Terms & Conditions
1. Application Submission and Deadline
1.1. Vendor applications must be submitted by no later than 00:00 (SAST) on Friday, 27 June 2025.
1.2. Applications received after the specified deadline will not be considered, and the Festival Organiser reserves the right to reject late or incomplete submissions without further correspondence.
2. Notification of Selected Vendors
2.1. Successful applicants will be notified via email or telephone by no later than Friday, 18 July 2025.
2.2. The Festival Organiser is not obligated to provide feedback or reasons for the non-selection of applicants.
3. No Guarantee of Participation
3.1. Submission of an application does not guarantee a vendor stand at the festival.
3.2. The selection of vendors is at the sole discretion of the Festival Organiser, and all decisions are final.
4. Compliance with Event Regulations
4.1. Selected vendors must comply with all event regulations, including but not limited to health, safety, and environmental standards, as prescribed by the Festival Organiser and relevant authorities.
4.2. Failure to adhere to these regulations may result in immediate removal from the festival without refund or compensation.
5. Additional Permits and Fees
5.1. Selected vendors may be required to obtain additional permits from the City of Tshwane or other relevant authorities to operate at the festival.
5.2. Any costs associated with such permits or compliance requirements shall be borne solely by the vendor.
5.3. The Festival Organiser will provide reasonable assistance in directing vendors to the relevant authorities but accepts no liability for failure to secure permits.
6. Festival Terms and Conditions
6.1. Detailed festival-specific terms and conditions will be provided to selected vendors upon confirmation of their participation.
6.2. Vendors are required to review and agree to these terms prior to participating in the festival.
7. Stand Allocation
7.1. Stand allocations are determined at the sole discretion of the Festival Organiser, based on factors including but not limited to application details, vendor suitability, and event logistics.
7.2. No vendor is guaranteed a specific location or stand placement.
8. Stand Specifications
8.1. Standard vendor stands are allocated with a frontage of 3 meters and a depth of 6 meters.
8.2. Vendors requiring additional space must indicate this in their application form, subject to availability and approval by the Festival Organiser. Additional fees may apply for non-standard stand sizes.
8.3. Vendors are responsible for ensuring their setups comply with allocated space restrictions and event safety requirements.
9. Liability and Indemnity
9.1. Vendors participate at their own risk and are responsible for their own property, equipment, and personnel during the festival.
9.2. The Festival Organiser shall not be liable for any loss, damage, injury, or theft occurring during the festival, except where such loss or damage is directly caused by the gross negligence or willful misconduct of the Festival Organiser.
9.3. Vendors agree to indemnify and hold harmless the Festival Organiser, its employees, agents, and affiliates against any claims, damages, or liabilities arising from their participation in the festival.
10. Cancellation or Changes to the Event
10.1. The Festival Organiser reserves the right to cancel, postpone, or modify the event (including dates, times, or venue) due to unforeseen circumstances, including but not limited to force majeure events (e.g., natural disasters, government restrictions, or public health emergencies).
10.2. In the event of cancellation, the Festival Organiser will endeavor to notify vendors promptly but shall not be liable for any losses or expenses incurred by vendors.
11. Governing Law and Dispute Resolution
11.1. These Terms and Conditions are governed by the laws of the Republic of South Africa.
11.2. Any disputes arising from these Terms and Conditions or participation in the festival shall first be addressed through good-faith negotiation between the parties.
11.3. If a dispute cannot be resolved within 30 days, it may be referred to mediation or, as a last resort, to a competent court in Pretoria, South Africa.
12. General Provisions
12.1. These Terms and Conditions constitute the entire agreement between the Festival Organiser and the vendor regarding the application process and participation in the festival, short of venue-specific Terms & Conditions.
12.2. The Festival Organiser reserves the right to amend these Terms and Conditions at any time, with notice provided to affected vendors where reasonably practicable.
12.3. Vendors may not assign or transfer their rights or obligations under these Terms and Conditions without the prior written consent of the Festival Organiser.