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Vendor packet
Thank you for your interest in becoming a vendor at the Heartfulness Yoga Fest on Sunday, November 17th, 2024 at Lake Eola Park, Orlando, FL (North East Lawn, near the Union Sculpture). This page provides all the essential information you need to participate.
Expected Attendance
Approximately 4K+ people, benefiting from concurrent foot traffic from the Orlando Farmers Market and from Yoga Fest by Heartfulness.
Vendor Options
Vendor
Essentials
Vendor Registration
What’s Included
- Space for your tent (tent size depending on package bought).
- Listing on event promotions and social media (depending on sponsorship level).
What’s Not Included
- Tents are not provided.
- Electricity may not be available for tents.
- Any tent larger than 15’x15’ requires a city permit.
Important Dates
- Application Deadline: November 10th, 2024
- Early Bird Discount: 20% discount for payments received until October 31st, 2024.
- Refund Policy: 100% of vendor registration fees are refundable until October 31st, 2024. After this date, the fees are non-refundable.
Stage Time Opportunities for Yoga Studios
We’re excited to offer Yoga Studios/Schools an opportunity to showcase their sessions on our main stage!
- To book your Yoga Stage Time, please send an email to orlando@heartfulness.org. For $75 per 30-minute session, yoga schools can lead a class on stage if pre-approved.
- All stage time requests are subject to review and approval. Stage time is solely for yoga sessions/announcements, not speeches, to maintain the wellness focus of the event.
NOTE: Stage time is already included in the Sponsorship packages. If you would like to be a sponsor for our event, please refer to the Sponsors page for details.
Additional Notes on Registration
- Vendors are encouraged to register for a tent space, as shade for table spaces cannot be guaranteed.
- Nonprofit rates are exclusively for registered 501(c)(3) organizations. For-profit entities promoting services without selling are not eligible for nonprofit rates.
- Electricity is limited, please only request access if absolutely necessary.
We appreciate your cooperation in making the Heartfulness Yoga Fest a successful and enjoyable event for all!
Payment Information
- Payments may be made via credit/debit card or PayPal.
Refund Policy
- Refund requests for extenuating circumstances after October 15th may be considered on a case-by-case basis. Alternatively, credits toward future events may be offered at organizer’s discretion.
Vendor Registration
- To register as a vendor for the Heartfulness Yoga Fest, please complete the Online Vendor Registration Form on our website.
Vendor Registration Link
For any questions, please contact us at orlando@heartfulness.org or call (321) 348-7536 after reading through the packet.
Vendor Orientations
We highly encourage all vendors, especially first-time participants, to attend a vendor orientation for the Heartfulness Yoga Fest. These sessions are essential for understanding event logistics, and vendors requesting access to electricity must attend. Vendor orientation provides an opportunity to ask questions and ensure a smooth setup for the event.
10th November, Sunday, 4 – 4:45 PM (Virtual on Zoom, please check your inbox for meeting details)
13th November, Wednesday, 6pm (Lake Eola Park)
Please meet near the 3 flags at Lake Eola which is opposite to the lake from the amphitheater.
We highly recommend that you join these sessions so that you can get detailed information, answers to Frequently Asked Questions and clarify any points.
Vendor resources such as the information sheet, load-in instructions, vendor space assignments, and event map will be provided at the orientation and also emailed to all registered vendors. If you are serving food or drinks, please review the city of Orlando’s park rules and policy here:
City of Orlando’s park policy | Additional Park Rules.
Vendor-specific details will be covered during the orientation.
We look forward to your participation in making the Heartfulness Yoga Fest 2024 a day of wellness, community, and connection!
Conditions of agreement
The Orlando Yoga Fest reserves the right to accept or decline any vendor applications at its discretion. All vendors must submit individual applications and complete payments to secure their participation. Spaces cannot be combined or shared without prior approval.
- All vendors must agree to comply with Lake Eola Park Rules attached here
- Table Coverings and Signage: Vendors must provide their own table coverings and signage. Please ensure all products or services align with the wellness theme of the event.
- Setup and Breakdown: Setup begins at 7:00 AM on Sunday, November 17th, 2024. All vendors must be fully ready by 8:45 AM. Vendors are required to staff their exhibits throughout the event from 9:00 AM to 3:00 PM. Breakdown begins promptly at 3:00 PM.
- Tent and Table Requirements: Vendors are responsible for their own setup, including tents (maximum 10’x10’) and tables (maximum 8 ft). Vendors must provide their own tablecloths, and all tables must be covered.
- Signage: All vendors must display signage identifying their business name. Food vendors must clearly list their food offerings and prices.
