VINTAGE IN THE HUDSON VALLEY

MASTER TERMS & CONDITIONS

Last Updated: 01/26/2026
Produced by: Studio 22 Events LLC (“Organizer”)
Event: Vintage in the Hudson Valley (“Event”)
Location(s): Ulster County Fairgrounds, 249 Libertyville Rd, New Paltz NY 12621

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By accessing the Event website, purchasing tickets, submitting an application, purchasing a listing, signing up as a volunteer, or participating in any way in Vintage in the Hudson Valley (the “Event”) or related programs and online features, you acknowledge that you have read, understood, and agree to be bound by these Master Terms & Conditions (“Terms”).

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These Terms apply to all of the following roles (collectively, “Participants”):

• Attendees / Guests

• Vendors / Exhibitors / Makers / Artists / Service Providers

• Food Trucks / Mobile Food Vendors

• Kids Entrepreneur Program participants and their parent(s) / legal guardian(s)

• Online Vendor Directory participants

• Featured Vendor website placement purchasers

• Volunteers

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Role-specific sections appear after the General Terms and apply in addition to the General Terms.

1. GENERAL TERMS (APPLICABLE TO ALL PARTICIPANTS)

1.1 Independent Status; No Employment or Partnership

All Participants engage with the Event as independent individuals or businesses. Nothing in these Terms creates an employment, partnership, joint venture, fiduciary, or agency relationship between any Participant and Studio 22 Events LLC. No Participant has authority to bind or represent Organizer in any manner.

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1.2 No Endorsement or Vetting

Organizer does not evaluate, verify, endorse, approve, certify, or guarantee any vendor, food truck, performer, speaker, product, service, claim, modality, belief system, political view, or representation presented at or in connection with the Event, the Online Vendor Directory, or Featured Vendor placements.

All interactions and transactions between Participants and third parties occur solely at their own discretion and risk.

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1.3 Alcohol-Free Event & Prohibited Substances

Vintage in the Hudson Valley is a strictly alcohol-free (dry) event.

The following are prohibited anywhere on Event grounds, including vendor booths, food trucks, vehicles, storage areas, and personal belongings:

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• Possession, sale, sampling, or consumption of alcoholic beverages of any kind (including beer, wine, spirits, cocktails, liqueurs, hard seltzers, etc.)

• Open containers of alcohol

• BYOB (“bring your own alcohol”) or similar practices

• Beverages or products marketed as containing alcohol or designed primarily to be mixed with alcohol in violation of applicable law

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The following substances and products are also prohibited unless expressly authorized in writing by Organizer and permitted under applicable law:

• Cannabis, THC, delta-8, delta-9, delta-10, or other psychoactive hemp derivatives

• Illegal drugs or controlled substances

• Vapes, e-cigarettes, and related paraphernalia (in all areas designated non-smoking)

• Kratom, kava, Amanita muscaria, or similar psychoactive botanicals

• Drug paraphernalia

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Any Participant found to be in violation of this Section may be removed from the Event or denied participation, without refund, and Organizer may notify law enforcement or regulatory agencies where appropriate.

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1.4 Compliance with Laws (Federal, New York State, County & Local)

All Participants are solely responsible for complying with all applicable federal, New York State, county, and local laws and regulations, including but not limited to:

• Business licensing and registration requirements

• New York State and local sales tax registration, collection, and reporting for sales of tangible goods or taxable services

• Consumer protection and advertising laws

• Product labeling and safety laws

• Intellectual property laws (copyright, trademark, etc.)

• Health, fire, and safety codes

• Americans with Disabilities Act (ADA), where applicable

• New York State and local rules related to public gatherings and public health

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Organizer may, where required by law, share Participant information (such as business name, contact details, and booth placement) with relevant governmental authorities, including tax agencies.

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1.5 Event Modification, Weather & Force Majeure

Organizer reserves the right to modify, relocate, reschedule, shorten, suspend, or cancel the Event, in whole or in part, at any time and for any reason, including but not limited to:

• Severe or unsafe weather

• Flooding, fire, wind, or other natural conditions

• Public health concerns or advisories

• Government orders, restrictions, or regulations

• Venue issues or closures

• Safety, security, or crowd-control concerns

• Labor disputes or strikes

• Acts of God, terrorism, civil unrest, or other circumstances beyond Organizer’s reasonable control

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Except where required by law, no refunds, reimbursements, or compensation will be owed for Event modification or cancellation.

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Organizer retains full authority to temporarily pause operations, close areas, or evacuate the Event for safety reasons. Such decisions are final and made in Organizer’s sole discretion.

