Marianas Festival Vendor Terms and Conditions

This Vendor Terms and Conditions Agreement (“Agreement”) sets forth the terms and conditions that apply to you or your organization’s (“Vendor -Holder”) participation as a Vendor at the Marianas Festival (“Festival” or “Event”), organized by Marianas Alliance for Growth of Islanders 'MAGI' (“Organizers”). Times in this agreement refers to Pacific Time.

Definitions:

• Vendor: refers to a person, business, or entity that provides goods or services (paid or non-paid) to another party.
• Canopies/Stalls/Booth: small temporary structure, booth, or canopy where vendors sell goods or services or provide information.
• Event/Festival: refers to Marianas Festival 2025.
• Organizers: MAGI, Marianas Festival staff, representatives, board, and/or officers.
• Terms and Conditions: Agreement.

Dates:

• Event Date: August 22-24, 2025.
• Vendor Operating Dates: August 23 (10-6) - 24 (10-5), 2025.

Overview:

The Marianas Festival is a three-day event, with vendors operating on August 23-24 only. Day 1, August 22 is dedicated to workshops at Heritage High School, and vending is not permitted during this time. Vendor operations will take place at Blue Lake Regional Park in Fairview, Oregon, on Days 2 and 3. Vendors are permitted to set up on Friday, August 22, from 3:00 PM to 6:00 PM. For security reasons, it is recommended to wait until the morning of August 23 to set up products.

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1. Vendor Responsibilities

• (i.) Terms and Conditions: Vendors must read, understand, and comply with all terms and conditions. It is the responsibility of vendors to ensure that all staff are informed of these guidelines. Vendors assume all risks and are liable for any damages caused by their team.
• (ii.) Product Restrictions: Vendors may not sell canned or bottled beverages (e.g., juice, soda, water, coffee, alcohol) unless pre-approved by the event. This does not apply to booths serving beverages such as boba, specialty drinks, agua fresca or lemonade.
• (iii.) Conduct: Vendors are expected to represent the event positively and avoid conflicts. Any issues should be reported to the event staff.
• (iv.) Generators: Generators must be positioned in a way that fumes do not affect neighboring vendors.
• (v.) Vehicle Removal: All vendor vehicles must be removed from the event area by 9:30 AM on event days. No vehicles are allowed on the field after 9:30!
• (vi.) Media Usage: MAGI/Marianas Festival reserves the right to publish vendor names, descriptions, and contact information in promotional materials. Liability Disclaimer: Vendors who participate in the Festival do so at their own risk and are required to indemnify and hold harmless the Organizers, their representatives, their staff and volunteers, and event sponsors against any claim for damages, costs, expenses, and liabilities (including, without limitations, consequential loss and loss of profits) in respect of any loss, damage, or injury caused through any of the activities, products, and belongings at the Festival.
• (vii.) Photo, Video, and Social Media Footage:
  • (a) By agreeing to be a vendor at the Festival, you, the vendor, grant the Organizers, and their authorized representatives, the irrevocable and unrestricted right to capture, use, reproduce, and publicly display any photographs, videos, or other media recordings taken of you, your group/team/personnel, your stall/items/products, and any related activities during the Festival for promotional, advertising, and marketing purposes.
  • (b) You acknowledge and agree that all media materials captured at the Festival, including but not limited to photographs, videos, and audio recordings, shall remain the exclusive property of the Organizers. You hereby waive any claim to ownership, royalties, or compensation arising from or related to the use of these materials.
  • (c) By participating in the Festival, you release the Organizers, its representatives, employees, and agents from any liability or responsibility for the use of your and/or your group’s/team’s/personnel’s image, likeness, or voice in any media materials, as well as any loss, damage, or infringement of personal or intellectual property rights that may occur in connection with the capture or use of such materials.
  • (d) You warrant that you have the authority to grant these rights and permissions, and you agree to indemnify and hold harmless the Organizers from any claims, damages, or expenses arising from the use of media materials in accordance with this Photography and Media Clause.
• (viii.) Intellectual Property Rights: Vendors retain all intellectual property rights in their original works. However, by participating in the festival, you grant the Organizers a non-exclusive, royalty-free, worldwide license to use, reproduce, and publicly display any photographs, videos, or other media of your vendor, merchandise, and vendor/personnel.
• (ix.) Equipment: Vendors must supply, set up, and break down their own tables, chairs, canopies, and any other equipment required for their booth. Vendors are responsible for providing needed coolers, generators, and equipment. Vendors are responsible for removing all equipment from the event site before leaving the premises at the end of the event. The Organizers and their representatives will not be held responsible for any items or equipment that an individual or group brings or leaves behind as part of their participation at the Event.
• (x.) Multnomah County fire season requirements: Fire bans may be implemented during high threat periods. It is the responsibility of food vendors to ensure compliance with fire bans. Fire bans may affect the use of charcoal pits, and the Organizers are not responsible for any outcomes due to fire bans.
• (xi.) Power: Vendors are to supply their own power source at their own expense.
• (xii.) Waste and garbage disposal: Vendors are responsible for removing all garbage / waste generated from their station before leaving the premises.
• (xiii.) Rides, bounce houses, and amusements: Unfortunately, we are unable to include rides, bounce houses, and amusements due to venue restrictions.
• (xiv.) Code of Conduct, Refusal and Dismissal:
  • (a) Vendors and staff are expected to behave professionally, respectfully, and in accordance with the festival’s code of conduct. Any behavior deemed inappropriate or disruptive may result in removal from the Event at the discretion of the Organizers with no reimbursement for any payments.
  • (b) The Organizers reserve the right to refuse any applicant or vendor and staff who does not wish to maintain the spirit of the event or wishes to make time changes without notice. The Organizers reserve the right to dismiss anyone from the premises if they are causing damage, interfering with any other vendor, or disrupting the order or spirit of the Event.

