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.
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.