Application: 2023 Bend Fall Festival Restaurant Vendor

Restaurant Vendor Application
Bend Fall Festival
Sept. 29 – Oct 1, 2023

Welcome! Thank you for your interest in FallFest kicking off in downtown Bend, Oregon September 29th-Oct 1st 2023. We are currently on a waitlist but still encourage you to apply. As a food vendor participating in the Bend Fall Festival with Lay It Out Events, I agree to the following set of conditions outlined in this contract. Non-compliance and/or failure to execute any items, described below, will result in non-refundable termination from participation in all events (both on site and for future events pre-contracted and paid for).

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

Beverages: Food vendors may vend their own non-alcoholic beverages and may set their own prices for their beverage sales. Ice will be available, on site, for purchase. It costs $6 per bag.

Booth Fees: You are required to indicate the total linear of footage of your unit when applying. Please reflect that total number in your pricing. This includes trailers tongues, tables, umbrellas, coolers, etc. Basic fees include 20 amps of power, each additional 20 amp plug is charged at $50 a piece. Anything more is $150. MAINSTAGE – Saturday- Sunday all event hours

• 10×10: $900
• Separate deposit check for $200 to be refunded after event.
• Deschutes County Health Permit Fee is $70 if submitted at least one week prior to event and $125 if 
submitted after deadline (pay directly to them with their application). Contact Lisa or Sandy at (541) 317-3114 for more information. If you do not get a permit the fine is $200.
• 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 August 23rd, 2023 will receive a 50% refund. No refunds are given after August 23rd, 2023.

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 will result in the depositing of $200 cleanup deposit check.

Date/Hours: All Food Vendors are required to stay the full length of the event, as stated above. Food Vendors will receive an arrival time prior to the event date.

Deadline: Please turn in your application before August 23rd, 2023 to reserve your space, although the event may very well sell out long before that.

Electricity: Lay It Out Events is able to provide 20 amps of power for each 10×10 space rented. If you require more power, it is available at an additional cost of $50 per 20amps, or $150 for anything greater than 20. If you need anything above 20 AMPs, you are REQUIRED to include a full accurate list of equipment & amperage needs. Plus, a download of your plug so we can plan accurately for everyone’s power needs. 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.

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: 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”. The Fire Marshall/and Federal ADA regulations require that all extension cords are taped and/or covered to prevent tripping. Absolutely no cord may cross a public sidewalk, street, walkway, etc. If one of your cords does cross a public walkway, Lay It Out Events staff will ask that you immediately remove the hazard. All propane must be properly secured and no gasoline is allowed on site.

Hours of Operation: Vendors must stay open during all hours of the event on Saturday. Vendors leaving early will not be allowed to return for future events and their deposit will be cashed.

Food Vouchers: To assist with the recruitment of event volunteers, services to musicians, staff meals, etc., each Food Vendor is required to honor 10, $15 food vouchers total. Vendors are NOT responsible for providing the cash remaining value to a voucher using customer for any difference between amount spent and the value of the voucher.

Garbage: Food Vendors must provide two trash cans with liners to be set out for public use. Upon check-in you will receive a map with locations of vendor dumpsters and grey water container. The dumpsters in the alley way are NOT to be used for any reason. Food vendors must MONITOR the garbage going into their cans. All ice and gray water should be disposed of per county health requirements. Please refer to your map for proper disposal areas.

Garbage Deposit: Each Food Vendor must submit a separate check for $200 to Lay It Out Events for EACH EVENT you will be attending, which will not be deposited unless said Food Vendor’s space is left in an unacceptable manner after the event. If the booth space is left in a satisfactory condition, this will be destroyed post event. Unacceptable conditions include, but are not limited to: trash not deposited in designated dumpster, recycling not deposited in designated canister, failure to provide garbage cans at booth- as outlined in this agreement, improper gray water disposal, grease left on site, condiment spills left on site, ice not dumped in a drained area, and anything left in the area that was not there to begin with. All propane must be properly secured and no gasoline is allowed on site.

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/Health Permits: Participation in the Bend Fall Festival requires proof of adequate liability insurance and a temporary health permit. Copies of both MUST BE emailed to bria@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.

Health Permits: To obtain a temporary food service license, contact the Deschutes County Health Department (www.deschutes.org/cdd).

Insurance: All Food 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 info@layitoutevents.com. Certificates must be received two weeks prior to event start date.

Parking / Loading and Unloading: Each Food Vendor 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. 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 food vendor manager. 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 on Friday and Saturday nights. Lay It Out Events will be providing overnight security, however, Lay It Out Events is not responsible for any loss, stolen, or damaged items.

Key Miscellaneous:

• Each Food Vendor is required to keep a fire extinguisher (an “abc” fire extinguisher is relatively inexpensive and all that the fire department requires) and a hand washing station in their tents at all times.
• Each Food Vendor agrees to use weights to stake down their tents. All legs of the tents, any umbrellas, or other ancillary related equipment, etc.—must be weighed down sufficiently to prevent the tent or umbrella from Summering over. Lay It Out Events staff will check your tent to ensure that weights are used.
• If Food Vendor requires Co2, the tank must be chained up or secured to the tent.
• BOOTH SIZE REGULATIONS: All contents of booth must be contained within the exact square foot footprint of the booth you have signed up and paid for (including but not limited to signs, garbage cans, cooking equipment, beverages cases, misc equipment, etc. IT IS CRITICAL THAT YOU SIGN UP FOR A BOOTH THAT IS EQUAL TO OR LARGER THAN THE ACTUAL SPACE YOU NEED. Examples: Booth Size: 10 x 10 (fully contained) = 10 x 10. 10 x 12 (full contained) = 10 x 15 10 x 16 (fully contained) = 10 x 20 Please refer to City of Bend Mobile Food Cart requirements for further information.

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.

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 $200, 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 by August 23rd, 2022 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 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 2022 Bend Fall Festival the undersigned hereby agrees to the following:

1. Vendor shall indemnify and hold harmless Lay It Out Inc., 2022 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 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.

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 2022 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.