2. Event Details 

   Date: Saturday, March 7, 2026

   Time: 10:00 AM - 2:00 PM (Vendor setup begins at 8:30 AM; tear down must be completed by 3:00 PM) 

   Location: Pioneer Community Center, Multipurpose Room 

   Application Process

   1. Vendor applications must be submitted online only and received no later than 11:59 PM on Friday, February 6, 2026 to be considered. 
   2. Priority will be given to Oregon City-based non-profit, government, and/or community-based organizations. Spaces are limited and filled at the discretion of Oregon City staff. Applications will be reviewed by staff to ensure a diverse range of organizations and community services are represented for event attendees. 
   3. Vendors will be notified of their application status the week of February 9, 2026.

   For questions or additional information, please contact Community Engagement Specialist, Hannah Schmidt at hschmidt@orcity.org or (503) 496-1510.

4. First and Last Name*
5. Name of Organization*
7. Email*
8. Phone Number*
10. Physical Address of Organization*
12. City*
13. State*
14. Zip Code*
16. Website/Social Media Info
18. Please describe your business/organization, and why you are interested in participating in the Spring Forward Community Resource Fair.*
20. Please select the topic/s that align with your organization:*

    1. Environmental Iniciatives
    2. Sustainable Practices
    3. Senior Care Services
    4. Youth and Family Services
    5. Art and Cultural Programs
    6. Health and Wellness

    1. Housing and Houselessness Support
    2. Financial Literacy and Support
    3. Volunteer Opportunities
    4. Community Engagement
    5. Other
22. If you selected other, please describe the topic/s in which your organization can provide resources on relevant to the Spring Forward Community Resource Fair:
24. If you intend to sell any products, please provide information on your inventory, including type(s) of products offered and price range of item(s).
26. If you plan to distribute information about your organization or your services, please describe what type(s) of information you will be distributing and the ways in which your organization plans to engage the public at your booth.*

    Oregon City invites vendors to develop innovative methods for connecting with the public and raising awareness about the resources they offer to the community. In previous events, vendors have used interactive approaches such as children's coloring stations, tactile displays, spin wheels, and other creative outreach activities.

28. Rules and Guidelines of Vendor Participation

    VENDOR RESPONSIBILITIES

    The City of Oregon City reserves the right both to prohibit anyone from selling and to prohibit any product from being sold or otherwise distributed at the event.  No unapproved products, services, or items may be offered for sale or distribution without the approval of event staff.

    Setup Requirements

    1. Vendors are allotted one 6-foot table sized space for their booth set-up. Vendors must bring their own resources, including a 6-foot table unless otherwise coordinated with the Event Manager. 
    2. Vendor booth location is determined by the Event Manager.  
    3. Vendors will be ready for operation at least 30 minutes prior to the event start time.
    4. Participants are not allowed to disassemble booths before the event closes. In the case a vendor runs out of product, he/she must keep his/her booth intact until the close of the event. Early departures are not permitted.

    Maintenance and Clean-Up

    1. Vendors are responsible for keeping their space attractive during event hours. Additionally, vendors must clean up their space after the event closes, including the removal of garbage and picking up of any debris.

    Behavioral Standards

    As a valued vendor, you are expected to uphold the highest standards of professionalism, inclusivity, and courtesy when engaging with members of the public, event staff, and fellow vendors. To ensure a positive experience for all, the following behavioral expectations must be adhered to:

    1. Inclusivity & Respect: Vendors must welcome all members of the public without discrimination based on race, ethnicity, religion, gender, age, disability, sexual orientation, or any other protected characteristic. All interactions must be conducted in a respectful and courteous manner.

    2. Professional Conduct: Vendors must conduct themselves professionally at all times, refraining from inappropriate language, aggressive behavior, or any actions that may create an uncomfortable or hostile environment.

    3. Customer Service: Vendors are expected to provide friendly and helpful service to all patrons. Any concerns or disputes should be handled calmly and professionally, seeking resolution through appropriate channels.

    4. Conflict Resolution: In the event of a disagreement or issue, vendors are expected to resolve conflicts in a professional and constructive manner. If necessary, disputes should be escalated to event management for mediation.

    Failure to comply with these behavioral standards may result in warnings, penalties, or removal from the event. By participating as a vendor, you agree to uphold these expectations and contribute to a welcoming and professional environment for all attendees.

    Compliance with Government Regulations

    1. Vendors must observe and abide by all the laws, rules and regulations imposed by any lawful governmental authority and relating in any way to any activity conducted on the premises, and shall require all of Vendor's agents, employees, and agents upon the premises to do likewise.
    2. Vendors are responsible for complying with state and local health and licensing regulations governing the production and sale of their products.
    3. Vendors must provide copies of all required permits and licenses to the event staff at least one month prior to the event date.
    4. Because vendors are selected based on product/information distributed, the vendor shall offer for sale/distribute those products/materials that have been approved by the Event Staff on the vendor’s application. NO OTHER PRODUCTS, SERVICES OR ITEMS MAY BE OFFERED FOR SALE/DISTRIBUTION WITHOUT THE WRITTEN APPROVAL OF THE EVENT MANAGER.
    5. Vendors who fail to comply with these rules or applicable state and local regulations are subject to removal from the event. Furthermore, if the violation threatens the health or safety of the public or other vendors, or the violation is repeated following a warning, the Event Manager may remove the vendor and prohibit said vendor from returning for future special events.
    6. The City reserves the right to adopt additional rules relating to vendor participation in the event or to modify these rules. The additional or modified rules shall be effective 1 week following delivery of a copy of the revised or additional rules to the vendor, or 1 week following the date of mailing by regular mail to the vendor at application address. Continued participation in the event shall be deemed assent to the revised rules.

    Cancellation Policy

    1. Except in emergencies, vendors must notify event staff of a cancellation two weeks prior to the event date.

    Inclement Weather

    1. In general, it is our event policy to be open rain or shine. A scheduled event will not be closed unless it is determined that severe weather conditions compromise the safety of vendors, volunteers and customers. Any necessary changes or modifications are determined by the Event Manager. Notifications of change will be issued as far in advance as possible. If a modification or cancellation is required, vendors will be notified via email.  Additionally, the City website will be updated with information reflecting any change or cancellation.

    Exclusion of Damages and Representations

    1. The City, its officers, employees, and commissions and committees shall not be liable to the Event Vendor for any damages of whatsoever character or nature arising out of or related to the Vendor’s application, booth reservation, inventory, or participation in the event, whether direct, indirect, consequential (including lost profits), or special damages.
    2. The City is not liable for acts by third parties or acts of nature, including weather.
    3. The City is not liable for lost or stolen property; all risk of loss of Vendor's property shall be that of Vendor.
    4. Vendor certifies, acknowledges and agrees that this license is accepted and executed on the basis of Vendor's own examination and personal knowledge of the premises and personal property and Vendor's own opinion thereof; all prior negotiations, representations of fact or opinion or agreements relating to said property made by the City or any agent thereof upon which Licensee may have relied have been reduced to writing and are included in this agreement, and if not so reduced to writing, are expressly waived, which waiver is a material part of the consideration of the execution of this contract by the City.
30. Electronic Signature Agreement*

    By checking the "I agree" box below, you agree and acknowledge that 1) you have read and adhere to the rules and guidelines of vendor participation for this event, 2) your application will not be signed in the sense of a traditional paper document, and 3) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature. 

    1. I agree.
32. Electronic Signature*
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34. 1. Receive an email copy of this form.
35. Email address

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