2024 CONCESSION VENDOR RULES AND REGULATIONS

This application is a legal agreement between the applicant and Pride Northwest, Inc., the producer of the Portland Pride Waterfront Festival. By completing and submitting this payment reservation, you agree to all rules and regulations outlined below.

PLEASE REVIEW CAREFULLY. 

AGREEMENT. Concession Vendors agree to comply with the rules of the Portland Pride Waterfront Festival and Parade as listed in this form and additional rules deemed necessary for the safe conduct of the Portland Pride Waterfront Festival and Parade and related activities. Failure to comply may cause denial of entry to the parade, festival, and/or jeopardize future participation with Pride Northwest and the Portland Pride Waterfront Festival and Parade. Your registration payment signals agreement and compliance with the aforementioned Rules and Regulations.

AGREEMENT MODIFICATIONS. Pride Northwest, Inc. reserves the right to adjust reservations and policies at their discretion, or as needed, in order to manage the Portland Pride Waterfront Festival and Parade.

BEVERAGES AND FOOD. No unauthorized beverage sales allowed. Concession Vendors shall not sell, distribute, or in any way disseminate alcoholic beverages. Water CANNOT be priced more than $3.00. Concession vendors may sell only those food/beverage items approved by Pride Northwest, Inc. on their application. Concession Vendor shall sell the identified items at the specified price unless otherwise agreed by the Pride Northwest, Inc. Vendors must sell only from their designated space - no roving. No food containing cannabis, CBD, or their derivatives are allowed to be handed out or sold at the Portland Pride Waterfront Festival.

BOOTH ACCESS. Pride Northwest, Inc. and its agents shall have access to the aforesaid described space and premises at all times. Booth space cannot be assigned or leased by any organization other than Pride Northwest, Inc.

CANCELLATION. The Portland Pride Waterfront Festival and Parade (PPWFP) may be suspended or canceled in the event of strikes, threats or acts of terrorism, bioterrorism and war, plague, acts of civil or military unrest, flood, fire, earthquake, severe weather, Covid-19 restrictions and other Acts of God or in the event Festival location is not available to Pride Northwest, Inc. during the Event Period. In the event Pride Northwest, Inc. cancels or terminates all or any portion of the PPWFP, Vendor shall be obligated to pay for the Vendor’s space only for the period the space was or could have been used by the Vendor. Pride Northwest, Inc. including its agents, coordinators, officers, directors and employees are hereby released from any and all claims, liabilities, suits, or damages which Vendor may suffer or incur arising out of or in connection with the cancellation or termination of the PPWFP, or any portion thereof, and in no event shall Pride Northwest, Inc. have any liability for Vendor’s lost profits or consequential damages, even if advised of the possibility of such loss or damages.

CANVASSING. Concession Vendors may canvas only from inside their booth space. Canvassing from outside booth space is not permissible and Concession Vendor shall be liable for immediate closure, removal from the Portland Pride Waterfront Festival and loss of all submitted monies.

CONDUCT. No Concession Vendor or participants, shall use alcohol, marijuana or other  controlled substances while participating in any capacity in Concession Vendor booth/space(s) or Festival grounds and shall remain free from the influence of such substances while participating in any capacity with the Portland Pride Waterfront Festival and Parade. Since 2015 all parks run by Portland Parks and Recreation are Smoke & Tobacco-Free.

COVID-19 SAFETY. Concession Vendors and associates must adhere to all local, state, and federal COVID-19 guidelines. Additional regulations may be implemented by Pride Northwest. 

ELECTRICAL SERVICES. Concession Vendor agrees to purchase electrical service, if necessary, from the festival electricity vendor (Hollywood Lights). There will be no external power generators. Trailers, vans or other such mechanical devices are only allowed with the express written consent of Pride Northwest, Inc.

FESTIVAL DISPLAYS. Pride Northwest, Inc. reserves the right to locate any vendor or display where it is in the best interest of the Festival. Pride Northwest, Inc. reserves the right to cancel any vendor or display that is not in the best interest of the Festival.

CONCESSION VENDOR SELECTION. Concession Vendor selection is at the sole discretion of Pride Northwest, Inc. Please note all applications will be reviewed and a selection process will make the final determination of Concession Vendors that will participate.

GOVERNING LAWS. This Agreement shall be governed by the laws, as well as health, sanitation, and fire regulations of the State of Oregon, Multnomah County, and the City of Portland. 