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2. Vendor Setup & Logistics

• (i.) Vendor Separation: Food and merchandise vendors are categorized separately.
• (ii.) Product/Menu Listings: Vendors must submit a complete list of products and menu items in advance, including the projected number of plates for sale.
• (iii.) Health Code Compliance: Food vendors must comply with local health codes and be prepared for inspections by the Multnomah Health Authority and Gresham Fire Marshal on the morning of the event.
• (iv.) Open Flame Cooking Safety: Vendors using open flames must follow safety regulations, including keeping flames a safe distance from canopies and having fire extinguishers on hand.
• (v.) Conduct & Prohibitions: Vendors cannot sublet or share booth space with another business unless explicitly approved. Vendors are prohibited from selling illegal substances, alcohol, weapons, e-cigarettes, or cigarettes.
• (vi.) Earnings Reporting: Vendors must report their earnings for planning purposes. MAGI does not take a percentage of sales.
• (vii.) Information/Resource Booth: Information Booths are available to Businesses/Corporates and Non-Profit organizations at a size of 10x10 ONLY. The total number of Information Booths at the Festival is limited to fifteen (15). Absolutely no items, food or beverages, etc. are to be sold at Information Booths. However, items may be given away for free.

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3. Financial & Legal Information

• (i.) Refund Policy: Full refunds are available within 48 hours of payment. No refunds will be issued after the 48-hour window, even if the vendor cannot attend. Refunds may take up to two weeks to process.
• (ii.) Payment Terms: Vendors must pay invoices within 48 hours of approval to secure their spot. Failure to pay on time will result in your application being pushed to the end of the line.
• (iii.) Vendor Term: In the event a vendor is unable to participate, payments will not be held for the following year, and no refunds will be issued.
• (iv.) Liability Insurance: Food vendors are required to obtain a 1 million dollar liability insurance listing METRO as the certificate holder.
  • a. Insurance can be purchased at https://app.gatherguard.com/
  • b. All food vendors must provide their own insurance.
  • c. METRO Certificate Holder Address: Blue Lake Park, 21224 NE Blue Lake Rd, Fairview, OR 97024, USA

4. Business License:

All vendors must obtain a City of Fairview business license ($18.75). You can apply for it here.

5. Health Certificate:

Food vendors must secure a Multnomah County Health Certificate if required. It is the vendor's responsibility to determine whether they need this certificate. More information is available here and here.

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6. Event Authority

• (i.) MAGI/Marianas Festival reserves the right to stop vendors from operating without a refund if the terms and conditions are violated.
• (ii.) Any violation of these terms and conditions will result in a $500.00 penalty and is subject to reporting to the proper authorities.

