The 21st annual Oregon WinterFest, kicks off on February 14th, in Bend, Oregon. Bend’s own winter carnival will take place February 14th-16th in the Old Mill District.

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

Friday 5pm-8pm | Saturday 11am-8pm | Sunday 11am-6pm

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

Booths: Booth spaces are 10x10 feet. They are located inside the OMSI Science Tent sponsored by Lonza, which will be lit and heated during business hours. Tents and canopies are not allowed within the main tent. Booths are also available outside the OMSI Tent in the Family Play Zone area.

Deadline: The deadline for applications is December 1, 2019. Certain areas will sell out. Apply early!

Cancellation Policy: Cancellations received by Friday, December 13th, 2019 will receive a 50% refund. No refunds are given after December 13th, 2019.

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

Directions and Setup: Oregon WinterFest is located in the Old Mill District. Directions and setup information will be emailed to vendors one week prior to the event.

Fees:

• $250 for every 10x10 Non-profit space within the Tent, the tent will be heated and have playful décor and lighting
• $300 for every 10x10 space within the Tent, the tent will be heated and have playful décor and lighting
• $150 for every 10x10 space outside of the Tent
• $50 for each 15-amp power outlet
• MANDATORY separate deposit check for $200 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: Friday 5pm-8pm, Saturday 11am-8pm, and Sunday 11am-6pm. 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: Oregon WinterFest takes place in February. Please plan for extreme weather conditions. Oregon WinterFest takes place rain, snow or shine as well as in high-wind and/or extremely cold weather. No refunds will be granted due to weather. No exceptions.

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

• Oregon WinterFest, 704 NW Georgia, Bend, OR 97703
• Lay It Out, Inc., 704 NW Georgia Ave, Bend, OR 97703
• William Smith Properties, 15 SW Colorado Ave. Suite #1 Bend, OR 97702


Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to karin@layitoutevents.com. Certificates must be received two weeks prior to event start date.

Layout: The layout of this event has dramatically changed and the event will be bigger than ever. You will be able to choose your location based on your price point and the order in which your complete application is turned in.

Power: We will do everything we can to make sure your power is up and running during event hours. However power is provided by generators, which come with complications. Please be patient and understand that outages may occur as everyone initially turns on their appliances and lights at the beginning of the event. Additional power is available for $50 per outlet (each outlet not to exceed 15 amps). Be prepared with a 50 ft. extension cord. Please do not bring an extension cord longer than 50 feet. If you use additional power not outlined on your application your deposit will be used as compensation for the additional usage. The outlets provided are standard three prong outlets. You will need to provide your own adapter if you require it. In order for the event to run smoothly and the entire system to be sized accordingly, please present your individual power needs as soon as possible (voltage and amperage). Staff will be monitoring power usage throughout the event to ensure compliance. Power is only available during open hours. Please note, heat will not be left on overnight. Any products susceptible to freezing should not be left overnight. Please list all appliances and amps at the end of this application.

Security: Security will be provided overnight from 6pm Thursday to 9am Friday, 8pm Friday to 9am Saturday and 8pm Saturday to 9am Sunday. Oregon WinterFest is not responsible for lost or stolen goods.

Trash: Dumpsters are located in the gravel lot near the Hampton Inn and Suites. 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.

hereinafter referred to as “Vendor” and Oregon WinterFest, William Smith Properties, & Lay It Out Events hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in Oregon WinterFest the undersigned hereby agrees to the following:

1. Vendor shall indemnify and hold harmless Lay It Out Inc., 2020 Oregon WinterFest, and William Smith Properties, 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 Oregon WinterFest. Vendor understands that they may not be asked to participate in future Oregon WinterFest events if they are in violation of Oregon WinterFest policies and they will lose their deposit.

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 by Friday, January 3rd, 2020 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 karin@layitoutevents.com or 541-323-0964.