Vendor Info

Dear Vendors,

The Philomath Frolic & Rodeo committee will be holding our annual rodeos on July 12, 13, 14 and 15, 2012. The rodeo grounds are at 502 South 13th Street. The booth area is between the Rodeo Arena and the Parking Lot. Vendors must be set up and ready to go by 4 p.m. Friday, for Health and Fire Inspections. There is a “Slack” (free) Rodeo Performance on Thursday evening and you may want to sell during it, but it is not required. Regardless of your opening day (Thursday or Friday), all vendors must pass their Fire/Safety Inspection before they can open or sell any items. Additionally all Restaurant/Food vendors must pass their health inspection before they can sell food items.

Requirements:

Reservation Form: All potential Vendors are required to submit a completed Philomath Frolic & Rodeo Booth Reservation Form. Please return your completed Booth Reservation Form to: PO Box 522, Philomath, OR 97370

Booth Registration Form.pdf

Insurance: All selected Vendors are required to be covered with at least 1 million dollars of general liability insurance and are required to submit a certificate of coverage (I.e. ACORD 25 Form) which specifically states Philomath Frolic & Rodeo Organization as additionally insured.
Fire and Safety: All selected Vendors must meet local Fire and Safety requirements and will be inspected for compliance by the Philomath Fire Marshal. You will need to read the Fire Department Requirements. Please Click Here for Fair Guidelines.
Permits: All Restaurant/Food Vendors, except prepackaged food vendors, must obtain a Temporary Restaurant Permit, or equivalent, from the Benton County Health Department. Benton County Health Department, Environmental Health Division, 530 NW 27^th St., PO Box 579, Corvallis, OR 97339-0579, Telephone 541-766-6841, Fax 541-766-6248
Payment: All Payments must be received on or before June 6^th to validate your reservation. Lack of payment will invalidate your reservation and any reserved space will be rented to another vendor.
Rented Booth Area: All selected vendors must be able to fit all items pertaining to their booth within their rented booth area. If there are Awnings, Window Covers, Ice Coolers, Guy Wires, Stakes, Trailer Tongues, Propane Tanks, Lawn Chairs, Tables, Refrigerators, Storage boxes, Etc, they must all fit WITHIN the rented space. Violations may jeopardize vendor participation in the event if expansion space is unavailable, require the booth to move to a less conspicuous/accessible space, or at the least increase the rental fee to cover the extra utilized space.

The Frolic Booth Committee will accept reservations from January 1^st through May 1^st for primary consideration. The Booth Committee will then review the applications and select vendors to fill the available space. In general, the criteria for selection include:

Mix of goods and services provided to the Frolic as a collection of all booths.
Balance of goods and services sold to minimize head to head competition between vendors, yet still servicing the needs of the attendees.
Previous attendance to the Philomath Frolic and Rodeo and impression left on the event (Clean, professional, organized, cooperative, etc.)
Vendors who applied in previous years, but were not invited to attend
New Vendors with new or unique products that do not conflict with established returning vendors.

If there is space available after the primary selection, then applications received after May 1^st will be reviewed and selected as appropriate using the above criteria.

Booth space is rented on an area basis, focused on the exposed frontage, and measured in linear feet. The first 10’ in depth is rented at $10 per linear foot. The depth from 10’ to 20’ is rented at $7.50 per linear foot. Depths greater than 20’ are rented at $.50 per square foot. See page two of the Booth Reservation Form for a graphic explanation. There is a discount rental rate offered for Non-Profit Organizations.

For a nominal fee Water and Electricity is available for vendor use. Vendors are responsible for providing all hoses and electrical cords and cable. 110 VAC 15A can be ran with adequate gauged Outdoor Extension Cords. Distance is less than 100’. Higher Amperage demands will require larger cables with “flying leads” (no connector at the source end).

If you have any questions please call or e-mail me.

Thank you!

Rusty Root

Vendor Booth Chairman
Philomath Frolic & Rodeo
Telephone: 541-231-9243
E-mail: rusty.root@comcast.net