Application: 2022 Polar Market

The Annual, Oregon WinterFest, kicks off on February 18th at the Deschutes County Expo Center. Three days of live music, delicious food and drink, and activities for the whole family! Thousands of spirited locals and visitors gather in Central Oregon for this festive winter staple.

Everyone attending the festival passes through our sports and recreation outdoor exhibit.  This unique exhibit is made up of business and services that cater to the great Northwest active lifestyle. You'll find clothing and accessories for a number of activities, such as skiing, snowboarding, snowshoeing, and snowmobiling. Also included in the Polar Market are local and state government agencies who provide information and education about our great outdoors. Pack up your products and get ready to meet thousands of potential customers, introduce or blow out your inventory, all at the Oregon WinterFest.

A response will be emailed to the address listed in the application.

For questions, please contact Lesley@layitoutevents.com. or by phone at 541-647-8766

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.

Fees:

• $600 for 10x10 Standard Inline Space.
• $450 for 10x10 Nonprofit Organizations
• $700 for 10x10 End Cap Space
• $800 for 10x10 Frontline Space
• $1,150 for 10x20 Standard Inline Space
• $1,350 for 10x20 End Cap Space
• $1,500 for 10x20 Frontline Space
• Other size combinations can be negotiated by contacting Lesley Gimeno.
• Please submit booth fees after receiving your invoice.

Fire Code: All vendors must follow the Deschutes County Fire Code for setup. For more information please contact Bend Fire Prevention Division at 541-322-6309. Please see the attached document “Special Event Guidelines”.

Hours of Operation: Friday 5pm-10pm, Saturday 11am-10pm, 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
• Deschutes County Fairgrounds and Expo Center, 3800 SW Airport Way Redmond, Oregon 97756


Please send all certificates to timm@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.

After submitting this form, Lay It Out Events will send you an invoice.

No percentage of sales required. You're welcome to pay by check or credit card.

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.

hereinafter referred to as “Vendor” and Oregon WinterFest, Deschutes County Fairgrounds and Expo, Lay It Out Events, & Lesley Gimeno (Konehead Productions) 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., Konehead Productions, 2022 Oregon WinterFest, and Deschutes County Fairgrounds & Expo, 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.