Join us as a Food, Alcohol, Arts/Crafts, or Nonprofit Vendor at the 2024 Crab, Seafood & Wine Festival, scheduled for the weekend of April 26-28, 2024!
Please review ALL details in the Vendor Information tabs below before applying.
The information on this webpage is only a portion of the information and rules for our vendors. Before applying, please review our full 2024 Vendor Information Packet – Rules & Regulations to ensure you are ready for a successful event experience.
The information on this page was updated on November 1, 2023.
BEFORE APPLYING and BOOTH FEE SCHEDULE
While most content is shared on this page, please review the complete 2024 Vendor Information – Rules & Regulations document containing vendor information, our health & safety plan, booth set up information and more.
Standard inline aisle booth (10′ x 10′) – $575
Corner booth (10′ x 10′) – $675
Nonprofit booth (10′ x 10′) – $0
Astoria-Warrenton Area Chamber of Commerce members receive a $75 booth fee discount.
Add-ons such as tables, increased electrical service, RV parking, and additional Vendor Badges are available for additional fees as outlined in the application.
BOOTH PAYMENT and PRE-AUTHORIZATION
Vendors will provide their credit card for payment when submitting the application on the EventHub platform. Our payment processor (Stripe) will pre-authorize the total amount at that time. A pre-authorization is a temporary (‘uncaptured’) hold of a payment amount on a customer’s credit or debit card, to be completed (‘captured’) in a future transaction. We will not capture the payment until we have reviewed your application and approve it. Our processor will release the hold after SEVEN days, so we aim to make our approval decisions within that timeframe. Be aware, while the money is held, the cardholder cannot spend it. The amount is effectively deducted from the total account balance, but in a pending state as the payment is not yet sent.
This application fee will reflect on your financial statement under the business descriptor ASTORIACOC-FEST-GOONIE or ASTORIACOC-GOONDOCKS.
DATES TO REMEMBER
November 1, 2023: Applications available for the 2024 festival to previous 2023 vendors and Chamber member businesses only. You will receive a link via email on November 1st.
November 15, 2023: Applications open to new vendors. The link will go live on this website November 15th. Stay Tuned!
November 15, 2023: Right to return deadline for previous 2023 vendors.
*If you believe you qualify for the early application window and did not receive an email on Wednesday November 1st, please contact firstname.lastname@example.org. Please be advised that we define “previous vendor” as a vendor that participated in last year’s 2023 festival. If you participated in years prior to 2023, you must wait to apply when the application link goes live for all prospective vendors midday Wednesday November 15th.
Early March 2024 (exact date TBD): Approved Alcohol vendors: Submit OLCC permit application & fee to the OLCC and sign-off on the “Plan to Manage Special Events” (plan submitted by AWACC) by this date.
Early March 2024 (exact date TBD): Approved Food vendors: Submit license application & fee to Clatsop County Public Health by this date.
April 12, 2023: ALL vendors: Proof of Certificate of Liability Insurance listing AWACC, Clatsop County Fairgrounds, and Wadsworth Electric as “Additional Insured” due to AWACC no later than this date. Vendors may request to be added to AWACC insurance coverage (this option is not available to vendors selling food including packaged food items, or alcohol).
Until capacity: We will still accept Art/Craft/Other and Nonprofit applications until capacity is reached.
Vendors accepted after March 1 are not guaranteed a listing in the printed festival guide.
APPLICATION REVIEW PROCESS
To the best of our ability, we intend to review your application and approve/deny it within SEVEN days of receiving it. Please allow for delays as our Community Builder is the sole reviewer of these applications.
Astoria Warrenton Crab, Seafood & Wine Festival features locally made food, alcoholic beverages (wine, beer, and spirits), and artisan-quality arts/crafts that are designed, produced, and sold by the vendor. Every vendor is carefully screened with a commitment to creating a diverse festival with the highest quality products available. We encourage all accepted vendors to incorporate a nautical theme into their booth decorations and/or products.
Please keep a copy of your entire completed application for your records.
We evaluate applications based on, but not limited to, the following criteria:
- Date application is received (must be a complete application)
- Membership status with the Astoria-Warrenton Area Chamber of Commerce
- Prior participation in this festival
- Handcrafted and/or personally produced products
- We try to limit the number of vendors selling the same or similar products, but do not guarantee exclusivity to any vendor.
