1 Event Details and Acceptance

By submitting a vendor application, the Vendor agrees to every term below. These Terms form a binding agreement between the Vendor and Heritage and Hope Inc for Celebrate Lunar 2027.

Definitions. In these Terms:

• "Producer" means Heritage and Hope Inc, its staff, volunteers, and authorized agents.
• "Vendor" means the business or individual named on the application, plus all of its owners, employees, volunteers, and helpers present at the Event.
• "Event" means Celebrate Lunar 2027, including load-in, public hours, and load-out.
• "Booth Space" means the area assigned to the Vendor by the Producer.
• "Venue" means Luminary Green Park and the surrounding streets, walkways, and staging areas used for the Event.

The Vendor's application, the Producer's approval notice, the vendor invoice, and any written vendor guide issued by the Producer are part of this agreement. If they conflict, these Terms control.

2 Application, Selection, and Approved Products

All vendors are hand-selected by the Producer; submitting an application does not guarantee a Booth Space.

1. Selection. The Producer reviews applications for product quality, cultural fit, category balance, and space. The Producer may accept or decline any application for any lawful reason and is not required to explain a decision.
2. Accurate information. The Vendor must give complete and truthful information. False or misleading information is grounds for removal without refund.
3. Approved products only. The Vendor may sell, sample, or display only the products and services listed on its approved application. New items require written approval from the Producer at least 14 days before the Event.
4. No exclusivity promised. Unless the Producer states otherwise in writing, no Vendor has an exclusive right to sell any product type. The Producer will try to balance categories but makes no guarantee.
5. Sponsor categories. The Producer may reserve certain categories (for example, bottled beverages) for Event sponsors. Vendors may not sell items in a reserved category unless approved in writing.
6. No transfer or sharing. Booth Space may not be sold, transferred, sublet, or shared with another business without written approval.
7. Waitlist. Declined or late applicants may be placed on a waitlist. A waitlist spot is not an approval.

3 Fees, Payment, Cancellation, and Refunds

The vendor fee is due in full within 2 days of approval; an unpaid invoice releases the Booth Space to the waitlist.

1. Fee amount. The fee is the amount shown on the Vendor's invoice. It covers one Booth Space and the promotional benefits described on the vendor page. It does not cover a tent, tables, chairs, electricity, or permits unless the invoice says so.
2. Late payment. If payment is not received within 2 days of approval, the Producer may cancel the approval without notice and offer the space to another vendor.
3. Payment method. Payment must be made through the invoice link or another method the Producer approves. Returned or reversed payments may carry a $35 fee and void the approval.
4. Rain or shine. The Event runs rain or shine. Weather, lower-than-expected attendance, or poor sales are not grounds for a refund.
5. Cancellation by Vendor. All fees are non-refundable once paid. A Vendor who cancels must notify the Producer in writing at [email protected].
6. No-shows. A Vendor who does not arrive by the end of load-in forfeits its fee and Booth Space and may be ineligible for future events.
7. Cancellation by Producer. If the Producer cancels the Event for reasons within its control, the Vendor will receive a full refund of fees paid.
8. Events beyond control. If the Event is cancelled, shortened, postponed, or moved because of severe weather, government order, public emergency, permit changes, or another cause beyond the Producer's reasonable control, the Producer may, at its sole discretion, issue a partial refund or a credit toward a future Heritage and Hope event. No other compensation is owed.
9. Removal. A Vendor removed for breaking these Terms receives no refund.

4 Booth Space, Load-In, Hours, and Load-Out

Vendors must be fully set up before the gates open at 11:00 AM (VIP guests) and must stay open until 7:00 PM. Final load-in times and maps will be sent in the vendor guide.

1. Assignment. The Producer assigns all Booth Spaces. Location requests are considered but not guaranteed. The Producer may move a booth before or during the Event for safety, permit, or layout reasons.
2. Booth size. A standard Booth Space is 10 ft × 10 ft unless the invoice states otherwise. All tents, tables, displays, signs, and products must stay inside the assigned space. Walkways and fire lanes must stay clear at all times.
3. Equipment. The Vendor provides its own tent, tables, chairs, table coverings, and display items unless the Producer provides them in writing. Table coverings must reach the ground on all public-facing sides.
4. Check-in. The Vendor must check in at the vendor table on arrival. Late arrivals may be refused entry if vehicles cannot move safely.
5. Vehicles. No vehicles may drive in the Venue during public hours. Food trucks and approved trailers must stay in their assigned spot for the full Event.
6. Stay open. Breaking down or packing up before 7:00 PM is not allowed, even if the Vendor sells out. Early breakdown endangers guests and may bar the Vendor from future events.
7. Staffing. The booth must be staffed by at least one adult (18 or older) at all times during public hours.
8. Load-out. The Vendor must remove all items and trash from its Booth Space by 9:30 PM. Items left behind may be thrown away, and the Vendor will be billed for any removal or repair costs.

