Our goal is to provide a safe, fun place for people to share their cultural heritages. We actively encourage all individuals and groups to come celebrate with the community of Salem. As a vendor or cultural exhibitor, the information below is a guide to help you submit an application.
Please call or email us if you need help in understanding details or completing forms correctly.

How To Apply

1. Read all Information Sheet items fully
2. Complete the Application Form including contact details, criteria for acceptance, and order here sections. (Note: Remember to include all relevant forms: short-term concessionaire permit, electrical order form, city liability insurance as needed)
3. Total the fees and include a check payable to “Salem Multicultural Institute” or “World Beat Festival”
4. Review the checklist
5. Send to us at Attn: Vendors & Exhibits, World Beat Festival, PO Box 4611, Salem, OR 97302 to arrive no later than April 15, 2010. For early bird discount, must be postmarked by March 15, 2010.
6. Email exhibits@worldbeat festival.org or call (503) 581-2004 with questions

• Print out the application (PDF) (Word .doc), and complete the form. Most Exhibitors will also need one or more of the following forms:
•  The Short-Term Concessionaire's Permit  (STCP) form is needed for those who sell anything (i.e. generate revenue).
• Additional Electricity can be ordered, if needed. (Electrical Order Form) 
• FOOD VENDORS, after being accepted, are required to provide a Certificate of Liability Insurance  meeting the criteria required by the City of Salem.
  
  
  

Printable versions of our Vendor & Exhibitor Information Package are available here: (PDF) (WORD .doc)

Section I. WHAT IS THE WORLD BEAT FESTIVAL?

The festival is Oregon's premier international cultural event, a two-day extravaganza celebrating the diverse cultures and people of the world through authentic and traditional performance, song, music, dance, clothing, exhibits, crafts, customs, activities, food, and decoration. We promote a safe, fun, educational atmosphere for children and families.

The Oregon Festivals & Events Association named us

• 2006 Best Cultural Event in Oregon
• 2007 Best Cultural Event in Oregon
• 2008 Best Festival/Event in Oregon

The festival welcomes an estimated 40,000 guests annually, and has nine performance venues, three parades, dragon boat races, and about 100 booths. We typically have more than 120 performances, and advertise the event extensively in the Pacific Northwest through a variety of media formats. There is no admission fee for visitors to enter, but we do accept gate donations.

The festival is owned and operated by the Salem Multicultural Institute (SMI), a volunteer-driven, 501(c)(3) non-profit organization. Our mission is to promote harmony and understanding through innovative, educational cultural programs and activities.

Section II . VENUE AND LAYOUT:

Note: For a visual layout of the World Beat, click the "Grounds Map".

The Festival is held in Riverfront Park adjacent to the Willamette River in downtown Salem. The park is 23 acres and includes a terraced amphitheater with a grassy knoll, a large tree-less grass area, children’s play structures and a play fountain, a boat dock with sternwheeler, and a working indoor carousel and gift store.

The festival uses all 23 acres, and is organized into villages comprised of Africa, the Americas, Europe and Asia/Pacific. The Amphitheater anchors the south end, and the Grand Boulevard connects the Villages through to the World Showcase at the north end. Vending and exhibit spaces are placed throughout, according to the best match and availability as determined by the festival, and comprise a mix of for-profit, non-profit, and community organizations. On Sunday only additional space at the north end is utilized for dragon boat racing. The north end of Riverfront Park is now connected by a walking bridge to Wallace Marine Park across the river. The soccer event takes place at Wallace Marine.


Section III. CRITERIA FOR ACCEPTANCE:

1. Cultural - help the festival to enhance its authentic cultural experience
2. Classification – Food and/or beverage (non-alcoholic) vendor, non-food (merchandise) vendor, cultural exhibitor (no sales), dragon boat or soccer event-specific vendor
3. Non-compete – the festival allows a limited number of vendors and exhibitors to sell any particular item, determined by the festival
4. Quality – clean, well-kept goods, presentation and decoration, cultural authenticity
5. Serves our mission – to promote harmony and understanding through innovative, educational cultural programs and activities
6. In good standing – does not have bills outstanding from prior attendance, pays in a timely manner
7. Reserving the right – the festival reserves the right to decide who is selected to participate. The festival is not the venue to promote, oppose or debate political, social, religious or other related issues.


Section IV. HOURS OF OPERATION:

1. Riverfront Park Space Set Up – Friday, June 25, 2010, from 1pm to 9pm; Saturday, June 26, from 6am to 9am

2. Festival Opening – Saturday, June 26, 2010, from 10am to 11pm; Sunday, June 27, from 9am to 6pm

3. Space Tear Down – not before 6pm Sunday, June 27

4. Dragon Boat Race Vendors only – Set Up Sunday, June 27, 2010, from 6am to 8am. Tear down not before 6pm

5. Soccer Event Vendors only – Set Up daily from 6am – 8am. Tear down daily at conclusion of the day’s play. Space only provided. No equipment or services. Contact us.

Section V. BASIC PROVISION AND CLASSIFICATION:

Individual basic provision of your space depends on the way you are classified. There are four classifications.

