Earth Day Indiana Exhibitor Release and Waiver of Liability
The exhibiting organization is referred in this document as Exhibitor and Earth Day Indiana, Inc.
and related persons are referred to as Organizer.
The following refers to participation as an exhibitor or vendor in the Earth
Day Indiana Festival on Saturday, April
25, 2020, at Historic Military Park at White River State Park, Indianapolis.
The Exhibitor, on behalf of itself, its trustees, officers,
employees, and agents (including volunteers) hereby releases, waives and
discharges Earth Day Indiana, its officers and members, board of directors,
staff, promoters, sponsors, advertisers, owners, and leasers of the premises,
and other persons involved in organizing the festival, from all liability to
the Exhibitor, including any and all loss or damages, or any and all injury to
Exhibitor, while the Exhibitor is attending, working, or for any purpose
participating in the Earth Day Indiana Festival. The Exhibitor agrees to
indemnify the Organizer from any loss, liability, damage or cost they may incur
due to the presence of the Exhibitor in or upon White River State Park and
Military Park within the scope of Indiana law, whether caused by negligence of
the Exhibitor or otherwise. The Exhibitor expressly agrees that this release,
waiver, and indemnity agreement is intended to be as broad and inclusive as
permitted by the laws of the state of Indiana.
Earth Day
Indiana Festival Exhibition Guidelines
Booth
Topics: Exhibitor activities and displays
should focus on sustainability,
environmental protection, conservation of natural
resources and/or healthy living. Earth Day Indiana accepts exhibit applications
and assigns exhibitor space based upon those criteria.
Exhibit
Hours: Festival hours are 11 a.m. to 4
p.m., rain or shine. Exhibitors must have their booth(s) set up prior to the
opening of the festival and must remain
until the festival’s close. In an event of extreme circumstances, such as
weather, the executive director will announce a late opening or early shutdown,
or temporarily close the festival during the hours of the extreme circumstances.
Vehicles (other than display vehicles, which must be coordinated with the
Organizer in advance) will not be allowed on the site while the festival is
officially open.
Utilities: Electrical connections are available. Exhibitors may request an
electrical connection on the application form submitted to Earth Day Indiana.
Exhibitors must supply their own extension cords (at least 100 feet is
recommended) and are responsible for taping them down or covering them for
safety. Power supplies also may be solar, wind, human, etc., but
fossil-fuel-burning power generators are not permitted, other than official
generators provided by the Organizer. Displays that need water need to utilize
buckets to obtain water from the source that is available in the park.
Internet: Wi-fi is not provided. Exhibitors may bring their own wi-fi hot
spot or other connection.
Tables/Chairs: Exhibitors may bring additional tables and chairs, or rent them
through Earth Day Indiana. Tables provided by the rental company do not come
with skirts or covers. Exhibitors may bring their own table covers if desired. All
rented items will be present in your booth when you arrive, and should remain
in your booth when you leave. Exhibitors will be invoiced for any rented items
missing upon the close of the festival.
Tents: The tents keep most display areas dry, but heavy rain can soak
the ground underneath, and some dripping also may occur. Exhibitors may hang
banners inside their exhibit areas subject to approval from Earth Day Indiana.
No other items may be hung from the tent or any supports.
Exhibit
Areas: Exhibit displays, information and activities (other than display
vehicles) must stay within their designated booth spaces, unless the displaying
organization makes other arrangements with Earth Day Indiana. Please be
considerate of your neighbors. Any leafleting, petitioning, or otherwise
disseminating information at the festival is only permitted within registered
exhibits by the members, staff or volunteers of the registered groups. No one
is permitted to purposefully interfere with festival visitors' or exhibitors'
peaceful enjoyment of the festival. Booth placement in the tents is determined
by the Organizer, with consideration given to the requests of the Exhibitors.
Weather: The event is held rain or shine, and to date it has not been
cancelled. If dangerous, severely threatening weather should force closure of
the event, we will make an announcement to the Indianapolis news media and all
exhibitors immediately. Please dress for the weather, including shoes for wet
grass. It often is breezy, so it is a good idea to bring paperweights to secure
items on exhibits from blowing away if the tent flaps are up.
Permits: Exhibitors selling any items must follow applicable sales tax
laws and city vendor permit requirements. Exhibitors that sell or distribute prepared
or open food or beverages must have the applicable Marion County Health Department
permits and Certificate of Liability insurance with them the day of the
festival and copies on file with Earth Day Indiana prior to the festival.
Contact the Marion County Health Department at (317) 221-2256 for health permit
information.
Damages: Exhibitors must keep their areas clean and undamaged. Any damage
to the grass or grounds may result in fines by White River State Park and
Military Park, which will be invoiced to the exhibitor.
Items
Prohibited: The following items are not
permitted at the Earth Day Indiana Festival: balloons, harmful or illegal substances, firearms,
projectile items, and sharp items for public use.
Disclaimers:
• Earth Day
Indiana is not responsible for any missing or damaged items.
• Earth Day
Indiana does not guarantee or grant exclusivity to an exhibitor or vendor.
• Earth Day Indiana has the right to halt any activity or the use
or distribution of any item at the festival that may cause harm to the
environment, festival grounds, tents, tables, chairs or people.