ADA: In an effort to make Balloons Over Bend 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: Stay tuned for more information regarding exclusive beverages at the Balloons Over Bend. Home-made beverages i.e. lemonade, iced tea, etc will be allowed. You are not allowed to sell alcohol as this is a dry event, there will be no alcohol permitted on-site
Cancellation Policy: Cancellations received before June 14th , 2023 will receive a 50% refund. No refunds are given after June 14th..
Clean up: Restaurants must take every precaution to insure grease does not spill onto the grass. If a restaurant leaves behind any trash or grease, the deposit will be used to return the site to pre-event conditions. Grease cleaning can be expensive so we appreciate your help regarding this matter. Please check in with a LIOE representative before you leave so we can inspect your site.
Complimentary Meals:Each restaurant is required to provide 5 complimentary meals. LIOE will create and distribute food vouchers valued at $15 each. These will be used for our volunteers, entertainers, and sponsors.
Deadline: The deadline for applications is July 1st, 2023. Certain areas will sell out. Apply early!
Directions and Setup: This event takes place COCC. Directions and setup information will be emailed to vendors one week prior to the event.
- $300 for every 10×10 space ($50 per additional 5 ft.)
- After application has been accepted, the Vendor Coordinator will reach out to you for vendor fee payment.
Fire Code: All vendors must follow the Bend Fire Code for setup. For more information please contact Bend Fire 541-322-6300. Please see the attached document “Special Event Guidelines”.
Hours of Operation:
• Nightglow 5pm-11pm
Inclement weather: Balloons Over Bend takes place outdoors. Please be prepared for weather conditions. Balloons Over Bend will take place rain, or shine as well as in high-wind and/or cold weather. No refunds will be granted due to weather. No exceptions. You MUST make sure your booth structure is secured on all 4 legs with weights to maintain stability. If your booth is not weighted you will be asked to break it down.
Insurance: ALL VENDORS MUST HAVE INSURANCE. Please have your insurance company create a certificate of insurance for each entity listed below:
- Bend Parks and Recreation, 799 SW Colombia Ave., Bend, OR 97702
- Lay It Out, Inc., 704 NW Georgia Ave., Bend, OR 97703
- City of Bend, 555 NE 15th St., Bend, OR 97701
Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to email@example.com. Certificates must be received two weeks prior to event start date.
Power: Be prepared with a 50-100 ft. extension cord. Additional power is available for $50 per 15 amp. outlet. If you use additional power not outlined on your application your deposit will be used to compensate for the additional usage. Please list all appliances and amps at the end of this application.
Vehicles: You are not allowed to drive your car on the grass. Please use the concrete path and upload quickly then set up. If you drive on the grass your deposit will be used for damages.
Water: There is not water available at the site, nor is there a grey water dump. All water must be packed in and packed out. Gray water cannot be dumped down drains (they go directly to the river). There are RV dumps at the following locations near the event:
• Shell Station – 981 Galveston Ave
• Chevron Station – 1745 NE 3rd