The 16th annual Bite of Bend in downtown Bend, Oregon is slated for June 12th- 14th, 2020. Please join us for Central Oregon’s largest food-centric festival! The Bite of Bend celebrates our local food and libations culture.

BITES ONLY application means you will ONLY be selling that. We recommend offering a minimum of 3 offerings. It is the perfect platform for brick and mortar restaurants and caterers, with minimal staff and equipment needs. This application is not applicable for food carts or trucks.

Entrance to the Bite of Bend is free to the public. Once onsite, the event offers a wide array of activities, such as the children’s area, live music, Bite of Bend Beer Run, the Top Chef competition, local artisans with crafts and gourmet food, and restaurants from Central Oregon and beyond.

Restaurants who participated in last year’s event have first right of refusal for sign up and booth space. Subsequent booth space will be allocated based on when a restaurateur returns their booth payment and contract information. There is no exclusivity in a food category, but limitations will be made.

If you have further questions after reading the contents of this application please contact the Karin Roy at (541) 323-0964 or via e-mail karin@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.

Beverages: You may sell any non-alcoholic beverages packaged in metal or plastic as well as homemade beverages i.e. lemonade, ice tea, etc. Restaurants are not allowed to sell alcohol.

BITE Sizes: All restaurants MUST provide BITE portions for $2. This is the intention of the festival and is required. You must fill out the BITE description component of the application. Any partially filled out applications will not be accepted. You may have as many BITE portions as you like. Full size plates are allowed in addition to the bite portions, but should not be highlighted over the BITE portions. BITE portions must be listed on the menu in a large and clear manner.

Cancellation Policy: Cancellations received before April 15th will receive a 50% refund. No refunds are given after April 15th, 2020.

Clean up: Restaurants must take every precaution to insure grease does not spill onto the pavement. It washes into the drains and is a city health code violation. We recommend placing a tarp to cover your area and we require placing rubber mats down to catch the grease. If any trash or grease is left behind by a restaurant, 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 10 complimentary meals. Bite of Bend will create and distribute food vouchers valued at $12 each. These will be used for our volunteers, entertainers, and sponsors.

Deadline: Please turn in your application before May 1st, 2020 to reserve your space!

Directions and Setup: Bite of Bend is located in Downtown Bend. Directions and setup information will be emailed to vendors one week prior to the event. No map will be provided ahead of time. You will be given your booth space when you arrive at the event, no exceptions.

Fees:

• $425 for every 10x10 Space (includes 15-amp power outlet).
• $550 for every 10x10 Corner Space (this includes one 15 amp power outlet).
• Restaurants are required to pay 10% of gross income to Lay It Out Events by June 18th, 2020.
• $50 for each additional 15-amp power outlet (over the 15 amps that is included)
• Power needs beyond 30 amps will cost $150 to cover additional generator and management costs.
• 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 the fine is $200 and you will be shut down immediately — no exceptions.
• MANDATORY separate deposit check for $200 to be refunded 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.)
• After application has been accepted, the Vendor Coordinator will reach out to you for your check deposit and your 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 5pm – 10pm, Saturday 11am-10pm, and Sunday 11am-6pm. 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 Bite of Bend takes place outdoors. Please be prepared for weather conditions. The Bite of Bend 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. It is your responsibility to make sure your space is tied down day or night.

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

• Bite of Bend, 704 NW Georgia, Bend, OR 97703
• 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 karin@layitoutevents.com. Certificates must be received two weeks prior to event start date.

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 $40 per outlet (each outlet not to exceed 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. Please list all appliances and amps at the end of this application.

Security:
 Security will be provided overnight from 10pm Saturday night to 8am Sunday morning. Bite of Bend and Lay It Out Events are not responsible for lost or stolen goods.

Water: The Bite of Bend will provide a grey water tank for disposal of grey water. It will be located at OnPoint Community Credit Union on the corner of Bond and Oregon. Restaurants must instruct their employees to only dump water at this location. Restaurants caught dumping grey water or anything down city drain will immediately loose 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.

VENDOR INFORMATION

We may tag your social media pages in our social marketing posts, and may link to your social media pages from oregonwinterfest.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.

50% of your vendor fees will be due at the time of application approval — including a separate deposit check for $200, 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 April 15th, 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 karin@layitoutevents.com or 541-323-0964.

hereinafter referred to as “Vendor” and Bite of Bend, City of Bend, & Lay It Out Inc. hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in Bite of Bend the undersigned hereby agrees to the following:

1. Vendor shall indemnify and hold harmless Lay It Out Inc., 2020 Bite of Bend, and City of Bend, 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. 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 Bite of Bend. Vendor understands that they may not be asked to participate in future Bite of Bend events if they are in violation of Bite of Bend policies and they will lose their deposit.

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 Bite of Bend for any reason beyond the control of the Bite of 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.

The Bite of 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.