Vintage in the Valley — Vendor 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

These Vendor Terms & Conditions (“Terms”) apply to all vendors, exhibitors, makers, merchants, artists, service providers, and businesses (“Vendor”) participating in Vintage in the Valley in any capacity. By submitting an application, receiving approval, participating, setting up, or engaging in the Event, Vendor acknowledges that they have read, understood, and agreed to be bound by these Terms in their entirety.

 

1. INDEPENDENT VENDOR STATUS & NO ENDORSEMENT

Vintage in the Valley is a public, community-based event featuring independently operated vendors.

Organizer does not evaluate, verify, vet, approve, certify, endorse, or guarantee any vendor, product, service, claim, belief, modality, pricing, or representation, whether explicit or implied.

Vendor participates as an independent business and is not an employee, agent, partner, joint venturer, or representative of Studio 22 Events LLC. Vendor has no authority to bind or represent Organizer in any manner.

Vendor is solely responsible for the accuracy, legality, and truthfulness of all statements, claims, products, pricing, marketing, signage, and representations made before, during, or after the Event.

 

2. PARTICIPATION TERMS & FINANCIAL CONDITIONS

Vendor participation may occur through a variety of participation models, including community-based, invitation-based, donation-supported, or fee-based participation, as determined solely by Organizer. Participation in the Event constitutes valid consideration regardless of whether a participation fee is charged.

 

If a vendor fee, upgrade, or optional service is required or purchased, all payments are final and non-refundable once submitted.

Vendor agrees not to dispute, charge back, reverse, or seek reimbursement for any payment made in connection with the Event. Initiating a chargeback constitutes a material breach of these Terms. Organizer reserves the right to recover any costs, fees, or losses incurred as a result of a chargeback or payment dispute.

Participation, approval, or attendance does not guarantee sales, exposure, attendance levels, customer engagement, or business results.

 

3. EVENT MODIFICATION, WEATHER & FORCE MAJEURE

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

Vendor acknowledges that Vintage in the Valley is an outdoor event and assumes all risks related to weather conditions, ground conditions, wind, temperature, and environmental exposure.

No refunds, reimbursements, or compensation shall be owed due to event modification or cancellation.

 

4. SETUP, BREAKDOWN & SITE CONDITIONS

Vendor agrees to:

• Arrive during designated setup times

• Complete setup prior to event opening

• Remain operational for the duration of the Event

• Adhere to assigned breakdown times

Early breakdown, abandonment of booth space, or no-show participation may result in removal from the Event and may impact eligibility for future events.

Vendor acknowledges that outdoor event conditions may include uneven ground, grass, gravel, dirt, wind exposure, or limited access to power or shelter.

Vendor is solely responsible for securing all tents, canopies, displays, tables, signage, and merchandise. Stakes, weights, or anchoring systems must comply with venue rules. Organizer assumes no responsibility for wind damage, collapse, or loss.

 

5. LEGAL COMPLIANCE, PERMITS & TAXES

Vendor is solely responsible for full compliance with all applicable local, state, and federal laws, including but not limited to:

• Business licensing requirements

• Sales tax collection and reporting

• Consumer protection laws

• Product labeling and disclosures

• Fire safety and propane regulations

Food vendors and food trucks must comply with all Ulster County Health Department and New York State Department of Health requirements and must arrive fully permitted, licensed, and inspection-ready. Proof of permits may be requested at any time.

Failure to comply with legal or permit requirements may result in immediate removal without compensation.

 

6. VENDOR CONDUCT & SAFETY

Vendor agrees to conduct themselves in a respectful, professional, and lawful manner at all times.

Harassment, aggressive solicitation, unsafe practices, misleading conduct, discriminatory behavior, excessive noise, or behavior deemed disruptive or unsafe by Organizer or venue representatives will not be tolerated.

Organizer reserves the right to remove any Vendor immediately, without warning and without refund or compensation, if Vendor conduct jeopardizes the safety, integrity, or experience of the Event.

 

7. ASSUMPTION OF RISK

Vendor knowingly and voluntarily assumes all risks associated with participation in a public, outdoor event, including but not limited to:

• Personal injury or illness

• Property damage or theft

• Weather exposure

• Interactions with attendees, children, animals, or other vendors

• Actions or omissions of third parties

 

8. LIABILITY LIMITATION

To the fullest extent permitted by law, Organizer shall not be liable for any injury, illness, loss, damage, delay, interruption, emotional distress, or inconvenience arising out of or related to Vendor participation. Organizer reserves the right, but not the obligation, to require proof of general liability insurance upon request.

Organizer shall not be liable for indirect, incidental, consequential, punitive, or special damages, including lost profits or business opportunities.

Organizer’s total liability, if any, shall not exceed the amount paid by Vendor, if any, for participation in the Event.

 

9. INDEMNIFICATION

Vendor 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:

• Vendor participation

• Vendor products or services

• Vendor statements or representations

• Vendor legal noncompliance

• Vendor conduct or omissions

 

10. MEDIA RELEASE

Vendor grants Organizer permission to photograph, video record, and otherwise capture Vendor’s booth, products, signage, and likeness for promotional, marketing, and archival purposes, without compensation.

 

11. DISPUTE RESOLUTION & CLASS ACTION WAIVER

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

Vendor 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.

 

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. 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. Provisions relating to liability limitation, indemnification, dispute resolution, and governing law shall survive the conclusion of the Event.

These Terms constitute the entire agreement between Organizer and Vendor regarding Event participation and supersede all prior communications, representations, or understandings.

No oral statements or representations shall modify these Terms. Any amendment must be made in writing by Studio 22 Events LLC.

 

Studio 22 Events LLC
Producer of Vintage in the Valley