HOURS OF OPERATION. Concession Vendor booths must be fully staffed and open for sales, and must remain fully staffed and prepared to serve customers Saturday, July 20, 2023 from 12:00PM to 8:00PM, and Sunday July 21, 2023 from 11:30 AM - 6:00 PM, regardless of weather conditions.

Vendor agrees to hold harmless Pride Northwest, its officers, directors, employees, agents, coordinators representatives, successors and assigns (collectively and individually referred to as “Indemnitee”) from any and all losses, damages, claims, suits, actions and liabilities of any nature whatsoever incurred or suffered by Indemnitee arising out of or related to any act or omission of the Vendor, its employees, officers, directors, and agents, or any condition of the property of the Vendor in the possession of or under the control of the Vendor and regardless of whether the Indemnitee shall be a contributing cause of the injuries or damage.

LIABILITY. Concession Vendor agrees to hold harmless Pride Northwest, its officers, directors, employees, agents, coordinators representatives, successors and assigns (collectively and individually referred to as “Indemnitee”) from any and all losses, damages, claims, suits, actions and liabilities of any nature whatsoever incurred or suffered by Indemnitee arising out of or related to any act or omission of the Vendor, its employees, officers, directors, and agents, or any condition of the property of the Vendor in the possession of or under the control of the Vendor and regardless of whether the Indemnitee shall be a contributing cause of the injuries or damage.

LIABILITY INSURANCE. Vendor shall provide and maintain comprehensive public liability and property damage insurance coverage with policy limits of at least $1,000,000 per occurrence and aggregate, and shall name Pride Northwest, Inc., its officers, directors, employees, agents, event coordinators, and representatives as additional insureds under such insurance policy. The $1,000,000 limit must include product and completed operations. No later than July 12, 2024, Vendor shall provide Pride Northwest with certificate of insurance evidencing the policy and coverage requirements set forth herein.

Comprehensive Public Liability and Property Damage Policy Requirements:

● $1,000,000 (minimum) limit per occurrence and aggregate and must include product and completed operations.

● Additional Insured named should read:
Pride Northwest, Inc., PO Box 6611, Portland, OR 97228

LOAD IN. Setup for concession vendors is on Friday, July 19, 2024. Based on your setup needs and location in the festival you will be provided with an arrival time.

LOAD OUT. All materials must be removed from Festival ground by 12:00 PM on Monday, July 22, 2024. Load out begins Sunday, July 21, 2024, after approval is received following the close of the festival. Any items remaining may be subject to tow or additional fees for removal. 

PAYMENT. Concession Vendors will be invoiced with their space size and the amount owed based on their space size and add-ons. Payment is due upon receival of invoice. Concession Vendors will not be allowed to set up without payment received. Payment must be received prior to load-in at the festival. 

PROPANE. Concession Vendors using propane to cook must obtain a permit from the Portland Fire Bureau.

RAFFLES. No raffles of any kind without the express written consent of Pride Northwest, Inc. 

REFUND POLICY. Refunds are assessed a $20 fee and provided on the schedule below. The refund amount is the percentage paid for the booth minus the refund fee. 

100% Refund available until April 1, 2024
50% Refund available until May 15, 2024
25% Refund available until June 15, 2024
No refunds available after June 15, 2024

REQUIRED DOCUMENTATION. Concession Vendor agrees that, in the event this Agreement is terminated as a result of Concession Vendor’s failure to provide any required documentation, Concession Vendor shall not be entitled to any refund but shall forfeit all amounts previously paid as liquidated damages.

RIGHT TO SELL. Concession Vendors shall have the right to sell only the items submitted at the designated prices. Said sales are to occur only within the area designated by Pride Northwest, Inc. for the Concession Vendor.

SAFETY. Concession Vendors must comply with all fire codes and are required to have at least one (1) certified fire extinguisher in their booth.

SECURITY. Concession Vendors are responsible for the security of their own property at all times. While limited security personnel will be on duty at all times during the weekend, no security personnel will be assigned specifically to Concession Vendors. Pride Northwest, Inc. shall not be held responsible for loss, theft, or damage to any property left on the Festival grounds at any time. 

SET-UP. Setup times will be scheduled with the festival site manager. Load in and setup is on Friday, July 19, 2024, more information provided at Concession Vendor Orientation via Zoom. 

SIGNAGE. Concession Vendors may only display their own business signs and banners within the assigned booth space.