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1.6 Conduct & Safety

All Participants are expected to behave in a respectful, lawful, and safe manner.

Organizer may remove or deny participation to any person or business, without refund or compensation, whose behavior is:

• Harassing, discriminatory, or abusive

• Aggressively confrontational or threatening

• Unsafe, including ignoring safety instructions

• In violation of these Terms or the law

• Materially disruptive to the Event or other attendees’ experience

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1.7 Minors & Guardians

Children must be supervised at all times by a parent or legal guardian. Organizer does not provide childcare and does not assume responsibility for the supervision, safety, or conduct of minors.

For the Kids Entrepreneur Program, additional terms in Section 4 apply.

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1.8 Insurance

Organizer strongly encourages vendors, food trucks, and service providers to carry general liability insurance (recommended minimum $1,000,000 per occurrence) and, where applicable, product liability insurance.

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Organizer’s insurance, if any, does not cover Participant property, inventory, or liability.

Organizer reserves the right to request proof of insurance as a condition of participation.

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1.9 Assumption of Risk

All Participants acknowledge that attendance at and participation in a public, outdoor event inherently involves risks, including but not limited to:

• Crowds and public interactions

• Weather and environmental conditions, including uneven ground

• Physical activity such as walking, lifting, or standing for long periods

• Food consumption and possible allergic reactions

• Interactions with vendors, performers, children, and animals

• Property damage, theft, or loss

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Participation is voluntary and undertaken at your own risk.

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1.10 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 or any related programs.

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

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If Organizer is found liable notwithstanding the foregoing, the maximum amount of Organizer’s liability shall not exceed, for any paying Participant, the total amount actually paid by that Participant to Organizer in connection with the Event.

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1.11 Indemnification

Each Participant agrees to defend, indemnify, and hold harmless Studio 22 Events LLC, its owners, officers, employees, contractors, volunteers, venues, sponsors, and affiliates from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

• The Participant’s attendance, participation, or activities at or related to the Event

• The Participant’s products, services, or representations

• The Participant’s breach of these Terms or any applicable law

• The Participant’s negligent or intentional acts or omissions

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1.12 Media Release (All Participants)

By attending or participating in the Event or related programs, you grant Organizer a non-exclusive, royalty-free, worldwide, perpetual license to photograph, record, or otherwise capture your likeness, voice, booth, products, and activities, and to use such media for promotional, marketing, archival, or documentary purposes, in any media now known or later developed, without compensation.

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1.13 Electronic Signature & Consent

By:

• Checking an “I Agree” box;

• Clicking a “Submit,” “Register,” “Purchase,” or similar button;

• Typing your name in a signature field; or

• Electronically submitting any Event application, registration, or payment form,

you agree that such action constitutes your electronic signature and your legally binding consent to these Terms and any role-specific terms applicable to you, pursuant to the federal Electronic Signatures in Global and National Commerce Act (E-SIGN Act) and applicable New York State law.

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Electronic signatures shall have the same force and effect as handwritten signatures.

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1.14 Governing Law, Arbitration & Class Action Waiver

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.

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

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Participants knowingly and voluntarily:

• Waive the right to a trial by judge or jury; and

• Waive the right to participate in any class, collective, consolidated, or representative action.

If any portion of this arbitration agreement is found unenforceable, the remaining provisions shall still be enforced to the fullest extent permitted by law.

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1.15 Severability & Entire Agreement

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

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These Terms, together with any applicable role-specific provisions below, constitute the entire agreement between Participant and Organizer and supersede all prior or contemporaneous communications or understandings.

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2. ROLE-SPECIFIC TERMS: VENDORS & EXHIBITORS (NON-FOOD)

This Section applies to all in-person vendors, exhibitors, makers, artists, service providers, and businesses selling or promoting products or services at the Event (“Vendor”).

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2.1 Applications, Fees & Non-Refundable Policy

• Submission of an application does not guarantee acceptance.

• If accepted, Vendor must pay all required fees, upgrades, or add-ons by the deadlines specified by Organizer.

• All payments are final and non-refundable once submitted, except where prohibited by applicable law.

Vendor agrees not to initiate chargebacks or reversals. Any such action is a material breach of these Terms, and Organizer may seek recovery of related fees, penalties, or damages.

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2.2 Setup, Operation & Breakdown

Vendors must:

• Arrive during designated load-in times;

• Complete setup prior to Event opening;

• Remain operational for the entire published Event hours, unless otherwise approved in writing;

• Follow designated load-out procedures and times.

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Early breakdown, no-shows, or abandonment of space may impact eligibility for future events and does not entitle Vendor to a refund.

