Vendor Application

 

August 2^nd and 3rd, 2024

Friday: 5:00 PM - 9:00 PM

Saturday: 11AM - 10:00 PM (doors at 10:30 AM)

Colwood Golf Course -7313 NE Columbia Blvd. Portland, Oregon

 

The 7th Annual Vanport Jazz Festival promises to be another great festival experience.  This year’s lineup will be world class, and we’re looking for quality vendors. Please complete and submit the application to be considered. 

Micro Enterprise Services of Oregon will serve as the Vendor Management team for the event, curating a selection of food and retail vendors and providing on-site vendor management services. 

 

If you have any questions or comments, contact:

vendor@mesopdx.org

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The Vanport Jazz Festival

Policies & Procedures

 

Application Procedure: Complete the application below. Once your application is accepted and approved, we will invite you to take care of payment in person. We will ask you to provide your proof of insurance w/ Sequoia Investment Capital, LLC dba Vanport Jazz Festival named as an additional insured on your policy at the time of payment. All fees are NON-REFUNDABLE and due IN FULL by July 12^th 2024.

 

Approvals: Vendor acceptance and approval emails will go out the week of June 24^th 2024.

 

Space:  Vendor locations will be determined solely by the vendor management team through MESO. The Vanport Jazz Festival is only providing space to Vendors therefore you are responsible for all tenting, signage, tables, chairs, etc.  for your space.  All food carts should be self- contained, with onboard water and generator. If you are in need of a generator, please make that known at the time of your application. 

 

Vendor Appearance/Experience: It is important that we maintain a quality appearance, therefore all vendors are required to submit photos of their booth along with a menu, product, pricing and images of your signage and logo for social media. 

 

Vendor Load In: Load in times will be pre-assigned and vendors must load in during their designated time slot. Vendor load in’s will start Thursday August 1^st to August 2^nd 2024.  ALL VENDORS MUST BE LOADED IN, SET UP, AND VEHICLES REMOVED FROM FESTIVAL GROUNDS BY NO LATER THAN 2:00 PM Friday August 2^nd 2024.

 

Permits:  All Vendors must have business license to vend in the City of Portland and other applicable permits.  Food Vendors must have valid Food Handler’s Card and Temporary Restaurant License from Multnomah County Health Department.

 

Insurance:  All food Vendors must provide liability insurance and name the following as additional insured: Sequoia Investment Capital, LLC dba Vanport Jazz Festival.

 

Parking: Each Vendor will receive (1) one vehicle pass to park in a designated area. Any vehicles parked in an unauthorized area of the event site will be cited and/or towed at the owner’s expense.  You may not park near your booth.  You must park in the designated off-site area for vendors. 

 

Orientation: Upon acceptance to the Vanport Jazz Festival, you will be invited to an orientation for more in depth guidelines around the event. We will provide you with information about Vanport Jazz Festival Expectations /Parking info/Wristbands/Set up and Break down times/Power/Water Sources/ Transactions/ Menus/Product/Clean-Up/ Security & Liability/Food Handling.

Break Down:  Load-out will not occur until 10:00 PM Saturday August 3rd.  If you wait until after 3:00pm to arrive, please note that you will have to transport all items needed via golf cart!

 

*Note: FOOD VENDORS WILL BE PROVIDED A MAXIMUM OF 4; RETAIL VENDORS WILL BE PROVIDED A MAXIMUM OF 2 PASSES FOR WORKING STAFF AT CHECK IN THE DAY OF EVENT.

 

Clean Up:  Each Vendor is responsible for the condition of his/her space during and after this event. Vanport adheres to a “leave no trace” policy for the festival and all vendors. Each space must be kept neat and clean at all times during the event.  Each vendor is responsible for bagging and disposing all garbage and waste in designated festival dumpsters. If this policy is not followed, this could jeopardy future participation.

