Astoria Warrenton Chamber of Commerce Crab, Seafood & Wine Festival Vendors Page 2012
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Safeway – Event Sponsor
The 30th Annual Astoria-Warrenton Crab, Seafood & Wine Festival will held at the Clatsop County Fairgrounds, located at 92937 Walluski Loop in Astoria, Oregon on April 27, 28 & 29, 2012!
BEFORE YOU APPLY...
We are so proud of the Crab, Seafood & Wine Festival because of its emphasis on the beautiful Northwest Oregon Coast and the significance of seafood in our community. With this in mind, we encourage all booths to have a nautical theme and/or nautical products.
All vendors should include a seafood/nautical theme in your décor.
We do not accept NEW vendors who are not offering a handcrafted or personally produced products.
We also try to limit the number of vendors selling the same or similar products.
We reserve the right to accept and/or reject any vendor to maintain the integrity and appeal of the festival.
If you have questions, you can contact .(JavaScript must be enabled to view this email address) .
Advertise in the 2012 Official Crab Guide Publication!
VENDOR INFORMATION
Dates to Remember for 2012 Vendors
• November 22, 2011: Applications available online
• December 1, 2011: Vendor applications accepted beginning on this date
• January 20, 2012: Vendor applications due. We are still accepting Art/Craft/Other & Food Vendor Applications, however priority is given to vendors who submitted COMPLETED application before the due date.
• March 7: Vendors accepted after this day WILL NOT be listed in the Official Crab Festival Guide
MAIL COMPLETED APPLICATIONS
DUE: January 20, 2012
Astoria Warrenton Chamber of Commerce
PO Box 176
Astoria, OR 97103
DO NOT FAX APPLICATION
VENDOR APPLICATIONS
We are still accepting Art/Craft/Other & Food Vendor Applications, however priority is given to vendors who submitted COMPLETED application before the due date.
Art/Craft/Other/Non-Profit Application
Food Vendor Application (See Temporary Restaurant License Application Below)
Wine Vendor Spots Full
OLCC APPLICATION & $30 FEE: Due with Wine Vendor Applications
Special Event Winery – OLCC
Application for use of temporary license – OLCC
Special Event Brewery Public House – OLCC
Event Information:
• Address: Clatsop County Fairgrounds 92937 Walluski Loop Astoria, OR 97103
• Start/End Hours of Alcohol Service: Friday, April 27 4:00 pm – 8:30 pm; Saturday, April 28 10:00 am – 7:30 pm; Sunday, April 29 11:00 am – 3:30 pm
• Will minors and alcohol be allowed in the same area? Yes
• Expected attendance per day: approximately 5,000-7,000 people
• Food: 27-30 Food Vendors offering a variety of substantial food items including Crab Dinner, Fried Oyster Dinner, and Clam Chowder.
You can email .(JavaScript must be enabled to view this email address) at the Warrenton, Oregon office of the Oregon Liquor Control Commission (OLCC) for any questions or concerns at 503-861-3912.
CLATSOP COUNTY TEMPORARY RESTAURANT APPLICATION & $60 FEE: Due with Food Vendor Applications
Download Temporary Restaurant Application. If you have any questions or concerns, please contact .(JavaScript must be enabled to view this email address), or at 503-325-8500, ext. 1927 with the Clatsop County Environmental Health Services. (Charcoal cooking is not allowed).
Food product promotion with a 2 oz or less sample does not require licensure.
If you use a deep fryer or your cooking creates grease laden vapors you must provide a Type K commercial kitchen liquid foam extinguisher in your booth. Fire Inspectors will verify compliance. If you are using propane you must provide a 50ft. propane hose to insure adequate distance for safety purposes.
INSURANCE REQUIREMENT – Due with ALL Vendor Applications
Art/Craft/Other/Non-Profit Vendors:
You must provide Astoria- Warrenton Area Chamber of Commerce (AWACC) with evidence of Liability Insurance Coverage ($500,000). This certificate must list AWACC, Wadsworth Electric Company and Clatsop County Fairgrounds as “additional insured.”
Chamber Insurance Coverage is available to art/craft vendors. If you wish to purchase necessary coverage under AWACC’s policies, be sure to check the box in the Booth Order form and include payment of $100.
Please provide proof of insurance and note date of renewal if it occurs after the application is received.
Food/Wine Vendors:
You must provide Astoria- Warrenton Area Chamber of Commerce (AWACC) with evidence of Liability Insurance Coverage ($1,000,000). This certificate must list AWACC, Wadsworth Electric Company and the Clatsop County Fairgrounds as “additional insured”.
VENDOR RV PARKING
Large vehicles (RVs, Motorhomes, 5th wheels, camping trailers, etc.) WILL NOT be allowed in the Vendor parking lot because of poor conditions and limited space.