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2.3 Booth Conditions & Safety

Vendors acknowledge that:

• The Event is largely outdoors; surfaces may be grass, gravel, dirt, or uneven.

• Weather may include sun, wind, rain, mud, or other outdoor conditions.

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Vendors are solely responsible for:

• Securing tents, canopies, tables, racks, and displays (with proper weights or stakes);

• Protecting inventory, cash, and devices from theft or weather;

• Ensuring configurations are safe and do not pose tripping or falling hazards.

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2.4 Sales Tax & Business Compliance

Vendor is solely responsible for:

• New York State and local sales tax registration, collection, and remittance on all taxable sales;

• Complying with all applicable business licensing and consumer protection laws;

• Ensuring product safety and proper labeling (e.g., jewelry, candles, children’s items, cosmetics, etc.).

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2.5 Prohibited Products

In addition to the general prohibited substance rules in Section 1.3, Vendors may not sell or display:

• Alcoholic beverages;

• Illegal drugs or controlled substances;

• Certain psychoactive products (as described in Section 1.3);

• Weapons or items illegal under New York or federal law;

• Items that Organizer, in its sole discretion, deems unsafe, illegal, or inappropriate for a family-friendly event.

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Political booths are permitted; however, Organizer may restrict content that incites violence, constitutes unlawful harassment, or materially disrupts the Event.

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3. ROLE-SPECIFIC TERMS: FOOD TRUCKS & MOBILE FOOD VENDORS

This Section applies to all food trucks, mobile food vendors, and food service providers (“Food Truck” or “Operator”).

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3.1 Permits, Licenses & Health Compliance

Operators are solely responsible for obtaining and maintaining all permits, licenses, inspections, and approvals required by:

• New York State;

• Ulster County Department of Health;

• Relevant municipalities;

• Fire and safety authorities.

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Operators must be inspection-ready at all times and promptly correct any violation identified by health or fire officials. Failure to provide required documentation or pass inspections may result in removal without refund.

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3.2 Food Safety & Allergen Disclosure

Operator is solely responsible for:

• Safe sourcing, storage, preparation, and service of food and beverages;

• Maintaining required food temperatures;

• Clear allergen disclosures (e.g., nuts, dairy, gluten, shellfish);

• Preventing cross-contamination to the extent reasonably possible.

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Organizer assumes no responsibility for foodborne illness, allergen reactions, or contamination.

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3.3 Alcohol-Free & Prohibited Substances

Food Trucks may not sell, serve, sample, or store:

• Alcoholic beverages;

• Products that contain or are intended to be mixed with alcohol in violation of law;

• Cannabis, THC products, or prohibited psychoactive substances.

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Violation of this policy may result in immediate removal from the Event without refund and possible reporting to authorities.

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3.4 Fees, Operation & Non-Refundability

Food Truck fees and deposits are non-refundable once paid, regardless of:

• Weather;

• Attendance;

• Sales performance;

• Equipment failure;

• Staffing issues;

• Event modification or cancellation.

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3.5 Utilities, Placement & Generators

• Organizer determines Food Truck placement in its sole discretion.

• Unless expressly guaranteed in writing, Organizer does not guarantee power, water, or other utility access.

• Operators using generators, propane, or other fuel must comply with all fire and safety regulations and maintain functioning fire extinguishers on site.

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4. ROLE-SPECIFIC TERMS: KIDS ENTREPRENEUR PROGRAM

This Section applies to the Vintage in the Hudson Valley Kids Entrepreneur Program and to all participating minors (“Child”) and their parent(s) or legal guardian(s) (“Guardian”).

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4.1 Program Nature

The Kids Entrepreneur Program is a non-competitive, educational, community activity intended to encourage creativity and basic entrepreneurial learning. Participation does not constitute employment, partnership, or a commercial endorsement by Organizer.

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4.2 Guardian Responsibility & Supervision

• A parent or legal guardian must remain on site and fully responsible for the Child at all times.

• Organizer does not provide childcare, supervision, financial oversight, or behavioral management and assumes no responsibility for the supervision, safety, or actions of any Child.

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4.3 Products, Transactions & Money Handling

• All items offered or sold by Children are solely provided by the Child and Guardian.

• Organizer does not handle money for Child booths.

• All interactions and transactions involving Child booths occur at the sole risk of the Child and Guardian.

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4.4 Prohibited Items (Kids Area)

The following are not permitted in the Kids Entrepreneur area:

• Food or beverages intended for consumption by the public;

• Hazardous, sharp, flammable, or unsafe items;

• Items requiring licenses, permits, age restrictions, or that are illegal;

• Alcohol, tobacco, vapes, cannabis, THC products, drug paraphernalia;

• Inappropriate or offensive materials.

