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 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: The official beverage sponsor for Oregon WinterFest has not yet been determined. An email will be sent out when this information becomes available. Homemade Beverages i.e. Lemonade, Ice Tea, etc. will be allowed. Restaurants are not allowed to sell alcohol.
Cancellation Policy: Cancellations received by Friday, December 13th, 2019 will receive a 50% refund. No refunds are given after December 13th, 2019.
Clean up: Restaurants must take every precaution to insure grease does not spill onto the pavement. It washes into the drains and is a city health code violation. We recommend placing a tarp to cover your area and we require placing rubber mats down to catch the grease. If any trash or grease is left behind by a restaurant, the deposit will be used to return the site to pre-event conditions. Grease cleaning can be expensive so we appreciate your help regarding this matter. Please check in with a LIOE representative before you leave so we can inspect your site.
Complimentary Meals: Each restaurant is required to provide 10 complimentary meals. Oregon WinterFest will create and distribute food vouchers valued at $10 each. These will be used for our volunteers, entertainers, and sponsors.
Deadline: Please turn in your application before December 1, 2019 to reserve your space! However, it is very likely this event will sell out fast. Turn in your application soon to secure your spot. First right of refusal will not stand if the event is full.
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:
- $400 for every 10x10 space (includes 20-amp power outlet). Larger spaces are available at a pro rated fee, in 5’ increments, to include tongue of trailer, bumpers, etc.
- Restaurants are required to pay 10% of gross income to Lay It Out Events.
- $50 for each additional 20-amp power outlet (over the 20-amps that is included).
- Power needs 30 amps and more will cost $150 to cover additional generator and management costs.
- 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.
- 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.
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-9pm, Saturday 11am-9pm, and Sunday 11am-6pm. Hours may be extended Saturday night at the discretion of LIOE based on traffic. 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
- 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.
VIP Gift Bags: This is an excellent way to market and brand yourself in the community. A $100 payment will provide you access to product/coupon/flyer placement in the VIP Gift Bag. 50 units are required and due to the Lay It Out Events office by January 15th.