If you are interested in being a vendor for the 2024 Haulin' Aspen Run please read all pages of this contract before submitting it. After your application has been approved, please send your payment and certificate of insurance to Lay It Out Events.

For questions, please contact our vendor coordinator at , 541-323-0964 or by email info@layitoutevents.com.

• 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 30 days before the event will receive a 50% refund. No refunds are given inside 30 days of the event.

Clean up: Vendors are responsible for cleaning around their booth space for all garbage, sweeping, etc., at conclusion of event.

Directions and Setup: Setup directions and information will be emailed to vendors one week prior to the event.

Hours: Saturday: 8am to 2pm. All vendors must stay open during all hours of the event. Any vendor leaving early will not be allowed to return for future events.

Fees:

• $150 for every 10x10 space
• After application has been accepted, the Vendor Coordinator will reach out to you for your vendor fee payment.

Weights: YOU MUST BRING WEIGHTS FOR ALL FOUR CORNERS OF THE BOOTH. Staff will be checking to make sure your tent is securely tied down at all times. If you do not have weights, you will not be allowed to open your booth or sell until you’ve weighted down your tent.

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”.

Insurance: Please have your insurance company create a certificate of insurance for each entity listed below:

• Lay It Out, Inc., 704 NW Georgia Ave, Bend, OR 97703

Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email to timm@layitoutevents.com. Certificates must be received two weeks prior to event start date.

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.

VENDOR INFORMATION

We may tag your social media pages in our social marketing posts, and may link to your social media pages from bendraces.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, please follow payment instructions emailed to you after application submission.

If fees are not paid by 30 days prior to the event date, vendor space will be canceled without a refund of fees unless alternative payment arrangements have been made with LIOE.

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 you have any questions about your application or payment, please contact our team at info@layitoutevents.com or 541-323-0964.

hereinafter referred to as “Vendor” and Haulin' Aspen, Bend Parks and Recreation, & Lay It Out Events hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in Haulin' Aspen the undersigned hereby agrees to the following:

1. 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.



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.



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.



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.



5. Vendor agrees to abide by the rules and regulations of Haulin' Aspen. Vendor understands that they may not be asked to participate in future Haulin' Aspen events if they are in violation of Haulin' Aspen policies and they will lose their deposit.