Application: 2023 Happy Girls Sisters Vendor

Vendor Application
Happy Girls Run Sisters
October 28th, 2023

The Happy Girls Run, Sisters is an express trail half marathon and 5K on-road run for women runners of all abilities. This event is also designed to encourage interest in trail running among women. The trail is renown for its spectacular views and the event for its end of season feel good vibe.

For questions, please call our vendor coordinator at 541-323-0964 or email Timm Collins at timm@layitoutevents.com.

• Sales or service counters should be no more than 36 inches from the finished floor or the ground, and the width must be at least 36 inches wide.
• All paths of travel must be free from cords and other obstructions. Cords may be covered with mats.

Allowed Merch/Signage: No agenda-driven merchandise/signage is allowed (i.e. no political, race discrimination or drug paraphernalia merchandise of any kind). Lay It Out Events reserves the right to remove any vendor. If there is resistance to this policy the vendor will be asked to leave immediately and may result in refusal of future vending in our shows.

Athlete Race Bag: This is an excellent way to market and brand yourself in the community. A $100 payment will provide you access to product/coupon/flyer placement in the Athlete Race Bag. 1000 units are required and due to the Lay It Out Events office by October 15, 2023.

Booths: Race Day Saturday outdoor spaces are 10’x10’, and all vendors and sponsors provide their full set up, tents, tables and linens, all tents must be weighted on all four (4) legs. FivePine Lodge will provide tables, linens and a chair for each vendor Friday for Packet Pick up and Women’s Expo. Vendors must provide everything Saturday for the outdoor Race Day/Finish Line portion.

Cancellation Policy: Cancellations received before September 15, 2023 will receive a 50% refund. No refunds are given after September 15, 2023.

Deadline: Please turn in your application before September 30th, 2023 to reserve your space! Space is limited to 18 vendors and we will be accepting on a first come first serve basis.

Directions and Setup: Directions and setup information will be emailed to vendors one week prior to the event.

Fees:

• Vendor Space $150 Paid to Lay It Out Events for each 8x6 for Packet Pick Up/Girl's Night Out and 10x10 for Race Day with 15 amps of power for Friday from 4-7pm, additional set up option for Saturday’s Finish Line Party. (You cannot just sign up for Saturday; you must participate on Friday to attend Saturday.)
• After application has been accepted, the Vendor Coordinator will reach out to you for your vendor fee payment.

Fire Code: All vendors must follow the Bend Fire Code for setup. For more information please contact Bend Fire 541-322-6300. Please see the next page “Special Event Guidelines”.

Hours of Operation: Friday 4-7 pm and Saturday 7 am - 2 pm. All vendors must stay open during all hours of the event they sign up for. Any vendor leaving early will lose their deposit and will not be allowed to return for future events. Hours and location of Expo are subject to change.

Inclement weather: Happy Girls Run Sisters takes place in October. Please plan for potentially windy, rainy, or incredibly hot weather conditions. Happy Girls Run Sisters takes place rain, snow or shine as well as in high-winds. No refunds will be granted due to weather. No exceptions.

Insurance: Please have your insurance company create a certificate of insurance for each entity listed below:

• Five Pines Lodge & conference Center, 1021 Desperado Trail, Sisters, OR, 97759., Bend, OR 97702
• Lay It Out, Inc., 704 NW Georgia Ave, Bend, OR 97703
• Happy Girls Run Sisters, 704 NW Georgia Ave, Bend, OR 97703

Please send all certificates to Lay It Out Events, 704 NW Georgia Ave, Bend, OR 97703 or email vendors@layitoutevents.com. Certificates must be received two weeks prior to event start date.

Power:Your booth space comes with 15 amps of power for the Friday Packet Pick-up, there is no power for Saturday Race Day.

Tents, canopies, membrane structures, and air supported structures at fairs, festivals, and other special events must comply with the following:

• Shall not be located within 20 feet of buildings, parked vehicles, or internal combustion engines (including generators).


• Shall be adequately roped, braced, and anchored to withstand weather elements and prevent collapsing.


• Shall secure all compressed gas cylinders (propane, helium, etc) to prevent tip-over.


• Shall prohibit smoking at all times.


• Open flame devices, such as candles or oil lamps, may not be used unless the total area of all individual canopies that are grouped together does not exceed 700 square feet (example: 7 canopies in a row, each of which does not exceed 10 x 10).


• Cooking activities are prohibited unless the total area of all individual canopies that are grouped together does not exceed 700 square feet.


• Shall provide a portable fire extinguisher in any tent or canopy that is performing cooking activities.


• Minimum rating for the fire extinguisher shall be 2A:10BC EXCEPT


• When cooking with pooled oils, greases, or fats, such as a wok or deep fryer, a Class K fire extinguisher shall be provided.

