The Scandinavian Midsummer Festival Association is in the process of planning the 2008 Festival.  Festival dates are June 20, 21, & 22,  2008. Please read this letter and application thoroughly for any changes.  Applications with forms complete and payment must be received no later than April 15, 2008.  Failure to reply promptly may result in loss of your booth space to another applicant.  Your application will not be accepted or may be returned if it is not complete or full payment is not included.  If you cancel in writing by May 1, 2008, your money will  be refunded as soon as possible.

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

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

BOOTH REQUIREMENTS
Our Festival tries very hard to offer as much authentic Scandinavian culture as possible.  Please remember the products or foods you present must be of Scandinavian tradition.   We encourage vendors to dress and decorate their booths Scandinavian when possible. If we feel your booth is not fitting  our criteria, you may not be invited back.  We 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. 

BOOTH DESCRIPTION
Booths are either 8 ft. or 10 ft. deep, depending on location and booth fee paid. Booths are divided by white wood partitions that are approximately 6 ft tall.  Ends and tops of partitions are decorated by the Festival Association with cedar and birch.  You may hang décor and other items on the partitions, but all staples , décor, etc. must be removed at the end of the festival.  Green curtains hang behind the booths.  Please bring your own staple guns, pliers, extension cords, and other type of equipment you might need.

*NEW * NEW * NEW *   for 2008
We will now accept 10x10 tent type booths inside.  These booths will fall under the Type A -  8ft. deep  booth price of $12.50 a foot which is $125.00.  Electricity will not be available for these new booths.  Please be sure to note on your application that you would like this type of booth. There will not be wood partitions between these booths or curtains.

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.

Two adult buttons, vendor ribbons, one 8 ft. table, and one weekend parking pass are included in the booth fee.  These are received upon check-in at the Festival.  ALL BOOTH WORKERS MUST WEAR A BUTTON WHILE AT THE FESTIVAL.  Up to 5 additional worker buttons can be purchased in advance for $5.00 a piece ($6.00 at festival).  These must be ordered and paid for with your booth application.  No additional discount buttons may be purchased after May 1, 2007.   Additional buttons for adults and children (ages 6-12) can be purchased at the Festival.  Additional tables are available to rent for $10.00 per table.  Please note on your application if you would like any additional tables or if you have any other specific needs.  CHAIRS AND TABLE LINENS ARE NOT PROVIDED.

All accepted booths will be placed as applications are received.  Final booth placement will be approximately May 1, 2008, 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.

BOOTH FEES
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.  Starting in 2008 we also accept 10x10 tent type booths.  You can request a corner booth for an additional $75 fee.  We only have a limited amount of corner booths available.

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.

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.

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

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.

Type A.  8 ft. deep booths (all non-electrical and some electrical)      $12.50 per foot of frontage. 
This is includes the new 10x10 tent type 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. 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

RV PARKING/CAMPING
Overnight RV parking and camping will be available to vendors.  Please make a note on your application if  you require RV parking or camping and I will send a form with your acceptance letter.

CHECK-IN AND 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 product, please put up a sign that says ‘sold out’.  Do not tear down your booth until 4:00.

BOOTH/FESTIVAL SCHEDULE (subject to change)
Thursday, June 19: Booth check-in and set-up 2:00-6:00
Friday, June 20:  Booth check-in and set-up 7:00-1:30.  Set-up must stop by 1:45!  Booths open for business at 2:00 until 6:30.  Coronation begins at 7:00 followed by dance until midnight.
Saturday, June 21:  Booth area opens at 7:00.  Booths open for business at 9:00.
Sunday, June 22:  Booth hours 9:00-4:00, closing ceremony begins 4:00, check 4:30-6:00

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 let me know.  Items can be donated at the Festival.

If you know of other vendors that fit our requirements and are interested in our Festival; feel free to give them a copy of your application and letter or refer them to our website. 2008 information and applications should be available soon. Visit our website at www.astoriascanfest.com !

I look forward to hearing from you . If you have any questions, please email  (which is probably the best) or call me but not after 8:00 p.m. please!

Saara Matthews, Booth Chair S.M.F.A.
P.O. Box 34
Astoria, OR 97103
503-338-0046
saaramatthews@hotmail.com