Vendor/Exhibitor Policies and Procedures

OysterFest Policies and Procedures—2010 

Skookum Rotary members manage this event which helps fund the many causes we support.  We hope our collective efforts will result in another entertaining and educational event that will bring families back year after year. Oysterfest enables all of us to be more sensitive and effective stewards of the abundant marine resources that surround us.

Product Selection/Approval:

Skookum Rotary Club retains the absolute right to approve food items for sale at OysterFest. Each vendor must declare on their application what their intended food items will be.  We are making every effort not to duplicate food items. Skookum Rotary Club is the sole arbiter of what constitutes duplication. The sale of undeclared food items will be stopped, at the vendors’ loss.

Exclusive Rights to Beverage Sales:

Skookum Rotary Club retains exclusive rights to sell all beverages, including beer, wine, pop, soft drinks, coffee or any other specialty beverage at OysterFest. Water can be purchased from Skookim Rotary for re-sale.

Exclusive Rights to Souvenir Sales:

Skookum Rotary Club retains exclusive rights to sell all souvenirs at OysterFest. 

Set up:

You may begin to set up on Friday, after 3:00 p.m. (After all Kid's Day activities are finished and children and busses are off the premesis)

Starting time/closing time:

OysterFest starts at 10:00 a.m. and closes at 6:00 p.m. on Saturday and 5 p.m. on Sunday. FOR THE SUCCESS OF THE EVENT it is very important that your organization continue to serve food to our guests until closing time.

Take Down:

Remove all booths and fixtures from the facility by 9:00 p.m. Sunday. In the event of a sell out your booth cannot be disassembled before the 5:00 p.m. closing of OysterFest. Please leave your booth or area clean and spotless. 

Food Safety:

Because of growing concerns about food safety, it is critical that at all times your booth be staffed by at least one certified food handler. Your group or association is responsible for providing proof of handlers' permits and other proper documentation..

Exhibitors:

Exhibits should communicate the natural resources and nautical/cultural nature of our South Puget Sound home. Hands on activities are encouraged at each booth to allow children, young and old, to be involved with your program.  

Insurance:

Vendors and Exhibitors at OysterFest must provide their own liability and casualty insurance and will provide proof of insurance if asked. OysterFest assumes no responsibility or liability for vending and exhibiting. Have the insurance certificate available at your booth.

Admission Passes:

Admission passes are provided for your volunteers, at no charge. Someone from your organization must attend our vendor meeting in September and pick up your organization’s passes. Anyone without a pass will be expected to pay for admission at the gate. Be sure to obtain and distribute enough passes for the two days. Volunteers leaving the grounds will have their hands stamped for return privileges. Please strictly use the vendor and exhibitor gate for your entry and exit at OysterFest.

Payment:

There is no fee for space at OysterFest. Instead a 2/3 to 1/3 split of net profit for each vendor will apply, with Skookum Rotary Club Foundation receiving 1/3 of your net profit. The Skookum Rotary Club accounting form is enclosed. Please fill the form out in detail. Payment is expected within 5 working days after OysterFest, with an absolute deadline of October 31. Please be prompt. All deductions will be subject to audit, on request, by Skookum Rotary’s finance department. Failure to pay, or late payment will forfeit future participation or your booth space allocation.

Contact: 

Vendor Chair:  Evan Tozier   360 426-2411   email: toziers@hctc.com

Exhibitor Chair :  Candace Cahill   360 790-6879   email : candace.skookumrotary@gmail.com 

Mail to:   Skookum Rotary OysterFest, Vendor Chair (or Exhibitor Chair), PO Box 849, Shelton, WA 98584

 Please register on the on-line application prior to August 15th