2026 Food Vendor Handbook

2026 Deschutes County Fair & Rodeo

JULY 29-AUGUST 2, 2026

FOOD CONCESSIONAIRE HANDBOOK

RULES & GUIDELINES

As a Concessionaire at the 2026 Deschutes County Fair & Rodeo, it is your responsibility to become familiar with the following rules, conditions, provisions, and information. It is also your responsibility to make sure that all staff or volunteers who are working at your booth also receive a copy of this guide and are knowledgeable of our rules.

FOOD CONCESSIONAIRE AND EVENT HOURS: Every single attendee pays for and deserves to experience the full fair whether they come first thing as we open or for the last couple hours of the day. With this, we require Food Concessionaires to remain open during the following hours:

Wednesday, July 29, 2026 – 11 am-10 pm

Thursday, July 30, 2026 – 11 am-10 pm

Friday, July 31, 2026 – 11 am-11 pm

Saturday, August 1, 2026 – 11 am-11 pm

Sunday, August 2, 2026 – 11 am-8 pm

Please note that we will be going to hard closes starting this year. Be prepared to shut your stand down at the times listed above.

FOOD CONCESSIONAIRE MOVE-IN / SET-UP DATES AND TIMES: Food Concessionaire move-in will take place on Saturday, July 25 from Noon to 6 PM, and Sunday, July 26 from 8 AM to 8 PM. If you require access outside of these scheduled times, please contact us in advance to make arrangements. All booths must be fully set up and ready for operation no later than 10 AM on Wednesday, July 29.

Vehicles will be allowed on the grounds during booth setup for unloading purposes only. Any unattended vehicles parked in fire lanes, blocking traffic flow, or encroaching on another exhibitor’s space may be towed at the owner's expense if the owner cannot be located. Please move your vehicle to a designated parking area immediately after unloading and before beginning your booth setup.

All Concessionaires are required to check in before starting any setup. Please contact Brandi Ebner, Concessionaire Coordinator, at 541-410-0818 prior to your arrival so she can direct you to your designated space. If a Concessionaire sets up in the wrong location, they agree to relocate to the correct space at their own expense and without dispute.

All Concessionaires are expected to always follow the directions of event security, Fair Staff, and Vendor Committee.

FOOD CONCESSIONAIRE MOVE-OUT / TEAR DOWN DATES AND TIMES: Concessionaires may begin tearing down their booths after the Fair closes on Sunday night at 8 pm. For safety reasons, vehicles will not be allowed onto the grounds until Fair Management has given the official all-clear. No vehicles will be permitted while attendees remain on site.

Gates will remain open for tear-down until midnight on Sunday. They will reopen at 6 AM on Monday, August 3, for continued move-out. All booth materials must be fully removed from the Fairgrounds by 5 PM on Monday, August 3. Security personnel will remain on site until this time.

During dismantling, Concessionaires are required to clean their area, removing all trash and debris and disposing of it in the designated trash or recycling containers provided by the Fair. Any items left on the grounds after 5 PM Monday (without prior arrangements with the Concessionaire Coordinator) will become the property of the Deschutes County Expo Center. Fair Management reserves the right to dispose of any remaining materials as they see fit.

We kindly ask for your patience and cooperation during both move-in and move-out. Tempers and frustration won’t speed up the process. Please stay alert for pedestrians, trucks, forklifts, and other equipment while on the grounds.

PASSES/CREDENTIALS: Each food concessionaire will receive one daily admission pass per employee for each day of the Fair. If you have employees who will be working every day, you may get them a season wristband. All passes and wristbands are for working staff only, are non-transferable, and may not be sold or given to non-staff individuals.

PARKING/STOCK TRAILERS: Parking at the Deschutes County Fair & Rodeo is free and available in general parking areas. A designated parking area behind the Maintenance Barn will be reserved for stock trucks and trailers, providing access for restocking throughout the Fair.

Please note: No vehicles will be permitted to drive to or near booth spaces during Fair hours. Violating this rule will result in a first warning. A second violation will result in disqualification from participating as a concessionaire at future Deschutes County Fair & Rodeo events. If you need assistance hauling products to your booth, please contact the Vendor Coordinator.

Upon check-in, you will receive a map, parking pass, and further instructions for accessing the designated stock parking area.

GATORS/GOLF CARTS: The usage of gators, golf carts, ATVs, or other recreational style vehicles on the grounds during fair hours is prohibited unless preapproved by fair management and a pass is provided which must be secured onto the vehicle at all times. The pass can be withdrawn at any time if vehicle is seen driving inappropriately or dangerously. If you need help bringing supplies to your booth from the stock parking, please contact the Vendor team for assistance – their contact information will be provided to you at check in.

