Cancellation of 26th Festival of India due to COVID-19

INDIA ASSOCIATION of CHARLOTTE  - Press Release 4-12-2020

In order to contain the spread of COVID-19 virus, federal, state and local government directives, restricting social interaction outside the home have created an unprecedented challenge to our way of life.

We have been following the advice and guidelines from the authorities in real time; and monitoring the situation with some of our key partners. After assessing the projected outlook in the coming months, our board has recommended a change in direction of our current festival plans.

We deeply regret to announce our very difficult decision to cancel the 26th Festival of India, scheduled for July 18-19, 2020 in Belk Theater and on Tryon St. This is an extreme step of cancellation of an annual event, that has been our labor of love for the last 25+ years.

“The safety of our visitors, our performers, our volunteers and all other stakeholders, is of paramount concern to us and that is why we are taking this extreme action,” said IAC President Lal Vishin.

“We understand the pain and disruption that our community is going thru as a result of this pandemic, and hope our action will be a small step in helping control the spread of the virus. We will continue to follow all guidance from the authorities as we move forward and will keep you updated via our website (www.indiafestival.net)."

India Association of Charlotte (IAC) is working with all the festival stakeholders and exploring new dates for our next Festival of India in the Fall of 2021. We thank everyone for their understanding, patience and support, as we navigate together through these uncharted and treacherous waters in the days and months to come.

Souvenir Vendor Registration - Frequently Asked Questions

What are the steps to register as a Souvenir vendor?

  • You will need to have an account (or create one) with the Festival of India website, before you can register to participate as a Souvenir vendor.
  • Read and agree to all the vendor guidelines listed below.
  • Provide all vendor information on the online Registration Form. Incomplete forms will not be accepted.
  • Then you will be able to choose a Booth# from the layout and pay for it during the registration process.
  • The Registration process has changed and involves two phases. In Phase I all Booths involve closed bidding for any booth and in Phase II all booths will be available for a fixed price.
  • You will start in Phase I and choose a booth and bid the listed base price. You can also up your bid with the indicated premium.
  • Once you have completed that and paid for the Booth, your registration process is complete but that Booth will remain in HOLD status.
  • Other vendors can follow you and offer a bid for the same Booth after they complete the process and pay for the Booth. You may bid for the same booth again during Phase I.
  • All bids will be reviewed by the Team Lead and, booths will be assigned and confirmed to the highest bidder and then Phase I will be closed. Both winners and losers of a bid on a particular Booth# will be informed via email. Losing bidders will then be able to bid for the remaining booths in Phase II.
  • And then after 15 days, Phase II will be opened for registration.
  • All the remaining booths not registered in Phase I, will now be available for registration in Phase II at the listed fixed price.
  • Again, in Phase II you will choose a Booth# from the layout, and once you have completed the registration and paid for the Booth and the security deposit, your registration process is complete and the Booth reservation will be in CONFIRM status.Details about your Booth reservation and payment receipt will be e-mailed to you. 

How can I create an account with the Festival of India?

For the first time, when you register, you will be asked to create a new account. You will be required to validate the email address you provide during the creation of the account. The validation will happen by our system sending a validation message to your email address and you will then need to acknowledge the validation link, before your account creation process is completed.

Can a Vendor book more than one souvenir Vendor booth? 

Souvenir Vendors, and their affiliates cannot book more than two Souvenir Vendor booth. Once a Souvenir Vendor has been allotted a booth, they may book only one more booth. It is the responsibility of the Souvenir Vendors to declare their business interest and partnerships. Business Owners cannot change their names and book more than two Souvenir Vendor booths. Such practices may be grounds for cancellation of the Souvenir Vendor registration and forfeiture of registration fees.

What happens after I complete the Registration form and submit it?

It gets sent to the festival Souvenir Vendor Lead for review, completeness and approval. 

What are the opening dates for Phase I and Phase II for Souvenir Vendor Registration?

Phase I of Souvenir Vendor Registration will open at 10 a.m on March 15th, 2020 and close at 10 p.m on March 30th, 2020.

Phase II of Souvenir Vendor Registration will open at 10 a.m on April 04th ,2020 until all Souvenir Vendor booths are sold out.

How do I know the cost associated with a Booth that I want to reserve?

During Registration, you will see the layout, Booth# and associated prices. In Phase I, it is advisable to add the indicated premium to the base price to ensure good standing against competition from other Vendors. During Phase I, Vendors may book more than one booth to ensure chances of getting a booth. At the end of Phase I, all souvenir Vendor applications will be evaluated. At the end of Phase I Registration, the souvenir Vendor offering the highest bid, base plus premium amount will be allotted the Souvenir Vendor booth. In case of a price tie for the same souvenir Vendor booth, the souvenir Vendor booth application that came in earlier for a particular booth will be allotted the booth. Money paid by souvenir Vendors for booths not allotted to them for any reason will be refunded by PayPal without any cancellation fees. 

Phase II of the registration process happens at the end of Phase I for the booths that were not allotted at the end Phase I. Once a Booth# is allocated at the end of Phases I & II, it will not be changed. If a Booth is wanted by two or more parties, it will be allocated on a first-come, first-served basis during Phase II. 

Do I need to wait for that approval before continuing my registration? 