The “reserved” RV Parking lot is located in the gravel lot next to our general parking area just across the street from the fairgrounds. Once vehicles are parked in the reserved RV spots, you will not be able to leave until the festival closes for the day.
We offer a “shuttle” service for vendors to re-stock supplies from your RVs/Motorhomes/etc. in the reserved parking area directly to the entrance of the fairgrounds.
VENDOR BOOTH ORDER
Spaces are limited and there are no guarantees for booth placement or preference. The Astoria Warrenton Chamber of Commerce reserves the right to move exhibitors or change booth numbers as necessary.
Booth Fee Includes the Following:
• One 110 electrical circuit (1500 amps). For additional electrical services complete Exhibitor Electrical Order form.
• Four Vendor ID Badges for 3-day entry.
• One complimentary Vendor parking lot parking pass.
Vendor Shipments to the Fairgrounds or the Chamber offices are not allowed. All such shipments will be refused.
Vendor Electrical Order
All vendors must itemize all electrical equipment you will have in your booth in your application. All wiring and equipment must be Underwriters Laboratories (UL) approved. The prices listed below do not include special wiring or connections needing to be done at the festival site. All booths must provide an outlet power strip and 50ft. extension cord, size 12/3 minimum to connect to 120v. outlets. Access to power will be within 50ft.
Your prompt and accurate completion of this form will ensure that your electrical needs are met at festival time. We cannot guarantee service for unlisted electrical equipment; additional charges may apply.
GENERAL INFORMATION AND BOOTH SET UP
Vendor must be checked-in by Noon on Friday, April 27 and set-up by 3:30 pm (set up is allowed on Thursday)
Thursday
3:00 pm Building Opens for Vendor set-up
8:00 pm Building Closes
Friday
8:00 am Building Opens for Vendor set-up
3:00 pm Mandatory OLCC Briefing for all Wine/Alcohol Vendors
3:30 pm Vendors MUST be set up
4:00 pm Festival open to the public
8:30 pm LAST CALL (sealed bottle sales allowed to continue until closed)
9:00 pm Festival Closed
10:00 pm Building Closed
- The Fire Marshal will inspect the premises on Thursday and Friday before the festival opens.
Saturday
9:00 am Building opens for vendors
10:00 am Festival open to the public
7:30 pm LAST CALL (sealed bottle sales allowed to continue until closed)
8:00 pm Festival Closed
9:00 pm Building Closed
Sunday
10:00 am Building open for vendors + complimentary continental breakfast for vendors
11:00 am Festival opens
3:30 pm LAST CALL (sealed bottle sales allowed to continue until closed)
4:00 pm Festival Closed
6:00 pm Building closed to vendors: Tear down must be complete
RULES & REGULATIONS
• As directed by Oregon Liquor Control Commission, the AWACC has a Zero Tolerance Policy with regard to alcoholic beverages being consumed by anyone (or noticeably intoxicated) while working and/or volunteering in a booth. Any booth personnel violating this policy will be asked to leave the Fairgrounds immediately and vendor will NOT be allowed to participate in our Festival in future years.
• No stickers, glitter/confetti, mardi gras beads, etc. We reserve the right to maintain the integrity, appeal and cleanliness of the 2012 Crab, Seafood & Wine Festival by REQUIRING you to remove any such or similar items from your booth during the event.
• Vendors may not extend anything higher than 10’ from the back of your booth. Sidewalls/structures or other objects may not be higher than 6’ and cannot extend beyond 5’ from the back of the booth which can visually obstruct and/or block your neighbor.
• No tents, canopies or enclosed top to any booth (as instructed by the Fire Marshal).
OLCC REQUIREMENTS
Wine/Beer booths must continuously display sales and serving permits to remain open. – OLCC Permit must be approved 30 days prior to the event. Wine exhibitors may sell tastes (1 oz), glasses (4 oz) and bottles/cases of wine. – Opening and consumption of bottled wine by patrons is prohibited at the festival. Selling and/or giving away of cork screws is not allowed. – All wine/beer vendors must attend a mandatory OLCC briefing on Friday, April 27 at 3 pm in the Exhibit Hall. Proof of attendance at this briefing will be issued and must be immediately posted in your booth and remain visible at all times during the festival in addition to all other licenses and permits.
VENDOR PARKING
Only vendors with vendor vehicle passes will be allowed to enter the fairgrounds and park behind the exhibit halls in designated parking areas. There will be no long term parking next to exhibit buildings. You must unload your goods quickly and move your vehicle immediately before setting up your booth. Do not block access to buildings, roads or driveways at any time, whether loading or unloading, or your vehicle will be towed. Please respect and obey all parking monitors and follow their instructions.