DCFE HAS THE RIGHT TO LIMIT CONCESSIONAIRES AND PRODUCTS: To provide an environment where all Concessionaires have the opportunity to do well, the Concessionaire Committee at the Deschutes County Fair & Rodeo has the exclusive right to limit the products sold at the fair and/or deny Concessionaire applications with products that we do not feel would sell well, are not conducive of our audience, or are already represented. All decisions of the Concessionaire Committee are final.

MENU: The menu submitted with your application lists the only food items that Concessionaire will be allowed to sell and must be sold at the price specified unless modification is allowed by fair staff.

BEVERAGES: Pepsi-Cola Bottling Company of Bend (Bigfoot Beverages) is the exclusive, non-alcoholic beverage provider, which is to include all carbonated beverages, juices, teas, isotonics, water, ready-to-drink coffee and energy drink products. Any product not carried by Bigfoot Beverages is strictly prohibited.

RATES AND FEES: Food Concessionaires owe a $650 deposit, of which $125 is a payment for electricity and the remainder will be applied to the 27% commission from the gross sales July 29-August 2, 2026.

PAYMENT POLICY: Upon acceptance, Concessionaires will be sent an email and provided a timeline to pay by check, which avoids the credit card fees. After the deadline has passed, if payment has not been received, staff will process the credit card on the application with an additional processing fee. Any booth not paid for within 30 days of acceptance will be rejected and booth space will be lost.

CANCELATION: Booth payment is refundable until June 26, 2026, minus any processing fees. No refunds will be provided for cancellations after June 26, 2026.

REGISTERS AND REPORTING: To ensure accurate and transparent sales reporting from all food concessionaires operating at the Fair, a register and daily reporting is required. This data helps the Fair evaluate vendor performance, ensure compliance with percentage-based commission agreement), and track food service trends for future planning.

The Food Concessionaire agrees the Fair has the right to examine the Concessionaire's records and operating systems regarding the gross sales of their operation at the Deschutes County Fair; the Concessionaire shall upon timely demand furnish the appropriate records. A failure to furnish those records or whatever records are appropriate for the determination of gross sales shall be deemed a breach of contract and the Fair shall have the right to terminate the contract.

Remember, the City of Redmond and State of Oregon does not charge sales tax. Any tax charged to guests is strictly prohibited.

All sales must be rung up on the cash register in the correct amount. The Fair must approve all items and all items must be sold at the approved price. THE CASH DRAWER MUST BE CLOSED FOLLOWING EACH SALE.OPEN CASH DRAWERS OR THE USE OF A SEPARATE CASH BOX IS PROHIBITED. It will be the responsibility of the concessionaire to offer all customers a receipt.

CASH REGISTER:

• The DCFR Food Concession Auditor has the right to examine and tag all z-tape style cash registers upon vendor’s arrival onto the grounds.
• Any problem with a cash register must be reported to fair office as soon as possible.
• Concessionaire’s may use their own cash register or may rent from local suppliers.
• Register must:
  • Non-adjustable Grand Totals
  • Non-adjustable Z counter and Z reading or the ability to run daily sales reports
  • Registers must be able to print the date and time on the daily detail.
  • All registers must have a NO SALE transaction counter.
  • All registers must have two-way displays and be in plain view of the customer.
• An opening reading z-tape for each register will be taken by Food Concession Auditor prior to opening for business at all sites on the first day.
• Your sales report forms with your daily sales report or Z tapes must be turned in by 10 am the following morning each day of fair (i.e. Wednesday tapes must be turned in by 10 am on Thursday).Bring your Sunday reports with you at check out.
• The use of the NO SALE and/or VOID key is limited to no more than three rings per hour. If the food concession staff determines that the key is being overused, the Fair has the right to issue notices and expects the concessionaire to correct the problem. Each site will be given an over ring sheet for each register on a daily basis and it is the responsibility of the concessionaire to record and circle the over rings for adjustment.

POINT-OF-SALE SYSTEM:

• All food vendors using a POS system are required to submit a daily gross sales report by 10:00 AM the following day (i.e. Wednesday report must be turned in by 10 am on Thursday).
• Reports must show total gross sales (before discounts, or fees) and itemized sales by category (if possible).
• Reports can be submitted in PDF, Excel, or directly exported from the POS system.

