TheosoFest 2024 Vendor Registration

Please read and review the vendor contract in its entirety. The Theosophical Society in America reserves the right to reject a registration if the products or services offered do not adhere to our policies as outlined in Section 3 of the vendor contract. In these cases, you will be notified via email and will receive a refund.


The Theosophical Society in America, Inc., an Illinois not for profit corporation (the
“TSA”), is sponsoring TheosoFest to be held Saturday, September 7, 2024. The Event
will be open to the public from 10:00 a.m. to 5:00 p.m. It is an indoor/outdoor event.
Once the TSA receives the contract and the registration fee, the Exhibitor is granted the
right to participate in TheosoFest. The Exhibitor and the TSA agree as follows:

1.    Communications.  

a.    The TSA shall designate one or more persons to coordinate communications and
interactions with the Exhibitor (a “Coordinator”).
b.    The TSA reserves the right to change Coordinators at any time.
c.    The Exhibitor agrees to maintain important communications with the Coordinator
related to this contract (the “Contract”) by e-mail ( or in
writing (1926 N. Main St, Wheaton, IL 60187).

2.    Logistics.  

a.    The Exhibitor shall bring any equipment necessary for the Exhibitor’s display.
b. Some vendor spots will be on grass and some on pavement, so please plan your
setup for both options.
c.    The Exhibitor shall deal with the public in a courteous and respectful manner.
d.    Each exhibit space is limited to an area of 10 feet by 10 feet. Vendors may
purchase multiple exhibit spaces.
e.    Upon application, Exhibitors pay for their zone and electricity option. Specific spots
within the zone will be shared during the check-in process.
f.    Unless otherwise changed by the TSA, the Exhibitor must remain in place until 5:00
p.m. Vehicles will not be permitted in the Exhibitor area between 9:30 a.m. and 6:00
p.m. or until pedestrian and guest traffic have cleared the roadways inside the campus.
Exhibitors who cannot commit to remaining in place per this policy should not apply.
g.    Exhibitor booths must remain in place and be fully-staffed and operational from
10:00 a.m.—5:00 p.m.
h.    The Exhibitor acknowledges vehicle traffic is prohibited in the display area during
these hours, as there will be pedestrian traffic including children throughout this time
i.    Exhibits will be placed in areas determined by the TSA.
j.    The Exhibitor agrees it is the Exhibitor’s obligation to submit in writing a written
request, and must obtain a written acknowledgment from the TSA, for the Exhibitor to
offer any healing services, or other activities that include the touching of any guests at
TheosoFest (hereinafter a “Direct Contact Exhibitor”). Please see item #4 below.
k.    The Exhibitor acknowledges it is the Exhibitor’s responsibility to ensure the TSA is
fully-informed at all times of the Exhibitor’s intents and needs for his/her/its exhibit.

3.    Core Policies.  

a.    The Exhibitor agrees to refrain from including information, displays, or articles
which suggest or promote cruelty to or killing of creatures of land, air, or water.
Vegetarian food plus non-alcoholic beverages will be available for purchase. Any food
brought for personal consumption by the Exhibitor must meet these guidelines.
4.    Insurance for Direct Contact Exhibitors.  
a.    No less than fourteen (14) days prior to TheosoFest, all Direct Contact Exhibitors
(touching the guest such as massage, chiropractic, healing, etc.) must provide the
TSA with a Certificate of Insurance (a “Certificate”) evidencing liability coverage including
contact information for issuer of Certificate.
b.    The Policy must be acceptable to the TSA and in the TSA’s sole and absolute
discretion taking into consideration said Exhibitor’s plans for the exhibit.
c.    The TSA must be named as an additional insured on the Policy for the Exhibitor’s
activities, acts and omissions leading up to, including, and after the Event, unless the
Policy is a “claims made” policy, in which case said Exhibitor shall keep said Policy in
place for a period of no less than three years subsequent to TheosoFest (the “Policy
d.    The Exhibitor acknowledges that if the Exhibitor fails to present to the TSA the
Certificate acceptable to the TSA and the TSA does not take any action or exercise any
rights as a result of such failure, the TSA’s inaction or non-exercise of rights shall not be
deemed a waiver of any of the TSA’s rights.
e.    The Policy shall provide that the same shall not be modified or canceled except on
no less than thirty (30) days prior written notice to the TSA by the insurance company,
and the Exhibitor Tenant shall maintain coverage during the entire Policy Term.
f.    Failure to provide the required Certificate, and/or failure to keep the Policy in place
during the Policy Term shall result in the automatic termination of the Exhibitor’s rights

5.    Rules and Regulations.  

a.    The Exhibitor acknowledges the coordination of the Event requires the cooperation
of all of the exhibitors, and thus the Exhibitor hereby agrees that the Exhibitor shall fully
and timely comply with all TSA rules and regulations with regard to TheosoFest. 

