What’s Included in Vendor Registration

• 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.

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, 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.

Important Dates

• Application Deadline: November 10th, 2024
• Early Bird Discount: 20% discount for payments received until October 15th, 2024.
• Refund Policy: 100% of vendor registration fees are refundable until October 15th, 2024. After this date, the fees are non-refundable.

Conditions of Agreement for Heartfulness Yoga Fest

The Heartfulness 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: No glass containers, plates, stickers, gum, or chocolate.
• Balloons: Not allowed at any City of Orlando park.
• 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 Policies

• 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.

Additional Notes on Registration:

1. Vendors are encouraged to register for a tent space, as shade for table spaces cannot be guaranteed.
2. Nonprofit rates are exclusively for registered 501(c)(3) organizations. For-profit entities promoting services without selling are not eligible for nonprofit rates.
3. 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. Checks are also accepted. 

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.

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 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.

Location: Meet at the Lake Eola Park North East Lawn (near the Union Sculpture) 

Vendor orientation dates and times will be announced soon.

Please make sure to attend one of these sessions, especially if you are new or need electricity for your booth. 

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 environmental policy. 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!