Application: 2022 Bend Fall Festival Bend Family Play Zone Vendor

Entrance to the Bend Fall Festival is free to the public. Once inside, the event offers a wide array of activities, such as the Family Play Zone, with the Harvest Run for kids, local artisans with crafts and gourmet food, talented artists, a Bend Business Showcase, and live music.

The Bend Family Play Zone offers fun children’s activities all weekend!

Saturday 11am-6:30pm | Sunday 11am-6pm

For questions, please contact us at Lay It Out Events, 541-323-0964 or by email info@layitoutevents.com.

• 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.

Booths: Booth spaces are 10×10 feet.

Cancellation Policy: Cancellations received by Aug. 3, 2022 will receive a 50% refund. No refunds are given after Aug. 3, 2022.

Clean up: Vendors are responsible for cleaning around their booth space for all garbage, sweeping, etc., at conclusion of event.

Directions and Setup: Bend Fall Fest Family Play Zone is located on Oregon Ave. between Bond St. and Lava Rd. Directions and setup information will be emailed to vendors one week prior to the event.

Fees:

• $350 for every 10×10 space.
• $175 for every 10×10 space for nonprofits.
• MANDATORY separate deposit check for $100 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.

Weights: YOU MUST BRING WEIGHTS FOR ALL FOUR CORNERS OF THE BOOTH if your are an outside vendor. Staff will be checking to make sure your tent is securely tied down at all times. If you do not have weights, you will not be allowed to open your booth or sell until you’ve weighted down your tent. For Indoor vendors you will not need either a tent or weights!

Fire Code: All vendors must follow the Bend Fire Code for setup. For more information please contact Bend Fire 541-322-6300. Please see the attached document “Special Event Guidelines”.

Hours of Operation: Saturday 11am-6:30pm, and Sunday 11am-5pm. Vendors must stay open during all hours of the Family Play Zone area. Vendors leaving early will not be allowed to return for future events and their deposit will be cashed.

Inclement weather: Bend Fall Festival takes place outdoors. Please be prepared for weather conditions. Bend Fall Festival will take place in rain or shine as well as in high-wind and/or cold weather. No refunds will be granted due to weather. No exceptions. It is your responsibility to make sure your space is tied down day and night.

Insurance: Please have your insurance company create a certificate of insurance for each entity listed below:

• Bend Fall Festival, 704 NW Georgia, Bend, OR 97703
• Lay It Out, Inc., 704 NW Georgia Ave, Bend, OR 97703
• City of Bend, 555 NE 15th St., Bend, OR 97701

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.

Power: ABSOLUTELY NO POWER WILL BE PROVIDED. Be prepared with silent generator or pre-charged equipment.

Security: Security will be provided overnight. The Bend Fall Festival and Lay It Out Events are not responsible for lost or stolen goods.

Trash: Dumpsters are located in the alley behind US Bank. You are responsible to take your trash to these dumpsters. Do not use roll carts for your trash. They are intended for festival attendee use. Grey water tanks are also available near the dumpsters. Anyone caught dumping grey water down storm drains will immediately lose their deposit.

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.

VENDOR INFORMATION

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.

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.

50% of your vendor fees will be due at the time of application approval — including a separate deposit check for $100, to be returned after the event. If you’ve already been pre-approved, please follow payment instructions emailed to you after application submission.

If fees are not paid in full by Aug. 3, 2022 vendor space will be canceled without a refund 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 vendors@layitoutevents.com or 541-323-0964.

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 Bend Fall Festival the undersigned hereby agrees to the following:

1. Vendor shall indemnify and hold harmless the Committee 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 Fall Festival. Vendor understands that they may not be asked to participate in future Bend Fall Festival events if they are in violation of Bend Fall Festival policies and they will lose their deposit.