Booth and Vendor Information

Thank you for your interest in having a booth at this year's Philomath Frolic & Rodeo!  We recognize the added value our preferred food and merchandise vendors, non-profit groups, and other booths bring to our event and look forward to working with you to help make the Frolic & Rodeo a successful venue for your business or organization. 

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. 

How do I Apply?
Glad you asked, there are a couple steps:

1. Fill in the fields below with information about your business or organization, including what you'll be selling, information you'll be providing, etc.
2. Wait to hear back from our Volunteer Booth Chairperson who determines if you are a good fit for this year's Frolic.
3. Once approved, provide the Booth Fee, insurance information, temporary restaurant permit, and other required paperwork.
4. You will receive a final email notifying you of your approval and setting up arrival dates and times. 

Are there a bunch rules and regulations?
Absolutely!  The Philomath Frolic & Rodeo attracts over 6,000 spectators Frolic weekend, and we strive to ensure everyone has a good time without any injuries or mishaps... unless of course you're strapping yourself to 1500 pounds of solid muscle and horns -then you're on your own!  See below for a complete list of Rules and Restrictions.

---

---

​Booth and Vendor Rules and Regulations
The Philomath Frolic & Rodeo provides a service to both Vendors and patrons. It is our policy to maintain clean facilities, neat grounds, and respect for our patrons. We must insist that Vendors provide the same respect for patrons as well as fellow Vendors. Philomath Frolic & Rodeo retains the right to remove any Vendor and his exhibit from the rodeo grounds if Vendor does not comply with these Rules and Regulations.

