Vendor Agreement (Fall '25)

Vendor FAQs

Pine Barren Makers Fest Agreement 

By signing up as a vendor to the Pine Barren Makers Fest, you agree to the following:

Cancellation policy: Any Vendor wishing to cancel a show space reservation for reasons of their own may do so in writing up to 30 days (August 21st) before the event. A 50% refund will be given. Any vendor canceling within 30 days before the event, no refund will be given. Being an outdoor event, rain is a possibility. Rain cancellation will be at the discretion of the event coordinators. If the event is canceled due to rain it will be rescheduled for the following weekend (Saturday reschedules to the following Saturday 9/27/25 and Sunday reschedules to the following Sunday 9/28/25).  All vendors understand that in the event of a rain date, the festival will be rain or shine. No refunds will be given due to weather on rain dates. Amendment: We are monitoring the COVID-19 situation very closely and are putting public health and safety first. In the case that an event is rescheduled and you can’t make the new date, a 75% refund will be given. 

Vendor Load- In Time: Starts 2 hours before event time. Vendor Load-Out Time: Starts at the time the event ends.

The participating business, hereinafter referred to as “VENDOR,” agrees to abide by all rules, policies and procedures printed and incorporated in this contract. Registration and Payment for this event indicates that the individual/business registering accepts personal liability for his/her company.

Vendor setup and load out times are listed below. Vendor must comply with these arrangements. NO EXCEPTIONS.

Management reserves the right to refuse to accept any request for Vendor space for any lawful reason.

Any Vendors selling foods must provide a copy of their Department of Health Certification and have it on premises during the event.

All Vendors must leave the space rented in the clean condition that it was given. No garbage is to be left behind.

COSTS:  All vendors must pay the cost agreed to, upon the vendor invitation. The funds must be paid in full to secure vendor participation or the space will be forfeited. Agreements are not fully entered until money is received.

 

RULES & REGULATIONS

Pine Barren Events LLC and Indian Cabin Mill Inn management reserves the right to enforce strict compliance with all rules and regulations, exceptions to the following rules and regulations will not be permitted without written documentation.

  1. THE PROMOTERS

Pine Barren Events LLC and Indian Cabin Mill Inn, referred to hereafter as “Management”

  1. SPACE ASSIGNMENT

Vendor acknowledges that the location and configuration of the Vendor spaces may vary. Management reserves the right to determine vendors location unless spoken about beforehand. Vendors may not assign their booth or any portion thereof to any other person for any reason. Vendor agrees not to place any goods outside of the Vendor space assignment.

  1. SPACE FEES

Fees must be paid in full to secure vendor participation and cover the cost of the space rental & provided equipment. Payment must be accompanied with this approved contract. Vendor will not be allowed to occupy any space not fully paid for. In such a case, any money received shall be considered a non-refundable deposit. *see above for exceptions*

  1. DISPLAY REGULATIONS

No Vendor may block or interfere with neighboring Vendors. Vendors shall confine all vending activities within the limits of their space.

  1. VENDOR SETUP

Each outdoor Vendor is required to bring their own display props. Vendors agree that the event may be rescheduled due to inclement weather. Vendors agree that in the event of a rain date, that date (9/27/25 -9/28/25) will be rain or shine with no refunds given. Vendor load in time is 8am, 2 hours before the event. All vendors must be finished setting up their allotted space by 10am. Vendors who arrive after the event begins without contacting management will forfeit their participation and vendor fee. No vendor is allowed to load-in/set-up after the event begins. Schedule must be enforced. No early packing up may be started before the event ends unless discussed with Management. Cooperation on this point from all vendors is required. Failure to comply with this request will result in loss of future event privileges. Being that this is a two day event you are welcome to leave your set up overnight, at your own risk. Site security is not guaranteed nor responsible if items go missing. 

Management will not assume any liability for any injury that may occur to event visitors, Vendors, or their agents and employees or others, or their property, during event setup, during event and dismantling periods. Any Vendor using the services of an independent decorating company assumes all liability for the acts of that decorator during installation or dismantling under this contract. 

  1. INSURANCE and CERTIFICATION

Vendor is solely responsible to obtain insurance coverage on property brought into the property. Vendor assumes full responsibility for items left on the facility. Management accepts no liability for lost, stolen or damaged property and is not required to carry additional insurance to cover Vendor’s property. Any vendor selling food must produce a copy of their New Jersey Department of Health Certification and have it on hand during the hours of operation. Management is under no obligation to provide information on the licensing process. It is the VENDORS RESPONSIBILITY to contact the Health Department and bring the proper documentation to acquire the permit.