 

Security & Liability: You are responsible for your booth, merchandise, and personal belongings at all times.  Security will be present at the event site, but no representation as to the relative safety of your equipment or merchandise is implied.   We will provide overnight security and security during all event hours.

 

Food Handling:  Food Vendors must follow all food handling requirements as ascribed by the City of Portland.  Any breech in the food handling policy is a violation of the terms of this agreement, which may result in the immediate termination of this agreement, forfeiture of fees paid, and immediate closure of your booth.  Multnomah County Health Department inspections will be conducted at every booth. Temporary Restaurant Licenses and valid Food Handlers Cards are required.

 

Power: All vendors will have access to 110 v power outlets for lighting, POS devices, and appliances in their booth. Vendors must provide their own extension chords and power strips.

 

Water: Grey water disposal service will be provided by the festival at no cost for all food vendors. Portable water is not available on site for vendors so plan accordingly.

 

Transactions:  Vendor is responsible for all transactions/exchanges with customers.  

 

Menus:   All food vendors must include a copy of their menus and pricing along with the vendor application for approval.  

TYPE YOUR NAME TO VERIFY THAT YOU HAVE READ AND UNDERSTOOD THE ABOVE INFORMATION.

*Please fill out all information.  Incomplete applications may be rejected.

Retail Vendor:  If you sell retail goods or products

Food Vendor: If you sell prepared food or beverages

*Booth locations will be determined solely by the vendor management team w/ no exceptions.  All fees are non-refundable once your application has been processed.

TYPE YOUR NAME TO VERIFY THAT YOU HAVE READ AND UNDERSTOOD THE ABOVE INFORMATION.

*MESO will provide email invoice links for payment*

VENDOR RELEASE & HOLD HARMLESS AGREEMENT

This agreement is entered into by and between Sequoia Investment Capital, LLC (Producer) dba Vanport Jazz Festival (Event) and the person filling out, signing, and returning the application (Vendor).

The “Producer” is in the business of providing space at the Vanport Jazz Festival for the display and sale of arts or crafts, commercial items, food and beverage.

Vendor agrees to participate and/ or allow its name and image to be shown in all media.  Vendor agrees to cooperate in any venture arranged by the “Producer” including but not limited to the following promotions; A.) Radio & Television promotion B) Print/Newspaper (Vendor may provide the “Producer” complimentary product at its discretion for promotional purposes).

The Vendor hereby indemnifies and holds the “Producer”, “Event”, Sequoia Investment Capital, dba Vanport Jazz Festival, harmless from any and all claims, including but not limited to costs and attorney's fees resulting there from, arising out of said Vendor's participation in this event. For the purpose of this agreement, the term "participation" shall include, but not be limited to, the delivery of equipment, merchandise, structures and product to their designated location, the set up and display of any such structure and arts or crafts, and the dismantling and removal of all such items from the area provided by or through the “Producer” or its agents, employees and service providers, contractors, volunteers or the Client or its subsidiaries, agents, employees and service providers, contractors, volunteers and Clients.

The Vendor hereby expressly assumes any risk of harm to the Vendor arising out of their participation and the participation of other “Vendor” in the “Event”, including any risk resulting from the particular location of the space designated to them by the “Producer”.  Insurance to cover these risks should be carried by the participants at no cost to the “Producer”.

This agreement shall be effective immediately upon execution and shall continue in effect throughout the event period.

TYPE YOUR NAME TO VERIFY THAT YOU HAVE READ AND UNDERSTOOD THE ABOVE INFORMATION.

Permits, Licenses and Insurance

Insurance - As a Food Vendor you must provide the “Producer” with a copy of your certificate of insurance.  You must carry a $1,000,000 liability policy, as well as an automobile liability insurance (if required) including the business listed below as “Additional Insured

Additional insured:

Sequoia Investment Capital, dba

Vanport Jazz Festival                                                  

6411 S.E. Thorburn Street

Portland, OR 97215                                                           

For further information please contact us at vendor@mesopdx.org