- Clean Up: Vendors are required to keep their booth area clean during the event and are responsible for cleaning up their space at the end of the event. All trash must be disposed of in the designated waste and recycling bins.
- Insurance and registration requirements in accordance with Lake Eola Park policy are a must.
- Unauthorized discharge of waste onto the street, park grounds, lake and/or shore or in storm water drains will be subject to violations and fines and exclusion from future events.
- Park Management, Heartfulness Fest Organizing Committee and the City’s Code Enforcement Department will regularly inspect vendor areas for compliance.
- Vendors will be allocated spots in accordance with the Heartfulness Yoga Fest Organizing committee’s choices and preferences.
Signs and banners must be pre-approved and then removed at the end of the event. - Vendors are encouraged to promote the event to their clients, family, friends. If Heartfulness Fest Organizing Committee can provide any help with this promotion, please reach out to us at Orlando.fl@heartfulness.org
- Prohibited Items: Following items are prohibited: Glass containers/plates, stickers, gum, or chocolate.
- Balloons: Not allowed at any park of City of Orlando.
- Signage: Tape cannot be used to hang signs or banners; no hanging items from light poles, park structures, or landscaping.
- Driving Restrictions: No driving on grass or paved surfaces without permission from the Park Manager.
- Plants and Trees: No trimming, removal, or disturbance of plant materials.
- Cables and Hoses: Must be covered with mats or taped down when crossing walkways.
- Drones: Not permitted in the park (City Code Chapter 43).
Event substance-free policy
To maintain a safe, family-friendly, and wellness-focused environment, the following policies apply to all participants, vendors, and attendees:
- No Alcohol: Alcoholic beverages are strictly prohibited at the event.
- No Marijuana: The possession or use of marijuana, including medical marijuana, is not permitted at the event, regardless of state laws.
- No Illegal Drugs: The use, possession, or distribution of illegal drugs in any form is strictly forbidden.
- No Tobacco or Smoking Products: Smoking of tobacco, e-cigarettes, or vaping devices is not allowed within the event space.
- No Controlled Substances: Any other controlled substances not explicitly permitted by law are prohibited.
We strive to promote a clean, healthy, and safe environment for all attendees. Anyone found violating these policies will be asked to leave the event grounds immediately and may be subject to further action if necessary.
Music and sound policy
- No Loud Music: The use of loud music or amplified sound systems at vendor booths is prohibited to maintain a peaceful and focused environment.
- Any music must be approved in advance by the event organizers.
- Respecting the Atmosphere: The Heartfulness Yoga Fest promotes a calm and meditative space. Please ensure that any sound at your booth contributes positively to this atmosphere.
Additional product guidelines
- Vendors are allowed to exhibit, sell, or give away only those products, literature, or services specified in their application.
- Food Vendors: No food or beverage can be sold or given away without prior approval. All food must be pre-cooked or packaged (no food trucks or on-site cooking). All food vendors must use recyclable and/or compostable service ware. No Styrofoam is permitted.
- Event Contingency: Should unforeseen circumstances (e.g., inclement weather, emergencies) prevent the event from taking place, event coordinators will make every effort to reschedule. The Heartfulness Yoga Fest and event organizers are not liable for any losses, damages, or injuries.
Location Map
Categories of Vendors
At the Heartfulness Yoga and Wellness Festival, we welcome a diverse range of vendors whose products and services align with our focus on health, wellness, and holistic living:
- Yoga Service Providers, Yoga-related product sellers (example Yoga mats, essential oils, herbal remedies, holistic healing etc.)
- Health and Wellness service providers (example massage therapists, acupuncturists, chiropractors, and holistic health clinics offering natural remedies and therapies, and health and wellness product sellers)
- Organic and natural product sellers, including vendors specializing in organic foods, eco-friendly apparel, and natural beauty products
- Educational and informational booths from health organizations, environmental groups, and wellness centers are a great fit for those looking to share valuable knowledge with the community.
- Vendors offering children’s activities, healthy snacks, and educational resources
- Local artisans and crafters are also encouraged to participate, showcasing wellness-related crafts, jewelry, and handmade wellness products like candles and soaps
- Food and beverage vendors offering pre-cooked vegan, vegetarian, and organic meals are a great match for our event (no food trucks or on-site cooking). Juice bars and water vendors are also welcome
- Non-profit organizations focusing on health, wellness, and community service are also invited to join
NOTE: Sponsors get additional benefits. If you would like to be a sponsor for our event, please refer to the Sponsors Section for details.
Sponsorship options
Sponsors get additional benefits. If you would like to be a sponsor for our event, please refer to the Sponsors Section for details.
Heartfulness practices with a certified trainer are always free, whether in person or online.
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