2024 Bend WinterFest Restaurant Vendor Application

• Thank you for your interest in the 2024 Bend WinterFest, kicking off February 16th, 2024 in Bend, Oregon at the Old Mill District.

  At this time we are currently SOLD OUT of our restaurant vendor spaces for this event. If you would like to be put on the waitlist, or to be considered for one of our other many events in 2024, please continue to fill out the following application, and our Vendor Coordinator will be sure to follow-up with you at their earliest convenience.

  For questions please contact Ty Collins (Vendor Coordinator) by phone at 541-401-8598 or by email at vendors@layitoutevents.com.

  
  

• EVENT DETAILS IN ALPHABETICAL ORDER

• ADA: In an effort to make 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: Restaurant Vendor spaces start at $700 and range in size from 10x10 to 10x30 feet. Please be sure to measure and note your space needs accordingly. Spacing is available on a first come first serve basis.

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

  After application has been accepted, the Vendor Coordinator will contact you in order to provide further information and payment instructions.

  Deadline: Please turn in your application before January 15th, 2024 to reserve your space, although be advised that the event may very well sell out long before that.

  Cancellation Policy: Cancellations received by Friday, December 20th, 2023 will receive a 50% refund. No refunds are given after December 20th, 2023.

  Directions and Setup: WinterFest is located at the Old Mill District. Food Vendors will be located outside along the walkways, centered between the Wonderland Market and Royal Lounge. Exact Location, Further Directions & Set Up information will be provided following application approval and/or closer to the event date.

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: WinterFest takes place in February. Please plan for extreme weather conditions. 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:

• 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: Please keep in mind, now that the Bend Winterfest is returning to the Old Mill district, the layout of this event has changed and availability for vendors may be limited compared to previous years. 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. WinterFest is not responsible for lost or stolen goods.

• CITY OF BEND 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 RESTAURANT 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*
• 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*
  10x10 space - includes one 20-amp standard outlet10x20 space - includes one 20-amp standard outlet10x25 space - includes one 20-amp power outlet10x30 space - includes one 20-amp standard outlet
• Participating in multiple LIOE events? Please note discounted rate / terms negotiated with Vendor Coordinator:
• How many staff (over the 3 days) will you have working at the event?*
• Please list all appliances and amps. One 15-amp outlet is included with the fee. Contact us if you need assistance determining your power needs IN ADVANCE.*
• Additional 20 Amps ($50/additional outlet): Quantity*
  Price: $50.00 Quantity
• Additional 30 Amp ($150/additional outlet): Quantity*
  Price: $150.00 Quantity
• Additional 50 Amp ($150/additional outlet): Quantity*
  Price: $150.00 Quantity
• Image of additional 30 or 50 amp plug (if needed)
  Max. file size: 256 MB.
  Please upload an image or images of your additional power needs.
• Total Vendor Fees
  $0.00

• 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.

• 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, 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., 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 Signature*
• Date*
  MM slash DD slash YYYY

• 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 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
• Phone
  This field is for validation purposes and should be left unchanged.