INFORMATION FOR VENDORS

As of April 5: We have closed the online application process. We are not accepting any more applications for booths for the 2022 festival. To be added to the vendor contact list for future events, please email our event coordinator after the event.

We are using an online application process this year on the Event Hub platform. Event Hub offers our organization a number of new tools to expedite the vendor application process, making it easier for you to register, and freeing up more of our staff time to focus on making the event even more fun and engaging for our vendors, volunteers and patrons. We’ll have an interactive map with directory to help your customers find you as they plan their trip to the festival. Click the button above to access our festival page on event hub to review your vendor order.

We will continue to monitor the situation with public health, and should regulations change we will make further updates to our Festival Health & Safety Plan to reduce the potential for COVID-19 transmission

As always, we welcome and value your feedback. Don’t hesitate to reach out to us if you have questions or suggestions, contact the Event Coordinator at events@oldoregon.com.

We look forward to another great Crab Fest this year!


Vendor INFORMATION

The information on this webpage is only a portion of the information and rules for our vendors. Click here to review our full vendor information packet to ensure you are ready for a successful event experience.

The information on this page was updated on March 11, 2022.

BEFORE APPLYING and BOOTH FEE SCHEDULE

While most content is shared on this page, please review the complete Vendor Information document containing vendor information, our COVID health & safety plan, booth set up information and more.

Standard inline aisle booth (10×10) – $500
Corner booth (10×10) – $600
Add-ons such as tables, increased electrical service and additional passes are available for additional fees as outlined in the application.

If you’d like to get a head start on your application, you can create an account at eventhub.net and set up your booth profile. All applications will be processed through this platform.

If you have any questions, please reach out to our event coordinator.

BOOTH PAYMENT and PRE-AUTHORIZATION

Vendors will provide their credit card for payment when submitting the application. 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.

DATES TO REMEMBER

February 4, 2022:  Applications available for 2022 festival to returning vendors only.
February 14, 2022: Applications open to new vendors.
February 14, 2022: Right to return deadline for previous vendors.
*Priority placement is given to returning vendors from the previous^ festival and is based on the date the application is received. ALL alcohol vendor applications MUST be received complete by this date (due to limited capacity and high demand). 
^For the 2022 festival, we are considering previous vendors from 2019 to 2021 for the right to return.
March 1, 2022: Alcohol vendors must submit permit application & fee with the OLCC 6-8 weeks prior to the event.

April 1, 2022: Food vendors must submit license application & fee with Clatsop County Public Health.

Until capacity: We will still accept Art/Craft/Other, Nonprofit & Food Vendor applications until capacity is reached. 

Vendors accepted after March 1 are not guaranteed a listing in the printed festival guide.

APPLICATION REVIEW PROCESS

We intend to review application and approve/deny them within SEVEN days of receiving it.

We encourage all vendor booths to incorporate a nautical theme into its decorations and/or products. Please keep a copy of your entire completed application for your records.  We review and accept applications based on, but not limited to, the following:

  • Date application is received (must be a complete application)
  • Membership status with the Astoria-Warrenton Area Chamber of Commerce
  • Prior participation (vendor right of return)
  • 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.
  • NW regional vendors
  • Information/education vendors
  • Vendor Waiting List: Preference is given to returning vendors* who submit a complete application in the first 10 days that applications are open. New vendors may be placed on a waiting list to allow us time to review products. (Applicants are encouraged to apply as soon as applications are available to you, especially in highly competitive categories, such as alcohol.)

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.

*Returning vendors are those who participated in our events from 2019-2021.

EVENT HUB HELP CENTER and REGISTRATION TIPS

This is our first year using EventHub for the Crab Festival and we appreciate your willingness to learn this system with us. We are excited to explore all of the opportunities this will open up for us. We hope that you appreciate the efficiencies it offers, too.

To register for our event this year, follow these steps:

  1. Go to eventhub.net and create an account. Build your booth profile.
  2. Go to our Showcase Page on EventHub — link currently only provided to returning vendors by email. It will be posted on this page after 9 a.m. on Monday, February 14.
  3. Add the booth type you want to your cart from the Pricing Box and click Proceed to Checkout
  4. You will be prompted to create an account if you haven’t already. Then, you can continue through checkout. 
  5. Submit your order! Note: Your payment will not be processed until after we approve your order.

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.

Forgot your EventHub password/username? Learn how to reset your login credentials HERE

Exhibitor Help Center
A collection of help topics and tutorials to help exhibitors learn the platform, provided by Event Hub.

The Customer Success Team at EventHub is available to you to answer your account or feature related questions and help you get started on their platform.  If you need help, don’t hesitate to reach out to them at help@eventhub.net.

Event-related questions specific to the Crab Festival should be directed to the Astoria-Warrenton Area Chamber of Commerce Event Coordinator at events@oldoregon.com or call (503) 325-6311.

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 21 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.)

We will provide instructions for acquiring a Clatsop County Temporary Restaurant License Application to food vendors once accepted into our event. This license application must be filed for all food vendors including nonprofits.

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 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 have access to a certified kitchen for cleaning purposes located in the Exhibit Hall.

ALCOHOL VENDOR INFORMATION

As of March 1, we are no longer accepting applications for alcohol vendors.

Alcohol vendors must complete the OLCC Temporary Sales Application and provide payment to OLCC as a part of their application process. We will provide instructions once you have been accepted into the Festival. Vendors must be APPROVED by the OLCC in advance of the event and these TSL applications should be submitted 6-8 weeks prior to 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. No commercial products will be allowed for sale in the booths.

A few spaces are given at no cost for informational booths managed by nonprofit organizations.

Political or moral causes will not be permitted at any booth space at the festival.
Solicitation by unauthorized vendors will not be allowed on Fairground 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 (size 12/3 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)
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 will list their date of insurance renewal during the application process and upload the document. If your policy expires before the festival, you must provide the new document when it renews. Vendors in the arts and crafts category may purchase coverage through the AWACC for $150 and can indicate this preference in the application process.

A Hold Harmless Agreement (Click for PDF) is provided in the 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:
February 4 – March 31: Receive 50% refund (if and when the space is resold to a new vendor).
April 1 – Festival: No Refund