VanFest is a safe, respectful, inclusive, and creative environment for everyone to enjoy. These Terms, Conditions, and Code of Conduct applies to everyone at the event and who participate in our social media channels, and we hope to see it reflected in the way we treat one another in general. Guests, staff, volunteers, vendors, sponsors, and press will be held to the same standards. We reserve the right to remove or ban any person who does not adhere to the Code of Conduct.
You are responsible for reading this before buying a ticket. Not reading it is not an excuse to violate anything here.
If you ever need to contact VanFest for an emergency situation at our events, call us at 805.826.3378.
By purchasing a ticket to VanFest, you (“you” or "Ticket Holder") are agreeing to the following terms and conditions. Please read these terms carefully before completing your purchase. If you do not agree with these terms, do not purchase a ticket for VanFest.
By purchasing a ticket to VanFest, you acknowledge that you’ve had the opportunity to review these terms prior to purchase. Your decision to complete the purchase means that you accept these terms. VanFest is not responsible for any claims or disputes arising from your failure to read, understand, or comply with these terms.
Safety, Conduct, and Zero Tolerance
In a nutshell, when it comes to saftey, we're not messing around. VanFest strives to create a safe space for everyone, regardless of gender, race, sexual orientation, political beliefs, or any other of the myriad of things that divide us in this world. If at any time during a VanFest event you do not feel safe, or you observe someone else exhibiting behavior that they may not feel safe, say something. Find a VanFest staff member or volunteer. Reach out to us via email or social media. Call us directly at 805.826.3378. If you see something, say something.
Making anyone feel unsafe through words or actions is unacceptable. Anyone found doing so will be removed from the event and no longer allowed at future events without exception. VanFest will involve the police or other authorities without exception. VanFest will not be playing favorites or siding with anyone involved in an unsafe situation. VanFest will provide all available evidence to authorities in a situation that warrants it. If anyone's behavior at a VanFest event or involving in some way a VanFest event negatively affects VanFest's brand, image, or status, VanFest will pursue legal action for any/all damages as allowed by the law.
VanFest is a safe, respectful, inclusive, and creative environment for everyone to enjoy. This Code of Conduct and Community Guidelines apply to everyone at the event and who participate in our social media channels, and we hope to see it reflected in the way we treat one another in general. Guests, staff, volunteers, vendors, sponsors, and press will be held to the same standards. We reserve the right to (and will) remove and/or ban any person who does not adhere to the Code of Conduct and Community Guidelines.
We do not tolerate harassment of any kind, including but not limited to:
- Intimidation or threats of any nature
- Inappropriate disruption of events for any reason
- Intentionally hurtful language
- Physical assault of any type
- Inappropriate physical contact
- Unwanted sexual attention
- Unwanted photography or video recording
- Bullying or stalking
This applies especially in connection to race or ethnicity, national origin, gender identity or presentation, sex or sexual orientation, age, religion, disability, medical condition, or pregnancy, citizenship status, and political ideology, but we're not limiting it to just those categories. It is solely at VanFest's discretion what is and is not considered disruptive, harassive, or any other descriptor that accurately represents unwanted and/or unwelcome behavior.
Security & Weapons
For the safety and security of all attendees, weapons are not permitted at VanFest. Bags may be searched at the discretion of VanFest, and any items deemed dangerous, disruptive, or otherwise inappropriate may be confiscated until the owner exits the venue. Fireworks and other explosive devices are strictly prohibited.
You agree to behave responsibly and respectfully while attending VanFest, and to comply with all applicable laws, rules, and regulations. You acknowledge that VanFest may refuse entry or remove any attendee from the event for disruptive, unsafe, or inappropriate conduct, at their sole discretion, including involving law enforcement. No refunds will be issued for tickets in such cases. Anyone that is removed from the event will not be allowed at any future VanFest events, and for the safety of the community that person's information may be given to other related event companies.
Dogs / Pets
We love dogs! Honestly, meeting so many new doggo friends is one of the best perks of running VanFest. However, we have a strict on-leash dog policy at all events. No dog should ever run around unleashed at VanFest - this allows members of the community to participate if they have a reactive dog, are nervous around dogs, have other pets, etc. There are no exceptions to this rule. Owners with dogs displaying aggressive or unruly behavior will be asked to put their dog inside their rig and may be asked to leave, at the discretion of VanFest. You are responsible for the behavior of your pet(s) and must ensure that pets do not cause any harm or disturbance to other attendees, staff, or the event venue. Owners are required to clean up after their pets and dispose of waste properly. Failure to comply with these rules may result in removal from the event without a refund. Additionally, you should be aware of any local regulations or restrictions regarding pets, including ensuring that their pets' vaccinations and health documentation are up to date before attending VanFest.
