Thank you for your interest in participating in this year's Philomath Frolic & Rodeo! We recognize the added value our preferred vendors bring to our event and look forward to working with you to help make the Frolic & Rodeo a success for everyone involved.
We limit the number of food and craft vendors each year, so you should get your application in as soon as possible. We also provide space for non-profit groups and charitable organizations to have information booths for a nominal rate.
Application: All potential vendors are required to submit a completed Vendor Application. Please fill out and return the Vendor Application to PO Box 522, Philomath Oregon, 97370 or email it to email@example.com. Or, provide your information in the fields provided below.
Insurance: Food 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) identifying Philomath Frolic & Rodeo, Inc. and the City of Philomath as additionally insured.
Fire and Safety: Vendors must meet local Fire and Safety requirements and will be inspected for compliance by the Philomath Fire Department. You will need to read the Fire Department Requirements. Please Click Here.
Permits: All 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 27th 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 15th to reserve your space. Lack of payment will invalidate your reservation and any reserved space will be rented to another vendor.
Rented Booth Area: All canopies, display tables, ice coolers, guy wires, trailer tongues, fuel tanks, storage boxes, etc. must fit WITHIN the rented space. Violations may jeopardize vendor participation in the event, including loss of reserved space, relocation and/or increased fees.
The Frolic Booth Committee will accept reservations from January 1st through June 12th for primary consideration. The Booth Committee will then review the applications and select vendors to fill the available space – who will be notified by June 10th. 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 31st 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 water hoses and electrical cords.
Higher Amperage demands will require larger cables with “flying leads” (no connector at the source end). ADDITIONAL VENDOR INFORMATION 1. This event will be held rain or shine. This is an outdoor event with possible uneven terrain, inclement weather and wind gusts. 2. Your booth must be open and staffed during all hours of the event; Friday, May 1st and Saturday May 2nd from 11:00 a.m. to 7:00 p.m.; Sunday, May 3rd from 11:00 a.m. to 4:00 p.m. 3. You are responsible for keeping your booth and area clean at all times. All trash must be properly disposed of. GENOA IS BEAR COUNTRY. Your area must be clean following the event. Crush all boxes and place all of your trash in the dumpster located behind the Fire Department. DO NOT USE TRASH BARRELS. 4. Sales Tax - You will need to collect sales per Nevada Administrative Code 372.180. The One Time Tax Return form will be provided at check-in. 5. Fire Extinguisher – must be present in your booth. The Fire Marshall will inspect all vendors as part of the pre-event inspection. 6. If you use grease or oils, you must supply tarps or suitable methods of containment. 7. All food vendors have been approved based on the application submitted. All items for sale will be reviewed throughout the event. 8. Food vendors may not sell any beverages or food items not described on the application. Approval for additional items must be requested and received. 9. All sales are from your assigned booth. No roaming sales. 10. Pets/animals of any type are not permitted, other than service dogs. 11. There will be no changes after the booth spaces are assigned. 12. No bullhorns or megaphones, flashing lights or strobes, speakers or sound amplification is allowed. LOAD IN/LOAD OUT PROCEDURES 1. Load in / set up is Thursday beginning at 12 noon. You must completely be set up no later than 4:00 p.m. - no exception. A staff host will greet you and be available to answer questions during your set up. 2. Load out will begin on Sunday at 4:00 p.m. Please work with your Staff Host to arrange for your vehicle to enter the venue for load out. 3. Do not block traffic during your load out. Your patience during the load out process is appreciated. 4. Be prepared to bring help, rolling carts, hand trucks to load in to your booth space. Staff cannot be responsible for loading in, setting up or loading out vendor items.
If you have any questions please call or e-mail me.