Tater Tots Festival ~ Exhibitor Vendor Information

CLICK HERE TO PRINT A COPY OF THESE RULES

If you have any questions, please contact us by email at events@revitalizeontario.org

General Information/Requirements:

• Vehicle Restrictions: No driving in the park Friday 1:00 PM–10:00 PM or Saturday 10:00 AM–10:00 PM. All non-exhibit vehicles, trailers, and supply trucks must park outside the grounds to maintain fire lanes during all other times.
• Alcohol Policy: No vendor may sell alcohol. Alcohol sales are exclusive to the Revitalize Ontario booth by permit. All alcohol must remain within the designated festival area.
• Operating Hours: Vendors must remain open for business for the entire event (until 10:00 PM both Friday and Saturday).
• Power & Lighting: Provide your own power via a whisper-quiet generator with sufficient fuel. Plan for evening lighting (sunset is around 8:30 PM); solar or battery-operated lights are highly recommended.
• Menu Priority: Vendors featuring Tater Tot dishes receive priority consideration and placement.
• Tater Tots: Tater Tots are donated by Simplot and provided by Revitalize Ontario. Vendors offering Tater Tots/Dishes will have priority consideration and placement.

Vendor Setup:

• Vendor Communications: We use a single point of contact. All event updates will go to the registered email address, so please coordinate with your primary applicant. All messages will come from events@revitalizeontario.org.
• Booth Locations: Due to potential last-minute schedule changes across the festival, exact booth and food truck placements will not be pre-assigned. You will coordinate with a volunteer upon arrival.
• Check-In/Arrival Safety: Do not enter the park with a vehicle until you check in with a Revitalize volunteer at the red gazebo. We will direct you to your vehicle entrance and your vendor spot.
• Pre-Event Verification & Early Setup: On Sunday evening of event week, we will email you from events@revitalizeontario.org to verify your final setup details. If you wish to set up early on Thursday evening, please notify us in advance so we can coordinate your arrival.
• Placement Policy: Spaces are assigned strictly in order of arrival, and specific locations cannot be guaranteed or held. To accommodate all participants, we cannot leave empty spaces between vendors. If you wish to be positioned near another vendor, your vehicles must arrive together

Festival Schedule & Timeline

• Vendor Setup
  • All vendors must be fully set up and vehicles removed from the park grounds by 1:00 PM on Friday.
  • Thursday: 5:00 PM – 8:00 PM (By appointment only)
  • Friday: 11:00 AM – 1:30 PM
• Festival Hours (Open to Public)
  • This is a public park, and attendees often arrive early. Overnight security is provided Thursday, Friday, and Saturday nights.
  • Friday: 2:00 PM – 10:00 PM
  • Saturday: 11:00 AM – 10:00 PM
• Vendor Tear-Down
  • For public safety, no vehicles are permitted back into the park grounds before 10:00 PM on Saturday.
  • Saturday: Starts at 10:00 PM (After the final musical performance finishes)
  • Sunday: All equipment must be entirely cleared from the park by 10:00 AM.

VENDORS MUST FOLLOW ALL FESTIVAL RULES AND REQUIREMENTS. FAILURE TO COMPLY MAY RESULT IN EXCLUSION FROM FUTURE FESTIVALS. THESE GUIDELINES ARE ESTABLISHED STRICTLY FOR THE SAFETY OF ALL PARTICIPANTS AND VENDORS.

Vendor Terms & Conditions

Payment of fees constitutes full acceptance of the festival guidelines and the following legally binding term. By paying the vendor fees, the Applicant (“Vendor”) explicitly agrees to comply with the above guidelines and following terms:

1. Fees & Refunds: Vendor registration fees are strictly non-refundable. Space fees are refundable only if written notice of cancellation is received by August 30 to events@revitalizeontario.org.
2. Attendance: Vendors must remain open and operational for both days during all designated public hours.
3. Exclusivity: This agreement does not grant exclusive rights. Other vendors may sell or demonstrate identical products and services.
4. Compliance & Permits: Vendors must comply with all city, county, state, and local regulations. Vendors are solely responsible for obtaining necessary permits.
5. Health Inspections: Food vendors must display copies of valid permits at their booth. Inspections will be conducted by Malheur County Environmental Health prior to opening. Please contact Malheur County Environmental Health: 541-473-5186 for guidance.
6. Property Maintenance: Vendors shall cause no damage to the park premises and must leave their assigned area in its original condition upon departure. Please pick up around your area and put all trash into the provided dumpster.
7. Forfeiture: Vendors must be fully set up and operational by 1:30 PM on Friday. Failure to meet this deadline results in automatic forfeiture of space rights and all fees; no partial refunds will be issued.
8. Utilities: No power, water, sewer, or utility connections are provided by the festival. Vendors must supply all necessary operational resources in accordance with their permits.
9. Liability & Indemnification: The Vendor agrees to indemnify and hold harmless the City of Ontario, Malheur County, Revitalize Ontario, and their officers/agents from any claims, suits, or damages arising from the Vendor’s activities. The festival entities assume no responsibility for the loss or damage of Vendor property due to theft, fire, accident, or vandalism, nor for any public injury occurring within the Vendor’s space.

Sponsors: Donations to Revitalize Ontario EIN: 47-3045411, a 509(a)(2) Public Charity, may be tax deductible. Please contact your CPA for advice. All donations to the event should be detailed on your invoice or through direct payment of your sponsorship.

You can sign up anytime starting in October up until August prior to the festival.  To sign up and pay just click on the button abvove. There is no long form application. No on-site registrations are allowed. Your vendor application must be completed, paid for, and accepted before September 1st!

If you plan on preparing food on-site from a booth, trailer, or food truck you need to sign up as Tater Tot Festival Food Vendor. Pre-packaged and pre-made snacks, goodies, and other edible items that do not require preparation on-site are considered Exhibitor Vendors. All vendors serving food may be required to obtain the proper food handling and serving permits. Please reach out to events@revitalizeontario.org if you have questions!

Vendors Must Be Open:

• Friday – 2:00 p.m. until 10:00 p.m.
• Saturday – 11:00 a.m. – 10:00 p.m.

No! While alcohol will be allowed at the festival, only Revitalize Ontario! is allowed to serve alcohol.

No power, water, sewer, or other utility connections will be provided. Vendor must supply all necessary resources needed to operate and as indicated by any permits. If you need power for your space, you must provide your own power. Plan ahead and bring enough fuel for the full day/event! If you are in the exhibitor area any generators must be whisper quiet generator 65 dB or less.

NO! All unallocated space is provided for fire/emergency services. Unless you have a food truck, no other vehicles are allowed to be parked with or behind your food truck or exhibitor booth. All vehicles will need to be parked outside the festival grounds.

Vendor registration fees are non-refundable unless a cancelation notice is given by 8/30. Once canceled you will not be able to re-register. To cancel please email events@revitalizeontario.org.

No. Vendors must be setup Friday by 1:30 p.m. Vendors are required to attend both days during and be open during the operational hours of the festival.

While we try to limit duplication, it is possible. Vendors will not be given an exclusive right to sell, take orders or demonstrate any service or product (someone else may sell the same product/merchandise).

Potentially! Vendors must comply with rules and regulations of City, County, State, and Local officials. Currently Ontario, Oregon does not require exhibitor vendors to obtain any special permits.

IF food is served, sold, or given away, permits may be required. If a permit is required, a copy of the permit must be
present at the event. The Malheur County Health Department will inspect before/during the event. There is usually a
health inspection prior to opening and they have final say if you can operate.

Please contact Malheur County Environmental Health at 541-473-5186 for guidance.