2023 Bend Fall Festival Marketplace Vendor Application

• Vendors can choose which of the 6 marketplace/exhibitor sections they would like to participate in:

  Bend Business Showcase-Discover local businesses in industries spanning from home improvement, insurance & finance, real estate, outdoor recreation, nonprofits and more. The Bend Business Showcase gives you the opportunity to educate event-goers so they can make informed decisions about the services they need.

  Soul Collective Marketplace-Explore clothing, accessories, and home goods that exhibit the influences of rich textiles from vintage to global. Indulge your creative side and discover a source of inspiration through artfulness and good design. Escape from the everyday and fulfill your soul by embracing mind-fullness and well-being.

  Conscious Living Showcase-Take a journey through the healing and wellness showcase and discover compassion, purpose and contribution. Be empowered to make changes in ourselves and in our daily lives to create a sustainable environment and a peaceful world.

  Oregon Lifestyle Marketplace-Join us in presenting the full spectrum of the Oregon Lifestyle! From local handmade goods, specialty food products and award-winning wine. The Oregon Lifestyle area will showcase what is so unique and compelling about our little slice of heaven in the Pacific Northwest.

  Harvest Market-The Harvest Market, on Minnesota Ave., will be teeming with the colors and fragrances of fall’s bounty. Delicious fruits and vegetables from local farmers like, knobby gourds, acorn squash, pumpkins will gild the booths. Local ranchers will provide chicken, pork and beef to make hearty meals, appropriate for the season.

  The Family Play Zone Summer entertainment for kids and families presented by US Cellular. Get ready for some fun in the sun! Enjoy bouncers, family activities, games, and tasty treats.

  For questions, please contact lesley@layitoutevents.com.

  
  

• EVENT DETAILS IN ALPHABETICAL ORDER

• ADA: In an effort to make Bend Summer 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: 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.

  Booth Fees:

• $450 for each 10×10 space
• $1,050 for each 10×20 space (limited)
• $250 extra fee for corner (limited)
• $100 extra rental fee for Oregon Lifestyle for black canopy and linens

Family Playzone and Harvest Market:

• $250 for 10×10 space

Sponsorship opportunities-contact vendor coordinator for more information. Non-Profits-contact vendor coordinator for discount.

50% of booth fees must be paid with 48 hours of acceptance to secure your location, the balance is due by May 31st.

• 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 July 31st, 2023 will receive a 50% refund. No refunds are given after August 31st, 2023

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 not being asked to participation in future events.

Marketplace Date/Hours: Saturday, September 29th 11am-6:30 pm, Sunday, September 30th 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: There is NO power available in this area. Please be prepared to provide your own if needed. 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 requirements for your onsite responsibilities. 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 September. Please plan for potentially windy, rainy, or hot 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.

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 vendors@layitoutevents.com. Certificates must be received two weeks prior to event start date.

Location: Downtown Bend.

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.

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: You will be responsible for providing your own tents, weights, tables, linens, and other décor.

Water: There is water available if needed. Please coordinate with your area coordinator in order to get access.

• CITY OF BEND SPECIAL EVENT GUIDELINES

• 

  Tents, canopies, membrane structures, and air supported structures at fairs, festivals, and other special events must comply with the following:

  
  
  • Shall not be located within 20 feet of buildings, parked vehicles, or internal combustion engines (including generators).
  
  
  • Shall be adequately roped, braced, and anchored to withstand weather elements and prevent collapsing.
  
  
  • Shall secure all compressed gas cylinders (propane, helium, etc) to prevent tip-over.
  
  
  • Shall prohibit smoking at all times.
  
  
  • Open flame devices, such as candles or oil lamps, may not be used unless the total area of all individual canopies that are grouped together does not exceed 700 square feet (example: 7 canopies in a row, each of which does not exceed 10 x 10).
  
  
  • Cooking activities are prohibited unless the total area of all individual canopies that are grouped together does not exceed 700 square feet.
  
  
  • Shall provide a portable fire extinguisher in any tent or canopy that is performing cooking activities.
  
  
  • Minimum rating for the fire extinguisher shall be 2A:10BC EXCEPT
  
  
  • When cooking with pooled oils, greases, or fats, such as a wok or deep fryer, a Class K fire extinguisher shall be provided.
  
