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Commercial Vendor Handbook

2024 Deschutes County Fair & Rodeo

JULY 31-AUGUST 4, 2024

COMMERCIAL VENDOR HANDBOOK

RULES & GUIDELINES

As a vendor at the 2024 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 your booth also receive a copy of this guide and are knowledgeable of our rules.

ATTENDANCE AND SIZE:

The 2023 Deschutes County Fair & Rodeo was a record breaker with over 170,000 during the 5 days of fair. The DCFR is the largest attended event on the east side of Oregon and one of the top 5 largest events in Oregon. We have over 120 acres of space with national headliner entertainment, multiple ground stages, 4-H/FFA/Open Class livestock, competitive exhibits, 2 carnival areas, and nearly 40 food vendors.

VENDOR 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 vendors to remain open during the following hours:

OUTDOOR VENDORS:

Wednesday, July 31, 2024 – 11 am-10 pm
Thursday, August 1, 2024 – 11 am-10 pm
Friday, August 2, 2024 – 11 am-11 pm
Saturday, August 3, 2024 – 11 am-11 pm
Sunday, August 4, 2024 – 11 am-8 pm

indoor Commercial VENDORS (inside the Middle Sister Hall):

Wednesday, July 31, 2024 – 11 am-9 pm
Thursday, August 1, 2024 – 11 am-9 pm
Friday, August 2, 2024 – 11 am-10 pm
Saturday, August 3, 2024 – 11 am-10 pm
Sunday, August 4, 2024 – 11 am-7 pm

RODEO VENDORS (inside the First Interstate Bank Center):

Wednesday, July 31, 2024 – 5 pm-9 pm (NPRA rodeo)
Thursday, August 1, 2024 – 5 pm-9 pm (NPRA rodeo)
Friday, August 2, 2024 – 5 pm-9 pm (NPRA rodeo)
Saturday, August 3, 2024 – 9 am-9 pm (4-H/FFA Auction & NPRA rodeo)
Sunday, August 4, 2024 – 11 am-4 pm (4-H Award Ceremony & Duel in the Desert High School Rodeo)

EXHIBITOR MOVE-IN / SET-UP DATES AND TIMES:

Move-in for commercial vendors will be 8 am – 8 pm on Monday, July 29 and Tuesday, July 30. All booths must be installed and ready for business no later than 10 am on Wednesday, July 31.

Vehicles will be permitted on grounds during set-up of booths for unloading only. Unattended vehicles in fire lanes or interfering with traffic or another exhibit space, may be removed by a tow truck if we are unable to find the owner of the vehicle. Please relocate your vehicle to a parking lot after unloading and before you set up your booth. Vendors who are in the Indoor Commercial Building can pull up to the back of the Middle Sister Hall for unloading only.

All vendors must check-in PRIOR to any set-up. Indoor Vendors will need to check in at the Lobby area of the Middle Sister Hall. Outdoor and Rodeo vendors need to check in at the North Gate. Upon check in, you will be provided a vendor packet, admission passes, and be escorted to your booth space. Should vendor set-up in the wrong space, vendor agrees to move to its proper location at vendor’s own expense and without protest.

All vendors must follow the instructions of our security staff and Vendor Committee.

EXHIBITOR MOVE-OUT / TEAR DOWN DATES AND TIMES:

Vendors may begin breaking down after closing Sunday night. Vehicles will not be allowed into the grounds until the all-clear order has been given by fair management. We will not allow vehicles on the grounds while there are still attendees present. Gates will be open for tear-down until midnight Sunday night. Gates will re-open at 6 am Monday, August 5^th for additional move-out. All booth items must be removed from the Fairgrounds by 5 pm on Monday, August 5^th. Security personnel will be on duty until this time. During dismantling, Exhibitors will be expected to remove all trash and debris from their exhibit area and place it in the appropriate trash or recycle containers provided by the Fair. Any articles or materials not removed from grounds by 5 pm on Monday, August 5^th, without prior arrangements with the Vendor Coordinator, will become the sole property of the Deschutes County Expo Center. Fair management reserves the right to dispose of such property in any manner it may deem in the best interest of the Fair.

