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Vendor Setup and Tear Down

• Setup Time: Vendors can begin setup on August 10th, 2025, starting at 8:00 AM. All booths must be fully set up by 10:30 AM.
• Tear Down Time: Booths must remain open until the end of the event. Tear down may begin at 6:00 PM when the event concludes. Early tear down is not permitted.

Booth Etiquette and Restrictions

• No Sub-Leasing Allowed: Vendors are strictly prohibited from subleasing their booth. If IAKC determines that a booth has been subleased, the vendor will be asked to vacate the booth immediately without refund, will be fined, and prohibited from participating in future IAKC events.

• No Outside Furniture: Vendors may not bring their own tables, chairs, or furniture.

• Booth Damage: The vendor assumes ultimate responsibility for any damage to the booth, property, or the venue. Any damages caused by the vendor will be borne by the vendor.

• No Disruptive Behavior: Vendors should not engage in disruptive or offensive behavior. Noise levels should remain respectful of other vendors and attendees.

• Display Restrictions: All displays must remain within the booth boundaries. Any displays or banners extending beyond the designated area may be removed.

• Service Outages: In the event of service outages (e.g., electricity or technical issues) during the event, we ask for your patience as the India Fest committee works diligently to resolve them.

• Helium Balloons: Helium balloons are not allowed at the event. Any removal charges for balloons stuck to the ceiling, as assessed by the Convention Center, will be passed on to the vendor.

Food Vendor Rules

• Licensing Required – All food vendors must possess a valid license to sell food.

• City Permit – A separate application must be submitted to the City of Overland Park to obtain a temporary food license.

• No Beverages – Food vendors are also prohibited from selling or distributing any beverages, including bottled water. If found that vendors are violating the rule, they will be asked to vacate the booth immediately without refund, will be fined, and prohibited from participating in future IAKC events.

• Compliance & Safety – Food vendors are expected to follow all food safety regulations and city/state health codes during the event.

Logistics and Operations

Booth Assignment:

• Booth layout is designed by professional contractors to ensure smooth traffic flow and optimal space utilization.

• IAKC cannot guarantee booth placement.

• Please do not request specific booth locations—such requests cannot be entertained.

Reservation Approval:

• All booth applications are subject to IAKC’s approval.

• IAKC reserves the right to cancel or decline any registration to ensure compliance with its 501(c)(3) status and applicable IRS regulations

Liability and Insurance

• Indemnification: By participating as a vendor, you agree to indemnify and hold harmless the India Association of Kansas City (IAKC), the Overland Park Convention Center, and any event partners from any claims, damages, or injuries resulting from your participation in India Fest 2025.

• Insurance: Vendors are encouraged to carry their own insurance for liability coverage. IAKC is not responsible for any loss or damage to vendor property.

Compliance with Laws

• All vendors must comply with local health and safety regulations, as well as any other relevant legal requirements for their products and services.

Code of Conduct

As a 501(c)(3) non-profit organization, IAKC is strictly prohibited from participating in any political campaign activities, including endorsing or opposing any candidate for public office. Volunteers, staff, and board members must not use IAKC's name, resources, or platform to support or oppose any political party or candidate. All activities conducted on behalf of IAKC must remain strictly nonpartisan to comply with IRS regulations and to maintain our tax-exempt status. Any personal political activities must be clearly separated from any involvement with the organization. Failure to adhere to these rules may result in disciplinary action and jeopardize the organization's tax-exempt status.

Payment and Cancellation Policy

• Payment: Full payment for booth space must be received with the application. No booth will be reserved without payment.

• Cancellation: All booth bookings are final. No refunds will be issued for cancellations. IAKC will also not provide refunds due to weather-related issues or other unforeseen circumstances beyond our control.