Participation Agreement for Heartfulness Yoga Fest 2026 This Participation Agreement (this “Agreement”) is entered into by Heartfulness Institute (“HI") and the above mentioned individual or authorized representative of the Vendor/Sponsor ("I", “me”, “my”, or "Vendor/Sponsor") with respect to the Heartfulness Yoga Fest event (the “Event”) to be held on Nov 1st, 2026 at premises of property owned by the City of Orlando (the “City”) located at Lake Eola Park, 512 East Washington Street, Orlando, FL 32801 (the “Property”). In consideration for my right to participate in the Event and to advertise and offer my goods and services to the attendees of the Event, I hereby agree to irrevocably, unconditionally, and fully release, acquit, and discharge Heartfulness Institute, Shri Ram Chandra Mission (“SRCM”), the County, each of their affiliates, and each of their respective officers, directors, members, managers, shareholders, agents, representatives, employees, volunteer staff, insurers, and attorneys, and each of their respective predecessors, successors, and assigns (the “Released Parties”) from any and all liabilities, claims, demands, legal actions, or rights of actions (“Claims”) for damages, personal injury, or death in connection with participation in the Event as well as any and all activities occurring on the Property before, during, or after the Event. I also acknowledge the risks involved in various activities planned during the Event. These risks include, without limitation, physical injury, disability, or death. I acknowledge being advised of these risks, and I am participating in the Event voluntarily. Additionally, I do not have any conditions that will increase my likelihood of experiencing injuries while engaging in the Event. I hereby, for myself and for my heirs, next of kin, executors, administrators, and assigns, fully release, waive, and forever discharge any and all rights or Claims I may have, now or in the future, against any Released Party, even if the Claims are based on the carelessness, negligence, or gross negligence of a Released Party or any third party. Without limiting the foregoing, I further waive any Claim I may now or hereafter have resulting from any decision of any Released Party. I further agree not to sue any Released Party for Claims, even if the Claims arise from the carelessness, negligence, or gross negligence of any Released Party or anyone else. I agree to indemnify and hold harmless each Released Party from any loss or liability (including any reasonable legal fees they may incur) defending any Claim made by me or anyone making a Claim on my behalf, even if the Claim is alleged to or did result from the carelessness or negligence of any Released Party or anyone else. In addition, I hereby agree as follows. 1. I agree and acknowledge that: a. I am in proper physical and mental condition to participate in all activities proposed by Heartfulness Institute, and am aware that participation could, in some circumstances, result in physical injury, disability or death. b. I understand my physical limitations and am sufficiently self-aware to stop any activity before I become ill or injured. c. I am aware that some of the activities occur outdoors, the streets adjourning the Property are open to regular vehicular traffic during the Event, and I will obey all traffic laws and regulations. 2. I accept full responsibility for any product, methodology, process or technology loaned to me as part of participation in the Event and commit to return the same in good working order. 3. I am aware that there is no obligation for any person to provide me with medical care during the Event. I understand and acknowledge that: a. There may be no aid stations available for the Event. b. If medical care is rendered to me, I consent to that care if I am unable to give my consent for any reason at the time the care is rendered. 4. I am aware that it is advisable to consult a physician prior to participating in the Event. If I have consulted a physician, I have followed the physician’s advice. 5. I grant my permission to the Released Parties and any transferee or licensee or any of them, to utilize any photographs, motion pictures, videotapes, recordings and other references or records of the Event which may depict, record or refer to me for any purpose (“Likeness”), including commercial use by the Released Parties, their sponsors and their licensees. This permission is for use anywhere in the world and on the Internet and for an unlimited period of time. I understand and agree that I will not be compensated or receive additional consideration for consenting to the use of my Likeness and that I will not be given a chance to receive, inspect or approve the promotional or marketing material, messages and/or content that may use my Likeness. 