Community Fair Participant Guidelines and Information
The Love Rocks Community Fair is our way of promoting our Love Rocks Run sponsors and non-profit organizations that provide services to our community. All organizations/businesses that participate are required to provide a fun family-friendly activity at their booth for Love Rocks Run participants to enjoy. The Love Rocks Community Fair coordinators have final discretion for all participating organization/businesses.
APPLICATIONS: If you are a business interested in sponsoring the Love Rocks Run and having a booth at the fair, contact our sponsorship coordinator at email@example.com. If you're a non-profit organization interested in participating in the Love Rocks Community Fair please fill out the application and return it to: Love Rocks Foundation, PO Box 283, Forest Grove, OR 97116, by June 1, 2019. Once reviewed you will receive a confirmation email with more information.
COST: Non-profit organizations are able to participate in the Love Rocks Community Fair for no charge. They are provided a 10x10 booth space and required to provide a family-friendly activity for everyone to enjoy. There is a $100 non-profit sponsorship fee if your non-profit would like to have its logo on the run t-shirt and be included in all of the Love Rocks Run promotional materials. The deadline for logos is June 1st and the deadline to have promotional information included in the run packet is June 10th.
SET-UP: Friday, June 28th at 4:00 pm or arrive early on the 29th and have your booth set up and ready by 7:45 am. You will be greeted at the registration table by a volunteer, who will take you to your assigned space. You can pull up to your booth to off-load. All cars need to be out of turn around by 7:30 am on the 29th. We will be having someone spend the night on site to monitor the area.
BREAK DOWN: The fair is over at 12:00 PM. A volunteer will come around to all of the booths to let you know when it’s time to break down. All clean up needs to be down by 1:00 pm on the 29th. We are not responsible for any items left behind. Please take trash with you.
PARKING: The lot to the west of the event site (Tom McCall West) will be open for volunteers/vendors/sponsors until 7:45 am on the day of the event and then closed until the last participant is off course. If you think you may need to leave for any reason during this time, we recommend you leave a vehicle parked in the front lot.
BOOTH REQUIREMENTS: You will be given a 10x10 space on the lawn. All exhibitors need to provide their own tent (if desired), table, and chairs. Please contact us if you are unable to provide this yourself. Generators will be allowed under approved circumstances only. There is no wifi access provided. Your booth area must be kept presentable during fair.
PERMITS: All exhibitors selling or giving away products are required to obtain any licensing and/or permits necessary and required for the said process. Love Rocks Run is not responsible for any permits/licenses for exhibitors. Alcohol prohibited.
RIGHTS RESERVED: The Love Rocks Community Fair coordinators have final discretion for all participation in the fair.
CANCELLATION: Reservations for sponsorship and Community Fair will be confirmed via email upon receipt of a completed application with full and cleared payment. No refunds will be authorized once the reservation has been made. Sponsor fees are non-refundable. All booth space is based on availability and assigned on a first-come, first served basis.
ACCEPTANCE: All applications are legally binding once accepted by the Love Rocks Run. Failure to abide by rules and regulations of the Love Rocks Run will result in the dismissal of exhibitor and forfeiture of the amount paid. Exhibitor will abide by all rules and regulations of the City of Forest Grove, Forest Grove School District and Washington County, Oregon, the Love Rocks Foundation and the coordinators of the Love Rocks Run.
The Love Rocks Run will not be responsible for any lost, stolen or damaged property. By participating in the 2019 Love Rocks Run implicitly implies you have read and agree to abide by the rules and regulations of the Love Rocks Run and any other governmental entities that may have jurisdiction. By participating in the 2019 Love Rocks Run you hereby release and hold harmless the Love Rocks Run, Washington County, Forest Grove School District and City of Forest Grove and the Love Rocks Foundation from all liability, including, but not limited to statues, ordinances, and any legal authority of cause, theft, personal injury, strike, public enemy, or act of God, and to indemnify these named organizations from any damages that may arise from doing business at the 2019 Love Rocks Run.