  1. INDEMNIFICATION

In consideration of the undersigned’s use of the Premises (as defined below) and other valuable consideration, the undersigned shall indemnify, defend and save harmless Pine Barren Event LCC and each of its partners, officers, directors, employees and agents (collectively, Landlord and others are referred to as Indemnitees”) from and against any and all liability, claims, damages, costs, and expenses including without limitation, reasonable attorney’s fees, resulting from or in connection with the undersigned’s use and occupancy of the Premises, including, but not limited to, all acts and omissions of the officers, employees and agents of the undersigned or any of its subcontractors. Further, the undersigned waives all claims against Indemnitees for injury to persons, damage to property or to any other interests of the undersigned sustained by the undersigned or any person claiming through the undersigned resulting from any occurrence in or upon the Premises. Without limitation, all of the undersigned’s personal property, which may at any time be at the Premises, shall be at the undersigned’s personal property, which may at any time be at the Premises, shall be at the undersigned’s sole risk. Landlord may at its discretion make it a condition for any employee; agent, subcontractor or other representatives of the undersigned to have access to the Premises that said person sign and deliver to the Landlord a form of waiver and indemnity agreement satisfactory to Landlord. The Premises are generally described as: Indian Cabin Mill Inn.

  1. VENDOR LIABILITIES

Vendors shall keep the contracted area neat, clean and in good order. If the occupied space or any area is damaged by the participant and/or their employees, the contracted Vendor is liable. Vendor hereby agrees to indemnify and hold harmless Management, all their managers, officers, sponsors, employees, agents, guests, successors and assigns from any damages, expenses, losses or liabilities, including but not limited to any suit or claim for personal injury, product liability, property damage or loss of use of property by whosoever sustained on or about Vendor’s participation in show.

  1. POWER

Vendors do not have access to electricity. Vendors in need of additional lighting can bring battery-powered lights or a quiet generator to offer power. If a vendor receives noise complaints, due to the generator, management will ask the vendor to remove it. 

  1. CLEANING OF VENDING SPACE

Vendors MUST thoroughly clean their allotted space, leaving it in the same order it was received at the beginning of the event. Vendors who do not abide by this clause are subject to a $150 cleaning fee. 

  1. SUBLEASE

Subleasing tables is expressly prohibited. Sharing a booth or space with another Company, unless contracted and approved by Management, is expressly prohibited. The distribution of samples, literature or other materials for a non-vending company without a Show Contract is expressly prohibited.

  1. VENDOR RESPONSIBILITIES

The Vendor agrees to comply with all applicable local, federal, and state tax and other laws relating to the sale of goods or services and to pay all taxes and levies insofar as the Vendor’s own participation in the event is concerned.  

  1. CANCELLATION 

Any Vendor wishing to cancel a show space reservation for reasons of their own may do so in writing up to 30 days prior to the event to pbmakersfest@yahoo.com. A 50% refund will be given *unless discussed differently by management*. Any vendor canceling within 30 days of the event, no refund will be given.

At Pine Barren Makers Fest, any vendor who signs up as a vendor understands that the event is held rain or shine on the weekend of the rain date (9/27/25-9/28/25), no refunds will be given to vendors due to weather on these dates.

COVID-19 update: In the case that an event is rescheduled and Vendor can’t make the new date, we will be giving a 75% refund.

  1. FORCE MAJEURE

In the event any part of Pine Barren Makers Fest or any portion thereof is unavailable whether for the entire event, or a portion of the event as a result of fire, flood, tempest or any other such cause, or as a result of war, strike, lock-out, labor dispute, riot or any other cause or agency over which the event has no control, or should the event decide that because of any such cause it is necessary to cancel, postpone or re-site the event, or reduce the installation time, event time, or move-out time, the event shall not be liable to indemnify or reimburse the Vendor in respect of any damage or loss, direct or indirect as a result thereof.

  1. RELATIONSHIP OF THE PARTIES

The relationship of the parties under this agreement is that of an independent contractor and the company hiring the contractor. In all matters relating to this agreement each party hereto shall be solely responsible for the acts of its employees and agents, and employees or agents of one party shall not be considered employees or agents of the other party. Except as otherwise provided herein, no party shall have any right, power, or authority to create any obligation, express or implied, on behalf of any other party. Nothing in this agreement is intended to create or constitute a joint venture, partnership, agency, trust, or other association of any kind between the parties or persons referred to herein.

  1. AMENDMENTS

Management shall have full power in the interpretation and enforcement of all contract regulations contained herein, and the power to make such amendments thereto, and such further rules and regulations as shall be considered necessary for proper conduct of the Vendor. All Vendors will be promptly notified of any changes to these rules and procedures.

  1. VALIDITY

This contract is not binding until vendor fees have been accepted by Management. Until such time, this contract has not been executed. The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision of this Agreement, which shall remain in full force and effect.