5 Licenses, Permits, Taxes, and Food Safety

Each Vendor is solely responsible for holding every license and permit its business needs and for paying its own taxes.

All vendors

1. Sales tax. The Vendor must be registered with the Florida Department of Revenue and collect and remit all Florida and Orange County sales tax owed on Event sales. The Producer may share Vendor names and tax registration numbers with the Department of Revenue as permitted or required by law.
2. Business licenses. The Vendor must hold any state, county, or city business licenses that apply to its products.
3. Proof on request. Copies of licenses, permits, and tax certificates must be submitted when requested and kept at the booth during the Event for inspection.

Food and beverage vendors

1. Food licensing. Food vendors must hold the license that fits their operation, such as a Florida DBPR Division of Hotels and Restaurants license (mobile food dispensing vehicle or temporary food service event), an FDACS food permit, or compliance with Florida's cottage food law, as applicable.
2. Inspections. Food vendors must pass all health and fire inspections. A Vendor that fails an inspection may not operate until the issue is fixed and is not owed a refund.
3. Safe handling. Food must be prepared, held, and served at safe temperatures. Vendors must have handwashing stations, food-grade gloves or utensils, and covered food displays as required by their license.
4. Allergens and labels. Packaged foods must carry required labels. Vendors should post major allergens for items served.
5. Samples. Free samples must be pre-portioned and served in a sanitary way.
6. Waste water and grease. Grey water, grease, and cooking oil must be removed by the Vendor and never dumped on the ground, in storm drains, or in Venue trash bins.

Prohibited without written Producer approval: alcohol of any kind; CBD, THC, kratom, or hemp-derived products; tobacco, vapes, or e-cigarettes; and raffles, games of chance, or prize drawings.

6 Booth Standards, Conduct, and Cultural Respect

Celebrate Lunar honors Asian and Asian-American heritage, and every Vendor is expected to represent that spirit with respect, courtesy, and a professional booth.

1. Cultural respect. Products, signs, costumes, and displays may not mock, stereotype, or demean any culture, ethnicity, religion, or group. The Producer decides what is appropriate and may require items to be removed.
2. Professional booth. Booths must be clean, neat, and attractive throughout the Event. Prices should be clearly posted. Hand-written cardboard signs are discouraged.
3. Prohibited items. In addition to Section 5, Vendors may not sell or display: counterfeit, knock-off, or trademark-infringing goods; weapons, knives sold as weapons, or replica firearms; fireworks, firecrackers, sparklers, or any pyrotechnics; live animals; adult or sexually explicit material; and hateful, political-campaign, or offensive merchandise.
4. Sound. No amplified music, microphones, or noise-making devices without written approval. Approved sound must be kept at a level that does not disturb neighboring booths or the Event stages.
5. Selling in your space only. Vendors may not walk the grounds to sell, hand out flyers, or solicit outside their Booth Space.
6. Signage and branding. Signs and banners must stay inside the Booth Space and may not block other booths, sponsor signs, or sight lines. Vendors may not use the Celebrate Lunar or Heritage and Hope name or logo in a way that suggests sponsorship or endorsement without written permission.
7. Celebrate Lunar branded merchandise. Vendors may not make, sell, or give away any product, packaging, or display that uses the Celebrate Lunar name, logo, artwork, or other Event branding, or the Heritage and Hope name or logo, unless the Producer approves each item in writing before the Event. Approved branded merchandise is subject to a royalty of 30% of gross sales of those items, paid to the Producer within 7 days after the Event along with a written sales report. The Producer may review sales records for branded items, require design changes, and set the terms of approval. Unapproved branded items will be removed from the booth, and the Vendor may be removed from the Event without refund. Approval covers this Event only and gives the Vendor no ownership or ongoing right to use the brand.
8. Conduct. Vendors and their staff must treat guests, other vendors, volunteers, performers, and Producer staff with courtesy. Harassment, discrimination, threats, profanity directed at others, and intoxication are not allowed.
9. Following direction. Vendors must follow the reasonable instructions of Producer staff, Venue staff, police, fire, and health officials.
10. Disputes. Disputes with other vendors must be brought to Producer staff, not settled at the booth. The Producer's decision is final.