Please be patient during move-in and move-out. Quick tempers and anger do not get anyone moved in or moved out faster. Be very cautious of pedestrians, trucks, forklifts, etc.

VEHICLE ACCESS TO FACILITY:

Vendors will have vehicle access to the grounds prior to opening each day of the Fair for unloading only through the North Gate. During Fair public open hours, vehicles are strictly prohibited from being on the grounds. Golf carts, ATVs or bicycles may be permitted inside the grounds prior to 10 am daily, and all supplies and materials for booths or stands must be in before that time or hand-carried after 10 am.

ACCESS TO BUILDINGS (OPEN AND CLOSE):

Vendors will be allowed access to the Middle Sister building no earlier than 9 am each Fair day and the Rodeo Arena 2 hours prior to opening each day. At the end of the day, lights will be turned out and building will be locked at 30 minutes past closing hour each evening of the Fair. Vendors should be prepared to close booths and leave vendor area at that time.

DCFE HAS THE RIGHT TO LIMIT VENDORS AND PRODUCTS:

To provide an environment where all vendors have the opportunity to do well, the Vendor Committee at the Deschutes County Fair & Rodeo has the exclusive right to limit the products sold at the fair and/or deny vendor 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 Vendor Committee are final.

SPONSOR PRODUCTS AND SPACES:

As a major event, sponsorships are very important and, in many cases, take priority over other exhibitors. Because of this, certain product categories and vendor spaces may be reserved for exclusivity and/or “Sponsorship Only” holds. This could potentially exclude some returning exhibitors from selling products as Commercial Exhibitors.

APPLICATION PROCESS:

Vending at the Deschutes County Fair & Rodeo is not guaranteed with an application submission, even if you have been a previous vendor. The Commercial Vendor 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 vendors use our online portal so that they are tracked in our vendor database.

Our Vendor Coordinator will email the application out to all previous year’s vendors 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 vendors 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 que with new applicants.

Submitting your application early will help you gain approval. No new applicants will be approved or placed until after the returning vendor deadline. If you request a space that is no longer available, our Vendor Coordinator will offer you an alternative space before denying your application.

RATES AND FEES:

Indoor Commercial Spaces are 8’ deep x 10’ wide and are $550 each
- Corner spaces are an additional $75
- Pipe & drape is provided
Outdoor Commercial Spaces are 10’x10’
- Spaces along the Main Entrance or Main Carnival row are $650
- Spaces in other outdoor areas are $550
- Corner spaces are an additional $75
- Spaces behind the frontage space are $100 per 10’x10’
Rodeo vendor spaces
- 10’x10’ are $225 with $50 additional for a corner
- 8’x10’ are $175 with $50 additional for a corner
Bulk space (more than 20’x20’) is available outside only at $3.50 per sq ft

PAYMENT POLICY:

Upon acceptance, vendors 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:

Vendors who cancel prior to July 1, 2024 are eligible to receive a full refund, minus any processing fees. After that date no refunds will be offered.

THE EXHIBIT SPACE FEE INCLUDES:

Space: Use of space for 5 days of the 2024 Deschutes County Fair & Rodeo.

Electricity: One (1) regular household 110 outlet/receptacle per each space. Additional electricity is available for a fee if indicated on your vendor application. We will track cords to assure that no vendor is taking more than 1 outlet. Use of power strips is prohibited. Extension cords are permitted but may be inspected at any time.

Wi-Fi: All vendors should be able to access the grounds-wide Wi-Fi network (information will be in your check-in packet), however know that at times the amount of people using Wi-Fi will make it lag or stop working. Please plan alternative methods of accepting payments in your booth.