1. Ads. Placing of advertising material on or in automobiles on the rodeo grounds is specifically prohibited and no permission for such distribution will be granted under any circumstances.
2. Balloons. Helium balloons and other decorations are encouraged to add a festive atmosphere in the vendor area.  Tanks must be shown to and approved by the fire marshal during the initial booth inspection. 
3. Booth Furnishings & Safety. All materials, fabrics, table coverings, etc. used in exhibit and display decoration must be flame resistant. Such materials are subject to the inspection of Philomath Fire & Rescue which may demand removal of untreated materials. Questions concerning the flame resistance of materials to be used in booths should be referred to Philomath Fire & Rescue. Vendors shall not deface PF&R facilities or property in any way. Extension cords may be used only within the guidelines established by Philomath Fire & Rescue. See Sate Fire Marshal Letter HERE for additional guidance.  All booth furnishings, including signs and display racks must remain inside the boundaries of designated booth space at all times.
4. Canopies. Pop up tents, umbrellas and other large objects must be weighted down or staked as wind gusts are not uncommon in the afternoon and evening hours.
5. Canvasing. Canvassing or solicitation except by approved vendors is not allowed. Canvassing or demonstration of exhibit must be confined to the inside boundaries of Vendor’s assigned space and in no case may extend to any other part of the grounds. Advertising of candidates or signature collecting of any type may take place only in a booth approved for that purpose.
6. Cleanup. At the end of each day during the Frolic, each Vendor is responsible for the cleanup of his exhibit area. Frolic volunteers will not enter booth exhibit areas without permission.  Each Vendor will be responsible for emptying their refuse container daily or more frequently as required.  All cardboard boxes shall be flattened and placed in the recycling bin provided.  All grey water, oils, etc., shall be placed in the appropriate containers provided.  Vendors should not allow food or water to fall to the grass areas which attracts insects and creates muddy areas.  Vendor’s booth will be subject to a $25.00 cleaning fee for each occurrence and after the second occurrence will be subject to expulsion from the rodeo grounds without refund. You may be liable for injuries caused to persons slipping in such leakage.
7. Comply with Laws. Vendors shall comply with those laws, rules and regulations and codes of the State of Oregon, Benton County, the City of Philomath, and the Philomath Frolic & Rodeo that may include but not limited to worker’s compensation insurance, health and safety, fire, construction, and utilities.
8. Conduct. All Vendors are expected to conduct themselves in a professional manner and according to these Rules and Regulations. Vendors will refrain from mentioning their competitors or their competitors’ products in a derogatory manner or in any other way disparaging another Vendor who is also participating in the Frolic. Any unruly conduct, refusal to follow rules, or use of foul language may be considered grounds for expulsion from the rodeo grounds. Such Vendors may not be invited to return to subsequent Frolics.
9. Consumer Safeguard.  Applicants who are doing business under court order, notice, or investigation by the State of Oregon or any other state for alleged or confirmed violation of consumer fraud laws will be denied a Vendor Agreement as an Vendor at the Frolic & Rodeo. All applicants are subject to verification of this by the Oregon State Department of Justice, at the Frolic’s discretion.
10. Counterfeit Merchandise. Counterfeit Merchandise is illegal and is strictly forbidden. You are in violation if you knowingly intend to sell or distribute merchandise that has a counterfeit logo, graphic, or brand name that is identical to, or substantially distinguishable from a registered trademark. For further information about trademark counterfeiting, see Oregon Revised Statute 647.135.
11. Drawings for Free Prizes. The following rules apply to all Vendors who wish to conduct a drawing for a free prize. These do not apply to licensed charitable raffles, which are controlled and regulated by the Oregon Department of Justice. (1) Entry forms/draw slips may ask for patron’s name, address, phone number, and email ONLY. The name of the VENDOR HOLDING THE USE AGREEMENT MUST BE ON ENTRY FORM/ DRAW SLIP, as well as the drawing date and a list of prize(s).  (2) Any information obtained from entry forms/draw slips are for exclusive use of the Vendor holding the Vendor Agreement doing the drawing and may not be sold or distributed to another party.  (3) All drawings for free prizes must be conducted on or before the last day of the Frolic & Rodeo.  (4) No purchase may be required for a person to be eligible for the prize drawing or for the prize to be awarded.  (5) At the booth where the drawings are entered, a clearly visible sign must be posted to include the following information:  Date of drawing; Need not be present to win; No purchase necessary; If entrants are subject to sales appointments, calls or contacts, this must be indicated.  Any Vendor conducting a drawing who fails to comply with any of the above rules shall be subject to immediate cancellation of booth space and/or exclusion from participating in future Frolics.
12. General Safety. Vendors must care for and their assigned booth space in good order, taking every precaution against possible injury to visitors, guests, or employees.
13. Giveaways. Food or beverage may not be given away without approval as such acts may conflict with concession rights held by others. Vendors expecting to dispense free samples or giveaways must obtain permission to do so before the Frolic opens. Sales of ready-to-consume food or beverages (water bottles, candy bars, etc.) from non-food vendors is strictly prohibited. 
14. Insurance and Permits. All Vendors will be required to have insurance. The form to send to your insurance company is available HERE.  Food vendors must provide proof of general liability insurance of $1 million dollars naming the Philomath Frolic & Rodeo and City of Philomath as additional insureds.  Food vendors must obtain a Temporary Restaurant Permit from the Benton County Health Department Environmental Health Division, 541-766-6841.
15. Internet Service. Wifi is available for all vendors on a dedicated service.  The name and password will be provided at check in.
16. Labor. Philomath Frolic & Rodeo is not responsible, nor will it arrange to provide any kind of labor for the installation, removal or servicing of any booth space.  Our volunteers are helpful, but should not be relied upon or expected to help with the general labor needs of vendors. 
17. Misuse of Credentials. The sale and/or misuse of credentials by Vendors, their agents, family members, or any other person may result in immediate expulsion with no refund; there may be monetary fines, and the Vendor may not be allowed to return to subsequent Frolics.
18. Open for Business. All Vendors will be required to keep their booths open all three (3) days of the Frolic during all official Frolic and Rodeo hours. Violators may face expulsion and not ask to return.
19. Parking. Parking for Vendors who hold Vendor season parking permit(s) will be in the grass field between the vendor area and 13th Street Overnight sleeping is also allowed in this area.
20. Pets. Pets are not allowed on the rodeo grounds, except for in the contestant area.  Exceptions will be made for service or comfort animals.
21. RVs. RV spaces with water and electric hookups are not available during the Frolic & Rodeo, but dry camping in RVs is allowed.  Vendors are allowed one RV in the vendor parking area.  Additional RVs for friends or employees must purchase an RV overnight pass and park in the designated RV camping area near the public parking field. 
22. Security. Philomath Frolic & Rodeo will exercise all reasonable diligence in protecting property of Vendors, but will not be responsible for articles lost by fire or theft, or mysterious disappearance. Please report any thefts to the Frolic Information Window as soon as possible.
23. Signs. All signs, banners, or posters supplied by Vendors must be professionally made, neat in appearance and placement must meet PF&R guidelines (see Booth Furnishings above). The use of hand lettered or felt-marker signs are discouraged.  All sings must remain within the assigned booth area, including A-frame or other directional signs. 
24. Smoking and Vaping. Smoking is prohibited in booths or in the vendor area.  Smoking and vaping is only allowed in the parking area.  Candles and open flames may not be used. 
25. Sound and Light. Sound devices, flashing lights or signs including but not limited to speakers, radios, instruments, strobe lights are subject to approval of PF&R and if allowed, must be controlled so as not to interfere with others. The privilege for use of such sound devices may be revoked at any time. If you feel that another Vendor’s sound level is too loud, please report it to the Information Window. Do not try to “drown out” noise by creating more.
26. Subleasing. Vendor Agreement holders are prohibited from subleasing, assigning, or apportioning to another party the whole or any part of the contracted space allotted to them by PF&R. The allotted space is for the sole and exclusive use of the Vendor named on the Vendor Agreement. Vendor Agreement holders may subcontract for their goods or services to be sold by a third party as long as such goods or services are listed on the Vendor Agreement and approved by PF&R.
27. Vendor Removal. PF&R reserves the right to stop or remove from the Frolic or relocate any Vendor or his representative and/or exhibit, performing any act or practice which, in the opinion of the PF&R, is illegal; interferes with the performance of other vendors; creates a health, safety or fire hazard; or violates any rules stated here.​

​The decision of the Frolic & Rodeo Board of Directors and its representatives, in their official capacities, must be accepted as final in any disagreement between Vendors.  All matters not covered in these conditions are subject to the decision of the Frolic & Rodeo Board of Directors or its representatives, in their official capacities, which shall be final.

What if I don't follow the rules?
In the event that a Vendor refuses to comply with fees, conditions, rules or other information as outlined in this Handbook or Vendor Agreement, the Philomath Frolic & Rodeo will take the following action.

1. Upon first observance of Vendor noncompliance, Philomath Frolic & Rodeo staff will talk with a Vendor on an informal basis to inform Vendor of infraction and request compliance.
2. If Vendor noncompliance reoccurs, Philomath Frolic & Rodeo staff will issue to Vendor written notice of noncompliance, stipulating that Vendor complies within a specified period of time.
3. If Vendor fails to comply with the first written notice within the specified period of time will result in booth space being revoked. The Vendor will be required to remove booth furnishings immediately, or Philomath Frolic & Rodeo will remove and store furnishings at a fee of $100 per day or portion thereof.
4. Due to the Philomath Frolic & Rodeo occurring during a specified timeframe, time is of the essence with regard to these proceedings. Therefore, “specified period of time” as referred to above, may be measured in minutes, hours or days.

Please contact me with any questions or concerns
Jenny Workman, Volunteer Booth Chair
Telephone: 541-870-5730
E-mail: pfr.booths@gmail.com