OSU Program Council & Late Night

General Vendor Information

• Standard Booth Size is 10’ x 10’ and includes one table and two (2) chairs.

• All Vendors are assigned a space on a first come first serve basis.   OSU reserves the right to determine the final location.  

• OSU does not provide canopies.  If Vendors choose to provide their own canopy, the Vendor shall ensure the canopy is secured with weights.  Staking is prohibited.   

• The Vendor must request access to electrical supply if needed at the time of registration.  Such access is subject to availability and OSU reserves the right to refuse access to the electrical supply for any reason.   

• OSU reserves the right to remove the Vendor from the Event if, in OSU’s sole discretion, Vendor is not complying with the Terms of Use

• Vendor’s participation in the Event is limited to the Vendor Activities described during registration. 

• Food sales are reserved for OSU Recognized Clubs and Organizations and offered for fundraising purposes only.

• The sale of merchandise or services is prohibited at this Event, without approval from Event organizers. 

Event Set-Up, Take Down and Parking

Set-Up: The Event is open to the public beginning at Noon. Vendors will be allowed access to set-up their booths beginning at 10:30am on the day of the Event. OSU reserves the right to manage Vendor access prior to the Event to control traffic flow.  Vehicle Loading Zones are adjacent to the Event venue. 

Take down: Vendor will clear and clean its booth before the Event venue closes at 6:00 pm.

Loading Zones:  Vendors may park without a permit for up to 30 minutes in a designated Loading Zone. Loading Zones are available adjacent to the Event venue. Due to the size of the Event, OSU may schedule times to Vendors for to access the Loading Zones.  Vendors will receive instructions for accessing Loading Zones at least 48 hours prior to the start of the Event.

Vendor Parking:  Vendors may be required to have a permit to park if utilizing restricted street parking or parking lots.  Vendor parking permits may be obtained through OSU’s Office of Transportation Services website. 

OSU Registration Information

This registration is free and for Recognized Student Organizations (VSO, SSO or ASO), Department Student Organizations (DSO), or OSU Department or Program. You will be asked to provide the following information: 

• Name of Organization
• Organization Category (for table placement)
• Description of Organization
• For approval, a description of activities, food, or fundraising that go beyond simple tabling
• Power Request
• Any special accommodations
• Agree to Equity and Inclusion Notice

Any items that need review for approval will be reviewed and a decision provided via email to the submitter of the registration. If you need to change who receives email communication related to the fair after the registration is submitted, please contact Kate Zinke at [email protected]. 

Vendor/Exhibitor Registration Information

Registration is $200 for external businesses or organizations. Registration is $150 for Tax-Exempt vendors/government agency. Discounts provided if organization is approved to provide a door prize or food samples (discount varies, see registration form for details). 

• Name of Organization
• Organization Category (for table placement)
• Description of Organization
• For approval, a description of activities or food provided that go beyond simple tabling
• Power Request
• Any special accommodations
• Agree to Equity and Inclusion Notice

Vendors also have the ability to purchase an extra booth ($200) or table ($35).

Fees, Cancelations and Refunds

Event will occur, Rain or Shine.  In the unlikely case of event cancelation or reschedule by OSU, we will issue full refunds.

• Vendor Registration closes at 5:00pm on September 6th, 2024.
• Registration Fees: Registration fees are due by Friday September 6th at 5:00pm.
  • Fees do not include the cost of a parking permit, which shall be the responsibility of the Vendor.
• Right to Cancel: Request to cancel Vendor Registration must be received by OSU in writing no later than September 18, 2024, in order for the Vendor to be eligible for a refund.  
• Refunds: Refunds will be issued upon receipt by OSU of the Vendor’s written notice (in email to Saylor Dickerson) to cancel and request for refund as follows:
  • full refund: on or before Auguest 30th, 2024 (less $25 cancellation fee)
  • 50% refund: on or before September 20, 2024
  • no refund: after September 20, 2024

Insurance Requirements

Vendor (including RSO) maintains general liability coverage with a minimum limit of $2 million per occurrence. Exceptions to this provision, if any, must be approved in advance of the OSU Program Council (Vendors doing simple tabling will likely require just $1 million per occurrence).

Indemnity and Liability:

Vendor (including RSO) shall be responsible for all damage to property, injury to persons, and loss, expense, inconvenience, and delay which may be caused by, or result from the conduct of Vendor, Vendor’s promotional material for the Event, or from any act, omission, or neglect of Vendor or its employees.

• Vendor shall indemnify and hold harmless OSU, its trustees, officers, agents, and employees from all claims, suits, and actions of any nature resulting from or arising out of the activities or omissions of the Vendor while participating at the Event.
  • Certificate of Insurance (COI) and any endorsements (where applicable), must be provided by Wednesday, September 18, 2024.
  • COI must name Oregon State University, its trustees, officers, agents , and employees must be additional insured.