• The detail journal tape is to be removed at the end of each operating day; the tapes should be marked with the date and brought to the concession office for review (if applicable).
• Computation of sales: Sales as shown by the cash register(s) less documented adjustments will be considered to be the actual gross sales from a concession site unless the Fair deems the sales to be higher for some reason (i.e. observed unrecorded sales, broken machines, etc.).

CHECK OUT PROCEDURE: The Fair will close at 8 pm, Sunday, August 2, 2026. The concession office will begin to accept the final day's tapes following the close of Fair. Checkout time for concessionaires will be determined by a signup sheet that is available Sunday morning. All food concessionaires are required to pay total fees due upon receiving the summary report and before leaving the fairgrounds on Sunday NIGHT.

APPLICATION PROCESS:

Vending at the Deschutes County Fair & Rodeo is not guaranteed with an application submission, even if you have been a previous Concessionaire. The Food Concessionaire Application is available on our website for anyone to access. We do not print or accept paper applications or make the application available in any other format. It is important that all Concessionaires use our online portal so that they are tracked in our Concessionaire database.

Our Concessionaire Coordinator will email the application out to all previous year’s Concessionaires with the link. It is your responsibility to provide an updated email address and contact our office if the previous contact information is not accurate after fair week.

The full application must be filled out, any applications missing pertinent information will be rejected. Previous year’s returning Concessionaires will be provided with a deadline (typically in early March) to get their application back for first consideration on approval and space assignments. After that date, they will be put in the queue with new applicants.

GENERAL FOOD CONCESSIONAIRE RULES:

At the Deschutes County Fair & Rodeo, we are dedicated to creating an enjoyable, family-friendly, and inclusive environment for all our attendees. We value the diversity of our Concessionaires and recognize that the Fair is a proper forum for the free exchange of ideas necessary to a free society but reserve the right to regulate all activities and Concessionaires on the grounds with regard to time, manner and place in pursuance of our valid interest in maintaining peace and order, promoting a family-friendly environment, and protecting the general public.

We ask that all Concessionaires comply with the following rules to achieve that goal. DCFR has the authority to remove any Concessionaire at any time for violating these rules.

1.All products and displays must stay within the assigned booth space. Outdoor Concessionaires have a STRICT 5’ set-back required from the asphalt for safety reasons. Concessionaires will not be allowed to go past this 5’ mark with signage, displays, front counters, etc. Concessionaires who do not comply may not be allowed to vend at the fair in the future.

2.Concessionaires must contribute to the creation of a welcoming atmosphere that respects the diverse backgrounds and sensitivities of our guests. Concessionaires are expected to utilize language, imagery, and behavior that is respectful and non-offensive. The use of explicit, offensive, or inappropriate language, symbols, or imagery in signage, marketing materials, or products is strictly prohibited.

3.Concessionaires must ensure that the products they sell, or display, are inoffensive and align with our family-friendly event standards. The sale of items referring to or promoting hate speech, sexually explicit, alcohol abuse, illegal substances, violence, or any other offensive content is strictly prohibited.

4.All Concessionaire booths are subject to inspection from the Fire Marshall and Fair Management.

5.Concessionaires shall not deface the Fair facilities or property in any way. Use of staples, paint, tape, pins, etc., on floors, walls or drape panels is prohibited unless specifically approved by the Fair management. No holes are permitted to be placed in asphalt.

6.All signs, banners or posters must be professionally made and neat in appearance. The use of hand lettered or felt-marker signs is NOT allowed.

7.Advertising of any kind must stay in your booth space and no flyer, poster, or leaflet may be placed anywhere else on the grounds.

8.Concessionaires must care for and keep in good order the space occupied by them, taking every precaution against possible injury to visitors, guests and/or employees.

9.The Deschutes County Expo Center is a non-smoking facility. Smoking is prohibited in booths, inside buildings, or within the main boundary of the Expo Center.

10.All canopies must meet the requirements in the Statewide Guidelines for Fairs, Trade Shows, Carnivals or Common Venue Events as set by the Oregon State Fire Marshal. By signing this Agreement, you are agreeing that you have read and understand and/or, have access to all of the information and will comply with all regulations contained therein. You may download the PDF file directly from the Oregon State Fire Marshal at: https://www.oregon.gov/osfm/Documents/TA15-01.pdf.All canopies must be clean and in presentable condition: no mold, stains, or holes. No tarps are allowed as roofing; however tarps are allowed to provide sides for overnight closures. Canopies must be weighed down as it is frequently windy at the Expo Center. DCFE is not responsible for damage to canopies or property due to wind. Concessionaire is responsible for the damage and damages that their canopy or products cause to other Concessionaires and the facility.

