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 firstname.lastname@example.org. Or, provide your information in the fields provided below.
Insurance and Permits: Food vendors must provide proof of general liability insurance of $1 million dollars naming the Philomath Frolic & Rodeo as an additional insured. Food vendors must obtain a Temporary Restaurant Permit from the Benton County Health Department Environmental Health Division, 541-766-6841.
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.
Payment: Final Payment must be received on or before June 15th to reserve your space. Lack of payment will invalidate your reservation and any reserved space may be rented to another vendor.
Minimum Hours Required: Food vendors must be open for business at least Thursday & Friday 5:00-9:00pm, Saturday 3:00-9:00pm. Additional hours are optional. Non-food vendors may apply for Saturday only booth space.
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 15th 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 20th. 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 June 15th will be reviewed and selected as appropriate using the above criteria.
There is a discount 50% booth space rate offered for non-profit organizations.
Water and Electricity are available for an addition fee. Vendors are responsible for providing their own water hoses and electrical cords.
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. You are responsible for keeping your booth and area clean at all times. All trash must be properly disposed of. Your area must be clean following the event. Crush all boxes and place all of your trash in the dumpster. DO NOT USE TRASH BARRELS. 5. Fire Extinguisher – must be present in your booth. The Fire Marshall will inspect all vendors as part of the pre-event inspection. 6. Food vendors may not sell any food or beverage items not described on the application. 7. All sales are from your assigned booth. No roaming sales. 8. Pets/animals of any type are not permitted, other than service dogs. 9. 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.