2027 Bend WinterFest Restaurant Vendor Application

We’re excited to welcome restaurant and food vendors to the 2027 Bend WinterFest, kicking off February 12th–14th, in Bend, Oregon!

For 2027, WinterFest is moving to a brand-new location in partnership with the Bend Park & Recreation District. The festival will take place in the large parking area at the intersection of Simpson Avenue and Columbia Street, near and in conjunction with The Pavilion skating rink.

Please complete the following application with your contact and business information, menu details, and vendor selections. Once your application has been submitted, our Vendor Coordinator will review your information and follow up with your approval status, pricing verification, and payment instructions.

We look forward to showcasing some of the best food and beverage offerings Central Oregon has to offer at the new home of the Bend WinterFest!

For questions, please contact the Vendor Coordinator at 541-323-0964 or vendors@layitoutevents.com. < p>

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 oregonwinterfest.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.

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 30 days prior to the event vendor space will be canceled 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 2027 Bend WinterFest, Bend Park & Recreation District, & Lay It Out Events, hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in 2027 Bend WinterFest, the undersigned hereby agrees to the following:

1. Vendor shall indemnify and hold harmless Lay It Out Inc., Bend Park & Recreation District, and 2027 Bend WinterFest 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. Vendor will maintain adequate and reasonable liability insurance covering Vendor's performance under this Agreement. At any time, upon Lay It Out Inc.’s request, Vendor will submit to Lay It Out Inc. proof acceptable to Lay It Out Inc. of such insurance. Vendor will further notify Lay It Out Inc. immediately of any substantial modification or cancellation of such insurance. Vendor acknowledges that Lay It Out Inc. will not provide insurance coverage for Vendor.



4. Vendor 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. Vendor 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 2027 Bend WinterFest. Vendor understands that they may not be asked to participate in future LIOE events if they are in violation of the 2027 Bend WinterFest policies, and they may forfeit their deposit.

All amounts owed by Vendor to Lay It Out, Inc. that remain unpaid after 30 days shall be subject to a late payment charge of 1.5% per month (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 2027 Bend WinterFest for any reason beyond the control of Bend WinterFest, including but not limited to earthquake, fire, flood, terrorism, severe weather, 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 with Lay It Out, Inc.

2027 Bend WinterFest shall secure and maintain throughout the term of this agreement all insurance appropriate for events of this stature and size, including but not limited to comprehensive general liability insurance covering loss or liability arising out of or relating to activities associated with the event.

This agreement sets forth the entire agreement between the parties and takes the place of all prior verbal or written communications 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 obligations 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 fees, 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 as required by law; provided, however, either party may, on a confidential basis, disclose this Agreement to officials, officers, accountants, attorneys, or other individuals within their respective organizations on a “need to know” basis.