Non-Commercial Oregon Lifestyle Vendor Agreement
Bend Summer Festival
July 10-12th, 2020

Minnesota Avenue becomes the spot for people to come live their best life. From hand made food products and beverages, to glamping, outstanding accommodations, and adventure activities, the Oregon Lifestyle area will showcase what is so unique and compelling about our little slice of heaven in the northwest.

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.

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.

Booth Designation: Food Vendors will learn of their area upon arrival at the event. Food Vendors will learn of their booth location upon arrival at event. All vendors’ placements are subject to change. Vendors may request spots, but will not be guaranteed any particular location.

Booth Fees: $400 for 10x10 booth, $500 for 10x10 corner. 50% of booth fees must be paid with 48 hours of acceptance to secure your location, the balance is due by August 20th.

• 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.

Cancellation Policy: Cancellations received before May 10th, 2020 will receive a 50% refund. No refunds are given after May 10th, 2020.

Clean Up: Food Vendors are responsible for cleaning around their booth space for all garbage, sweeping, etc., at conclusion of event. Unsatisfactory cleaning of booth space area, not following grey water and garbage guidelines during or post event will result in the depositing of $200 deposit check.

Date/Hours: Saturday, July 14 11am-6pm, Sunday, July 15 11am-5pm (please note that you are welcome to stay open later on Saturday evening, but we do require that all vendors stay until at least 7pm)

Electricity: Lay It Out Events is able to provide 15 amps of power for each 10x10 space rented. If you require more power, it is available at an additional cost of $50 per 15amps. Please indicate electricity needs for the Bend Summer Festival. Generators are not allowed during the event. You may use your generator overnight. Power is provided overnight.

Each Food Vendor must use a 10-gauge extension cord of at least 50 feet to hook into the powerbox, otherwise, power will not be provided.

Fire Code: Please refer to the City of Bend Mobile Food Cart requirements for your onsite responsiblities. For more information please contact Bend Fire 541-322-6300. Please see the attached document “Special Event Guidelines”.

Inclement weather: Bend Summer Festival takes place in October. Please plan for potentially windy, rainy, or cold weather conditions. Bend Summer Festival takes place rain, snow or shine as well as in high-winds. No refunds will be granted due to weather. No exceptions.

Liability Insurance: Participation in the Bend Summer Festival requires proof of adequate liability insurance. Copies MUST BE emailed to karin@layitoutevents.com or mailed to Lay It Out Events no later than two weeks prior to the event date. Failure to do so will result in denied participation at the event, and your event fees will not be refunded.

Insurance: All Vendors must attach the following parties to the rider as additionally insured against any damages resulting in claim for up to one million dollars:

• The City of Bend 710 Wall Street, 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 karin@layitoutevents.com. Certificates must be received two weeks prior to event start date.

Location: Minnesota Ave between Bond St & Wall St.

Parking / Loading and Unloading: Vendors will be given a set up time prior to the event. These times will be strictly abided by so as to keep traffic flowing as much as possible. Parking during the event is the responsibility of the vendor. No vehicles will be allowed to remain in the event area. At no point should the alley way be blocked. Please load and unload as quickly as possible to allow other vendors in. Event vehicles may come on to the event site, following the conclusion of the event (Sunday after 5pm), only after officially "checking out" with the on-site vendor coordinator. Please load and unload as quickly as possible to allow other vendors in. If you need assistance, please let a Lay It Out Events staff personnel know.

Sales of Alcohol: Alcohol vendors will be allowed to sell tastes of their products as well as bottles. Vinters will be allowed to sell glass pours. You must be approved through the OLCC in order to do so. Details will be sent to you with paperwork upon approval of your application which MUST BE RETURNED TO LIOE BY MAY, 12th, 2020 , along with a check for $55 made out to LIOE which will cover city review and OLCC fees for the 2 days of the event. We will have you permitting for you upon arrival at the event.

Security: Vendors may leave booths set up overnight. Lay It Out Events will be providing overnight security, however, Lay It Out Events is not responsible for any loss, stolen, or damaged items.

Tents and Weights: Lay It Out Events will provide a tent for each vendor as well as weights for the provided tent. You will be responsible for providing your own tables, linens, and other décor. The tents do not have side walls, so plan to bring tarps or other material to cover your product after your area has closed.

Water: There is water available if needed. Please coordinate with your area coordinator in order to get access.

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.

We may tag your social media pages in our social marketing posts, and may link to your social media pages from bendsummerfestival.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.

By submitting a vendor application to a LIOE event, you agree to receive email communication about your participation, and marketing emails pertinent to the event you're applying to. You can unsubscribe from marketing emails at any time.

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 May 30th, 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.

hereinafter referred to as “Vendor” and Bend Summer Festival, City of Bend, & Lay It Out Events hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in 2020 Bend Summer Festival the undersigned hereby agrees to the following:

1. Vendor shall indemnify and hold harmless Lay It Out Inc., 2020 Bend Summer Festival, and City of Bend, 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 Bend Summer Festival. Vendor understands that they may not be asked to participate in future Happy Girls Run Bend events if they are in violation of Happy Girls Run Bend policies and they will lose their deposit.

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 2020 Bend Summer Festival for any reason beyond the control of the Bend Summer Festival (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 Bend Summer Festival 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.