

  • Abandoning furniture, tents, equipment, or materials

  • Dumping gray water, wastewater, chemicals, fuel, oil, sewage, or hazardous materials

  • Littering anywhere on or around the property

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Festival management reserves the right to charge vendors for:

  • Excessive cleanup

  • Waste removal

  • Property damage

  • Environmental damage

  • Disposal fees

  • Hauling fees

  • Labor costs associated with abandoned property or trash removal

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Vintage in the Hudson Valley Festival, Studio 22 Events LLC, and property owners reserve the right to pursue reimbursement for cleanup or damages caused by vendors or guests.

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10. Vehicle Responsibility

All vehicles, RVs, trailers, campers, and equipment must remain within the assigned camping space.

Vendors are solely responsible for ensuring all vehicles are:

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  • Properly insured

  • Legally registered

  • Safely operated

  • In compliance with all applicable laws

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Festival management reserves the right to tow or remove unauthorized, unsafe, abandoned, leaking, illegally parked, or obstructive vehicles at the owner’s expense.

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11. Right to Refuse or Remove

Festival management reserves the absolute right to refuse entry, revoke camping privileges, or remove any vendor, guest, vehicle, RV, trailer, camper, tent, or property at any time for reasons including, but not limited to:

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  • Safety concerns

  • Rule violations

  • Illegal activity

  • Harassment

  • Excessive intoxication

  • Disruptive behavior

  • Failure to comply with staff instructions

  • Operational needs

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Removal shall not entitle the purchaser to any refund or compensation.

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12. Assumption of Risk & Indemnification

By utilizing the vendor camping area, vendors and guests voluntarily assume all risks associated with camping, parking, utilities, vehicle use, weather conditions, and participation in festival activities.

Vendor agrees to indemnify, defend, and hold harmless Vintage in the Hudson Valley Festival, Studio 22 Events LLC, the Ulster County Fairgrounds, and all affiliated parties from and against any claims, liabilities, damages, losses, expenses, or legal actions arising from:

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  • Vendor occupancy

  • Guest conduct

  • Property damage

  • Injuries

  • Violations of these Terms & Conditions

  • Use of the camping area

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13. No Landlord-Tenant Relationship

Purchase of a camping space grants only a temporary revocable license to occupy a designated area during the festival period.

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No landlord-tenant relationship is created.

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14. Agreement

By purchasing a camping space, reserving a camping area, entering the camping area, or occupying the property, vendors and guests acknowledge that they:

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  • Have read these Terms & Conditions in full

  • Understand these Terms & Conditions

  • Voluntarily agree to all policies outlined herein

  • Accept all risks associated with overnight camping and festival participation

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Failure to read these Terms & Conditions does not exempt any individual from compliance.

Vintage in the Valley — Event Terms & Conditions

Last Updated: 12/1/2025
Produced by: Studio 22 Events LLC (“Organizer”)
Event: Vintage in the Valley (“Event”)
Location(s): As announced by Organizer

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These Event Terms & Conditions (“Terms”) govern attendance at and participation in Vintage in the Valley, including all related activities, markets, performances, programming, and experiences. By attending, participating in, or engaging with the Event in any capacity, you (“Participant” or “Attendee”) acknowledge that you have read, understood, and agreed to be bound by these Terms.

 

1. EVENT NATURE & GENERAL CONDITIONS

Vintage in the Valley is a public, community-based event featuring independent vendors, food trucks, performers, artists, and activities. Organizer reserves the right to modify programming, layout, schedules, activities, or participants at any time for operational, safety, legal, or logistical reasons.

Attendance and participation are voluntary and undertaken at your own risk. 

 

2. ADDITIONAL TERMS MAY APPLY

Participation in Vintage in the Valley may be subject to additional terms, conditions, rules, or agreements depending on the nature of participation.