7 Safety, Weather, Insurance, and Liability

The Vendor is responsible for the safety of its booth, staff, equipment, and products, and takes part in the Event at its own risk.

Tents and safety

1. Tent weights. Every tent or canopy must be secured with at least 40 lbs of weight per leg at all times. Staking into the ground is not allowed. Unweighted tents will be taken down.
2. Fire safety. All tents and fabric must be flame-retardant. Any Vendor using heat, open flame, or cooking equipment must have a working, currently inspected fire extinguisher (2A:10BC minimum; Class K for fryers or cooking oil) within reach.
3. Propane and cooking. Propane tanks must be secured upright, kept outside tents where required, and limited to what the fire marshal allows. Cooking setups must meet Orlando Fire Department rules.
4. Electricity and generators. Electricity is not provided unless listed on the invoice. Generators must be quiet inverter-type units, approved in advance, and placed as directed. Cords must be taped down or covered so no one trips.

Weather

5. Weather calls. The Producer may pause, delay, or end the Event for lightning, high winds, or other unsafe conditions. Vendors must follow all weather instructions right away, including lowering tents or sheltering.
6. Weather protection. Vendors are responsible for protecting their own products and equipment from rain, wind, and heat.

Insurance

7. Required coverage. All food vendors, and any Vendor using cooking equipment, open flame, propane, or a generator, must carry commercial general liability insurance of at least $1,000,000 per occurrence. The certificate must name Heritage and Hope Inc, and the City of Orlando if required by the Event permit, as additional insureds. It is due by the date stated in the vendor guide.
8. Recommended coverage. All other Vendors are strongly encouraged to carry general liability insurance and coverage for their own goods.

Liability

9. Loss and damage. The Producer, the City of Orlando, Venue owners, sponsors, and volunteers are not responsible for theft, loss, or damage to the Vendor's property, cash, or products, whether caused by weather, crowds, other vendors, or any other cause. Security, if provided, is for the Event in general, not individual booths.
10. Indemnification. The Vendor agrees to defend, indemnify, and hold harmless Heritage and Hope Inc, its directors, officers, staff, volunteers, sponsors, the City of Orlando, and the Venue owners from any claims, damages, losses, fines, or costs (including reasonable attorney's fees) arising from the Vendor's products, food, equipment, actions, or negligence, or those of its staff and helpers.
11. Limit of liability. To the fullest extent allowed by law, the Producer's total liability to the Vendor for any claim related to the Event will not exceed the fees the Vendor paid for the Event.
12. Damage to Venue. The Vendor will pay for any damage it causes to the Venue, grass, trees, pavement, fixtures, or Event equipment.

8 Media, Cleanup, Removal, and General Terms

Media and marketing

1. Promotion. The Vendor allows the Producer to use its business name, logo, product photos, and description on the Celebrate Lunar website, social media, newsletters, and event materials, before and after the Event.
2. Photo and video. The Vendor agrees that the Producer and its media partners may photograph and film the Vendor, its staff, and its booth during the Event and use that content to promote current and future events, without payment.
3. Vendor content. The Vendor confirms it owns or has the right to share any logos, images, or text it provides, and that the Producer may use them as described above.

Cleanup and sustainability

4. Leave no trace. The Vendor must keep its Booth Space clean during the Event and leave it as clean as it was found. Trash must go in designated vendor bins.
5. Cleanup fee. A Vendor that leaves trash, oil, grey water, or damage behind will be charged a cleanup fee of at least $100 plus actual costs, and may be barred from future events.

Removal and termination

6. Grounds for removal. The Producer may remove a Vendor, close its booth, or deny future participation, without refund, for breaking these Terms, failing an inspection, unsafe conduct, selling unapproved items, or behavior that harms the Event, its guests, or its reputation.

General terms

7. Changes to the Event. The Producer may change the layout, schedule, programming, or Venue setup at any time to meet permit, safety, or operational needs.
8. Updates to these Terms. The Producer may update these Terms or issue a vendor guide with added rules. Updates will be sent to the Vendor in writing and become part of this agreement.
9. Independent business. The Vendor is an independent business, not an employee, partner, or agent of the Producer.
10. Compliance with law. The Vendor will follow all federal, state, county, and city laws, including the ADA, health codes, and fire codes.
11. Governing law. These Terms are governed by the laws of the State of Florida. Any legal action must be brought in the courts of Orange County, Florida.
12. Severability. If any part of these Terms is found unenforceable, the rest stays in effect.
13. Entire agreement. These Terms, together with the documents named in Section 1, are the full agreement between the Vendor and the Producer for this Event.