ADA: In an effort to make Bend Fall Festival and all our events accessible for everyone we ask that you pay attention to the following accessibility guidelines from the City of Bend:- Sales or service counters should be no more than 36 inches from the finished floor or the ground, and the width must be at least 36 inches wide.
- All paths of travel must be free from cords and other obstructions. Cords may be covered with rugs, but rugs must be taped down on all sides.
- Price lists should be hung 36-39 inches from the ground.
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, and $750 for 10x10 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.
- Separate deposit check for $200 to be refunded after event.
- After application has been accepted, the Vendor Coordinator will reach out to you for your check deposit and your vendor fee payment.
Cancellation Policy: Cancellations received before Sept. 4th, 2021 will receive a 50% refund. No refunds are given after Sept. 4th, 2021.
Clean Up: Food 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-6pm, 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 7pm)
Electricity: Lay It Out Events is able to provide 15 amps of power for each 10x10 space rented. If you require more power, it is available at an additional cost of $50 per 15amps. Please indicate electricity needs for the
Bend Fall Festival. Generators are not allowed during the event. You may use your generator overnight. Power is provided overnight.
Each Food Vendor must use a 10-gauge extension cord of at least 50 feet to hook into the powerbox, otherwise, power will not be provided.
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 timm@layitoutevents.com 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:
- The City of Bend 710 Wall Street, Bend, OR 97703
- Lay It Out, Inc., 704 NW Georgia Ave, Bend, OR 97703
Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to timm@layitoutevents.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 tastes of their products as well as bottles. Vinters will be allowed to sell glass pours. 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 tent for each vendor as well as weights for the provided tent. You will be responsible for providing your own tables, linens, 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: There is water available if needed. Please coordinate with your area coordinator in order to get access.