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7. Logistical Information

• (i.) Vendor Parking: Parking is available on a first-come, first-served basis. Each vendor will be allotted one reserved parking spot per booth. Additional vehicles must park in the general parking area. Please note that Blue Lake Park charges $5.00 per vehicle, which is the responsibility of the vendor and is not regulated by MAGI.
• (ii.) Utilities: There will be no running water or electricity on the field. Vendors are responsible for bringing their own generators and necessary equipment.
• (iii.) Rain or Shine: The event will proceed regardless of weather conditions, so vendors should prepare accordingly.

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8. Vendor Pricing

January 1-February 28

• Hot/Cold Food Vendors: $800 (10' x 20')
• Prepared Cold Food Vendors: $300 (10' x 20')
• Non-Food Vendors: $300 (10' x 10')
• Information/Resource Booths: $0.00 (application required)

March 1-June 1

• Hot/Cold Food Vendors: $1000 (10' x 20')
• Prepared Cold Food Vendors: $500 (10' x 20')
• Non-Food Vendors: $500 (10' x 10')
• Information/Resource Booths: $0.00 (application required)

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9. Security and Safety

• (i.) Vendors are responsible for the security of their valuables before, during, and after the event. Although security will patrol the area overnight, items left overnight are at the vendor's own risk.

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10. Donation

• (i.) We kindly request a donation from your booth to be raffled off during the event. MAGI is a non-profit organization with limited means of raising funds, and the raffle helps ensure the festival can continue in the future.

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11. Amendment and Modification of Terms and Conditions:

• (i.) Right to Amend: The Organizers reserve the right, at their sole discretion, to amend, modify, add, or remove portions of these Terms and Conditions at any time without prior notice.
• (ii.) Effect of Amendments: Any amendments or modifications to these Terms and Conditions will be effective immediately upon their posting on the festival’s official website or other official communication channels.
• (iii.) Responsibility to Stay Informed: Vendors are encouraged to frequently visit the festival’s official website or to maintain contact with the Organizers to stay informed about the latest Terms and Conditions.
• (iv.) Binding Agreement: These Terms and Conditions, as amended from time to time, will constitute a binding agreement between the Vendor and the Organizers. By applying for a Stall and participating in the Festival, the Vendor agrees to be bound by these Terms and Conditions and any amendments thereto.

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12. Vendor Contact Information:

Email: info@marianasfestival.com

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Frequently Asked Questions

• ● I want to be a food vendor. What fees do I pay?
  • Hot food: vendor fee to MAGI, 160.00 fee to Multnomah County Health Department, 10.00 fee per food handlers permit, the cost of insurance, the 18.75 Fairview fee, your supplies and equipment.
  • Cold food: vendor fee to MAGI, 160.00 fee to Multnomah County Health Department (if required), 10.00 fee per food handlers permit, the cost of insurance, the 18.75 Fairview fee, your supplies and equipment.
  • Non-Food Vendor: 300.00 and the 18.75 Fairview fee.
• ● What should I expect if I am a food vendor? Prepare for high demand. Coordinate with other vendors to ensure adequate food for attendees. It is a good idea to have pre-packed food plates ready to go.
• ● Could you guarantee the number of attendees? Of course not, but we expect a larger crowd than 2024, which saw over 6,000 attendees.
• ● I already have a business license; do I still need a City of Fairview license? Yes, a City of Fairview business license is required ($18.75).
• ● I already have a food permit license; do I still need one? Yes, the county requires this for one-day events.
• ● Why do I need a Multnomah County food permit? These are the county rules. They come out to inspect the new “area” the day of the event. For more information, contact the Multnomah County Health Department.
• ● When can I setup? Setup begins on Friday, August 22, at 3-6 PM and on Saturday, August 23, at 7:30 AM for food vendors and 8:00 AM for other vendors.
• ● Can I bring Food and Drinks? No outside food or drinks are allowed. This will be enforced. We ask that you enjoy this free event while supporting vendors.
• ● Will there be a first aid booth? A first aid booth with a registered nurse will be available on-site.
• ● Is re-entry allowed? This is a free event. Keep your parking pass for re-entry.
• ● Can I camp on the grounds? Camping is not allowed at the park.
• ● Will a map be available? The festival map will be available on the website before the event.
• ● What would the weather be like? This is the PNW. It could be rainy, super-hot, or just perfect. Be prepared for any weather, as the event is rain or shine.