VINTAGE IN THE HUDSON VALLEY FESTIVAL

FOOD TRUCK & BEVERAGE VENDOR TERMS & CONDITIONS (2027)

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Last Updated: August 1, 2026

Produced by: Studio 22 Events LLC ("Organizer")

Event: Vintage in the Hudson Valley Festival ("Event")

Venue: Ulster County Fairgrounds, 249 Libertyville Road, New Paltz, New York, and any future venue designated by Organizer.

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Applicable To: All food trucks, beverage vendors, mobile food vendors, concessionaires, beverage service providers, specialty beverage companies, breweries, wineries, cideries, coffee vendors, dessert vendors, and any other food or beverage businesses participating in the Event ("Vendor").

By submitting an application, paying any vendor fees, accepting a space assignment, providing documentation, arriving onsite, setting up, operating, or otherwise participating in the Event, Vendor acknowledges that it has read, understood, and agrees to be bound by these Terms and Conditions in their entirety. Submission of an application and payment constitutes acceptance of these Terms.

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1. Independent Contractor Status

Vendor participates as an independent business and contractor. Nothing contained in these Terms creates an employment relationship, partnership, joint venture, agency relationship, or fiduciary relationship between Vendor and Studio 22 Events LLC.

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Vendor has no authority to bind, represent, or obligate Organizer in any manner.

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2. Permits, Licenses & Legal Compliance

Vendor is solely responsible for obtaining, maintaining, and complying with all federal, state, county, and local laws, regulations, permits, licenses, certifications, inspections, and approvals required to operate its business and participate in the Event.

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This includes, but is not limited to:

• Temporary food service permits

• Mobile food vending permits

• Health department permits and inspections

• New York State sales tax compliance

• Fire department approvals

• Food safety certifications

• Alcohol permits and licenses

• Employee and labor law compliance

• Any approvals required by New York State, Ulster County, or local authorities

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Organizer's acceptance of an application or payment does not constitute approval of Vendor's legal compliance.

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Organizer reserves the right to request proof of compliance at any time. Failure to provide requested documentation may result in denial of entry or immediate removal from the Event without refund.

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3. Food Safety & Sanitation

Vendor is solely responsible for all food and beverage preparation, storage, transportation, ingredient sourcing, allergen disclosures, labeling, sanitation, and service.

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Organizer assumes no responsibility for:

• Foodborne illness

• Allergic reactions

• Product defects

• Contamination

• Customer complaints

• Injury or illness arising from products sold or distributed by Vendor

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Vendor shall comply with all New York State, Ulster County, venue, fire department, health department, and emergency management requirements.

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Vendor may not dispose of grease, wastewater, gray water, cooking oil, chemicals, food waste, or any other materials on the grounds, in restrooms, storm drains, or dumpsters not designated for such disposal.

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Vendor is responsible for leaving its assigned area clean and sanitary at the conclusion of the Event.

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4. Vendor Fees & Payment Policy

Food and beverage vendor spaces are reserved only after full payment has been received.

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All fees, deposits, participation payments, and reservations are final and non-refundable.

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No refunds, credits, transfers, exchanges, rollovers, or substitutions will be granted for any reason, including:

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• Weather conditions

• Attendance levels

• Sales performance

• Equipment failure

• Staffing shortages

• Illness

• Travel delays

• Government action

• Venue issues

• Event modifications

• Event postponement

• Event interruption

• Event cancellation

• Acts of God

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Vendor agrees not to initiate chargebacks or payment disputes. Any chargeback or payment reversal shall constitute a material breach of these Terms.

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Vendor shall be responsible for all attorney fees, court costs, collection expenses, arbitration costs, and administrative fees incurred by Organizer in recovering disputed funds.

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5. Vendor Selection & Menu Approval

Vintage in the Hudson Valley Festival is a curated event.

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Organizer reserves the sole right to approve or deny any applicant and may limit the number of vendors within specific food or beverage categories.

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Approval does not guarantee exclusivity.

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Organizer may approve multiple vendors offering similar menu items, cuisines, beverages, or products.

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Vendor shall only sell items approved in its application unless prior written approval is obtained from Organizer.

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6. Setup, Event Hours & Breakdown

Vendor shall arrive during designated load-in times and complete setup within the schedule established by Organizer.

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All food and beverage vendors must:

• Be fully operational before the festival opens each day

• Remain open during all public festival hours

• Keep sufficient staffing throughout the Event

• Follow all load-in and load-out procedures

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For the 2027 festival:

• Saturday, July 10, 2027: 10:00 AM–7:00 PM

• Sunday, July 11, 2027: 10:00 AM–6:00 PM

 

Vendor may not leave early, close before festival hours end, abandon its space, or begin breakdown without written approval from Organizer.

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Failure to comply may affect eligibility for future participation.

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7. Location, Utilities & Generators

Vendor placement is determined solely by Organizer.

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Organizer reserves the right to relocate, modify, or adjust vendor placement at any time for operational, weather, safety, sponsorship, traffic flow, or logistical reasons.