Media Agreement
By attending VanFest, you grant VanFest the irrevocable and unrestricted right to use, reproduce, distribute, and display any photographs, video, audio, or other media that either captures your likeness, voice, or participation in the event, or that you share of a VanFest event or the travel to or from a VanFest event on social media platforms, without payment or compensation. VanFest will make every reasonable effort to credit you or the original creator where possible. This grant includes the right to modify, adapt, and create derivative works from such media. You also agree that you may not revoke these permission, and hereby waive any right to royalties, payments, or other compensation arising from the use of such media by VanFest. Ticket Holder agrees that they may not revoke this permission, and hereby waives any right to royalties, payments, or other compensation arising from the use of such media by VanFest. You also agree that anything you post to social media channels tagged with VanFest-related tags or mentions can be used by VanFest however we see fit.
Community Media Agreement
Thank you for contributing to the VanFest Community Media Folder! By uploading media (photos, videos, or other content) to any folder shared by VanFest, you agree to the following terms:
Open Use for VanFest Promotion: Any media uploaded to this folder may be freely used by VanFest organizers, attendees, sponsors, and vendors for social media posts, event recaps, and VanFest-specific promotional purposes.
No Compensation: You acknowledge that any media you upload is provided voluntarily, and you will not receive financial compensation or royalties for its use.
No Direct Sales of Uploaded Media: VanFest and any other users of this folder will not sell the uploaded media directly (e.g., prints, stock photo sales, merchandise, etc.). However, it may be used in promotional materials related to VanFest.
Respectful and Positive Use: Any media used must align with the spirit of community and respect. No uploaded media may be used in a way that misrepresents, disparages, or negatively portrays VanFest, its attendees, sponsors, vendors, or any individuals featured in the content.
Restricted Use for Other Events: Any media in this folder is NOT to be used to promote other events without express permission from VanFest.
Intellectual Property Protection: Anyone uploading media to this folder agrees that VanFest has the right to claim IP ownership of that media for non-profit purposes, solely to protect VanFest's intellectual property. VanFest will NOT claim to be the original owner of any media in this folder, except for media taken by and directly for VanFest (ex: VanFest staff, paid photographers, etc) and will only claim IP rights should an IP violation occur (ex: another event owner uses this media to promote a non-VanFest event without express written permission). Ultimately, YOU own the media you created, and you agree that you will not give permission to any other events to use media from a VanFest event to promote non-VanFest events.
Shared Responsibility: By uploading media, you confirm that you have the rights to share it and that it does not infringe on any third-party copyrights, trademarks, or privacy rights.
Automatic Agreement: No formal signature is required. By accessing, uploading, or downloading to/from the shared folder, you automatically agree to these terms.
No Deletion of Data: While you'll have the ability to delete files in this folder, please don't! We're trusting you all to match the level of respect and trust we're putting out there by doing this. All files in this folder are automatically backed up elsewhere, and all activity is logged -- so if you want to be a dick and delete everything in there I'll just restore it and make you feel bad about it. :)
If you have any questions or concerns about media usage, please contact VanFest organizers before using the Community Media service.
Thank you for sharing your experiences and helping to grow the VanFest community! ❤️
Brand Use
If you wish to use VanFest logos/media/etc, please contact us at
[email protected] ahead of time. We're always happy to collaborate, but just hit us up ahead of time if you're wanting to directly utilize our logos or brand.
Cancellations, Credits, Transfers, and Refunds
Please Note: We're a small, bootstrapped event and believe it or not, we're not swimming in cash here. The costs for each event are paid from the tickets sold for that event, and generally speaking each event is not very deeply "in the green" if you know what I mean (and some have even resulted in out-of-pocket losses). Because of this we kindly ask that you strongly consider a future credit to any future VanFest event in lieu of a refund. Thanks!
Cancellations / Credits
VanFest tickets are fully cancellable for a full credit to any future VanFest event at any time. Simply fill out the Cancellation Request Form and we'll get back to you via email within one week. If you're submitting this request within 30 days of an event it may take us an additional two weeks past the end of the event, simply because we're swamped at the moment. Cancellations for future credit are always approved.
Cancellations / Transfers
Tickets are transferable between individuals, as well as exchangeable for another VanFest event. If you are unable to attend the event you purchased a ticket to, you may transfer your ticket to another individual by notifying us through the Cancellation Request Form. Note that additional purchases such as merchandise, accessory event attendance, or other add-ons are eligible for transfer, however in the case of merchandise the size ordered may not be applicable for the transferee. In these cases VanFest will make every effort to get the transferee merchandise in the correct size, however no guarantees are made.
Add-ons such as accessory event attendance that required an additional cost are transferrable. In the case that an accessory event is not desired by the transferee and the request for transfer is made within 30 days of the start of the event, the cost of that accessory event is not refundable. Transfer requests are always approved.
Cancellations / Refunds
VanFest tickets are cancellable and fully refundable within 48 hours of the initial purchase. To request a cancellation within this period, please complete the Cancellation Request Form.
After the 48-hour window has passed, tickets become non-refundable for any reason unless VanFest cancels the event due to actions or decisions directly attributable to VanFest. In cases where the event is canceled due to circumstances beyond our control, such as natural disasters, government restrictions, venue-related issues, and/or other such circumstances you will be given the option of a full refund (less processing costs/fees) or a credit to any future VanFest event.
Note that VanFest are rain or shine events, and unless "bad weather" includes NOAA-level warnings then VanFest is ON!