A. Food & Beverage Vendors – you sell either cultural foods and/or beverages
B. Non-Food Vendors – you sell cultural merchandise or other non-food goods
C. Exhibitors – you do not sell anything. Your space displays elements of culture
D. Sports Vendor – you sell sports goods related to dragon boat racing or soccer only

1. Space - A only – 10’ x 20’ space only. B and C - covered 10’ x 10’ space as a shared tent space (½ of a 10’ x 20’ tent, or 10’ x 10’ space in a larger tent, depending on location) or stand-alone dependent on availability. D only – If you sell dragon boat items, a covered 10’ x 10’ space is available, with no power. If you sell soccer items, no tent or power is available. You must provide your own.

2. Electricity – A only – 500W. B and C – 250W sufficient only for low wattage string lighting. D only – no power.

All enjoy these other provisions

3. Shaded common areas – with tables & chairs for visitors to relax and eat

4. Security – Friday & Saturday overnight, the festival makes no guarantee of security and accepts no liability

5. Event marketing – significant pre-event media throughout Oregon

6. Entertainment – typically over 120 performances through the weekend

Additionally, for all selling, or vending, any item, a Short-Term Concessionaire’s Permit Form is required by the City of Salem. Complete this form (print from our web site at WorldBeatFestival.org if not included here) and send in with your application to us. The fee required by the City is already included in the fees the festival charges you.

Section VI.      OPTIONAL EQUIPMENT AND SERVICES YOU CAN ORDER FROM US:

1. Larger space – 10’ x 20’, 10’ x 30’, etc

2. Tables – 8’ or 7’ rectangular, 5’ or 4’ rounds (both according to availability)

3. Chairs – standard folding outdoor

4. Electricity – purchase using the Electric Order Form. Your use is audited during the event by our supplier, Event Power & Lighting. You are audited to see what devices you have plugged in, and how much electricity each device pulls. Call EPL at 360-225-3830 for all supply questions. Send form to us with your application. You will be billed after the event at floor rates for any extra power you use.


Section VII.      OPTIONAL EQUIPMENT & SERVICES YOU CAN BRING YOURSELF:

1. Tent – Only at SMI’s discretion

You must

• Apply by March 15, 2010
• Enclose photos
• Provide dimensions and description
• Show liability insurance coverage

The tent must be

• In good repair, commercial quality
• A staked tent, not a pop-up or tarp
• In place by 7pm on Friday June 25, 2010
• Have a California Fire Stamp

2. Tables

3. Chairs


Section VIII. VENDING & EXHIBITING COSTS:

1. The base fees cover the Basic Provision. Basic Provision for food vendors is different than Basic Provision for non-food vendors and exhibitors.

2. A discount is available to all vendors and exhibitors who submit a full application by the early-bird deadline.

3. Additional costs include optional equipment and services supplied by SMI.

4. SMI requires all vendors (food and non-food) to pay 15% of gross receipts by July 15, 2010.

5. SMI requires all food vendors to pay a $200 damage deposit, that will be returned upon satisfactory inspection by the City of Salem of the turf area associated with that booth, and the receipt of the 15% payment indicated above.

6. Submit all fees (except the 15% of sales) with initial application.

7. Acceptance into the festival is indicated by an email or letter to the vendor or exhibitor, not deposit of the applicant’s check.

8. Applicants not selected will have all funds returned.

9. Applicants that are selected but then withdraw will not be eligible for a full refund. If no replacement can be found, all fees will be kept. If a suitable replacement is found, a $50 administration charge will be deducted from the fees returned.

Section IX. APPLICATION DEADLINE

Early bird deadline: completed with all fees and postmarked by March 15, 2010

Final deadline: completed with all fees and arrive in the office by April 15, 2010

Fully completed applications received after this date will be considered only on a space-available basis.


X - INSURANCE & HEALTH PERMIT NEEDS

1. Food Vendors are required to submit a Certificate of Liability Insurance meeting the standards set by the City of Salem at least 30 days before the festival. This Certificate is generally the level carried by Food Vendors everywhere, but it must have specific language to protect the City, its employees, etc. Click for Example Form here.

2. Food Vendors are also required to hold a Marion County (Oregon) Health Department Food Handlers Permit. This can be obtained online at www.orfoodhandlers.com. There is a $10 fee. For additional information, contact the Health Dept. at 503-588-5617.

XI. OTHER RULES AND REGULATIONS

1. SMI shall have final choice on booth selection and location.

2. Vendor and/or Exhibitor agrees to hold World Beat Festival and Salem Multicultural Institute, their officers, agents or employees harmless from any and all claims, causes of action and suits accruing or resulting from any damage, injury or loss to any person or persons including but not limited to persons to whom the Vendor and/or Exhibitor may be liable under any Worker's Compensation Law and the Vendor and/or Exhibitor personally, from any loss, damage, cause of action, claims or suits for damages, including but not limited to loss of property, goods, wares or merchandise caused by, arising out of, or in any way connected with the exercise by the Vendor and/or Exhibitor of the privileges granted herein. "Hold harmless clause" includes the serving and sale of food items and any claims arising therefrom.