We may tag your social media pages in our social marketing posts, and may link to your social media pages from happygirlsrun.com. In addition, we may occasionally share your content (with proper credit) in an effort to feature goods/services that will be highlighted at the event.

By submitting a vendor application to a LIOE event, you agree to receive email communication about your participation, and marketing emails pertinent to the event you're applying to. You can unsubscribe from marketing emails at any time.

50% of your vendor fees will be due at the time of application approval. If you've already been pre-approved, please follow payment instructions emailed to you after application submission.

If fees are not paid by September 15th, 2023 vendor space will be canceled without a refund of fees unless alternative payment arrangements have been made with the LIOE Vendor Coordinator.

The Vendor Coordinator will contact you about your payment if application is approved.

If you have any questions about your application or payment, please contact the Vendor Coordinator at timm@layitoutevents.com or 541-323-0964

hereinafter referred to as “Vendor” and Happy Girls Run Sisters, Sisters Parks and Recreation, & Lay It Out Events hereinafter referred to as “Committee”. IN CONSIDERATION FOR PARTICIPATION in 2020 Happy Girl Run Sisters the undersigned hereby agrees to the following:

1. 1Vendor shall indemnify and hold harmless Lay It Out Inc , 2023 Happy Girls Run Sisters, FivePine Lodge from any claims or liabilities resulting from Vendor’s performance, including any and all loss, damages or expenses caused by negligent acts, statements, errors or omissions of Vendor and its agents.



2. 1.2. Vendor will indemnify, defend, and hold Lay It Out Inc and its directors, officers, employees, and agents harmless from any and all claims or liability (including without limitation any taxes, penalties, interest, costs, or attorney fees) asserted by any third party that results from or arises out of Vendor or Vendor's Personnel performing the Services under this Agreement.



3. Contractor will maintain adequate and reasonable liability insurance covering Contractor's performance under this Agreement. At any time, upon Lay It Out Inc.’s request, Contractor will submit to Lay It Out Inc proof acceptable to Lay It Out Inc of such insurance. Contractor will further notify Lay It Out Inc immediately of any substantial modification or cancellation of such insurance. Contractor acknowledges that Lay It Out Inc will not provide insurance coverage for Contractor.



4. Contractor will maintain adequate and reasonable liability insurance covering Contractor's performance under this Agreement. At any time, upon Lay It Out Inc.’s request, Contractor will submit to Lay It Out Inc proof acceptable to Lay It Out Inc of such insurance. Contractor will further notify Lay It Out Inc immediately of any substantial modification or cancellation of such insurance. Contractor acknowledges that Lay It Out Inc will not provide insurance coverage for Contractor.



5. 1.4.Contractor will maintain in force any workers' compensation and unemployment insurance required by law relating to Services performed under this Agreement and will at any time, upon request of Lay It Out Inc, provide to Lay It Out Inc proof acceptable to Lay It Out Inc of such insurance. Contractor will further notify Lay It Out Inc immediately of any substantial modification or cancellation of such insurance.

All amounts owed by vendor to Lay It Out Inc. unpaid after 30 days, agree to be subject to a late payment charge of 1.5% monthly (18% APR). Should the account become past due, vendor agrees to pay all costs of collection, including collection agency charges, attorney fees, and court costs incurred by Lay It Out Inc. This includes, but is not limited to, all fees and costs actually incurred whether or not any suit or action is filed and is intended to include all fees and costs incurred in any mediation, arbitration, trial or appeal.

Postponement or cancellation of the 2023 Happy Girls Run Sisters for any reason beyond the control of the Happy Girls Run Sisters (earthquake, fire, flood, terrorism or other acts of God) shall not constitute cause for any reimbursement.

This agreement does not transfer to another vendor’s property, agent, or subsidiary. All other business sectors must negotiate separate sponsorship agreements.

The Happy Girls Run Sisters shall secure and maintain throughout the term of this agreement all insurance for events of this stature and size, including but not limited to comprehensive general liability insuring themselves against loss of liability out of or relating to activities associated with any of the events.

This agreement sets forth the entire agreement between the parties and takes the place of all prior verbal or written communication concerning the subjects of the Agreement. This agreement may not be altered, modified or changed in any way by either of the parties without the prior written consent of the other party.

Each of the parties hereto is an independent contractor. Neither party shall have the authority to act on behalf of the other or to incur obligation on behalf of the other unless expressly authorized.

If suit or action is instituted to enforce this agreement or to determine any matter in controversy regarding this agreement, the prevailing party shall be entitled to recover such sums as the court may judge reasonable attorney fee, including attorney fees on appeal and in collecting or enforcing any judgment order or decree.

Neither party shall, without written authorization from the other party, disclose to any third party the terms and conditions of this agreement except as may be necessary to establish or assert rights hereunder or required by law; provided however, either party may on a confidential basis disclose this Agreement to officials, officers, accountants, attorneys or other individuals within each other’s organizations on a ‘need to know” basis.