If you experience an extenuating circumstance (ex: serious illness, family emergency, etc) that prevents you from attending VanFest and wish to request a cancellation with refund, please fill out this form. Please note that travel plan changes are NOT an extenuating circumstance. Each request will be reviewed individually, and approval is at the sole discretion of VanFest. Approved cancellations will be refunded the total amount paid, minus any processing costs / fees. If a cancellation request is approved, please allow 10 to 15 business days for the refund to be processed and appear via your original payment method.
We strive to be as flexible as possible when genuine extenuating circumstances arise. However, to ensure fairness and sustainability, we ask that this refund policy is not misused. Refunds granted due to extenuating circumstances are intended as a courtesy for rare, unavoidable situations—not as an ongoing option. Individuals who submit multiple refund requests over time may no longer be eligible for future refunds.
Our goal is to support our attendees while ensuring VanFest can continue operating sustainably. We appreciate your honesty and understanding.
If approved, cancellation requests submitted within 30 days of the event's start date are only eligible for a partial refund of 50% of the total amount paid, minus any processing costs / fees. Add-ons will not be refunded for approved refunds within 30 days of the event's start date.
"Add-ons" are herein defined as including (but not limited to) merchandise purchases, accessory event attendance packages, VIP upgrades, and any other additional services or products purchased alongside your ticket.
After submitting your cancellation request, you will receive an email confirmation acknowledging receipt. Once a decision has been made, you will be notified via email regarding the approval or denial of your refund. All decisions are final. Please give up to two weeks from submission to receive a response, especially if you submit this form within a week of an event.
Accessibility
VanFest is committed to providing a welcoming and accessible event for all attendees. If you require accommodations due to a disability, please contact the event organizers IN ADVANCE to discuss your needs and make appropriate arrangements. Failure to do so on your part will result in an environment that may not be conducive to your needs, and VanFest shall not be responsible for failing to provide accessible accommodations if no advance notice was given at least thirty (30) days prior to the event.
No Liability
You acknowledge that VanFest, its organizers, sponsors, staff, and volunteers (collectively "VanFest") shall not be held liable for any loss, injury, or damage to persons or property occurring during the VanFest event. This includes, but is not limited to, accidents, theft, or other incidents that may occur on the event grounds or during your travels to or from the event.
You agree to indemnify and hold harmless VanFest from any claims, damages, or expenses, including reasonable attorneys' fees, arising out of or in connection with your attendance.
COVID-19
While it seems that the pandemic days are behind us, COVID is still a part of our lives. By purchasing a ticket you agree that you will not attend the event in the case where you are displaying COVID symptoms and/or symptoms that may pose a risk of infection to others. You agree to practice hand washing and other routine cleanliness during the event, and you also agree to respect the wishes of others when it comes to COVID precautions.
Smoking
VanFest is a tobacco-free event. Period. End of story. The greater majority of people simply do not want to be exposed to tobacco smoke either for health reasons, to avoid smelling bad, or both. There wi
Vendors and Sponsors
Payment: You agree to pay the full agreed upon amount associated with your selected Vendor/Sponsor package within 5 business days of signing this agreement. Payment must be made via a digital invoice sent by VanFest.
Benefits and Responsibilities: You will receive the benefits outlined in your selected package. You are responsible for providing any necessary materials for marketing purposes, including logos, artwork, banners, signs, and promotional materials, in the format and by the deadlines set by VanFest.
No Guarantees: There are no guarantees of sales, leads, or any other specific results. You acknowledge that your participation is at your own risk, and VanFest does not guarantee any level of exposure or success.
Cancellation and Refunds: If you cancel your participation, no refunds will be provided. If VanFest cancels the event, you will be entitled to a 100% refund or an equivalent slot at the next event, at your discretion.
Compliance: Both parties agree to comply with all applicable federal, state, and local laws, regulations, and ordinances in connection with their participation in the event.
Intellectual Property: Both parties agree to provide a limited license to one another for the use of intellectual property for promoting and conducting event operations. All usage must be consistent with any provided brand guidelines.
Indemnification: You agree to indemnify, defend, and hold harmless VanFest, its directors, officers, employees, and agents from any and all claims, liabilities, damages, expenses, and losses arising out of or related to
Limitation of Liability: VanFest's liability to you is limited to the amount paid by you for your Vendor/Sponsor package. VanFest is not liable for any indirect, incidental, consequential, or special damages.
Insurance: You shall provide VanFest with a certificate of insurance confirming General Liability coverage with limits no less than $1,000,000 per event / $2,000,000 general aggregate. This must be submitted no later than one (1) month before the event.
Force Majeure: Neither party shall be held responsible for any delay or failure in performance due to events beyond its reasonable control, such as natural disasters or other unforeseen circumstances.
Dispute Resolution: Any disputes shall be resolved through good faith negotiations or binding arbitration in accordance with the rules of the American Arbitration Association.
Governing Law: This agreement is governed by the laws of the state where the event is held.
Non-disparagement: Neither party will disparage or criticize the other party or its business affairs after the agreement is signed.
Entire Agreement: These Terms represent the entire understanding between both parties and supersede any previous agreements. Amendments require a written agreement by both parties.
