Bring Back the Vans – Vintage in the Hudson Valley Festival
These terms apply to all participants displaying vehicles in the Bring Back the Vans vintage van showcase at the Vintage in the Hudson Valley Festival in New Paltz, New York.
By submitting an application, checking the acknowledgment box, paying any required fees, and/or participating in the Bring Back the Vans Vintage Van Showcase & People’s Choice Competition, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions and Liability Waiver & Release. If you do not agree, please do not apply or participate.
Terms & Conditions
By applying to and/or participating in the Bring Back the Vans Vintage Van Showcase & People’s Choice Competition (“Showcase”) at Vintage in the Hudson Valley, the applicant (“Participant”) agrees to the following Terms & Conditions. These Terms constitute a binding agreement between Participant and Vintage in the Hudson Valley / Studio 22 Events LLC (“Organizer”).
Curated Showcase
This is a curated showcase. Submission of an application does not guarantee acceptance. Organizer reserves sole discretion over selections, placement, scheduling, participation approval, and display arrangements.
Acceptance & Payment
If selected, Participant will receive an acceptance email with a private payment link.
• Entry fee: $50 per van, per day
• Payment must be completed within 7 days to secure participation
• Entry fees are non-refundable unless the event is canceled by Organizer
• Failure to submit payment within the stated timeframe may result in forfeiture of participation without further notice
Event Details
• Dates: July 11–12, 2026
• Location: Ulster County Fairgrounds, New Paltz, NY
• Load-in: 8:00–9:30 AM
• Vans must remain parked until after the official release time determined by Organizer, typically following the People’s Choice announcement around 3:00 PM
For safety reasons, vehicles may not depart early without Organizer approval. Unauthorized early departure may result in removal from future events.
Vehicle Responsibility
Participant is solely responsible for their vehicle, property, display materials, merchandise, and belongings at all times. Organizer shall not be liable for damage, loss, theft, mechanical issues, or personal injury related to participation.
Participants are also responsible for any damage caused to venue property, grounds, infrastructure, utilities, or other participants by their vehicle or setup. Repair or cleanup costs may be charged to Participant if applicable.
Safety & Compliance
Vehicles must be safe for public display and free of fuel leaks, hazardous wiring, unsafe structural conditions, or environmental risks. Open flames, unsafe generators, hazardous materials, or excessive exhaust emissions are not permitted.
Excessive noise, engine revving, loud audio systems, or unsafe behavior may result in removal from the event.
Sales from Vans
This is primarily a display showcase. Any selling must be disclosed in the application and may require separate approval or vendor registration. Unauthorized sales are not permitted.
Voting & Awards
People’s Choice winners are determined via attendee QR code voting. Organizer retains full authority over voting systems, vote counting, results, interpretation, and dispute resolution. All decisions are final.
Conduct & Compliance
Participants must follow all event rules, venue regulations, and staff instructions. Organizer reserves the right to remove any participant for unsafe, disruptive, inappropriate, or non-compliant behavior without refund.
Weather & Force Majeure
This is a rain or shine event. Organizer shall not be liable for cancellation, delay, or modification due to weather, natural disasters, public health situations, government actions, venue restrictions, or other circumstances beyond Organizer’s control.
Media Release
Photos, video, and audio recordings may be captured during the event and used for promotional, marketing, advertising, or archival purposes without compensation unless Participant provides written opt-out notice prior to the event.
Organizer Authority
Organizer reserves the right to modify schedules, placements, procedures, safety requirements, and event logistics as necessary for operations, safety, venue compliance, or unforeseen circumstances.
BRING BCK THE VANS
Liability Waiver & Release
This Liability Waiver & Release (“Waiver”) is entered into by the undersigned (“Participant”) in connection with participation in the Bring Back the Vans Vintage Van Showcase at Vintage in the Hudson Valley.
Assumption of Risk
Participant acknowledges that participation involves inherent risks including vehicles, public interaction, weather conditions, uneven terrain, event infrastructure, crowd movement, and transportation risks. Participant voluntarily assumes all such risks.
Vehicle Responsibility
Participant affirms ownership or legal authority over the displayed vehicle and accepts full responsibility for vehicle safety, insurance, maintenance, transport, and operation.
Release of Liability
Participant releases and holds harmless Vintage in the Hudson Valley, Studio 22 Events LLC, Ulster County Fairgrounds, sponsors, partners, staff, volunteers, contractors, and affiliates from any and all claims, injuries, damages, losses, liabilities, costs, or expenses arising directly or indirectly from participation.
Indemnification
Participant agrees to indemnify, defend, and hold harmless the released parties from any claims, damages, legal fees, or liabilities resulting from Participant’s vehicle, actions, merchandise, negligence, or conduct.
Medical & Insurance Acknowledgment
Participant is responsible for their own medical care, vehicle insurance, liability coverage, and personal property protection. Organizer does not provide insurance coverage for participants.
Photography & Media
Participant grants Organizer the right to photograph, record, and use images, video, audio, or likeness of Participant’s vehicle for promotional, advertising, archival, or commercial purposes without compensation.
Compliance & Removal
Failure to comply with event rules, safety standards, or staff instructions may result in removal from the event without refund.
Governing Law
This Waiver shall be governed by and interpreted in accordance with the laws of the State of New York.