Country Marketplace Rules & Policies

Country Market Vendor Festival POLICIES, PROCEDURES, RULES & REGULATIONS

1. Vendor Set-up:  Friday, April 5th between 8 am-1 pm.  Absolutely no late set-up      allowed.  ALL VENDORS NEED TO BE READY FOR CUSTOMERS AT 1 PM ON FRIDAY.  If your booth is not set-up by the time the event opens, you will forfeit the space and all fees associated with it.Event Hours: Friday, April 5th- 1-7 pm and Saturday, April 6th – 9 am-7 pm.Vendor Move-Out: Saturday, April 6th – 7-10 pm (no vendors will be allowed to tear down early – no exceptions).   All vendors must be 100% removed from the venue on the 6th.
2. Booth Details: The Oregon Horse Council (OHC) has the right to refuse any type of vendor to protect the integrity of this event.  The goal is for the majority of vendor spaces to be art/equestrian/western related.  Tables, chairs, displays etc. are not included in booth space rental, and must be brought by the vendor.  All spaces are pre-assigned and you will receive confirmation of your space once payment and application is received.   NOTE:  ALL OF YOUR BOOTHS MATERIALS MUST REMAIN INSIDE YOUR 10’X10’ AREA—PLEASE DO NOT EXPAND INTO THE AISLES.
3. Pets: Non-service animals are not permitted on the Deschutes County Expo Center.
4. Electricity:  Limited electricity is available.
5. Internet Service:  WiFi is available but quality is not guaranteed.
6. How to Secure Your Space: To reserve a space, please complete and submit the vendor application along with space payment.  The vendor fee can be sent as a check or through our website PayPal button.  No space will be assigned or held without an application on file AND booth payment.  Booths are sold on a first-come basis until the event is filled.  There are NO REFUNDS of booth fees.
7. Signage: Vendors shall not display products disadvantageously affecting the display of other vendors. Vendor shall not affix to surfaces of the venue any advertisements, signs, etc.
8. Security:  The building will be securely locked after hours.  The Oregon Horse Council assumes NO responsibility for materials left in the booths.
9. Parking: Parking is free and can be found near the HDAC. There is not reserved parking for vendors.
10. RV / Tent Camping: The Deschutes County Expo Center has a full hook-up RV park adjacent to our building.   Overnight/dry camping is allowed behind the HDAC building for $25 per night.
11. Authorized Products / Exclusivity: Only those products listed on the vendor application are allowed.  We do not offer exclusive rights for any type or product or company, but will do our best to not double up on products.  If your company has corporate rules about this, please abide by them.
12. Prohibited Items: The following are prohibited: a) Helium Balloons, b) Sticky backed giveaway items, and c) Candles or any items with flame.
13. Raffles: Promotions such as raffles, prize drawings, lottery or other games of chance must comply with all applicable laws and regulations including the approval of the Oregon Department of Justice.
14. Fire & Safety: All materials including decorations and signs utilized must be flame retardant. Proof of such flame retardant treatment shall be made available upon request. All aspects of Vendor activities must fully comply with Fire Marshal directives concerning public safety, including, but not limited to, access, materials, electrical appliances and cords.

GENERAL RULES & TERMS:

