AGREEMENT

Exhibitors, vendors, nonprofits, and other booth registrants (henceforth referred to as “Exhibitors”) agree to comply with the rules of the Chelan Pride Festival (henceforth referred to as “the Event”), as outlined in this document, along with any additional rules deemed necessary for the safe conduct of the Event and related activities. Failure to comply may result in denial of entry to the Event and/or jeopardize future participation. By registering, you signal your agreement and compliance with the following Rules and Regulations.

AGREEMENT MODIFICATIONS

The planning coordinator or an authorized representative reserves the right to adjust reservations and policies at their discretion, or as needed, to manage the Event effectively. Unless explicit permission is granted in writing by the planning coordinator for an exception, all Exhibitors shall adhere to the rules and regulations as stated herein.

BEVERAGES AND FOOD

Exhibitors may not sell, distribute, or provide alcoholic beverages. Food sales are allowed with prior consent from the Event organizers. 

Food vendors in Washington state need to meet requirements for permits, food safety, and hygiene to participate at the Chelan Pride Festival:

• Temporary Food Establishment Permit: Required to sell food at public events, such as festivals and fairs 

• Food handlers must have cards 

• Hot foods must be heated to 165°F within one hour and held at 135°F or above 

• Cold foods must be held at 41°F or below 

• No bare hand contact with ready-to-eat foods 

• Food Vendors must pack out all of their garbage

• Fire extinguishers are required for cooking operations

BOOTH ACCESS

Event representatives shall have access to all booths at all times. Booth spaces cannot be assigned or leased by any organization other than the Event’s organizers.

CANCELLATION

The Event may be suspended or canceled in the event of strikes, threats or acts of terrorism, bioterrorism, war, plague, civil or military unrest, flood, fire, earthquake, severe weather, COVID-19 restrictions, or other Acts of Nature. If the Event location is unavailable during the Event period, the organizers may cancel or terminate all or part of the Event. In such cases, Exhibitors are obligated to pay for booth space only for the period the space was or could have been used.

The Event, including its agents and officers, is released from all claims, liabilities, or damages arising from such cancellations, and will not be held liable for Exhibitors’ lost profits or consequential damages, even if advised of the possibility of loss.

CONDUCT

Exhibitors must adhere to all City of Chelan and Chelan County Parks rules and regulations.

COVID-19 SAFETY

Exhibitors and their associates must comply with all local, state, and federal COVID-19 guidelines. The Event reserves the right to implement additional safety measures as needed.

ELECTRICAL SERVICES

A limited number of booths with electrical access are available for a $10 fee. Electricity must be purchased in advance through the Event. No external power sources (e.g., generators, trailers, vans) are permitted without prior written consent from the Event organizers.

FESTIVAL DISPLAYS

The Event coordinators reserve the right to determine the placement of exhibits or displays in the best interest of the Event. Exhibits deemed unsuitable may be removed at the discretion of the Event coordinators.

GOVERNING LAWS

This Agreement is governed by the laws of the State of Washington, as well as all relevant health, sanitation, parks, and fire regulations of Chelan County and the City of Chelan.

HOURS OF OPERATION

Exhibitors’ booths must be fully staffed and open on Saturday, June 7, 2025, from 12 PM to 4:00 PM. Failure to comply may result in fines or exclusion from future events. Exhibitors are responsible for ensuring booth staff are informed of these requirements. The Event will occur rain or shine.

LIABILITY

Exhibitors agree to hold the Event organizers, officers, directors, employees, agents, and representatives harmless from any claims, losses, or liabilities arising from Exhibitor actions or omissions, including conditions of any property in the Exhibitor’s possession or control.

LOAD-IN & LOAD-OUT

Load-in will occur on Saturday morning availability. A detailed schedule will be provided. No vehicles are allowed on Event grounds; 15-minute parking is permitted in the designated load-in area. No load-in or load-out is allowed during Event hours. Violations may result in expulsion and forfeiture of booth space. Unattended booths during Event hours may affect future participation eligibility.

PAYMENT

Full payment for booth space is due by May, June 13, 2025. Unpaid reservations may be forfeited. Payment must be received before load-in.

REFUND POLICY

Refunds are subject to a $25 processing fee and the following schedule:

• 100% Refund: until April 30, 2025

• 50% Refund: May 1–21, 2025

• No refunds after May 21, 2025

SECURITY

Exhibitors are responsible for securing their property. The Event organizers will not be held liable for theft, loss, or damage. Limited 24-hour security will be provided.

SIGNAGE

Exhibitors may display only their own business signs and banners within their booth space unless written consent is obtained from the Event organizers.

SPACE SIZE

Each booth includes a 10’x10’ space. 10’x20’ booth spaces may be reserved for an additional fee.

STORAGE

Storage outside the assigned booth space is prohibited.

SUBLETTING

Booth subletting is not allowed. Shared booths require prior approval from the planning committee.

VIOLATIONS

Breaches of this Agreement may result in immediate termination of participation, forfeiture of fees, and exclusion from future events.

Code of Conduct

All participants are expected to:

1. Provide services and interactions without discrimination based on any protected classification under local, state, and federal laws.

2. Treat all individuals with respect and uphold the non-discrimination policy.

3. Comply with Event rules, health codes, and regulations.

4. Refrain from any behavior that threatens safety or disrupts Event operations. Concerns should be directed to an authorized representative of the Event.

Non-Discrimination Policy

All participants in the Event must abide by the policy to provide services without discrimination. The Event does not tolerate any form of discriminatory behavior or language. Violators will be asked to leave immediately and forfeit all fees paid.