6. No warranties or representations have been made to me about the Event which are not stated on this Agreement. I understand and intend that this Agreement act as the broadest and most inclusive assumption of risk, waiver, release of liability, agreement not to sue and indemnify. 7. If any provision of this Agreement shall be unlawful, void or for any reason unenforceable, then that provision shall be deemed severable from this Agreement and shall not affect the validity and enforceability of any remaining provisions. 8. I have fully read and understand this Agreement. I am aware that by signing this Agreement, I am waiving certain legal rights I or my heirs, next of kin, executors, administrators and assigns may have against the Released Parties. 9. I hereby acknowledge that I may be required to use an automobile to travel to and from the Event or as part of the Event. I hereby acknowledge that I have the authority to use such automobile and that the automobile is fully insured for use in the Event. I accept full responsibility for the automobile and that use of the automobile in the Event will be at my own risk. 1. Vendor/Sponsor Obligations and Responsibilities 1.1 Compliance with Event Theme: Vendor/Sponsor’s products, services, and promotional materials must align with the health, wellness, and holistic living themes of the Event. If Vendor/Sponsor’s offerings do not meet this standard, HI reserves the right to deny participation or require modifications. 1.2 Product and Service Liability: Vendor/Sponsor is fully responsible for any claims, damages, or liabilities arising directly from the sale, distribution, or promotion of their products or services at the Event. This includes but is not limited to health, safety, or legal compliance of goods and services offered. Vendor/Sponsor agrees to indemnify HI for any claims arising from their products or services. 1.3 Setup and Breakdown: ● Setup: Vendors/Sponsors must arrive no later than 7:00 AM on the day of the Event and be fully operational by 8:45 AM. In case of specific setup needs or constraints, contact HI at least 5 days before the event. ● Breakdown: Vendors/Sponsors must not begin dismantling their booths before 3:00 PM, and all materials must be cleared from the site by 4:00 PM. 1.4 Booth Equipment and Display: Vendor/Sponsor is responsible for providing and setting up its own booth, including tents (maximum size 10’x10’ unless pre-approved), tables, chairs, signage, and any additional equipment. All signage must clearly display the business name and be pre-approved by HI. 1.5 Clean-Up Responsibility: Vendor/Sponsor is responsible for maintaining cleanliness within their allocated space during the Event and removing all trash, materials, and equipment at the conclusion of the Event. Failure to comply may result in a penalty and exclusion from future events. 2. Prohibited Items and Restrictions 2.1 Prohibited Products: Vendor/Sponsor is prohibited from distributing the following: ● Glass containers ● Stickers, gum, balloons, or chocolate ● Products opposing the wellness theme of the Event (e.g., recreational drugs, alcohol) ● Food trucks or trailers (all food must be pre-packaged and pre-approved) ● Tobacco products, smoking devices (e.g., e-cigarettes), or any substances prohibited by Event policy 2.2 Environmental Standards: All packaging used by food vendors must be recyclable or compostable. Styrofoam is prohibited. All food products must comply with the City of Orlando’s environmental regulations and must be pre-cooked. 3. Insurance and Compliance 3.1 Insurance Requirements: If Vendor/Sponsor is a business entity, Vendor/Sponsor agrees to provide proof of commercial general liability insurance in compliance with the City of Orlando’s requirements for events at Lake Eola Park. 3.2 Compliance with City of Orlando Regulations: Vendor/Sponsor must adhere to all City of Orlando rules and regulations, including but not limited to waste disposal, signage, and permitted use of the Property. Failure to comply with City ordinances may result in fines or exclusion from the Event. 4. Refund Policy: Refund requests made before October 15, 2026, will be honored at 100% of the total registration fee. Refund requests for extenuating circumstances after October 15 may be considered on a case-by-case basis. Alternatively, credits toward future events may be offered at HI’s discretion. 5. Governing Law: This Agreement is governed by Texas law and controlling United States federal law, without regard to the choice or conflicts of law provisions of any jurisdiction, and any disputes, actions, claims, or causes of action arising out of or in connection with this Agreement, the Services, or the Content, with the exception of claims for injunctive relief, shall be subject to the exclusive jurisdiction of the state and federal courts located in Austin, Texas. BY SIGNING BELOW, I accept and agree to the terms and provisions contained in this Agreement.
