Terms and Conditions for Participation in the Indian Food Festival
Welcome to the Indian Food Festival! This vibrant event celebrates India’s rich culinary diversity, art, music, and community spirit. Whether you’re a professional vendor or a passionate volunteer, we are excited to have you onboard.
1. Categories of Participation
🏠 Home Chefs & Volunteer Stalls
- Volunteer-Based Participation: Volunteers representing Indian Confluence may operate stalls to present unique, homemade, or regional Indian dishes.
- Selection Process: All volunteer stall proposals are subject to a review and approval process by the Organizer to ensure food safety, ingredient traceability, and quality standards.
- Documentation: Submission of valid ID documents for all volunteers is mandatory.
- Ingredient Sourcing: Volunteers must use ingredients purchased via designated platforms to maintain safety and authenticity.
- Grocery Reimbursement: Eligible for reimbursement of pre-approved ingredient costs, subject to submission of valid invoices.
- Stall Setup & Fee Structure: Volunteers may operate independently at a specified percentage-based sales model. All stall operations must comply with hygiene, safety, and setup guidelines provided by the Organizer.
🍽️ Restaurants & Caterers
- Authentic Cuisine: Vendors must provide high-quality, authentic Indian dishes.
- Stall Rental: Operates under a percentage of sales model.
- Documentation: Submission of all valid business licenses, food safety certificates, and ID documents is mandatory.
- Staffing: Only authorized personnel may operate the stall.
2. Safety and Compliance Requirements
- All participants must comply with AFSCA (Federal Agency for the Safety of the Food Chain)
- Use of fire blankets and extinguishers is mandatory at food stalls.
- Oil usage requires prior approval and an additional deposit for safety precautions.
- Waste Management: Used oil must be sealed and removed from the site. Leftover food should be handled responsibly, with donation encouraged where feasible.
3. Environmental Responsibility
- Only biodegradable/disposable materials are permitted.
- No plastic is allowed on festival grounds.
- Violations will result in fines and possible expulsion from the event.
4. Liability and Insurance
- Indian Confluence assumes no liability for damages, injuries, food complaints, or legal issues arising from volunteer or vendor activities.
- Volunteers must declare all individuals working at their stall at least 30 days before the event, including:
- Full name, date of birth, ID type, contact number, and role
- The Organizer provides basic third party liability insurance only for volunteer-run stalls, limited to specific conditions.
- All participants are responsible for the legal compliance and conduct of their declared team members.
5. Stall Allocation and Pricing
- Detailed stall pricing and provisions will be communicated by email upon booking confirmation.
- Stalls will only be allocated upon receipt of registration deposit before June 10, 2025.
- Returning participants who register early may receive priority placement.
6. Cancellation Policy
- Cancellations before July 15 will incur a €100 administration fee.
- Cancellations after July 15 will result in forfeiture of the security deposit.
- No refunds are applicable for weather-related or other force majeure conditions.
7. Access Control
- Only authorized personnel wearing official badges or wristbands may access the stall area.
- Children are not permitted in the stall area for safety reasons.
- Unauthorized access is strictly prohibited.
8. Water Usage
- A central water point will be provided for handwashing only.
- It is not to be used for cooking, cleaning, or utensil washing.
9. Event Conditions
- The event will take place rain or shine.
- No refunds will be issued due to weather or unforeseen natural events (Force Majeure).
10. Amendments
- Indian Confluence reserves the right to modify these Terms and Conditions prior to booking confirmation.
- Participants will be notified of any changes by email. By confirming your registration, you agree to the final terms in effect at that time.
✨ Let’s Work Together
Together, we can make the Indian Food Festival a safe, joyful, and successful celebration of Indian culture. Thank you for your cooperation and participation!
Terms and Conditions for Participation in the Indian Food Festival as a Vendor
Welcome to the Indian Food Festival! This event celebrates the rich culinary diversity of India, bringing together people to enjoy delicious food and foster new friendships. We are thrilled to have you join us as a vendor and look forward to a successful event!
Categories for Participation:
Home Chefs:
Showcase Your Skills: Share your home-cooked culinary talents with a diverse audience.
Volunteer Stalls: Form a group of volunteers to set up a stall at a fixed price.
Workshops and Support: Participate in workshops on food quality and safety guidelines provided by Indian Confluence.
Liability Insurance: The organization provides liability insurance for all volunteers.
Volunteer Participation: Display your cuisine as a volunteer of Indian Confluence, without any external business interests.
Ingredient Recommendations: The organization oversees food ingredients and suppliers to ensure safety and authenticity.
Caterers/Restaurants:
Authentic Cuisine: Showcase your restaurant’s authentic Indian dishes.
Documentation: Provide all necessary valid documents for participation.
Authorized Personnel: Ensure only authorized personnel work at your stand.
Fixed Price Stalls: Rent a stall at a fixed price.
General Terms and Conditions:
- Environmental Responsibility:
Use only bio-disposable materials. NO PLASTIC is allowed on the festival terrain.
- Stall Information and Pricing:
Detailed information on stall prices and facilities will be provided upon booking confirmation via email. Stall sites are allocated only to applications that have PAID before 20th June.
- Cancellation Policy:
Cancellations are possible until 15th July with an administration fee of 100 EUR. Any cancellations after 15th July are non-refundable.
- Compliance and Conduct:
Follow all instructions from the IFF field team and meet all safety requirements. The organization reserves the right to close your stand for any misconduct or violation of Food and Safety Requirements as stipulated by AFSCA.
- Access Control:
Only stallholders with the provided badge/wristband are allowed to enter the stall area. No entry is allowed without a badge.
- Water Usage:
A common water point will be centrally located for handwashing only. This water is not for cooking or cleaning utensils.
- Event Conditions:
The Indian Food Festival will take place rain or shine. No refunds will be given due to weather conditions (Force Majeure).
- Amendments to Terms and Conditions:
Indian Food Festival may amend these Terms and Conditions until reservation confirmation. Any changes will be notified via email. By confirming your booking, you agree to abide by these terms and conditions. Thank you for your cooperation and participation. Let’s work together to create a memorable and successful event!
Participation Guidelines for Indian Food Festival (IFF)
At IFF, we aim to create a vibrant and inclusive event showcasing the best of Indian cuisine and culture. This document outlines the roles, benefits, requirements, and expectations for all participants to ensure smooth event execution. Event Organisation or Cultural Participation Opportunities- Volunteers Volunteers play a crucial role in the success of our events. As a volunteer, you can showcase your passions beyond your day-to-day job, gain exposure, a sense of belonging to the community, and be part of a beautiful event.
- Benefits: • Volunteer allowance as per Belgian regulations. • Food or transport allowance, as applicable. • Liability insurance provided by the company. • Certificate of participation.
- Freelance Professionals or Companies If you are a professional in the event or cultural sector with unique talents, we invite you to join us and add value to our event. Selection is based on your skills and commitment to excellent execution.
- Benefits: • Paid at an hourly/daily rate as applicable.
- Cultural Organizations We encourage cultural organizations to showcase their unique talents on our platform. Selection is based on slot availability and event needs, with final approval from the organizers.
- Benefits: • Participation fee paid to the associations or academies as applicable. • Food or voluntary allowance offered if performing as an individual participant.