Application: BOB Commercial Vendor Application Step 1 of 714%Balloons Over Bend Festival & Night-glow General Vendor Information and Application July 26-28, 2024The Balloons Over Bend is the largest family festival in Central Oregon, and one of the most beautiful events Bend offers. The festival brings families, visitors and businesses together in a community celebration that has something for every generation and demographic to enjoy.On Friday the festival begins at COCC at 4pm for the Balloon Blast Kids Race. Then get ready for the Bend Night Glow Festival culminating in the Nightglow when each balloon is lit up beginning at approximately 8pm.To participate, please read the following information carefully. For questions, please contact Ty Collins at 541-323-0964 or by email to firstname.lastname@example.org. EVENT DETAILS IN ALPHABETICAL ORDERADA: 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.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.Cancellation Policy: Cancellations received by June 22nd, 2024 will receive a 50% refund. No refunds are given after June 24nd, 2024.Clean up: You must take all trash and materials with you upon leaving the event to insure the shredding of your deposit check. Please check in with a LIOE representative before you leave so we can inspect your site.Deadline: The deadline for applications is June 22nd, 2024. Certain areas will sell out. Apply early!Directions and Setup: This event is currently set to take place at COCC, but details may change. Further directions and setup information will be emailed to vendors at least one week prior to the event.Fees:$250 for every 10×10 space$550 for every 10×20 spaceAfter 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: • Friday Festival 4pm-10pm PLEASE NOTE You will only be able load out before 10:30pm without bringing a vehicle onsite. However, there is parking within 2 blocks of the event if you do not require your vehicle to load out.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:Central Oregon Community College, 2600 NW College Way, Bend, OR 97703Lay It Out, Inc., 704 NW Georgia Ave., Bend, OR 97703City of Bend, 555 NE 15th St., Bend, OR 97701Please 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: Power will only be provided for Restaurant Vendors.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 no water available at the site CITY OF BEND SPECIAL EVENT GUIDELINESTents, 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. BALLOONS OVER BEND COMMERCIAL VENDOR APPLICATIONVENDOR INFORMATION Business Name*Contact Name* First Last Product / Service Description*Address* Street Address City AlabamaAlaskaAmerican SamoaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaGuamHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaNorthern Mariana IslandsOhioOklahomaOregonPennsylvaniaPuerto RicoRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahU.S. Virgin IslandsVermontVirginiaWashingtonWest VirginiaWisconsinWyomingArmed Forces AmericasArmed Forces EuropeArmed Forces Pacific State ZIP Code Email* Phone*Website*Facebook*Twitter*Instagram*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. SIGN UPSign up to receive Lay It Out Events newsletters to learn about our events. BOOTH TYPE & VENDOR FEESChoose a Booth*10×10 Standard SpaceSpecial TermsHow many staff (over the 3 days) will you have working at the event?*Total Vendor Fees $0.00 50% of your vendor fees will be due at the time of application approval — including a separate deposit check for $100, to be returned after the event. If you’ve already been pre-approved, please follow payment instructions emailed to you after application submission.If fees are not paid by June 22nd, 2022 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 5pmIf 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 541-647-8766. RELEASE OF LIABILITY & INDEMNITY AGREEMENTThis agreement is made* Month Day Yearin the City of Bend, County Deschutes, between* First Last hereinafter referred to as “Vendor” and Balloons Over Bend, Central Oregon Community College, & Lay It Out Inc. hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in Balloons Over Bend the undersigned hereby agrees to the following: Vendor shall indemnify and hold harmless the Committee, 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. 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. Contractor will maintain adequate and reasonable liability insurance covering Contractor’s performance under this Agreement. At any time, upon Lay It Out Inc. 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. 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 Balloons Over Bend. Vendor understands that they may not be asked to participate in future Balloons Over Bend events if they are in violation of policies and they will lose their deposit. Vendor Signature*Date* MM slash DD slash YYYY TERMS OF THIS AGREEMENT: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 2022 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.Vendor Signature*Date* MM slash DD slash YYYY NameThis field is for validation purposes and should be left unchanged.