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, June 3rd, 2023 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 for a few. 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: The exhibitor fee does not include tables, chairs, electrical connection, or parking passes. Exhibitors may bring their own 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. An electrical connection and parking passes are available for a fee.
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.
• 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.