Please Note: All Applications MUST be Submitted by July 10th, 2024
VENDOR CONTRACT TERMS AND CONDITIONS
2024 OREGON ASIAN CELEBRATION
These terms and conditions are an agreement between the Asian Council/Asian Celebration Committee, hereafter called Celebration and Food Vendors, hereafter called Vendor, to display and/or sell goods to visitors from 10am-9pm on July 27, 2024 at Alton Baker Park.
Vendor Contract Terms:
1. Space Allocation:
- Spaces are assigned on a first-come, first-served basis.
- Vendors will be notified of their space assignment upon acceptance.
- Each booth space is 10x20 feet.
- Vendors requiring additional space must request and pay for additional booths.
2. Fire Safety:
- Vendors must have at least one type ABC fire extinguisher per booth.
- Fire extinguishers must be inspected and tagged within the last 12 months.
- Vendors must comply with all local fire safety regulations.
3. Setup/Takedown:
- Setup Time: Vendors can begin setup at 7 am. All setups must be completed by 9:30 am.
- Takedown Time: Takedown begins at 9 pm and must be completed by 11 pm.
- Vendor shall not take down until after the close of the Celebration at 9pm.
- Vendor is responsible for cleaning up the entire booth area. Failure to do so may leave Vendor financially responsible for clean-up charged to Asian Celebration.
4. Power Availability:
- Power is available at an additional cost. Indicate if power is needed and specify the type (110V or 220V).
- Additional fees will be calculated based on the requirements provided.
- Vendors must provide their own electrical cords (12 gauge, extra hard usage, weatherproof SOW accepted).
5. Liability Insurance:
(This is NOT your auto insurance. This is liability insurance for the operation of your business which can be arranged through most insurance agencies, such as Farmers or State Farm. See here for a sample Certificate of Liability insurance.)
- Vendors must provide proof of liability insurance with the following minimum coverage:
- General Liability: $1,000,000 per occurrence
- Oregon Asian Celebration, its affiliates, officers, and volunteers must be named as additional insured.
- Proof of insurance must be submitted with the application (upload available before signing).
6. Accessibility:
If you require any accommodations for accessibility, please specify your needs in the application. We strive to make the event inclusive for all participants.
7. Health and Safety Requirements:
- Vendors must comply with all city, county, and state health department regulations, including obtaining necessary permits and inspections. Proof of compliance must be provided upon request. Specific contacts and links to local health department resources:
- Must contact local Health Department to ensure compliance requirements are met.
- Vendors must also comply with fire safety regulations, including having a fire extinguisher with a valid inspection tag.
8. Cancellation Policy:
The following cancellation policy applies:
- Cancellations made before July 10th will receive a 50% refund minus a processing fee.
- Cancellations made after July 10th are non-refundable.
- The event organizers reserve the right to cancel the event due to unforeseen circumstances. In such cases, vendors will receive a full refund.
9. Dispute Resolution:
- Any disputes arising from participation in the event will be resolved through mediation or arbitration.
- The event organizers will appoint an independent mediator or arbitrator.
- Both parties agree to abide by the decision of the mediator/arbitrator.
10. Waste Management:
- Vendors are responsible for maintaining cleanliness in and around their booths.
- All waste must be disposed of in designated areas.
- Vendors must follow all recycling and waste management guidelines provided by the event organizers.
11. Vendor Responsibilities:
- Vendors are responsible for providing all necessary equipment for their booths, including tents, tables, chairs, and display items. Vendors must ensure that all equipment is safe and in good working condition.
- Vendors must comply with all event rules and regulations. Failure to do so may result in expulsion from the event without refund.
12. Release Agreement:
Vendors must agree to release Oregon Asian Celebration, its affiliates, officers, and volunteers from any liability for damages or injuries resulting from their participation in the event. This release is a condition of participation and is non-negotiable.
By signing below, vendor agrees to the following release agreement:
LIABILITY AND INDEMNIFICATION:
Vendors agree to indemnify, defend, and hold harmless the Oregon Asian Celebration, its affiliates, officers, and volunteers from any claims, damages, losses, or expenses arising out of their participation in the event. This includes any claims arising from the vendor's operations, setup, takedown, and conduct during the event.
RELEASE AGREEMENT:
In consideration of the granting of permission to participate in the Oregon Asian Celebration, I the undersigned, intending to hereby legally bind myself, heirs, personal representatives and all volunteers and agents of the organization I represent, agree to waive, discharge, and release any and all rights and claims for injuries, losses, and damages against the City of Eugene and/or the Asian American Council of Oregon, their officers, employees, thereof, or for any injury or pain to personnel, participants and/or customers. I, and my organization/company are responsible for any such claim and that I am fully insured and bonded. I, the undersigned, agree to the terms and conditions of this contract.
