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: Stay tuned for more information regarding exclusive beverages at the Balloons Over Bend. Home-made Beverages i.e. Lemonade, Ice 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 by June 14th, 2020 will receive a 50% refund. No refunds are given after June 14th, 2020.
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 $12 each. These will be used for our volunteers, entertainers, and sponsors.
Deadline: The deadline for applications is July 1st, 2020. Certain areas will sell out. Apply early!
Directions and Setup: This event takes place in Riverbend Park in the Old Mill District. Directions and setup information will be emailed to vendors one week prior to the event.
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: • Friday Children’s Festival 12pm-8pm • 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:
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 (within 2 miles of event site) • Chevron Station – 1745 NE 3rd (within 2 miles of event site)
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 balloonsoverbend.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 June 14th, 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 firstname.lastname@example.org or 541-323-0964.
hereinafter referred to as “Vendor” and Balloons Over Bend, Bend Parks and Recreation
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 Balloons Over Bend for any reason beyond the control of the Balloons Over Bend (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.
Balloons Over Bend 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.