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Become an Exhibitor, HOTR, Heart of the Rogue Festival

EXHIBITOR APPLICATION PORTAL

Heart of the Rogue Festival is proud to exhibit handcrafted goods by artisans, craftsmen, and tastemakers from around the Rogue Valley. Our mission is to provide an immersive and educational experience of all the Rogue Valley has to offer to locals and tourists alike.

All outdoor activity and adventure businesses are welcome and invited to be part of the festival as well

Exhibit locations are chosen by Heart of the Rogue Festival (HOTR). Please be sure to provide an accurate description and photo for the best placement.  Products displayed are limited to those products/services described on the application.

Please note that original work and reproductions must be exhibited by its maker or have written permission granted by the original artist/maker. HOTR reserves the right to remove items deemed inappropriate.

All events are family-friendly and appropriate behavior is expected for a family event. Please abstain from including images of content that includes nudity, profanity, lewdness, illegal drugs, violence, obscenity, hate, racism, or that is vulgar or sexually explicit, insulting or offensive to any ethnic, religious, political, or other identifiable group or individual, or any protest, ridicule, or negative statement directed at any other person, organization, religion, belief, nationality, ethnic group, sexual orientation policy, program, or political or cultural identity, as determined by the Heart of the Rogue Festival.  

Exhibitors must set up their booth by 3:30 PM Friday. We ask that you please have your booths set up no later than 30 minutes before the event start time. Exhibitors and booth participants are responsible for ALL set-up, breakdown, and clean-up of the booth area. Exhibitors must provide their own tent, tables, and chairs. The booths do not have water or electricity unless requested ahead of time and approved. Exhibitors must secure booth tents with weights or sandbags if the assignment is on the pavement. 

Copy of valid liability insurance with “The Event Agency” and “Heart of The Rogue” named as Additional Insured, must be submitted with registration. Insurance: General Liability: $1,000,000 per occurrence for Bodily Injury, Personal Injury, and Property Damage. If Commercial General Liability Insurance or other forms with a general aggregate limit is used, either the general aggregate limit shall apply separately to the project/location or the general aggregate limit shall be twice the required occurrence limit. Workers' Compensation (statutory) and Employer's Liability: $500,000 per accident for Bodily Injury or Disease.

*May vary depending on exhibit location

Booth cost varies by type but ranges from $160-$420.

The standard booth size is 10’ W x 10’ Deep or 10’ W x 20’ Deep

Early bird special pricing is available June 1 – August 31.

(1) Parking Spot will be provided. 

Friday, October 14th, 4:00 pm – 8:00 pm

Saturday, October 15th, 11:00 am – 4:00 pm

Load-in time starts at 6:00 AM Friday and each exhibitor will receive a specific time to set up depending on category and location. 

Handcarts are not provided. Please bring your own equipment. 

Booths must remain set up until the close of the show. NO exceptions.

Tear down will begin after the show closes, and cannot begin until 4:00 pm on Saturday.

Booth must be taken down and cleared by 8:00 pm Saturday.

A clean-up fee of $50.00 per hour will be charged if anything remains behind in the booth location.

To apply to become a showcased exhibitor for Heart of the Rogue Festival, fill out the online application at the bottom of this page, between June 1 – October 10. 

Early bird special starts June 1! Be sure to sign up before September 1, 2021.

Heart of the Rogue Festival is conveniently hosted in Downtown Medford at the following locations:

- Pear Blossom 

- Middleford Alley

- Bartlett Street (between Middleford Alley and 8th Street)

(1) parking spot will be provided per exhibitor. A parking permit and location will be available at Friday Exhibitor Check-In. Please note that HOTR is not responsible for anything stolen or vandalized. Please never leave anything valuable in your vehicle. 

The City of Medford Downtown Parking Management Plan is designed to provide convenient and efficient public parking for downtown visitors. Please note that public garage parking is preferred over street or residential parking. 

Parking is not enforced on weekends or City-observed holidays (Enforced from 7 am to 6 pm, Mon-Fri only).

Garage rates are subject to change but on average:

Explore a full list of City of Medford parking facilities

- 60 days: Full refunds will be given if written cancellation is received at least 60 days prior to the event. 

- 45 days: If written cancellation is received at least 45 days prior to the event, 50% will be refunded.

- 30 days: Cancellation within 30 days of the event will not be refunded.

With any outdoor event, as well as current COVID-19 Pandemic requirements, federal restrictions and weather conditions are a concern. In case of severe weather, the event will be canceled and may or may not be rescheduled. Fees will be refunded if the State/City cancels an event due to COVID-19 or inclement weather or other unforeseen circumstances before the day of the event. No fees will be refunded once the event begins. If you cancel attending the event within 30 days or do not show up for the event, you forfeit any and all paid exhibitor fees.

REQUIREMENTS

Permit required when cooking on site. Please contact the Jackson County Health Department at 541.774.8206.

A copy of liability insurance and food handlers cards are required to be submitted with your registration and will also be checked onsite.

Note: Medford Fire will be on-site Friday morning inspecting food exhibitors, please have your fire extinguishers available for inspections - 2a10bc or class k. For questions, please call Medford fire at 541-774-2318.

Only one (1) power source will be provided. Please provide your own electrical cords. Contact The Event Agency at (541) 841-9787 if you require additional power. This will be at the exhibitor's expense.

Holding tanks must be filled prior to arrival. The exhibitor is responsible for water and water hoses - water will not be available on a constant flow.

- Grease disposal in designated containers only (do not use porta-potties).

- Grey water receptacles will be available. Nothing can be poured on the ground/storm drains. All fines will be the exhibitor's responsibility.

- Only appliances listed on your exhibitor registration will be allowed.

- No freezers allowed. Dry ice should be used if needed for cold storage.

- Dumpsters will be available including recycling containers.

- Booth registration fees allow selling in your booth space only. No street vending allowed.

For any vendor-related questions, please contact Jorgan Wencl at @jorgan@theeventagency.com

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