SPACE SIZE. Concession Vendor space size is provided by written agreement. No sales or service shall be made from the sides or rear of the allotted space or spaces. Concession Vendor understands that Pride Northwest, Inc., in its sole discretion, will assign space. Concession Vendors will supply all supplies necessary to operate. Canopies are not provided, but are available to rent for an additional fee.

STORAGE. There is no storage allowed outside the booth space for any supplies, equipment or inventory. No additional trailers will be allowed without prior approval.

SUBLETTING. No subletting of booth space shall be permitted.

TRAILERS. All trailers must be approved by Pride Northwest. Trailers must fit within the footprint of the concession vendor’s assigned booth space. Approved trailers which do not fit within the concession vendor's booth footprint may be charged an additional fee. Any trailers that have not been pre-approved for use the weekend of the festival will be turned away.

VIOLATIONS. Concession Vendor acknowledges that a breach of any of the terms of this Agreement may result in the termination of this Agreement and the preclusion of the Concession Vendor’s participation in the Portland Pride Waterfront Festival. In the event this Agreement is terminated as a result of any breach by Concession Vendor, Concession Vendor shall not be entitled to any refund but shall forfeit all amounts previously paid as liquidated damages.

WATER. Potable water will be made available at the Festival. Concession Vendors are responsible for providing a means of transporting water from the Festival’s source to assigned booth space. 

WASTEWATER. Please do not dispose of wastewater anywhere other than the designated locations. Concession Vendors observed dumping water in any unauthorized containers will be closed. 

Code of Conduct

Portland Pride Code of Conduct for Parade Contingents, Festival Exhibitors, Concession Vendors, Event Staff, Volunteers and all persons associated with Pride Northwest or the Portland Pride Waterfront Festival and Parade:

  • Provide service to individuals without regard to an individual’s sexual orientation, gender identity or expression, HIV/AIDS status, race, color, national origin, ancestry, creed or religion, sex, physical or mental abilities, age, marital status, veteran status, citizenship or any other protected classification in accordance with state, federal, and municipal laws.

  • Interact with guests and each other in a respectful manner at all times and in accordance with the non-discrimination statement.

  • Remain free from the influence of alcohol, marijuana or other controlled substances while participating in any capacity 

  • Follow all health codes and regulations and be suitably attired and maintain acceptable personal hygiene. 

  • Not engage in any behavior that is determined to threaten the safety of anyone participating in the parade or festival in any capacity nor engage in any disruptive behavior that interferes with the right of anyone to conduct appropriate business or freely enjoy the Portland Pride Waterfront Festival and Parade

  • Any issues of concern must be directly addressed with the appropriate Pride Northwest, Inc. representative. 

  • Pride Northwest, Inc. in its sole discretion shall determine whether an act is unsuitable. 

ACCEPTANCE OF AGREEMENT

I acknowledge the following: a) I have had the opportunity to review and will abide by this Agreement; b) I have had the opportunity to consult with legal counsel if desired; and c) I fully understand the terms and conditions set forth herein and agree to be bound by the same name.

Non-Discrimination Policy

Portland Pride Waterfront Festival and Parade contingents, vendors, contractors, sponsors, Pride Northwest, Inc. staff and volunteers, and all personnel associated with the parade and festival agree at all times to honor and abide by the following statement of non-discrimination in word and action: Anyone associated with the parade and festival, or their employees or associates in violation of this agreement will be asked to leave festival grounds or parade immediately and will forfeit all entry fees, rental fees, sponsorship fees, and deposits as applicable. Additionally, any actions taken or statements made to individuals or groups contrary to this policy or the spirit and intention of this policy are not permitted in the parade or on festival grounds, or in any communication associated with the parade or festival:

All persons associated with the Portland Pride Waterfront Festival and Parade and Pride Northwest, Inc. will provide service to individuals without regard to an individual’s sexual orientation, gender identity or expression, HIV/AIDS status, race, color, national origin, ancestry, creed, religion, sex, gender, gender presentation, physical or mental disability, age, marital status, military status, veteran status, citizenship or any other protected classification in accordance with state, federal and municipal laws.

Pride Northwest, Inc. does not tolerate sexism, racism, colorism, homophobia, biphobia, interphobia and transphobia or hostility, anti-Semitism, Islamophobia, white supremacist activity, age discrimination, ableism as well as other and/or intersectional forms of discrimination.