3. No move-in or move-out shall be permitted during opening hours. All items or supplies not in place before opening time must be hand-carried into the park, keeping the rights of the public in full consideration. Vehicles are not permitted to be parked on grounds without the express permission of SMI.

4. Alterations or variations from this contract shall be in writing and approved by Festival management and shall otherwise hold no legal value.

5. The Vendor and/or Exhibitor agrees to occupy space as assigned and to be open and staffed during all regular festival hours. In the event the Vendor and/or Exhibitor shall not occupy said space, the Salem Multicultural Institute is expressly authorized to occupy or cause said space to be occupied in such manner as it may deem best for the interest of the festival without any rebates or allowances whatsoever to the Vendor and/or Exhibitor and without in any way releasing the Vendor and/or Exhibitor from any liability thereunder. The Vendor and/or Exhibitor agrees not to sublet or apportion anyone else said space without written permission of Salem Multicultural Institute.

6. It is the sole obligation of the Salem Multicultural Institute to furnish above exhibit space plus general guard service. All other services of any nature shall be ordered in advance by the Vendor and/or Exhibitor on the forms provided.

7. The Salem Multicultural Institute shall not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons that the park the festival is being held in before or during the festival is destroyed by fire or other calamity, or by any act of God, public enemy, strikes, statutes, ordinances or any legal authority, or any other cause beyond the control of the Salem Multicultural Institute.

8. The Vendor and/or Exhibitor shall be required to have any and all business licenses and other permits needed for the conduct of business.

9. The Vendor and/or Exhibitor shall not nail, staple, or otherwise affix in an injurious way to the structure or equipment provided, any object, display or sign. Vendor and/or Exhibitor shall be fully responsible to the owners of said structure or equipment for any damage done as a result of negligence or intentional disregard for said items.

10. The Vendor and/or Exhibitor agrees to conduct its activities upon the premises so as not to endanger any person lawfully thereon. Vendor and/or Exhibitor further agrees to defend, save and hold harmless the World Beat Festival and Salem Multicultural Institute, their officers, agents and employees from all claims, suits or actions of whatsoever nature resulting from or arising out of the activities of the Vendor and/or Exhibitor or its contractors, subcontractors, employees, patrons or guests. Vendor and/or Exhibitor shall secure at this expense and keep in effect during the term of this agreement Comprehensive General Liability with Broadening Endorsement from an insurance company authorized to do business in the State of Oregon.

11. No alcoholic beverage consumption, loud, boisterous or unbecoming behavior shall be allowed by any Vendor and/or Exhibitor, and festival manager shall have the right to have such persons removed from the festival without recourse and shall not be liable for any damages or suit as a result of such removal.

12. The Salem Multicultural Institute shall have and retain the right to determine the acceptability of any Vendor, Exhibitor, Exhibit or Display to the overall festival. It shall have the right to remove any display that is inconsistent with the flavor the festival and shall only be liable for refund of fees paid if Vendor and/or Exhibitor has fully complied with the rules and regulations herein set forth.

13. The Vendor and/or Exhibitor shall promptly remove all displays, merchandise, debris and other materials from the park at the close of the festival and shall leave the area as nearly like it was at the time of move-in as possible. Should any expense for such removal be incurred by the Salem Multicultural Institute, Vendor and/or Exhibitor agrees to pay all costs of said removal and any and all items left shall be considered abandoned by the Vendor and/or Exhibitor and shall become the sole property of the Salem Multicultural Institute. Vendor and/or Exhibitor further agrees to pay all fees charged by the City of Salem for additional rents as a result of overstaying the lease agreement times.

14. The Vendor and/or Exhibitor agrees to have all merchandise and displays in good order no less than one hour before the published festival hours, and if bringing a tent to have it set up by 7:00 p.m. on the evening prior to the festival opening, and maintain booth in good repair and well-staffed during festival hours. No debris or other items shall be allowed in the public walkway areas of the festival and should such violation of the rules occur, Vendor and/or Exhibitor agrees to promptly remedy said violation in the interest of the general public and the overall festival.

15. The Vendor and/or Exhibitor agrees to abide by all state and local regulations, including fire regulations.

16. All Vendors and Exhibitors are asked to decorate their booth and/or wear clothing that reflects the culture or ethnicity they are representing. All tables must be covered.

17. Donation Jars, or similar revenue-generating devices, are prohibited without specific approval of the Salem Multicultural Institute.

18. Beverages & Food may only be sold by approved Food Vendors, and the Salem Multicultural Institute. SMI reserves the right to stop sales of any food item being sold not included in the application.

19. Vendors and Exhibitors who are selected will receive additional information with details about such things as set-up times and procedures, tear-down, ice, water, garbage, and parking.

20. This document constitutes the entire contract between the parties and no waivers, modifications or amendments shall be valid unless written upon or attached hereto and shall be approved in writing by an officer of the Salem Multicultural Institute.

Section XII. QUESTIONS ?:

Questions? - Please email  exhibits@worldbeatfestival.org or call the World Beat Festival at 503-581-2004