HeartFest Vendor Agreement and Liability Waiver
Agreement Version: HF_VENDOR_2026_V1
This agreement is entered into by Heartfulness Institute ("HI") and the vendor,
partner, exhibitor, or applicant identified in the submitted application ("Partner").
The Partner agrees to participate in HeartFest, a wellness festival to be held on
Saturday, August 8, 2026 (rain date: August 15, 2026), at the premises
of Shri Ram Chandra Mission (SRCM), located at 2230 E Parham Rd, Richmond, VA 23228.
This agreement includes an assumption of risk, release of liability, and participation terms as described below.
Participation and General Understanding
I acknowledge that participation in HeartFest, including setup, operation of a booth, demonstrations,
food or service activities, and removal of equipment, may involve risks including but not limited to
personal injury, property damage, theft, or other loss. I voluntarily accept all such risks.
Submission of an application does not guarantee acceptance or booth placement. Participation is subject
to organizer review and approval based on event fit, safety, space, and operational considerations.
1. Assumption of Risk
I acknowledge that participation in event activities may involve inherent risks. I voluntarily accept all
risks associated with participation, including those arising from the negligence or carelessness of a
Released Party or others.
2. Definitions
"Claims" include any liabilities, claims, demands, damages, legal actions, or causes of
action related to participation in the Activity.
"Released Party" means Heartfulness Institute, Shri Ram Chandra Mission (SRCM), and their
affiliates, representatives, directors, officers, employees, agents, and volunteers.
3. Health and Safety Acknowledgment
I confirm that:
- I am in suitable physical and mental condition to participate.
- I understand my limitations and will stop any activity if I feel unwell or unsafe.
- Some activities may occur outdoors and in areas with vehicular traffic, and I will follow all applicable safety and traffic rules.
4. Responsibility for Equipment
I accept full responsibility for any equipment, materials, or items brought by me or loaned to me and
agree to remove them promptly and return any loaned items in good condition.
5. Vendor Responsibility for Products and Services
Partner is solely responsible for all products, food, beverages, services, demonstrations, materials,
and activities offered, displayed, sold, or promoted by Partner at HeartFest.
Partner assumes full responsibility for the safety, quality, legality, and proper labeling of such
products and services.
6. Compliance With Laws and Permits
Partner agrees to comply with all applicable federal, state, and local laws, regulations, permits,
licenses, health requirements, and safety standards relating to participation, products, food handling,
staffing, sales activity, and booth operations.
7. Food Preparation and Distribution
If Partner provides food or beverages of any kind, Partner is solely responsible for safe preparation,
handling, storage, labeling, and distribution, and for complying with all applicable health and food
safety requirements.
HI and SRCM do not inspect, certify, or assume responsibility for any food or beverage offered by Partner.
8. Damage to Property
Partner accepts responsibility for any damage caused by Partner, its employees, volunteers, agents,
contractors, guests, or equipment to the festival site, facilities, grounds, furnishings, or property of others.
9. Release, Waiver, and Indemnification
I, on behalf of myself and my heirs, fully release, waive, and discharge any and all Claims against any
Released Party arising out of my participation in the Activity, including Claims resulting from negligence
or gross negligence.
I agree not to bring any legal action against any Released Party and to indemnify and hold them harmless
from any Claims, including reasonable legal fees, arising from my participation or from claims made by me
or on my behalf.
10. Medical Consent
I understand that there is no obligation for medical assistance to be provided during the Activity. If
medical care is rendered and I am unable to consent at that time, I authorize such care.
11. Medical Advice
I acknowledge that it is advisable to consult a physician prior to participating and confirm that I have
done so if necessary.
12. Media Release
I grant permission to the Released Party to use photographs, videos, or recordings of me, my booth, and
my participation in the event for promotional or informational purposes, without compensation, worldwide
and indefinitely.
13. No Guarantee of Attendance or Sales
Partner understands that participation in HeartFest does not guarantee attendance levels, customer traffic,
leads, sales, revenue, or promotional results.
14. Entire Agreement and Severability
This agreement represents the entire understanding between the parties with respect to participation in HeartFest.
If any provision is found unenforceable, the remaining provisions shall remain in full force.
15. Automobile Use
If I use a vehicle in connection with the Activity, I confirm that it is properly insured and that I assume
all responsibility and risk associated with its use.
16. Event Policies
Termination Policy: HI reserves the right to terminate participation if these terms are not followed.
Cancellation Policy: Partner must notify HI no later than August 7, 2026 to cancel participation.
Force Majeure: This agreement will be void if the event is canceled due to circumstances
beyond reasonable control, including but not limited to extreme weather, fire, labor disputes, war,
government action, or other emergencies.
17. Digital Signature Acknowledgment
By checking the acceptance box and typing my full legal name in the application form, I acknowledge that:
- I have read and understood this agreement.
- I voluntarily agree to its terms.
- My electronic submission and typed name constitute my electronic signature for this agreement.
