EVENT DETAILS IN ALPHABETICAL ORDER
- ADA: In an effort to make Bend Summer Festival 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.
Beverages: Food vendors may vend their own non-alcoholic beverages and may set their own prices for their beverage sales. Ice will be available, on site, for purchase. It costs $6 per bag.
Booth Designation: Booth fees must be paid to by June 20th to secure your location. Food Vendors will learn of their AREA LOCATION UPON ACCEPTANCE OF APPLICATION, IF THE AREA YOU HAVE REQUESTED IS FULL VENDOR DIRECTOR WILL LET YOU KNOW OPTIONS. Exact booth location will be given upon arrival at event.
Booth Fees: Please indicate the length of your vending unit on the bottom. The entire dimensions of your workspace MUST fit into the requested booth space – including tongues, trailer hitches, etc. Any unit over the requested booth space requires you to purchase additional space. If you exceed the space you have indicated on your application and paid for you will not be allowed to set up.
FOOD VENDORS – Saturday 11-10 (may stay open later by choice), Sunday 11-6
- 10×10 : $700
- 10×15: $850
- 10X20: $1000
- 10×25: $1150
- 10×30: $1250
- Separate deposit check for $200 to be refunded after event.
- 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.
- 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 7, 2023 will receive a 50% refund. No refunds are given after May 7, 2023.
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: Friday 4pm – 10pm; Saturday 11am-10pm; Sunday 11am-6pm.
All Food Vendors are required to stay the full length of the event in the area they are assigned to. Food Vendors will receive detailed load-in instructions with specific load-in times 10 days prior to the event date.
Electricity: Lay It Out Events is able to provide 15 amps of power for each 10×10 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.
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”.
Food Vouchers: To assist with the recruitment of event volunteers, services to musicians, staff meals, etc., each. Food Vendor is required to honor (10) $15 food vouchers total. Vendors are NOT responsible for providing the cash remaining value to a voucher using customer for any difference between amount spent and the value of the
Garbage: Food Vendors must provide two trash cans with liners to be set out for public use. Upon check-in you will receive a map with locations of vendor dumpsters and grey water container. The dumpsters in the alley way are NOT to be used for any reason. Food vendors must MONITOR the garbage going into their cans. All ice and gray water should be disposed of per county health requirements. Please refer to your map for proper disposal
Garbage Deposit: Each Food Vendor must submit a separate check for $200 to Lay It Out Events for EACH EVENT you will be attending, which will not be deposited unless said Food Vendor’s space is left in an
unacceptable manner after the event. If the booth space is left in a satisfactory condition, this will be destroyed
post event. Unacceptable conditions include, but are not limited to: trash not deposited in designated dumpster,
recycling not deposited in designated canister, failure to provide garbage cans at booth- as outlined in this
agreement, improper gray water disposal, grease left on site, condiment spills left on site, ice not dumped in a
drained area, and anything left in the area that was not there to begin with. All propane must be properly secured and no gasoline is allowed on site.
Liability Insurance/Health Permits: Participation in the Bend Summer Festival requires proof of adequate liability insurance and a temporary health permit. Copies of both MUST BE emailed to Bria@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.
Health Permits: To obtain a temporary food service license, contact the Deschutes County Health Department (www.deschutes.org/cdd).
Insurance: All Food Vendors must attach the following parties to the rider as additionally insured against any damages resulting in claim for up to one million dollars:
• Lay It Out Events 704 NW Georgia, Bend, OR 97703
• The City of Bend 710 Wall Street, Bend, OR 97703
*A copy of your COI is required along with your application
Parking / Loading and Unloading: Each Food Vendor 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. Event vehicles may come on to the event site, following the conclusion of the event (Sunday after 6pm), only after officially “checking out” with the on-site food vendor manager. 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.
Security: Vendors may leave booths set up overnight on Friday and Saturday nights. Lay It Out Events will be providing overnight security, however, Lay It Out Events is not responsible for any loss, stolen, or damaged items.