• 

  The Annual, Oregon WinterFest, kicks off Friday, February 17th at the Deschutes County Fairgrounds & Expo Center. Three days of live music, delicious food and drink, shopping and activities for the whole family! Thousands of spirited locals and visitors gather in Central Oregon for this festive winter staple.

  Vendors can choose which of the four marketplace sections they would like to participate in:

  The Wonderland Marketplace-Discover a vibrant marketplace filled with over 100 local vendors & exhibitors showcasing handmade goods including leather, woodwork, pottery, jewelry, apparel, photography, rustic art, home goods, and more! Local businesses in fitness, media, home improvement, real estate, insurance, and non-profits will share their services with potential new clients from Central Oregon and beyond!

  Cascades Outdoor Market-Stroll through the heart of Oregon Winterfest and take in the breathtaking views of the snowy Cascades Mountains. Become inspired by local vendors along the way who will introduce you to the great Pacific Northwest lifestyle. Find sports & recreation, tours & experiences, hot tubs & saunas, outdoor apparel and more. Discover your next adventure!

  The Royal Lounge-Gather at The Royal Lounge to explore and indulge in local wines, spirits, culinary bites and epicurean delights. Sit back, relax, and enjoy the live music and good company or mosey on over to the Wonderland Marketplace for a magical shopping experience.!

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

  For questions, please contact lesley@layitoutevents.com.

  
  

• EVENT DETAILS IN ALPHABETICAL ORDER

• ADA: In an effort to make the Oregon WinterFest and all our events accessible for everyone we ask that you pay attention to the following accessibility guidelines from Deschutes County:
  • 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 10x10 or 10x20 feet. Corner booths are an upgrade available, on a first come first serve basis.

  Cancellation Policy: Cancellations received by Friday, December 20th, 2022 will receive a 50% refund. No refunds are given after December 20th, 2022.

  Deadline: Please turn in your application before January 20, 2023 to reserve your space, although the event may very well sell out long before that.

  Directions and Setup: Oregon WinterFest is located at the Deschutes County Fairgrounds & Expo Center. The Wonderland Marketplace is located inside the Middle Sister Conference Room, The Royal Lounge is located inside the South Sister Conference Room, The Cascades Market is located outside along the walkways, and The Family Playzone is located inside the North Sister Conference Building.

  Booth Fees:

  Wonderland Indoor Marketplace:

  • $350-$750 for each 10x10 space
  • $700-$1,500 for each 10x20 space
  • $250 extra fee for corner (limited)

  Cascades Outdoor Market:

  • $750 for Front Entrance 10x20 space
  • $450 for Interior 10x20 space

  The Royal Lounge:

  • $550 for each 10x10 space (including black draping & table cloth)
  • $250 extra fee for corner (limited)

  Family Playzone:

  • $250 for 10x10 space

  Sponsorship opportunities-contact vendor coordinator for more information. Non-Profits-contact vendor coordinator for discount.

After application has been accepted, the Vendor Coordinator will reach out to you for your vendor fee payment.

Fire Code: All vendors must follow the Deschutes County Fire Code for setup. Please see the attached document “Special Event Guidelines”.

Hours of Operation: Friday 5pm-9pm, Saturday 11am-9pm, and Sunday 11am-5pm. Vendors must stay open during all hours of the event. 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

Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to vendors@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.

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.

• DESCHUTES COUNTY SPECIAL EVENT GUIDELINES

• 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.
  
  
  
  

  

• OREGON WINTERFEST MARKETPLACE VENDOR APPLICATION

• VENDOR INFORMATION

  
  
• Business Name*
• Contact Name*
  First Last
• Product / Service Description*
• Address*
  Street Address Address Line 2 City AlabamaAlaskaAmerican SamoaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaGuamHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaNorthern Mariana IslandsOhioOklahomaOregonPennsylvaniaPuerto RicoRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahU.S. Virgin IslandsVermontVirginiaWashingtonWest VirginiaWisconsinWyomingArmed Forces AmericasArmed Forces EuropeArmed Forces Pacific State ZIP Code
• Email*
• Phone*
• Website*
• Facebook*
• Twitter*
• Instagram*

• 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.

  
  

• BOOTH TYPE & VENDOR FEES

• Choose a Booth*
  Please ChooseWonderland Marketplacae-10x10 Back Rows-Waitlist $450Wonderland Marketplace-10x20 Back Rows-Sold OutWonderland Marketplace-10x10 Middle Rows-Sold OutWonderland Marketplace-10x20 Middle Rows-Sold OutWonderland Marketplace-10x10 Front Rows-Sold OutWonderland Marketplace-10x20 Front Rows-Sold-OutCascades Outdoor Market-10x20 Front Entrance-Sold OutCascades Market-10x20 Interior-$450Family Play Zone-10x10-$250The Royal Lounge-10x10-$450
  Choose to be in the Wonderland Marketplace (front, middle, or back rows), Cascades Outdoor Market (front entrance or interior), or Family Play Zone.
• Corner Upgrade (limited)
  • Corner Upgrade-$250
  Upgrade standard booth to a corner for $250 extra fee.
• Total Booth Fee
  $0.00
• Special Terms
• How many staff (over the 3 days) will you have working at the event?*

• 50% of your vendor fees will be due at the time of application approval. 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 20th, 2023 vendor space will be canceled without a refund of fees unless alternative payment arrangements have been made with the LIOE Vendor Coordinator.

  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 you have any questions about your application or payment, please contact the Vendor Coordinator at lesley@layitoutevents.com or 541-647-8766.

• TERMS OF THIS AGREEMENT:

• 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 Oregon WinterFest for any reason beyond the control of the Oregon WinterFest (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 Oregon WinterFest 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.

• Vendor Signature*
• Date*
  MM slash DD slash YYYY

• RELEASE OF LIABILITY & INDEMNITY AGREEMENT

• This agreement is made*
  Month

  Day

  Year
• in the City of Bend, County Deschutes, between*
  First Last

• hereinafter referred to as “Vendor” and Oregon WinterFest, Deschutes County Fairgrounds and Expo Center, & 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., 2023 Oregon WinterFest, and Deschutes County Fairgrounds and Expo Center, 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 Signature*
• Date*
  MM slash DD slash YYYY
• Total
  $0.00
• Comments
  This field is for validation purposes and should be left unchanged.