  
  
  

  

• BEND FALL FESTIVAL MARKETPLACE APPLICATION

• VENDOR INFORMATION

  
  
• Business Name*
• Contact Name*
  First Last
• Product / Service Description*
• Address*
  Street Address Address Line 2 City AlabamaAlaskaAmerican SamoaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaGuamHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaNorthern Mariana IslandsOhioOklahomaOregonPennsylvaniaPuerto RicoRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahU.S. Virgin IslandsVermontVirginiaWashingtonWest VirginiaWisconsinWyomingArmed Forces AmericasArmed Forces EuropeArmed Forces Pacific State ZIP Code
• Email*
• Phone*
• Website*
• Facebook*
• Twitter*
• Instagram*

• We may tag your social media pages in our social marketing posts, and may link to your social media pages from bendsummerfestival.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.

  
  

  By submitting a vendor application to a LIOE event, you agree to receive email communication about your participation, and marketing emails pertinent to the event you’re applying to. You can unsubscribe from marketing emails at any time.

• • I understand, and I agree to opt-in

• BOOTH TYPE & VENDOR FEES

• Choose a Booth*
  Business Showcase 10×10 Standard ($450)Business Showcase 10×20 Standard ($1050)Soul Collective 10×10 Standard ($450)Soul Collective 10×20 Standard ($1050)Conscious Living 10×10 Standard ($450)Conscious Living 10×20 Standard ($1050)Oregon Lifestyle 10×10 Standard ($550)Oregon Lifestyle 10×20 Standard ($1,100)Harvest Market 10×10 Standard ($250)Harvest Market 10×10 Standard ($500)Family Play Zone 10×10 Standard ($250)
• Corner Upgrade (Limited)
  • Corner Upgrade-$250
  Upgrade standard booth to a corner (2-sides) for $250 extra fee.
• SPECIAL REQUESTS
• How many staff (over the 3 days) will you have working at the event?*
• Total Vendor Fees
  $0.00

• 50% of your vendor fees will be due at the time of application approval. If you’ve already been pre-approved, please follow payment instructions emailed to you after application submission.

  If fees are not paid by May 31st, 2023 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 you have any questions about your application or payment, please contact the Vendor Coordinator at lesley@layitoutevents.com or 541-647-8766.

• RELEASE OF LIABILITY & INDEMNITY AGREEMENT

• This agreement is made*
  Month

  Day

  Year
• in the City of Bend, County Deschutes, between*
  First Last

• 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 2023 Bend Fall Festival the undersigned hereby agrees to the following:

  
  
  1. Vendor shall indemnify and hold harmless Lay It Out Inc., 2023 Bend Fall Festival, and City of Bend, from any claims or liabilities resulting from Vendor’s performance, including any and all loss, damages or expenses caused by negligent acts, statements, errors or omissions of Vendor and its agents.
  
  
  
  2. Vendor will indemnify, defend, and hold Lay It Out Inc. and its directors, officers, employees, and agents harmless from any and all claims or liability (including without limitation any taxes, penalties, interest, costs, or attorney fees) asserted by any third party that results from or arises out of Vendor or Vendor’s Personnel performing the Services under this Agreement.
  
  
  
  3. Contractor will maintain adequate and reasonable liability insurance covering Contractor’s performance under this Agreement. At any time, upon Lay It Out Inc.’s request, Contractor will submit to Lay It Out Inc. proof acceptable to Lay It Out Inc. of such insurance. Contractor will further notify Lay It Out Inc. immediately of any substantial modification or cancellation of such insurance. Contractor acknowledges that Lay It Out Inc. will not provide insurance coverage for Contractor.
  
  
  
  4. Contractor will maintain in force any workers’ compensation and unemployment insurance required by law relating to Services performed under this Agreement and will at any time, upon request of Lay It Out Inc., provide to Lay It Out Inc. proof acceptable to Lay It Out Inc. of such insurance. Contractor will further notify Lay It Out Inc. immediately of any substantial modification or cancellation of such insurance.
  
  
  
  5. Vendor agrees to abide by the rules and regulations of Bend Summer Festival. Vendor understands that they may not be asked to participate in future Bend Summer Festival events if they are in violation of Bend Summer Festival policies.
  
  
  
• Vendor Signature*
• Date*
  MM slash DD slash YYYY

• TERMS OF THIS AGREEMENT:

• 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 2023 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.

• Vendor Signature*
• Date*
  MM slash DD slash YYYY
• Total Vendor Fees
  $0.00
• Comments
  This field is for validation purposes and should be left unchanged.