2024 Expo & Bite of Mason County Vendor Guidelines

The Chamber reserves the right to change, in part or in whole, the event details (including location, times, guidelines, etc. without notice or consideration.

General

• Vendors must staff their booth for the entirety of the event; it may not be left unattended.
• Single booth spaces are approximately 10 feet wide by 10 feet deep. Double booth spaces are approximately 20 feet wide by 10 feet deep.
• NO EQUIPMENT/SUPPLIES ARE PROVIDED BY THE CHAMBER – vendor must supply their own tents, canopies, tables, chairs, etc.
• Vendors are encouraged to make sales and are responsible to provide their own equipment for sales processing.
• Only food vendors or nonprofits who have received express permission from the Chamber may distribute anything other than commercially pre-packaged candies/snacks. Exceptions may be made at the committee’s discretion for businesses in which food is integral to their services.
• Vendors and their representatives must remain within their assigned booth area. Roaming the Expo to solicit customers, conduct sign-ups, hawk merchandise, etc. is not permitted, as we aim to maintain a smooth and orderly environment for vendors as well as attendees.
• Full refund will be given to cancellations received in writing before 5:00 PM on Monday, July 1, 2024. No refunds will be processed after that date.
• If the Chamber has provided a sign for your booth, it must be returned no later than Friday, July 26 or a $25 fee will be assessed.
• The Chamber reserves the right to include or deny any vendor at its sole discretion.

Set-Up

• Vendor spaces will be available for set up from 9:00-11:00 AM on Friday, July 19.
• Each vendor must check in with the Chamber upon arrival for booth assignment and any additional event information.
• Vendors are responsible to be entirely set up and showcase ready no later than 11:00 AM.

Tear Down

• Vendors may not begin taking down a booth, in part or in whole, prior to 6:30 PM.
• Any vendor who breaks down prior to 6:30 PM will be assessed a $100 fee and may not be permitted to register for future Expos.
• Vendors are responsible for cleaning their booth space following the event; trash containers will be provided for use.
• The booth space should appear in the same condition as upon arrival and all items must be removed prior to 7:30 PM on Friday, July 19.

Food Vendors

• Small portion or “bites” of your food (not a full meal) may be sold; the cost of each bite must be $1-6.
• No area is available for food preparation.
• Vendors are expected to be entirely self-contained and comply with all health & safety guidelines and laws.
• Every effort will be made to place food vendors near restaurant locations.
• Vendors cooking with fire are required to provide a fire extinguisher for the booth space.
• Any vendors using portable gas-fueled equipment shall provide not less than one fire extinguisher rated 2A:10BC.
• Vendors utilizing oil or cooking that creates a grease laden vapor shall provide a Class “K” fire extinguisher in addition to the fire extinguisher required above.
• Cooking appliances or devices that produce sparks, grease-laden vapors or flying embers shall not be used within 20 feet of a tent or temporary structure.
• Portable LPG cylinders (5 gallons or more) used for fuel or gas-fueled equipment shall be stored not less than 5 feet from open flame or equipment and must be in a stand or stabilized to prevent tipping over.

Each food vendor/booth must secure a separate permit. Mason County does not offer blanket permits or coordinator permits. Some foods are exempt from permits; see details. Food vendors that will be operating directly outside of their permanent establishments will not need a temporary permit. A handwashing station must be easily accessible within twenty feet of operation, in addition to sanitizing solution on site. All other food vendors/booths will need a temporary permit or existing mobile permit to operate. They will need to follow all requirements of a temporary establishment. For more information, contact Mason County Public Health at (360) 427-9670 ext. 279 or 361.