FREE VOLUNTEER AND VENDOR STAFF EXPRESS SHUTTLE BUS SERVICE
Due to limited parking at the fairgrounds, vendor volunteers and staff will be provided door to door service by catching the dedicated Staff/Volunteer Express Shuttle. This is the closest shuttle parking lot to the Fairgrounds and is designated for Festival support personnel. Your Booth staff will be able to catch the Express Shuttle every twenty minutes from the pick up spot.
- (Please Note: Shuttle Schedule Provided in Application)
RV REGISTRATION INFO
RV space with electrical hook-up is extremely limited and, if available, costs an additional $25 per night. We cannot guarantee an RV space but we will try to accommodate you as much as possible. Be sure to include RV site payment for the number of nights on the Booth Order Sheet. RV units desiring water and electrical hook-ups are located in the visitor parking lot. There is no sewage available. Please note that your RV must remain blocked in during the Festival hours due to patron parking. RV’s must be in place prior to noon on Friday. Once again, this reservation is on a first come, first served basis. Electric & water provided.
CHECK IN
Vendor check in and set up begins Thursday, April 26 at 3 pm. All vendors must check-in by noon on Friday, April 27 at the Chamber Registration Booth located in the Exhibit Hall next to the main stage, to pick up packets and vendor passes. Please do not begin set up without checking in with Chamber staff in case there has been a change to your vendor booth location.
PARKING & UNLOADING
Exhibitors will be issued one parking pass per booth which will permit parking in the exhibitor area behind the arena building. YOUR PASS MUST BE VISIBLE ON YOUR DASHBOARD at all times, including during set-up, or your vehicle will be towed. Unattended vehicles blocking Fire Lanes will be removed at your expense. You may only use designated entrances/exits to unload during set-up times. All vehicles must be parked in the vendor parking area during festival hours.
VENDOR IDENTIFICATION BADGES
Exhibitors are entitled to four identification badges, allowing for free 3-day admission. These are non-transferable to non-booth personnel. Four additional exhibitor badges will be available from the Chamber for $8 each. For your convenience, we will be providing Vendor Pick-up at the Chamber Booth so that incoming and outgoing Vendor booth staff can exchange badges and/or parking passes.
BOOTH SPACE & TABLES
Booth assignment is subject to change at the discretion of the Event Coordinator up to and during the festival. Booth fee includes: 10×10 space, curtain & backdrop. Tables can be rented for $15 each. Chairs are not provided. Signs will be restricted to inside booth areas and may not obstruct exit or other signs placed by the Chamber. Sidewalls/structures or other objects may not be higher than 6’ and cannot extend beyond 5’ from the back of the booth which can visually obstruct and/or block your neighbor.
Sales are limited to your booth space – no mobile marketing! You must provide an all purpose dry chemical fire extinguisher in your booth. Fire Inspectors will verify.
PARCEL PICK-UP/ WINE CHECK
We will provide a complimentary parcel pick-up booth next to the Chamber Info Booth, next to the Music Stage. Festival patrons can drop-off large items and wine case purchases until they are leaving the event.
GARBAGE & RECYCLING
Vendors are responsible for clean-up inside their booths and for removing all booth garbage into the appropriate outdoor dumpsters as provided. Please ask a volunteer for directions when you arrive and set up. You must flatten all cardboard and separate all glass into the recycling dumpsters. Do not use the garbage containers set out for the public.
WASHING FACILITIES
Vendor toilets and hot water are located on the North side of the fairgrounds. Other facilities will be installed on Friday morning. Portable hand wash stations with running water will be near the exits.
CLEANING
We have eliminated the cleaning deposit/fee to expedite the check out process for our vendors. This allows you to leave as soon as your booth is empty and clean, and you do not need to check out with a Chamber staff member or volunteer. All vendor booths must be left clean and follow all regulations of the festival. Failure to do so can result in expulsion from next year’s event.
CHANGE
Exhibitors are responsible for their own change, so please plan ahead to cover your needs.
BOOTH & VENUE RESTRICTIONS
• The Chamber’s By-laws require that the organization, in its activities, be non-partisan and not be committed to the support or endorsement of any candidate for public office. No political or moral causes will be permitted at any booth space at the festival.
• No solicitation by ANYONE other than authorized vendors will be allowed on Fairground property during this event.
• The Astoria Warrenton Chamber of Commerce reserves the right to limit the number of participants and items of food and merchandise. Vendors selling items not listed on their application may be asked to discontinue sale of those items.
• No animals are allowed.
• Smoking is not allowed anywhere in the buildings or at your booth. Smoking is only allowed in designated smoking areas. Violators will be asked to leave the fairgrounds.
• Vendors accepted after March 7, 2012 will not be included in the official Crab Guide.
For any additional questions, please contact .(JavaScript must be enabled to view this email address) .