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: 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: 50% of booth fees must be paid with 48 hours of acceptance to secure your location, the balance is due by August 20th. 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: You are required to indicate the total linear of footage of your unit when applying. Please reflect that total number in your pricing. This includes trailers tongues, tables, umbrellas, coolers, etc. Basic fees include 15 amps of power, each additional plug is charged at $50 apiece.
MAINSTAGE – Friday- Sunday all event hours
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: Friday 5pm-10pm, Saturday 11am-10pm, Sunday 11am-6pm. All Food Vendors are required to stay the full length of 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 20 amps of power for each space rented. If you require more power, it is available at an additional cost of $50 for 20amps and $150 for any additional. If you need anything above 20 AMPs, you are REQUIRED to include a full accurate list of equipment & amperage needs. Plus, a download of your plug so we can plan accurately for everyone’s power needs. 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”.
Food Vouchers: To assist with the recruitment of event volunteers, services to musicians, staff meals, etc., each. Food Vendor is required to honor (10) $10 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.
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/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 email@example.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
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:
Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to firstname.lastname@example.org. Certificates must be received two weeks prior to event start date.
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 5pm), 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.
Tents, canopies, membrane structures, and air supported structures at fairs, festivals, and other special events must comply with the following:
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.
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 email@example.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:
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.