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) regulations.
• 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 15 days before the event, including:
  • Full name, date of birth, ID type, contact number, and role
• The Organizer provides basic 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 inside the stall/cooking 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 in 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!