- Whether you are a PNW regional vendor
- Whether you are a Nonprofit/Information/Education vendor
- Vendor Waiting List: We encourage you to apply early! The earlier you apply, the greater your chance of being selected. Priority placement is given to returning 2023 vendors and local Chamber member businesses, who have a limited early window in which to apply from November 1 – 15, 2023. If you do not qualify for this early window, please be prepared to apply when the application link launches to all on November 15th. New vendors may be placed on a waiting list to allow us time to review products.
Prospective vendors are NOT allowed to buy out the booth of another vendor who has already been accepted to our festival. Booths may not be shared/split between two vendors. We reserve the right to decline festival participation to any vendor at any time.
EVENT HUB HELP CENTER and REGISTRATION TIPS
This is our third year using EventHub for the Crab, Seafood & Wine Festival and we appreciate your willingness to learn this system with us. We are excited to explore all of the opportunities this platform provides for us. We hope that you appreciate the efficiencies it offers, too.
If you applied through EventHub for last year’s expo, all you need to do is use the same account. In case you forgot your username or password, don’t worry! You can easily reset it or reach out to EventHub’s support team for help at email@example.com. Remember, only new vendors need to create a new account. Happy registering!
Once you’ve applied through EventHub, you will have access to track your approval status, download/print your invoice or receipt, access documents, send the event coordinator messages, see your booth assignment, and other logistics leading up to the event.
Be sure to bookmark eventhub.net and save your log-in (username and password) to your browser to easily be able to revisit your orders and complete next steps! Once your order is approved, you can send us paperwork, access your invoice, send us messages, and view your logistics info/booth assignment all from your Order Summary. All communication will be done on the EventHub platform.
- How to reset your login credentials: https://help.eventhub.net/hc/en-us/articles/360022354173-Resetting-Passwords-Login-Information
- How to manage your order once it has been submitted: https://help.eventhub.net/hc/en-us/articles/10446062058771-How-to-Access-My-Hub-and-Manage-Your-Orders
BOOTH LOCATION & SET UP
Booth fee includes: 10’x10’ space with pipe & drape backwall and sidewalls. Tables can be rented during the application process. Chairs are not provided.
Assignment is subject to change based on availability, but most returning vendors are automatically placed in their previous space.
You are not allowed to obstruct the visibility to your neighbor’s booth. Sidewalls/structures or other objects cannot be higher than 8’ tall (the height of the backwall pipe & drape) or extend forward beyond 5’ from the back of the booth. The front half (5’) of the booth facing the aisle must allow for patrons to see through to the next booth. Trailers/vehicles are NEVER allowed as part of the booth.
Signs will be restricted to inside booth areas and may not obstruct exit or other signs placed by the Chamber.
The Clatsop County Fairgrounds opens at 12 p.m. on Thursday, April 25 for vendor set-up. Upon arrival at the festival, all vendors must check-in first, prior to unloading and/or setting up their booth.
You must provide an all-purpose dry chemical fire extinguisher in your booth. Food Vendors must also provide a Type K fire extinguisher in your booth. Fire marshal will verify.
FOOD VENDOR INFORMATION
Oregon Food Handler Card(s): Anyone cooking or handling food must have an Oregon Food Handler Card. (Staff only working as cashier do not need this card.)
Approved food vendors must apply and pay for a Clatsop County Temporary Restaurant License Application. This license application must be filed for all food vendors, including nonprofits. Application and payment is due to Clatsop County Environmental Health by early April 2024 (exact date TBD). We will provide instructions once you have been accepted into the Festival.
As directed by the Clatsop County Environmental Health Department, food vendor staff and/or volunteers are not allowed to eat in their booth. Workers can drink out of a covered container with a straw or handle.
Food vendors are primarily set up inside a large Food Tent adjacent to the Main Arena. Although unlikely, hazards to your set-up may include uneven surfaces and moist working environment. Vendor space in the Food Tent is outlined, but pipe & drape backwall and sidewalls are not available. You must set up all flammable equipment at least 10’ from any structure, including the event tent and/or nearby buildings. Food vendors inside the Food Tent can bring their own 10’ x 10’ pop-up tent, but it MUST be certified flame retardant.
Food vendors will have limited access to a certified kitchen, located in the Exhibit Hall, for cleaning purposes.
ALCOHOL VENDOR INFORMATION
Approved alcohol vendors must complete the OLCC Permit Application and provide payment to OLCC and sign-off on the “Plan to Manage Special Events” (submitted by AWACC) by early March 2024 (exact date TBD). A brief mandatory meeting for all alcohol vendors will be held on Friday afternoon (April 26, 2024) before the festival opens. We will provide further instructions once you have been accepted into the Festival. Vendors must be APPROVED by the OLCC in advance of the event.