11.Service animals are always welcome on the grounds, but we ask that you leave pets at home.

12.Food or beverages may not be given away without the consent from the Concessionaire Coordinator and then it can be sample sized only.

13.Concessionaires are responsible for having a clean booth space. All trash must be placed in designated trash cans. Items or cardboard that are too large to fit in the trash cans may be left next to them at the end of the day.

14.Booth spaces must be 100% clean up on leaving the grounds at the end of the fair – this includes removing all trash, cardboard, zip ties, excess food, grease/oils, etc. into proper disposal outlets provided by the fair. Those who leave trash behind in booth area may be subject to a cleaning fee or not be permitted to vend at the Deschutes County Fair & Rodeo in the future.

15.Sound devices, including but not limited to PA systems, musical instruments, and radios, are subject to approval of the Concessionaire Coordinator and, if allowed, must be controlled so as not to interfere with others. The privilege for use of such sound devices may be revoked at any time. All exhibitors should understand that it’s normal to hear other exhibitors from your space.

16.Concessionaires are prohibited from selling, giving away, or using balloons in display.

• Concessionaires are prohibited from subleasing or sharing their booth with another party. The allotted space is for the sole and exclusive use of the Concessionaire named on the Concessionaire Agreement.

18.Concessionaires and their staff are expected to maintain professionalism, courtesy, and respect in all interactions with event attendees, fellow Concessionaires, and event staff .Concessionaires will refrain from mentioning their competitors or their products or services in a derogatory manner or in any other way disparaging another Concessionaire who is also participating in the Fair.

19.Any unruly conduct, intoxication, use of foul language or refusal to follow rules may be considered grounds for immediate expulsion from the Fair. Such Exhibitors may not be invited to return to subsequent Fairs.

20.Any form of harassment, discrimination, or offensive behavior will not be tolerated and may result in immediate removal from the event with no reimbursement of Concessionaire fees.

21.Deschutes County Fair management reserves the right to refuse Concessionaires or products which may violate community standards of decency or otherwise infringe upon the rights of, or cause bodily harm or intimidation to, the staff, Concessionaires, or Fair guests, and to refuse space, or shutdown a space when deemed unsuitable by the Fair management.

22.Exhibitor shall comply with those laws, rules, regulations and codes of the State of Oregon, Deschutes County, City of Redmond and the Deschutes County Fair & Rodeo that may include but are not limited to workers’ compensation insurance, health and safety, fire safety and utilities.

23.All matters covered or not covered in these Rules of Conduct are subject to the decision of the Fair Manager or designated representative, in their official capacity, which shall be final. The event organizers reserve the right to review, evaluate, and restrict Concessionaire booths, products, signage, and conduct to ensure compliance with this policy.

SELECTION PROCESS:

A committee of Deschutes County Fair Staff and Deschutes County Fair Association volunteers will evaluate each Concessionaire application and approve or reject based on the following criteria:

1. Space selection preference is given to Concessionaires who have been with the Deschutes County Fair & Rodeo at the past fair who turn their applications in by the Concessionaire deadline.
2. Turning in a complete application with all sections filled out as requested.
3. Preference will be provided to Concessionaires who sell products that are unique and we will work to prevent duplication as much as possible.
4. Application submission shows compliance with policies and rules established above, specifically our family-friendly event standards.
5. References that can speak to Concessionaire’s compliance with their event policies. Concessionaires who have violated other event rules and/or have a history of inappropriate behavior or being removed from other events will not be invited to participate in the Deschutes County Fair & Rodeo.
6. Concessionaires who have a history of violating the policies and rules of the Deschutes County Fair & Rodeo or have been removed from our event will not be invited to participate this year.
7. Concessionaires who believe they have been unfairly or incorrectly assessed under this policy may submit an appeal to the event organizers. The appeal will be reviewed promptly, and a decision will be communicated in a timely manner. Decisions made by the event organizers are final.

By participating as a Concessionaire at the Deschutes County Fair & Rodeo, you agree to adhere to this Concessionaire Policy. We appreciate your cooperation in creating an enjoyable and respectful atmosphere for all attendees. If you have any questions or concerns about this policy, please contact our event organizers for clarification.

Thank you for your understanding and support in making the Deschutes County Fair & Rodeo a memorable experience for everyone.