Allowed Merch/Signage: No agenda-driven merchandise/signage is allowed (i.e. no political, race discrimination or drug paraphernalia merchandise of any kind). Lay It Out Events reserves the right to remove any vendor. If there is resistance to this policy the vendor will be asked to leave immediately and may result in refusal of future vending in our shows.
Booth Designation: Food Vendors will learn of their area upon arrival at the event. Food Vendors will learn of their booth location upon arrival at event. All vendors’ placements are subject to change. Vendors may request spots, but will not be guaranteed any particular location.
Booth Fees: $650 for 10x10 booth, $750 for 10x10 corner booth, $1,300 for 10x20 booth, and $1,500 for 10x20 corner booth. 50% of booth fees must be paid with 48 hours of acceptance to secure your location, the balance is due by August 20th.
Cancellation Policy: Cancellations received before Sept. 4th, 2021 will receive a 50% refund. No refunds are given after Sept. 4th, 2021.
Clean Up: Vendors are responsible for cleaning around their booth space for all garbage, sweeping, etc., at conclusion of event. Unsatisfactory cleaning of booth space area, not following grey water and garbage guidelines during or post event will result in the depositing of $200 deposit check.
Date/Hours: Saturday, October 2 11am-6:30pm, Sunday, October 3 11am-5pm (please note that you are welcome to stay open later on Saturday evening, but we do require that all vendors stay until at least 6:30pm)
Electricity: No electricity is available and generators are not allowed.
Fire Code: Please refer to the City of Bend Mobile Food Cart requirements for your onsite responsiblities. For more information please contact Bend Fire 541-322-6300. Please see the attached document “Special Event Guidelines”.
Inclement weather: Bend Fall Festival takes place in October. Please plan for potentially windy, rainy, or cold weather conditions. Bend Fall Festival takes place rain, snow or shine as well as in high-winds. No refunds will be granted due to weather. No exceptions.
Liability Insurance: Participation in the Bend Fall Festival requires proof of adequate liability insurance. Copies MUST BE emailed to firstname.lastname@example.org or mailed to Lay It Out Events no later than two weeks prior to the event date.
Failure to do so will result in denied participation at the event, and your event fees will not be refunded.
Insurance: All Vendors must attach the following parties to the rider as additionally insured
against any damages resulting in claim for up to one million dollars:
Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to email@example.com. Certificates must be received two weeks prior to event start date.
Location: Minnesota Ave between Bond St & Wall St.
Parking / Loading and Unloading: Vendors will be given a set up time prior to the event. These times will be strictly abided by so as to keep traffic flowing as much as possible. Parking during the event is the responsibility of the vendor. No vehicles will be allowed to remain in the event area. At no point should the alley way be blocked. Please load and unload as quickly as possible to allow other vendors in. Event vehicles may come on to the event site, following the conclusion of the event (Sunday after 5pm), only after officially "checking out" with the on-site vendor coordinator. Please load and unload as quickly as possible to allow other vendors in. If you need assistance, please let a Lay It Out Events staff personnel know.
Sales of Alcohol: Alcohol vendors will be allowed to sell bottles. Vintners will not be allowed to sell glass pours but can provide free samples. You must be approved through the OLCC in order to do so. Details will be sent to you with paperwork upon approval of your application which MUST BE RETURNED TO LIOE BY MAY, 12th, 2021 , along with a check for $55 made out to LIOE which will cover city review and OLCC fees for the 2 days of the event. We will have you permitting for you upon arrival at the event.
Security: Vendors may leave booths set up overnight. Lay It Out Events will be providing overnight security, however, Lay It Out Events is not responsible for any loss, stolen, or damaged items.
Tents and Weights: Lay It Out Events will provide a black tent for each vendor as well as weights for the provided tent. Black table linens will also be provided. You will be responsible for providing your own tables and other décor. The tents do not have side walls, so plan to bring tarps or other material to cover your product after your area has closed.
Water & Ice: There is water and ice available if needed. Please coordinate with your area coordinator in order to get access.
Tents, canopies, membrane structures, and air supported structures at fairs, festivals, and other special events must comply with the following:
We may tag your social media pages in our social marketing posts, and may link to your social media pages from bendfallfestival.com. In addition, we may occasionally share your content (with proper credit) in an effort to feature goods/services that will be highlighted at the event.
If fees are not paid by Sept. 4th, 2021 vendor space will be canceled without a refund of fees unless alternative payment arrangements have been made with the LIOE Vendor Coordinator.
The Vendor Coordinator will contact you about your deposit and payment if application is approved.
We accept cash, credit/debit or check. To pay in person, visit: Lay It Out Events 704 NW Georgia Ave. Bend, OR 97703 Hours: Monday through Friday, 9am and 5pm
If paying fees by phone or online, please send or drop off a deposit check separately to Lay It Out Events.
If you have any questions about your application or payment, please contact the Vendor Coordinator at firstname.lastname@example.org or 541-647-8766.
hereinafter referred to as “Vendor” and Bend Fall Festival, City of Bend, & Lay It Out Events hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in 2021 Bend Fall Festival the undersigned hereby agrees to the following:
All amounts owed by vendor to Lay It Out Inc. unpaid after 30 days, agree to be subject to a late payment charge of 1.5% monthly (18% APR). Should the account become past due, vendor agrees to pay all costs of collection, including collection agency charges, attorney fees, and court costs incurred by Lay It Out Inc. This includes, but is not limited to, all fees and costs actually incurred whether or not any suit or action is filed and is intended to include all fees and costs incurred in any mediation, arbitration, trial or appeal.
Postponement or cancellation of the 2021 Bend Fall Festival for any reason beyond the control of the Bend Fall Festival (earthquake, fire, flood, terrorism or other acts of God) shall not constitute cause for any reimbursement.
This agreement does not transfer to another vendor’s property, agent, or subsidiary. All other business sectors must negotiate separate sponsorship agreements.
The Bend Fall Festival shall secure and maintain throughout the term of this agreement all insurance for events of this stature and size, including but not limited to comprehensive general liability insuring themselves against loss of liability out of or relating to activities associated with any of the events.
This agreement sets forth the entire agreement between the parties and takes the place of all prior verbal or written communication concerning the subjects of the Agreement. This agreement may not be altered, modified or changed in any way by either of the parties without the prior written consent of the other party.
Each of the parties hereto is an independent contractor. Neither party shall have the authority to act on behalf of the other or to incur obligation on behalf of the other unless expressly authorized.
If suit or action is instituted to enforce this agreement or to determine any matter in controversy regarding this agreement, the prevailing party shall be entitled to recover such sums as the court may judge reasonable attorney fee, including attorney fees on appeal and in collecting or enforcing any judgment order or decree.
Neither party shall, without written authorization from the other party, disclose to any third party the terms and conditions of this agreement except as may be necessary to establish or assert rights hereunder or required by law; provided however, either party may on a confidential basis disclose this Agreement to officials, officers, accountants, attorneys or other individuals within each other’s organizations on a ‘need to know” basis.