Booth Basics

Location

The Festival will be held at the Clatsop County Fairgrounds (92937 Walluski Loop Road, Astoria.)

Vendor Requirements

If you are a first time participant, please contact Saara Matthews to make sure your product is acceptable (503-338-0046). Our Festival tries very hard to offer as much authentic Scandinavian culture as possible.  We encourage vendors to dress and decorate their booths Scandinavian when possible. Booths presenting handmade, quality items are given priority. 

We accept craft, food, and info booths and can accommodate both indoor and outdoor vendors.  Most booths are inside.  We recommend that outdoor booths are self-contained  since we cannot guarantee good weather or night security. We try to limit the number of booths selling the same or similar items.  Returning booths get first consideration in placement.  We want all the vendors to be successful.

Security

We cannot offer security of items Friday.  It is up to you to secure your items.

Insurance

The festival is not responsible for insurance needs.  Please contact your insurance agent.

Food Booths

Food booths please check with the health department for food handling requirements.  EACH FOOD BOOTH MUST HAVE A PERSON WITH A VALID FOOD HANDLERS PERMIT.  If you need to obtain or renew your permit, please contact your local health department or go to www.orefoundation.org.

Booth space will be assigned with the understanding that your goods meet the above criteria.  Booths not meeting these criteria are subject to rejection from the festival in the future.

Please contact Saara Matthews if you have any questions regarding what type of booth you should request.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Rates

New for 2009
Reduced Non-Profit Fee!

Non-profit booth reduced fee.  There is now a flat $25 fee for non-profit booths that are providing information  only and not selling anything.  Fee includes 1 festival entrance button and 1 vendor parking pass.   Non-profit booths must have information related to  Scandinavia, Finland, or northwest history/area and must be approved by the Booth Committee.  These booths will be in the arena and will include a table.  These booths will be place based on where there is room after the other vendors have been placed.  Any electrical needs will have to be paid for under regular fees and cannot be guaranteed.

Regular Booth Rates

Two fees based on location and booth depth.  Please refer to map of arena area on page 4 to help clarify different locations.  Booths are either 8 ft. deep or 10 ft. deep.  Majority of booths are 8 feet deep. You can request a corner booth for an additional $75 fee.  We accept 10x10 tent type booths inside. 

Minimum booth size is 6 ft. and maximum is 25 ft.  Be sure to request enough space to get in and out of your booth.  If your table is 8 ft. long you probably want to request at least 9 ft.  Booth merchandise, tables, displays, etc. CANNOT extend into aisles or behind curtains

If you are a returning vendor and request a bigger booth, most likely you will not be in the same space as the previous year.  We try to fulfill requests but that is not always possible.  The electrician and booth chairperson have the final say on booth placement.  Thank you for your understanding.

Type A Booth

8 ft. deep booths (all non-electrical and some electrical)      $12.50 per foot of frontage. 

This is includes 10x10 tent booths.

Example:  Requested booth is 12 long  (this can be any length you request) and 8 ft. deep (this does not change) cost will be $150.00.  A requested corner booth is an additional $75 fee.

Outside booth fees are$12.50 per foot of frontage.  Please make detailed notes of the depth of your booth/trailer/tent on the application.  These booths can be more than 8 ft. deep.

Type B Booth

10 ft. deep booths (must be electrical and pay appropriate fees)     $18.00 per foot of frontage

Type B booths are located along the wall to the immediate left and right when you enter the arena from the main doors.  There are a limited number of booths that we can place here.

Example:  Requested booth is 12 ft. long (this can by any length you request) and 10 ft. deep (this does not change) cost will be $216.00 (12 x $18).  A requested corner booth is an additional $75 fee.

Electricity

$30.00 fee for first electrical hookup (one circuit), $10.00 additional fee per each additional circuit requested. One appliance per circuit! If you are going to use 5 appliances (coffee maker, electric frying pan, etc.) your cost for electricity would be $70.00($30.00 for 1st one, $10.00 for additional 4). Be sure to list all electrical needs or the power you require may not be available to you at the festival.

The WATTAGE of EACH APPLIANCE must be included with your application! To find the exact wattage rating for appliances, read the manufacturers label found on all electrical appliances, or multiply amps x volts = watts. Voltage is not acceptable. Failure to follow this request may result in not receiving electricity. Electricity is assigned first come, first serve.  If you have questions regarding electricity only please call Merv Helmersen @ 503-861-1182 or 503-325-1630.

Confirmation

All accepted booths will be placed as applications are received.  Final booth placement will be approximately May 1, 2009, after which a confirmation letter with final details will be sent.  YOUR CONFIRMATION LETTER IS YOUR ACCEPTANCE LETTER AND YOU WILL NOT HEAR FROM US PRIOR, UNLESS THERE IS A PROBLEM OR QUESTION WITH YOUR APPLICATION.

 

Logistics

Booth Hours

Booths will be open for business Friday 2:00-6:30, Saturday 9:00-8:00, and Sunday 9:00-4:00. 

Please DO NOT set up your booth before the designated time unless special arrangements have been agreed upon.  We are not ready for booths to set up until the designated time

Please note; doors to the arena are opened at approximately 7:00 a.m. Saturday and Sunday.  We cannot guarantee security once the doors are opened.   Friday is an optional day to be open, but we encourage everyone to participate. 

Check-in/Check-out

Check-in will be on Thursday and Friday of the Festival.  There will be more details in your confirmation letter.  You will receive your buttons, parking passes, etc. when you check-in at the Festival.

Check-out is on Sunday from 4:30-6:00.  You will receive a $10.00 refund after tearing down and cleaning up your booth by 6:00. More details regarding set-up and tear-down will be sent with your confirmation letter. 

Please remember that this is a 3 day event and you cannot tear down your booth until 4:00 on Sunday. If you sell out of product, please put up a sign that says ‘sold out’.  Do not tear down your booth until 4:00 on Sunday.

Raffle

As many of you know, we hold a raffle which benefits our scholarship fund  for which we accept donations.  We are always grateful and happy to accept donations from vendors.  If you would like to donate an item please contact Saara Matthews.  Items can be donated at the Festival.

 

application

Form