Vendors that apply for the UFO Festival undergo jury selection.

Applications are processed on a first-come, first-served basis & must adhere to event policies:

• All event participants must adhere to the event theme, get creative and have fun!
• Any amplified sound (live or recorded), must be approved in advance.
• You may not sublease your booth. Any changes to products, prices, activities, music, or participation must be approved by MDA prior to the event.
• All booths must have a minimum of one person present during all event hours, early tear down is not permitted.
• Promotion of your product or service must be confined to your booth space.

MDA is a nonpartisan organization. Amplified sound cannot be used to engage in proselytizing, preaching, political campaigning or recruitment.

McMinnville Downtown Association & Zero Waste McMinnville have partnered to make McMinnville events as waste-free as possible. Your participation is key to achieving this. All products provided to customers are strongly encouraged to be packaged in recyclable, reusable, or compostable materials.

VENDOR HAS READ AND AGREES WITH THE FOLLOWING:

1.McMinnville Downtown Association (MDA) will provide and assign space to Vendors and reserves the right to change space assignments

2.MDA reserves the right, as permitted by law, to refuse space to any applicant conducting business that is determined by MDA or MDA designated representative to be unlawful, dangerous, not described in reasonable detail in the Vendor Application or in violation of MDA contracts with other parties

3.MDA, by this Agreement, does not guarantee to Vendors exclusivity of sale of products or merchandise (although other agreements may exist that provide exclusivity)

4.Vendor or downtown merchant shall not sub-lease or assign its booth space or any other right under this agreement

5.Vendors may not use freestanding electrical generators or extension cords from adjacent buildings

6.Vendors will remit booth space rental fees to MDA no later than 30 days after approval.

7.Booth space rental fees are non-refundable

8.Vendors may not use audio projection including loudspeakers or “bull horns,” nor play or broadcast music except with prior written approval of MDA

9.Except as required by law, animals are not allowed in booths without prior written approval of the MDA

10.Applicant as a Vendor agrees:

• a.To provide entire booth display (MDA provides the space only and electricity as paid for);
• b.To comply with all applicable electrical, fire, and health department regulations and all city, county and state and federal laws (Vendors can expect authorized inspectors to be on hand to enforce applicable laws and regulations, and Vendors are solely responsible for all applicable inspection fines and fees);
• c.Remove vehicles from the event area by 2:00pm and be ready for business at 3pm on Friday May 15th. Remove vehicles from the event area by 9:00am and be ready for business at 10am on Saturday May 16th.
• d.To immediately notify MDA of an anticipated delay in set up (past 1pm Friday May 15th, and 8am, Saturday May 16th); MDA retains sole discretion to allow or disallow a late “set up” and to place reasonable conditions on any late “set up”;
• e.That failure to notify MDA of an anticipated delay in set up as outlined above, or to strictly adhere to conditions placed on a permitted late set up, will result in loss of the Vendor space;
• f.To conduct business and remain open during the event hours and in the assigned space onlyi.Event hours: Friday, May 15th, 3pm-8pm and Saturday, May 16th, 10am-6pm
• g.To not bring any vehicles, trailers, or deliveries into the selling area during event hours
• h.To remove any concessionaire games or other activities whether named in the Application or not, that MDA, in its sole discretion finds conflicts with the exclusive rights granted to another party or organization. Removal is at the discretion of the MDA
• i.If a Food Vendor, to provide a 33-gallon trash receptacle at the booth; and the receptacle must be emptied when full, into the provided dumpster; Vendors may not empty trash into cardboard/temporary trash cans. NOTE: Do not dump water, grease and/or debris into gutters or sewer drains –– VENDOR MUST HAUL AWAY WASTEWATER, OIL AND GREASE FOR PROPER DISPOSAL
• j.If a Food Vendor, to have a working fire extinguisher and to provide a copy of a Health Permit when notified of application acceptance
• k.If Vendor will sell or distribute food, the Vendor shall have all required certificates and licenses. In addition, such vendor shall have a liability insurance policy insuring against liability caused by selling or distributing food with a minimum limit of $1,000,000; The policy shall name MDA as additional insured and the Vendor must provide a certificate of service showing proof of insurance no later than 30 days prior to the event
• l.To remove all structures, products, trash, etc., before 8:00 pm, Saturday, May 16th, 202611.Vendor agrees that MDA officers, directors, agents, employees, security and volunteers of MDA are not liable or responsible for any injury to Vendor or Vendor’s owners, agents, employees, volunteers, guests, or customers while within the space or spaces rented and/or occupied by the Vendor; nor shall the protected parties be responsible for the loss of or damage to Vendor’s goods or property

12.Vendor agrees that it shall defend, indemnify and hold harmless MDA and officers, directors, agents, employees and volunteers, and insurers of MDA from and against any claim, loss, damage, injury, penalty, fine, and expenses (including all litigation expenses) caused directly or indirectly resulting by Vendor’s use of the rented space or in any way caused by the Vendors, employees, agents, volunteers or by any of Vendor’s activities relating to the UFO Festival

13.MDA, in its sole discretion, may require a Vendor to immediately close its booth (space), and remove itself from the space if the McMinnville Downtown Association or its designated representative finds that Vendor is not in compliance with this Agreement

14.Vendors are expected to conduct themselves in a professional, respectful, and lawful manner at all times during UFO Fest. This includes respectful interactions with attendees, staff, volunteers, and other vendors. Harassment, discriminatory behavior, excessive noise, unsafe practices, or any conduct deemed disruptive or inappropriate