No, you can continue the two-phase Registration process as described above. After a booth has been confirmed, that the registration form is considered to be your digitally signed commitment as a vendor at the festival per the guidelines. If there are any issues with the content of the form, you will then be contacted to take corrective action. If not resolved to mutual satisfaction, it may lead to cancellation of your Booth reservation. 

Do you have an example of how the registration form will look like?

Please click here to view the souvenir vendor registration form, that you will need to complete during the registration process.

Where can I find the layout of the souvenir vendor booths?

Please click here for the souvenir vendor layout map.

What type of payment options are accepted? 

Payments are accepted through PayPal only. You don't need to have an account with PayPal. You can pay as a guest using credit card or check during the checkout process.

Do you have a refund/cancellation policy? 

Yes, please refer to the guidelines section below for our refund/cancellation policy. 

Will there be electrical power available for Souvenir Vendors? 

No, Souvenir Vendors are responsible for their own electrical arrangements.

What if I have a question that is not addressed above? 

Please contact souvenir@indiafestival.net  or Poonam (704) 576-3172 to address your question. 

As a Souvenir vendor at the FOI (Festival of India), you are required to adhere to the follow the following guidelines throughout the duration of this event.

  • Products and Services displayed by the souvenir vendor must be uniquely Indian, in that they materially relate to and enhance depiction and propagation of Indian culture. 
  • FOI has full discretion on approving the kind of Products or Services to be displayed at the festival.Each Vendor registration with FOI is non-transferable. Vendors may not sublet or share their booth or any part thereof. Violations of any of these guidelines will result in vendor being asked to leave the festival and forfeit all fees paid.
  • You will be provided a tent space (10 feet x 10 feet) with two 8 feet tables and two chairs. The 10 feet x 20 feet tents will be provided with four 8 feet tables and three chairs.
  • Sign of each vendor name will be provided by FOI.
  • FOI will guide and provide overall direction for setup and coordination.
  • Vendor booth must be setup by 10:30 AM on both days of the festival.
  • Street closings are monitored by the City Police. You will be allowed to park near your booth for the purpose of loading & unloading only.
  • All vehicles must be off the festival street site by 10:30 AM. This is enforced by police and after that time, any vehicles still on the street will be towed, at the expense of vendor/owner of the vehicle.
  • All day parking options are available near the festival site, at a number of parking decks, at vendor expense.
    • Products and Services displayed by the souvenir vendor must be uniquely Indian, in that they materially relate to and enhance depiction and propagation of Indian culture. 
    • FOI has full discretion on approving the kind of Products or Services to be displayed at the festival.
  • Vendor will be totally responsible for satisfying all license and tax compliance issues mandated by the state of NC, related to all transactions in your Booth.
  • City of Charlotte provides adequate safety during the festival. But security of the products in the booths is the sole responsibility of the vendor. 
  • FOI date is reserved and committed with the City of Charlotte/Belk Theater a year in advance. A week before, we start monitoring the weather forecast diligently. 
  • But the festival will take place no matter the weather! We expect you to keep an eye on the weather as well, and come prepared for whatever Mother Nature has in store for us during the festival weekend.

Refund/Cancellation policy:  We understand that sometimes things do not go as planned, because of factors beyond our control. Here is our refund policy:

  • Full Refund if cancelled in Phase I of the Registration.
  • 70% Refund – If cancellation requested 30 days before the start date of the festival.
  • 40% Refund - Within 30 days of the start date of the festival.
  • No Refund – Within 10 days of the start date of the festival.
  • No Refund – if inclement weather disrupts activity on the street.
  • If the Festival of India 2020 gets cancelled due to risks related to Corona Virus, Vendors will get a full refund of their tent charges paid.
  • In case of Medical emergency, Vendor will be asked to provide appropriate medical documentation. Souvenir vendor management Committee reserves the right for further process/ Refunds.
  • You are expected to behave professionally with courtesy, in all your dealings with festival organizers, sponsors, participants and visitors. Violations of any of these guidelines will result in immediate removal from the festival with forfeiture of all fees paid. The decision of the Souvenir Vendor team is final and binding.

YES. I have read all 2020 Souvenir vendor participation guidelines and wish to proceed with Registration

 

North Carolina Tax

Each vendor is responsible for the collection of North Carolina and County of Mecklenburg sales tax (8.25%) and payment thereof to the NC Department of Revenue. (Contact: Registration Info, 704-519- 3000 ext #2) The Festival of India is NOT acting as an agent and will not be responsible for the collection or payment of any sales tax.

Souvenir Vendor Layout Maps

Questions ?

If you have any questions regarding registering as a Souvenir Vendor, please contact

Poonam Singh

souvenir@indiafestival.net

Phone: (704) 576-3172

Souvenir Vendor Booths

Outside Size Cost Vendor Name
S01 10x20    
S02 10x20    
S03 10x20    
S04 10x20    
S05 10x10    
S06 10x10    
S07 10x10    
S08 10x10    
S09 10x10    
S10 10x10    
S11 10x10    
S12 10x10    
S13 10x10    
S14 10x10    
S15 10x10    
S16 10x10    
S17 10x10    
S18 10x10    
S19 10x10    
S20 10x10    
S21 10x10    
S22 10x10    
S23 10x10    
S24 10x10    
S25 10x10    
S26 10x10    
S27 10x10