Without limitation, separate terms may apply to:

  • Vendors and exhibitors

  • Food trucks and food service providers

  • Musicians, performers, and entertainers

  • Children’s activities or youth entrepreneurship programs

  • Sponsors, donors, or partners

  • Online directories, listings, or promotional features

Such additional terms are incorporated by reference and are binding in addition to these Event Terms. In the event of a conflict, the more specific agreement applicable to the Participant’s role shall control. Any terms relating to payments, fees, refunds, chargebacks, transfers, or financial obligations are governed exclusively by the applicable role-specific agreement and are not addressed in these Event Terms.

3. NO ENDORSEMENT OR VETTING

Organizer does not evaluate, verify, endorse, approve, certify, or guarantee any vendor, performer, product, service, claim, belief, modality, activity, or representation made by participants or third parties at the Event.

Any interactions, transactions, or engagements between attendees and third parties occur independently and at the sole discretion and risk of those parties.

 

4. ASSUMPTION OF RISK

Participant knowingly and voluntarily assumes all risks associated with attending or participating in a public event, including but not limited to:

  • Crowds and public interactions

  • Weather conditions

  • Physical activity

  • Food consumption

  • Performances, demonstrations, or activities

  • Interactions with vendors, performers, animals, or children

  • Property damage, theft, or loss

 

5. LIMITATION OF LIABILITY

To the fullest extent permitted by law, Organizer shall not be liable for any injury, illness, damage, loss, delay, interruption, emotional distress, or inconvenience arising out of or related to the Event.

Organizer shall not be liable for indirect, incidental, consequential, punitive, or special damages, including loss of enjoyment, profits, or opportunity.

 

6. RELEASE & INDEMNIFICATION

Participant agrees to release, indemnify, defend, and hold harmless Studio 22 Events LLC, its owners, officers, employees, contractors, volunteers, venues, sponsors, and affiliates from any claims, damages, losses, liabilities, costs, or expenses (including reasonable attorneys’ fees) arising out of or related to Participant’s attendance, conduct, actions, or interactions at the Event.

 

7. WEATHER, FORCE MAJEURE & EVENT MODIFICATION

Organizer reserves the right to modify, delay, relocate, suspend, or cancel the Event due to circumstances beyond reasonable control, including but not limited to severe weather, public health concerns, government orders, venue issues, safety concerns, or acts of God.

Organizer shall not be liable for such changes, and no guarantees are made regarding scheduling, attendance, or programming.

 

8. CONDUCT & SAFETY

Participants are expected to conduct themselves in a respectful, lawful, and safe manner. Organizer reserves the right to remove any individual whose conduct is disruptive, unsafe, unlawful, or otherwise inconsistent with the integrity or experience of the Event, without refund or compensation.

 

9. MEDIA RELEASE

Participant grants Organizer permission to photograph, video record, and otherwise capture their likeness, voice, and image during the Event for promotional, marketing, and archival purposes, without compensation.

 

10. CHILDREN & MINORS

Children attending the Event must be supervised at all times by a parent or legal guardian. Organizer does not provide childcare services and assumes no responsibility for the supervision, safety, or conduct of minors.

 

11. NO GUARANTEES

Organizer makes no representations or guarantees regarding attendance numbers, weather conditions, vendor offerings, performances, availability of goods or services, or overall experience. Admission to the Event does not guarantee access to any specific activity, vendor, performance, experience, or feature, all of which are subject to availability and change.

 

12. GOVERNING LAW

These Terms shall be governed by and construed in accordance with the laws of the State of New York, without regard to conflict-of-law principles.

 

13. DISPUTE RESOLUTION

Any dispute, claim, or controversy arising out of or relating to the Event or these Terms shall be resolved exclusively through binding arbitration conducted in the State of New York, on an individual basis only.

Participant knowingly and voluntarily waives the right to a trial by judge or jury and agrees that no arbitration shall be joined, consolidated, or conducted on a class, collective, or representative basis.

 

14. SEVERABILITY & ENTIRE AGREEMENT

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

These Terms constitute the entire agreement regarding Event participation and supersede all prior communications or representations.

 

Studio 22 Events LLC
Producer of Vintage in the Valley

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