2023 Central Oregon BBQ, Brews & Whiskey Festival Restaurant Application

The 2024 Central Oregon BBQ, Brews and Whiskey Festival is scheduled for June 21st & 22nd. Please join us for Central Oregon’s newest food-centric festival. The CO BBQ Fest celebrates the great and diverse barbeque traditions from around the globe. Booth space will be allocated based on when a restaurateur returns their booth payment and contract information. There is no exclusivity in a BBQ category, but limitations will be made.

If you have further questions after reading the contents of this application, please reach out to Ty Collins, our Vendor Coordinator, via e-mail at vendors@layitoutevents.com.

ADA: 
In an effort to make the CO BBQ Fest and all our events accessible for everyone we ask that you pay attention to the following accessibility guidelines:
• 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: 
The official beverage sponsor for CO BBQ Fest has not yet been determined. An email will be sent out when this information becomes available. Homemade beverages i.e., lemonade, iced tea, etc. will be allowed. Vendors are not allowed to sell alcohol.

Clean up:
 Vendors must take every precaution to keep their area clean. If any trash is left behind by a vendor, the deposit will be used to return the site to pre-event conditions. Please check in with a LIOE representative before you leave so we can inspect your site.

Cancellation Policy: Cancellations received before April 15, 2023 will receive a 50% refund. No refunds are given after April 15, 2023.

Directions and Setup:
 CO BBQ Fest is located at the Deschutes County Fairgrounds. Directions and setup information will be emailed to vendors one week prior to the event.

Fees:
• $250 paid to CO BBQ Fest for 10×10 space (this includes one 15-amp power outlet)
• An additional $50/every extra 5’ of booth space
• $50 for each additional 15-amp power outlet (over the 15 amps that is included).
• If you are selling food you need a health permit. The 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 and it is required, the fine is $200 and you will be shut down immediately, no exceptions.
• Separate deposit check for $200 to be shredded after event. (Note: We do not cash the deposit check, we shred and destroy the check after the event, and once your space is properly cleaned.)

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 4pm–10pm, Saturday 11am-10pm. Vendors must stay open during all hours of the event. Vendors showing up late or leaving early will not be allowed to return for future events and their deposits will be cashed.

Inclement weather:
 The CO BBQ Fest takes place outdoors. Please be prepared for weather conditions. The CO BBQ Fest will take place in 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. You MUST make sure your booth structure is secured on all four legs with weights to maintain stability. If your booth is not weighted, you will be asked to break it down.

Insurance:
 Please have your insurance company create a certificate of insurance for each entity listed below:
• CO BBQ Fest 704 NW Georgia, Bend, OR 97701

• Lay It Out, Inc 704 NW Georgia Ave, Bend, OR 97701

• The Deschutes County Fairgrounds, 3800 SW, SE Airport Way, Redmond, OR 97756
Please send all certificates two week prior to event start date to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to info@layitoutevents.com.

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 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. Staff will be monitoring power usage throughout the event to ensure compliance. Power is only available during open hours. List all appliances and amps at the end of this application.

Water: The CO BBQ Fest will provide a grey water tank for disposal of grey water. Restaurants must instruct their employees to only dump water at this location. Restaurants caught dumping grey water anywhere other than in a grey water tank will immediately lose their damage deposit, no exceptions.

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. If you’ve already been pre-approved, follow the payment instructions in the email you receive shortly after submitting application.

If fees are not paid by May 15, 2024 vendor space will be cancelled without a refund of fees unless payment arrangements have been made with the LIOE vendor coordinator.

Cash, check or credit/debit card payments accepted.

hereinafter referred to as “Vendor” and Central Oregon BBQ, Brews & Whiskey Festival, Deschutes County Fairgrounds , & Lay It Out Events hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in 2023 Central Oregon BBQ, Brews & Whiskey Festival the undersigned hereby agrees to the following:

1.1. Vendor shall indemnify and hold harmless Lay It Out Inc., 2023 CO BBQ Fest, Deschutes County Fairgrounds 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.

1.2. 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.

1.2. 1.3. 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.

1.4. 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.

Vendor agrees to abide by the rules and regulations of the CO BBQ Fest. Vendor understands that they may not be asked to participate in future CO BBQ Fest events if they are in violation of CO BBQ Fest policies and they will lose their deposit.
1. Vendor Signature*

2. TERMS OF THIS AGREEMENT

3. 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 2023 The Central Oregon BBQ, Brews & Whiskey Festival for any reason beyond the control of the The Central Oregon BBQ, Brews & Whiskey 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 Central Oregon BBQ, Brews & Whiskey 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.

4. Vendor Signature*
5. Comments
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