1. COMPLIANCE: Vendor assumes the sole responsibility and expense to utilize the leased space in full compliance with all applicable federal, state and local statutes, ordinances, and rules and regulations including, but not limited to, licenses, taxes and Fire Marshal regulations. Non-compliance to any rules or regulations or default in the payment of booth fees as required constitutes a material breach and may result in the termination of this Agreement and the forfeiture of the booth space rental. Vendor agrees to forego any and all claims which might arise by reason of the terms of the Agreement and Vendor shall have no recourse of any kind against the Oregon Horse Council or Deschutes County.
2. ASSIGNED SPACE: No soliciting or other activities outside of assigned booth space is permitted. The booth must be manned at all times during the open hours of the show and kept clean and presentable. Absolutely no signs or posters may be posted outside of your booth.
3. LABOR: Vendors are responsible for providing or arranging all necessary labor in transporting, unloading, erecting, booth show staffing, dismantling and loading of displays and all booth materials.
4. VENDOR CONDUCT: Vendor to maintain exemplary business practices at all times. For consumer protection, the Oregon Horse Council reserves the right to terminate this Agreement at any time for reasons of realized or perceived impropriety or in OHC’s sole opinion dubious business practices or behavior detrimental to the show by Vendor. Vendor assumes full responsibility for all persons connected with Vendor’s participation in this Event including all its employees, agents, invitees and contractors.
5. DAMAGES RESTORATION: Vendor shall not cause or permit anything to be done to the venue that shall in any manner deface or alter the facilities. Vendor assumes sole and complete responsibility for any damage to the venue that is done by Vendor, Vendor’s staff, agents or employees. Vendor will pay to the Oregon Horse Council or Deschutes County upon demand such sum as shall be necessary to restore the venue to their original pre-event condition.
6. NON-GUARANTEE: The Oregon Horse Council makes no guarantee or warranty, express or implied, as to the profitability or potential loss to or of Vendor with regard to Vendor’s participation in this event. The Oregon Horse Council or Deschutes County shall not be responsible for any financial loss or other damage arising out of Vendor’s use of the facility or force majeure events.
7. CANCELLATION: There are no refunds of vendor fees once submitted if the event happens.  For extenuating circumstances, or if the event is cancelled by OHC, your booth fee will be moved to next year’s event, however you must fill out and application and request your space as any other vendor would.  Any forfeited funds constitute liquidated damages for the direct and indirect costs incurred by the Oregon Horse Council.  Vendor agrees the OHC’s actual loss and damages for Vendor’s default may be difficult to ascertain, that the OHC’s collection and retention of this sum represents a reasonable estimation of its actual loss and that this provision does not constitute a penalty.
8. FORCE MAJEURE: If any casualty or unforeseen occurrence renders the fulfillment of this Agreement by the Oregon Horse Council impossible or impracticable, including, without limitation thereto, the requisitioning of the facility by the US Government or any instrumentality thereof, labor dispute, acts of God, riots, power failures, fire damage and any other conditions beyond control of the parties, then this Agreement shall be terminated. The Vendor hereby waives any claim for damages or compensation from OHC on account of such termination.
9. INSURANCE: Insurance is encouraged, at the vendor’s sole cost and expense, during the period in which it participates in this Event.  General Liability insurance with bodily injury and property damage coverage of not less than $1,000,000 for each occurrence and not less than $2,000,000 in the aggregate is recommended.  Vendor warrants that by submitting this application, they have adequate insurance coverage to participate in this event.  The parties agree that the specified coverage of limits of insurance in no way limits the liability of the Vendor.
10. INDEMNIFICATION: Vendor agrees to indemnify and hold harmless the Oregon Horse Council or Deschutes County, including its principles, agents, officers, employees and the OHC’s contractors and invitees from all claims, losses, costs, damages or expenses resulting or arising from any and all injuries to or death of any person or damage to any property caused by an act, omission or neglect of Vendor, including principles, agents officers, employees, invitees or contractors which occur in or around the venue. Vendor agrees to use and occupy the Vendor booth space at Vendor’s own risk, and hereby releases the Oregon Horse Council or Deschutes County and the OHC’s contractors and invitees from all claims for any damage, loss or injury to persons, property or profits occurring in or about the venue,  including, but not limited to damages, loss or injury to persons, property or profits resulting from the acts of other Vendors, theft,  vandalism, fire and other casualty events or damage. Such indemnification by Vendor shall apply unless such damage or injury results from the sole negligence or willful misconduct of OHC.
11. ATTORNEY FEES: If any action is brought to enforce the terms of this Contract, the prevailing party shall be entitled to attorney fees from the losing party in an amount as may be adjudged reasonable by the court, including an appeal.
12. GOVERNING LAW AND ENFORCEABILITY: This Agreement shall be governed by and construed in accordance with Oregon State Law. If any term or provision of this Agreement is determined to be void or unenforceable, the remainder of this Agreement shall remain enforceable and in effect, as if that void or unenforceable provision was not included.