Vendor is responsible for supplying its own:

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• Generators

• Fuel

• Water

• Extension cords

• Lighting

• Hoses

• Equipment

• Waste disposal materials

• Operational supplies

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Organizer does not guarantee electricity, water hookups, sewer access, Wi-Fi, internet service, or cellular service unless specifically agreed to in writing.

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Quiet or inverter-style generators are strongly encouraged.

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Organizer may require any generator to be relocated, modified, shut down, or removed if it creates excessive noise, fumes, or safety concerns.

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8. Fire Safety Requirements

Vendor shall maintain at least one fully charged and properly inspected fire extinguisher suitable for its operations.

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All propane systems, cooking equipment, fuel-burning appliances, and open flames must comply with applicable fire and safety regulations.

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Fuel must be stored in approved containers and handled in accordance with all fire codes.

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Organizer reserves the right to inspect and require correction of any condition that presents a health or safety hazard.

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9. Alcohol Sales

Alcohol sales are permitted only by vendors specifically approved in writing by Organizer and properly licensed under all applicable New York State laws.

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Vendors serving alcohol must comply with all regulations relating to:

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• Licensing

• Age verification

• Responsible service

• Staff training

• Insurance requirements

• Health and safety regulations

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Organizer reserves the right to suspend or terminate alcohol service immediately if any violation occurs.

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10. No Guarantees

Organizer makes no guarantees regarding:

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• Attendance

• Sales volume

• Revenue

• Profitability

• Customer traffic

• Exposure

• Sponsorship visibility

• Media coverage

• Vendor mix

• Product exclusivity

• Festival success

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Participation is voluntary and undertaken entirely at Vendor's own risk.

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11. Conduct & Professionalism

Vendor and its employees, contractors, volunteers, and representatives shall conduct themselves professionally, respectfully, lawfully, and safely at all times.

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Organizer reserves the right to remove any Vendor, employee, equipment, vehicle, display, or operation that poses a safety, legal, operational, or reputational risk.

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Removal may occur immediately and without prior notice and shall not entitle Vendor to any refund, compensation, or future participation rights.

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12. Insurance

Vendor shall maintain Commercial General Liability Insurance with limits of not less than $1,000,000 per occurrence.

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Organizer reserves the right to require proof of insurance before participation.

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Upon request, Vendor shall provide a Certificate of Insurance naming:

• Studio 22 Events LLC

• Ulster County Agricultural Society

• Ulster County Fairgrounds

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and their respective officers, employees, agents, representatives, and affiliates as additional insureds.

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Failure to provide insurance documentation may result in removal without refund.

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13. Labor Law Compliance

Vendor represents that it complies with all federal, state, and local labor, wage, employment, and workplace safety laws.

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Vendor is solely responsible for the hiring, supervision, scheduling, compensation, classification, and conduct of its employees and representatives.

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Organizer reserves the right to remove any Vendor engaged in unlawful labor practices, unsafe working conditions, child labor violations, wage violations, human trafficking, or any activity that creates legal or reputational risk.

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14. Assumption of Risk

Vendor knowingly assumes all risks associated with participation in a public event, including:

• Weather

• Crowds

• Theft

• Vandalism

• Property damage

• Equipment failure

• Fire

• Fuel-related incidents

• Electrical issues

• Loss of inventory

• Loss of revenue

• Business interruption

• Personal injury

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Participation is entirely at Vendor's own risk.

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15. Release & Indemnification

Vendor agrees to release, indemnify, defend, and hold harmless Studio 22 Events LLC, the venue, sponsors, volunteers, contractors, employees, officers, directors, affiliates, and representatives from any claims, damages, losses, liabilities, fines, penalties, judgments, costs, and attorney fees arising from Vendor's participation in the Event.

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This includes claims related to:

• Food service

• Beverage service

• Products sold

• Illness or injury

• Property damage

• Employee conduct

• Vendor conduct

• Regulatory violations

• Labor disputes

• Failure to comply with applicable laws

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16. Media Release

Vendor grants Organizer the irrevocable right to photograph, film, livestream, record audio, and otherwise capture Vendor's business name, logo, staff, products, vehicles, displays, and operations for promotional, advertising, editorial, documentary, public relations, and archival purposes without compensation.

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17. Dispute Resolution & Arbitration

Any dispute arising from these Terms or participation in the Event shall be resolved exclusively through binding arbitration in the State of New York.

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Vendor waives the right to a trial by judge or jury and agrees that all claims shall be brought solely on an individual basis and not as part of any class action or collective proceeding.

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18. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of New York.

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19. Entire Agreement & Severability

These Terms constitute the entire agreement between Organizer and Vendor and supersede all prior discussions, communications, representations, and agreements.

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If any provision is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

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Studio 22 Events LLC

Producer of Vintage in the Hudson Valley Festival

By submitting an application and completing payment, Vendor acknowledges and agrees to all Food Truck & Beverage Vendor Terms & Conditions set forth above.