Admission Passes: Each 8’x10’ or 10’x10’ vendor space will be provided with 4 daily passes for each day of the fair. If you have staff who will be working all 5 days, they can exchange 5 daily passes for a season wristband. Additional passes needed beyond the approved amount may be purchased from the fair office. All vendor passes are strictly for vendor booth staff ONLY and NOT to be given or sold to anyone outside of your organization.

Parking Permits: Parking is free at the Deschutes County Fair & Rodeo and parking lots surround half the grounds, so you can find a space close to your booth space. Reserved vendor parking may be available for an additional fee in a closed lot.

VENDOR 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 vendors 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 vendors 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 vendors comply with the following rules to achieve that goal. DCFR has the authority to remove any vendor at any time for violating these rules.

All products and displays must stay within the purchased booth size. For outdoor vendors, there is a STRICT 5’ set-back required from the asphalt for safety reasons. Vendors will not be allowed to go past this 5’ mark. Vendors who must be repeatedly warned may be removed from the fair at any time and/or will not be allowed to vend at the fair in the future.
Vendors must contribute to the creation of a welcoming atmosphere that respects the diverse backgrounds and sensitivities of our guests. Vendors 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.
Vendors 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.
All vendor booths are subject to inspection from the Fire Marshall and Fair Management.
Vendors 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.
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.
Canvassing (polling, signature gathering, etc.) or sale outside of your booth space is not allowed. Advertising of any kind must stay in your booth space and no flyer, poster, or leaflet may be placed anywhere else on the grounds.
Vendors must have their booth staffed when the Fair is open to the public and 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.
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.
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/osp/Docs/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. Vendor is responsible for those damages and damages that their canopy or products cause to other vendors and the facility.
Service animals are always welcome on the grounds, but we ask that you leave pets at home. If animals are integral in your vendor space to sell an animal-related product, please address this with the Vendor Coordinator prior to fair.
Food or beverages may not be given away without the consent from the Vendor Coordinator and then it can be sample sized only. Sales of ready-to-consume food or beverages or vending machines from a commercial vendor booth are prohibited.
Vendors are not permitted to utilize electrical outlets outside of their booth for personal items such as appliances, signage, etc.
Vendors 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.
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, etc. 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.
Sound devices, including but not limited to PA systems, musical instruments, and radios, are subject to approval of the Vendor 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.
Vendors are prohibited from selling, giving away, or using balloons in display.
Vendors are prohibited from subleasing or sharing their booth with another party. The allotted space is for the sole and exclusive use of the vendor named on this Commercial Vendor Agreement.
Deschutes County Fair management reserves the right to stop or remove from the Fair or relocate any vendor performing any act or practice which, in the opinion of the Fair management, is illegal; interferes with the performance of other vendors; causes apprehension to Fair guests or other vendors; creates a health, safety, or fire hazard; or violates any rules stated herein.
Any drawings or raffles must comply with Oregon State Laws.
Vendors and their staff are expected to maintain professionalism, courtesy, and respect in all interactions with event attendees, fellow vendors, and event staff .Vendors will refrain from mentioning their competitors or their products or services in a derogatory manner or in any other way disparaging another vendor who is also participating in the Fair.
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.
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 vendor fees.
Deschutes County Fair management reserves the right to refuse vendors 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, vendors, or Fair guests, and to refuse space, or shutdown a space when deemed unsuitable by the Fair management.
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.
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 vendor 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 vendor application and approve or reject based on the following criteria:

Space selection preference is given to vendors who have been with the Deschutes County Fair & Rodeo at the past fair who turn their applications in by the returning vendor deadline.
Turning in a complete application with all sections filled out as requested.
Preference will be provided to vendors who sell products and are Oregon based.
Application submission shows compliance with policies and rules established above, specifically our family-friendly event standards set in rules #2 and #3.
References that can speak to vendor’s compliance with their event policies.Vendors 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.
Vendors 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.

Vendors 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 vendor at the Deschutes County Fair & Rodeo, you agree to adhere to this Commercial Vendor 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.