Event Partner Terms

[Last Updated: 4 August 2025]​

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1. About Us

We are Indi Local, a UK-based boutique street food agency and digital platform that connects high-quality, independent food vendors with public events, venues, and private clients. We support organisers by sourcing exceptional traders, managing logistics, and helping create unforgettable food-led experiences.

 

2. Our Contract With You

These Terms of Service (“Terms”) form a legally binding agreement between you, the Event Organiser or Venue Partner (“you”, “your”), and Indi Local (“we”, “us”, “our”). By engaging our services to source, manage, or coordinate vendors for your events or venue, you agree to be bound by these Terms unless otherwise agreed in writing. 

 

If you act on behalf of an organisation, you confirm that you have authority to bind that organisation to these Terms.

 

If you are booking for a private event (e.g. wedding, corporate event), specific event contracts may supplement these Terms, and in case of any conflict, the specific contract shall prevail.

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3. Our Services

Rotating Vendor Management

Where the Event Organiser engages Indi Local for a recurring schedule of events, Indi Local shall coordinate the booking, scheduling, and management of independent food vendors on a rotational basis (e.g., weekly, bi-weekly, or monthly).

 

This includes sourcing available Vendors from its approved vendor network, issuing booking confirmations, and acting as the liaison between Vendor and Event Organiser to ensure successful delivery of services.

 

The Event Organiser agrees that during the period of such engagement, all dates provided to us for sourcing are to be booked exclusively through Indi Local, unless otherwise agreed in writing. A bulk call-out fee and, where applicable, a revenue-based commission shall apply. 

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One-Off Vendor Sourcing

Where the Event Organiser requests Vendor support for a standalone, non-recurring event, Indi Local shall source and book one or more Vendors appropriate to the event’s size, audience, and scope.

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All Vendor relations, communications, and payment processing shall be managed by Indi Local unless otherwise agreed. A one-time call-out fee and, where applicable, a revenue-based commission shall apply. 

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For all service types you may also receive: 

• Access to our management portal for event tracking

• Promotion on the Indi Local app and push notifications to nearby customers

• Centralised booking and payment support

• Vendor replacement support in case of cancellations

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4. Your Responsibilities

As an event organiser or venue partner, you agree to:

• Provide accurate and timely event details (including access, pitch dimensions, power, and key contacts)

• Honour confirmed vendor bookings and notify Indi Local of changes as soon as possible

• Ensure fair trading conditions are provided to vendors (e.g. agreed space, power if applicable)

• Respond to scheduling, communication, and logistics in a timely and professional manner

 

5. Pitch Exclusivity 

When you offer us a date to fill, you agree that the pitch for that date is exclusively reserved for Indi Local. You may not book another vendor directly or via a third party (including other agencies) for the same date or location without our prior written approval.

This exclusivity helps us maintain vendor trust, ensure event integrity, and uphold the quality of programming we deliver. A breach of this clause may result in immediate cancellation of future services.

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6. Vendor Communication

You agree not to circumvent Indi Local by contacting or engaging vendors introduced through our platform directly without our prior written consent. All vendor communications, document collection, and coordination shall be managed exclusively by Indi Local to ensure consistency, compliance, and quality control throughout the booking process.

 

7. Fees & Invoicing

Arrangement fees are chargeable on all event partners regardless of event type or scale. Please note that our revenue and pitch-fee commissions are only chargeable if applicable at your event.

 

These commissions are deducted from your fees to our vendors and are not passed on to the vendors themselves.

For event partners with whom we support regular vendor rotations, please refer to your unique, individual agreement with us for specific fee arrangements.

 

Invoices, where relevant, are issued post-event or monthly and are payable within 7 days unless otherwise agreed.

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8. Vendor Standards & Post-Event Feedback

All vendors engaged through Indi Local are thoroughly vetted to ensure compliance and quality, including:

• Valid and up-to-date insurance coverage

• Appropriate food hygiene certifications

• Pre-approval based on professionalism and quality standards

 

Following each event, vendors are required to submit till receipts and cover counts to facilitate accurate performance tracking and event evaluation. Additionally, we request post-event feedback from you to help us continuously monitor and maintain the high standards of our supplier network.

 

9. Cancellations by Organisers

The cancellation refund for your booking depends on how far in advance of the Event Date the cancellation is made. If the notice period before the event is: 

(a) ​More than 72 hours: 25% of call-out fee

(b) Less than 72 hours: No refund

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Booking fee refers to vendor call-out or sourcing fees and any confirmed administrative charges. Refunds are processed within 10 working days. Third-party processing fees may not be refundable.

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If you need to reschedule, please contact us as soon as possible. In some cases, we may transfer your booking instead of processing a cancellation.

 

10. Cancellations by Vendors

If a vendor cancels, Indi Local will:

• Attempt to source a like-for-like replacement

• Keep you informed and update any listings or promotion

• Refund any applicable fees if no suitable replacement is found

 

11. Promotions & Marketing

Your event or venue may be promoted via:

• The Indi Local app

• Push notifications to local customers

• Social media or email marketing

By working with us, you consent to your venue name, event dates, and logo being used for promotional purposes unless you request otherwise in writing.

 

12. Limitations of Liability

Indi Local is not liable for:

• Losses caused by low footfall, weather, or operational issues outside our control

• Any damage caused by vendors (though we will support dispute resolution)

• Indirect or consequential losses related to vendor performance or cancellations

All vendors are required to carry their own public liability insurance and relevant trading documentation.

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13. Confidentiality

All pricing, documentation, vendor data, and internal processes shared by Indi Local must be treated as confidential and may not be used to directly engage vendors or replicate services without written permission.

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14. Termination

You may end your partnership with Indi Local at any time with 7 days’ written notice. We reserve the right to suspend or terminate our agreement at any time if there is a breach of these terms - particularly in cases involving pitch exclusivity, payment defaults, or direct vendor bookings outside our platform.