6.    Indemnification; Release of Liability.  

a.    The Exhibitor agrees to be responsible for any damage to the TSA campus or TSA
property which may result from the Exhibitor’s use, actions, or omissions on the TSA
campus and/or during TheosoFest.
b.    The Exhibitor shall also hold the TSA free and harmless from any liability to any
other person or entity for damage to person or property resulting from any such causes.
c.    The Exhibitor acknowledges the TSA is unable to provide security for exhibitors and
is not responsible for lost, stolen, or damaged articles or property, or for damages or
injuries caused by patrons of the Event, or other damages or losses incurred by the
d.    In consideration of the Exhibitor being permitted to exhibit or sell work, or otherwise
participate in TheosoFest, the Exhibitor hereby waives any claim or action for damages
including, but not limited to, those based on negligence against the TSA arising from
injury to any person (including the Exhibitor) or damage to the Exhibitor’s property. 

7.    Exhibitor Responsibility for Employees and Agents. 

a.    The Exhibitor hereby agrees that any employees or agents of the Exhibitor that will
be staffing the booth at TheosoFest shall agree to abide by the terms agreed upon in
this contract. 

8.    Specific Directions Regarding Exhibitor Set-Up and Take-Down.

a.    For safety purposes, the following rules are necessary. If you feel that you cannot
follow these rules, please do not apply to participate in TheosoFest.
b.    Friday afternoon, September 6, 2024, 4:00 p.m. until dark:

1.    Exhibitors will have assigned locations.
2.    Exhibitors will be allowed to set up their exhibit space during this time. No Exhibitor
will be allowed to set up before 4:00 p.m. due to traffic congestion from the school that
is located on the property. There will be no security present overnight so vendor
assumes responsibility for exhibit materials and belongings.
3.    Exhibitors should check in to obtain up to two (2) parking passes and vendor
number from the Coordinator who will be stationed near the Quest Book Shop. This will
allow easy parking and entry on Saturday morning.

c.    Saturday morning, September 7, 2024, 6:00 a.m.—9:30 a.m.

1.    Exhibitors must enter the grounds through the Main Street entrance (all other
entrances will be blocked).
2.    If they have not already done so, exhibitors must check in with coordinator who will
be stationed on the driveway near the Main Street entrance.
3.    Exhibitors can drive to their space and unload materials. Exhibitors must then
immediately park their vehicle(s) in the Exhibitor’s Parking Lot and return to set up their
exhibit spaces. This is to allow for an uninhibited flow of traffic as much as possible.
4.    Exhibitors must be completely unloaded and have their vehicle parked in the
Exhibitor Parking Lot by 9:30 a.m. No exceptions will be made.
5.    All paved areas with pedestrian traffic will be closed to vehicular traffic at 9:30 a.m.
for safety. 

d.    Saturday, September 7, 2024: 10:00 a.m.—5:00 p.m: TheosoFest open to the

1.    Please keep your booth staffed and open throughout this time.
2.    All paved areas with pedestrian traffic will be closed between 9:30am-6pm for
safety of pedestrians. 

e.    Saturday afternoon, September 7, 2024: 5:00 p.m.—6:00 p.m. 

1.    Exhibitors may not drive their vehicles to their booths until the roads re-open at
2.    Exhibitors may choose to tear down their exhibit materials after 5pm.
3.    Exhibitors may choose to carry or transport their exhibit materials to the Exhibitor
Parking Lot via a non-motorized carrier (i.e., wagon, dolly, etc.) after 5pm and leave via
the Cole Ave. exit.
4.    All paved areas will open at approximately 6 p.m. once the area is clear of

Vendor Zone Map

Earlybird Prices End May 31st!

Vendor Zone Map