Booth Set-Up & Schedule

Upon arrival at the festival, all vendors must check in first, prior to unloading or setting up their booth.

Booth Space & Tables:

Booth assignment is subject to change at the discretion of the Event Coordinator up to and during the festival. Booth fee includes: 10′ x 10′ space with pipe & drape backwall and sidewalls. Tables can be rented for $15 each on the vendor applications (page 3). Chairs are not provided. Signs will be restricted to inside booth areas and may not obstruct exit or other signs placed by the Chamber. Sidewalls/structures or other objects may not be higher than 8’ (the height of the pipe and drape backwall) and cannot extend beyond 5’ from the back of the booth which can visually obstruct and/or block your neighbor.

Sales are limited to your booth space – no mobile marketing!

You must provide an all-purpose dry chemical fire extinguisher in your booth. Fire inspectors will verify.

Food vendors are primarily set up inside a large Food Tent adjacent to the main building. 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. The Event Coordinator will enforce the 10′ x 10′ parameters of your booth at his/her discretion.

Setup Schedule

**The Fire Marshal will inspect the premises on Thursday and Friday before the festival opens.

Thursday, April 23
12:00 p.m. – Building & gate open for vendor set-up
6:00 p.m. – Building closes & gate locked

Friday, April 24
8:00 a.m. – Building & gate open for vendor set-up
10:00 a.m. – Clatsop County Health Dept. will begin inspections for food vendors
12:00 p.m. – Reserved RVs must be in place before noon
12:00 p.m. – ALL vendors must check in at Festival Information Booth before noon
3:00 p.m. – Briefing with OLCC (all alcohol vendors are required to attend)
3:45 p.m. – All vendors MUST be set up & ready to open
4:00 p.m. – Festival opens to the public
8:30 p.m. – LAST CALL (sealed bottle sales allowed to continue until closed)
9:00 p.m. – Festival closed
10:00 p.m. – Building closed & gate locked

Saturday, April 25
8:00 a.m. – Building & gate open for vendors
10:00 a.m. – Festival open to the public
7:30 p.m. – LAST CALL (sealed bottle sales allowed to continue until closed)
8:00 p.m. – Festival closed
9:00 p.m. – Building closed & gate locked

Sunday, April 26
8:00 a.m. – Building & gate open for vendors
11:00 a.m. – Festival opens
3:30 p.m. – LAST CALL (sealed bottle sales allowed to continue until closed)
4:00 p.m. – Festival closed
6:00 p.m. – Building closed to vendors; tear down must be complete

All vendors must be set up, and have product to sell, during all festival hours. Tearing down and leaving early (or arriving late) will result in expulsion from future events, and/or an additional $150 fine.

Check In:

Check in for booth setup will open at 12:00 p.m. on Thursday, April 23. The check in area is through the doors to the left of the main entrance to the fairgrounds building. You must check in before setting up your booth, as booth assignments can change at the last minute. Your vendor info packet will include: map of the venue, vendor access badges, vendor parking pass(es), RV parking pass (if applicable), rules & regulations sheet, vendor feedback form and wi-fi information.

Loading & Unloading:

Unattended vehicles blocking Fire Lanes can be towed at your expense. You may only use designated entrances/exits to load/unload during set-up and tear-down times. Please load/unload quickly and move your vehicle as soon as possible to allow other vendors to get close to the facility to load/unload. All vehicles must be parked in the Vendor Parking Lot during festival hours.

Vendor Parking:

Vendors MUST display parking pass on the dash at all times for access to the Vendor Parking Lot. All vendors will receive one (1) parking pass. Up to two (2) additional passes are available for $15 each on the vendor application (page 3). All trailers in the Vendor Parking Lot must display Trailer Parking Pass at all times. Depending on parking availability, your trailer might have to be parked in a separate area from your vehicle.

FREE Vendor/Volunteer Shuttle Bus Service:

Due to limited parking at the fairgrounds, vendor staff and volunteers will be provided door-to-door service by catching the dedicated Vendor/Volunteer Shuttle. This is the closest shuttle parking lot to the fairgrounds and is designated for festival support personnel. Your booth staff should be able to catch the Vendor/Volunteer Shuttle within 20 minutes from the pick up spot. There are two dedicated Vendor/Volunteer shuttle buses running during the listed times.

  • Friday, April 24 – 2:30 p.m. to 9:30 p.m.
  • Saturday, April 25 – 8:00 a.m. to 8:30 p.m.
  • Sunday, April 26 – 8:00 a.m. to 6:00 p.m.

Location: Astoria School District Sports Complex, 1800 Williamsport Rd., Astoria, OR 97103

RV Parking & Registration:

RV space with electrical hook-up is available and costs an additional $40 per night. We cannot guarantee an RV space without a reservation. Be sure to include RV space payment for the number of nights on the vendor applications (page 3). The RV parking lot with water and electrical hook-ups is located in the public festival parking lot. There is no sewage available. Please note that your RV must remain blocked in during the festival hours due to patron parking. RVs must be in place prior to noon on Friday, April 24.