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Organizer may remove any item or participant that it deems unsafe, inappropriate, or unlawful, without refund.

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4.5 Assumption of Risk & Guardian Release

Guardian knowingly assumes all risks associated with the Child’s participation and agrees to release, indemnify, and hold harmless Organizer from any claims arising out of the Child’s participation, conduct, products, or interactions at the Event, except to the extent caused by Organizer’s gross negligence or willful misconduct.

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5. ROLE-SPECIFIC TERMS: ONLINE VENDOR DIRECTORY

This Section applies to the Vintage in the Hudson Valley Online Vendor Directory (“Directory”) and participating businesses (“Directory Vendor”).

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5.1 Separate from In-Person Event

Participation in the Directory is separate from, and independent of, participation as an in-person Event Vendor. Being listed in the Directory does not guarantee, imply, or confer acceptance into any in-person event now or in the future.

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5.2 Content Responsibility & IP

Directory Vendors are solely responsible for all content submitted, including descriptions, claims, images, logos, links, and media. Vendors represent and warrant that:

• Content is accurate and lawful;

• They own or have rights to all submitted content;

• Content does not infringe third-party rights.

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Organizer may remove content subject to complaint or notice without liability.

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5.3 No Vetting; No Reliance

Organizer does not substantively edit, verify, or vet Directory content and does not endorse any Vendor. Users rely on Directory listings at their own risk.

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5.4 Fees, Term & Modifications

Directory listing fees (annual or lifetime) are non-refundable once published. Organizer may modify, suspend, or discontinue the Directory at any time without liability.

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6. ROLE-SPECIFIC TERMS: FEATURED VENDOR WEBSITE PLACEMENT

This Section applies to the Vintage in the Hudson Valley Featured Vendor website placement (“Featured Placement”).

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6.1 Nature of Featured Placement

The Featured Placement is an advertising product that provides enhanced visibility on the Event website through display of the Vendor’s logo and a link to a Vendor-supplied URL. It is not an endorsement, sponsorship, or vetting of the Vendor.

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6.2 Term & Expiration

For the Vintage in the Hudson Valley 2026 cycle:

• Featured Vendor placements purchased for $35 will remain live until September 1, 2026.

• On or after September 1, 2026, Organizer may remove or archive the Featured Placement at any time without notice, refund, or credit.

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6.3 Fees & Non-Refundability

Featured Placement fees are non-refundable once purchased, regardless of performance, traffic, or changes to the Event or website.

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6.4 Content Responsibility & Removal

Vendors are responsible for the accuracy and legality of logos and links. Organizer may remove or suspend a Featured Placement without refund if:

• Content violates law or third-party rights;

• Vendor engages in abusive or bad-faith conduct;

• Vendor poses legal, reputational, or operational risk.

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7. ROLE-SPECIFIC TERMS: VOLUNTEERS

This Section applies to all individuals who volunteer at the Event (“Volunteer”).

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7.1 Volunteer Status (Not an Employee)

Volunteers serve without pay and are not employees of Organizer. Volunteers are not entitled to wages, workers’ compensation, unemployment benefits, or other employment benefits.

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7.2 Duties, Conduct & Dismissal

Volunteers agree to:

• Follow instructions from Organizer staff or supervisors;

• Behave in a respectful, lawful, and safe manner;

• Not report for duty under the influence of alcohol or prohibited substances.

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Organizer may reassign or terminate volunteer duties at any time, with or without cause.

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7.3 Assumption of Risk & Release

Volunteers understand that volunteering at a public, outdoor event may involve physical activity, weather exposure, and crowds, and they voluntarily assume these risks.

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To the fullest extent permitted by law, Volunteers release and hold harmless Organizer from claims arising out of volunteer participation, except to the extent caused by Organizer’s gross negligence or willful misconduct.

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7.4 Medical & Emergency Care

Volunteers authorize Organizer to obtain basic first aid or emergency care in case of injury and understand they are responsible for any resulting medical costs.

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8. ACCEPTANCE OF TERMS

By attending the Event, applying as a Vendor, Food Truck, Directory Vendor, Featured Vendor, Kids Entrepreneur Program participant/Guardian, or Volunteer, or by electronically signing or submitting any related form, you acknowledge that you have read, understood, and agreed to these Master Terms & Conditions and all role-specific provisions that apply to you.

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Studio 22 Events LLC
Producer of Vintage in the Hudson Valley