NO FREE TASTES OR SAMPLES OF ALCOHOL (NO EXCEPTIONS)
Wine Vendors may sell: 1 oz. tastes &/or 4 oz. glasses, sealed bottles and/or cases
Beer/Cider Vendors may sell: 4 oz. tastes &/or 12 oz. glasses, sealed bottles, cases and/or growlers
Hard Alcohol Vendors may sell: 1 oz. tastes &/or mixed drinks with 1 oz. of alcohol, sealed bottles and/or cases
Alcohol vendors must continuously display sales & serving permits to remain open.
Minors ARE NOT permitted inside a booth selling alcohol.
Opening and consuming bottled alcohol of any kind (growlers included) by patrons is prohibited. Any open bottles will be confiscated by festival staff/volunteers or law enforcement.
Zero Tolerance Policy regarding alcohol being consumed by (or noticeable intoxication of) ANYONE while working and/or volunteering in a booth. This applies to ALL vendors, not just alcohol vendors.
VENDOR VARIETY & RESTRICTIONS
We try to limit the number of vendors selling the same or similar products, but do not guarantee exclusivity to any vendor.
Local, handcrafted and personally produced products are preferred at this event. Commercially manufactured products are not allowed at the festival.
Vendors interested in hosting a booth used primarily for lead generation or to represent a national brand, political party, or moral cause will not be permitted at the festival. Solicitation by unauthorized vendors will not be allowed on Fairgrounds property during this event.
The Astoria-Warrenton Area Chamber of Commerce reserves the right to limit the number of participating vendors and items of food and merchandise.
Splitting/sharing of booths is not allowed.
No tape shall be affixed to the walls, floors or ceilings of the facility, except for blue painter’s tape.
BANNED ITEMS: No corkscrews, bottle openers, stickers, glitter, confetti, balloons, Mardi Gras beads, frisbees,temporary tattoos or whistles may be distributed (free or sold).
ELECTRICAL SERVICE, WIFI & OTHER ON-SITE SERVICES
Due to the remote location of the festival facility and the possibility of unexpected service interruptions, vendors are responsible for bringing their own form of payment processing that does not require Internet access.
Password-protected wireless Internet will be provided to vendors.
Wadsworth Electric provides professional services for the festival. All wiring & equipment must be Underwriters Laboratories (UL) approved.
Each vendor must provide their own outlet power strip and 50′ extension cord (12AWG/3C minimum) to connect to 120-volt outlets. One access to the general circuit is available to each vendor. Vendors may reserve access to larger circuits, for equipment like refrigerators or microwaves, during the application process for an additional fee.
Vendors are responsible for clean-up inside their booths and for removing all booth garbage into the appropriate outdoor dumpsters as provided. You must flatten all cardboard and separate all glass into the recycling dumpsters. DO NOT use the trash cans inside the facility that are for patron/public use.
Vendors are responsible for their own change, so please plan ahead. There are four (4) ATMs available on site.
INSURANCE AND HOLD HARMLESS AGREEMENT
Every vendor must provide proof of Certificate of Liability Insurance ($1,000,000) due to AWACC by April 12, 2024. Alcohol vendors: Your Certificate of Liability Insurance must show liquor liability coverage.
The following three (3) entities MUST be listed as “Additional Insured”:
• Astoria-Warrenton Area Chamber of Commerce (AWACC): 111 W. Marine Drive, Astoria, OR 97103
• Wadsworth Electric: 1715 Exchange Street, Astoria, OR 97103
• Clatsop County Fairgrounds: 92937 Walluski Loop, Astoria, OR 97103
Vendors must list their date of insurance renewal during the application process and upload the document. If your policy expires before the festival, you must provide a new document when it renews. Vendors in the arts and crafts category may purchase coverage through AWACC for $150 and can indicate this preference in the application process.
A Hold Harmless Agreement (Click for PDF) is provided in the EventHub application process and must be acknowledged as a part of a complete application.
CANCELLATION FEES & POLICY
This festival is a rain or shine event.
Vendors who cancel may receive a partial refund:
• November 1 – February 28, 2023: 20% processing fee
• March 1 – March 31, 2023: Receive 50% refund (ONLY if the booth space is resold to another vendor)
• April 1 – Festival: No refund
As always, we welcome and value your feedback. Please do not hesitate to reach out to us with any questions or concerns. Crab Festival inquiries should be directed to the Astoria-Warrenton Area Chamber of Commerce by emailing our Community Builder firstname.lastname@example.org or by calling our Visitor Center (503) 325-6311.