Oregon International Air Show - McMinnville, Event Space Reservation

Fri, Aug 19, 2022 - Sun, Aug 21, 2022

Event Information

Oregon International Air Show

Exhibitor / Vendor Information and Application - McMinnville Airport

August 19 - 21, 2022

Contact: David Wadleigh, Operations Manager,  davidw@oregonairshow.com

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Event Hours

Friday Air Show: August 19, 12 pm - 5 pm (estimated)

Saturday/Sunday Air Show: August 20/21,  9 am - 4:30 pm (estimated)


Exhibitor/Vendor Receives

  • Space as contracted
  • 4 Vendor Passes per day per space / Space sizes are 10' x 10', 20' x 20', 30' x 20'
    • Vendor Passes allow personnel entry through walk-in Vendor Gate 1 hour before Event Hours but do not allow vehicle entry.
  • 1 Vehicle Pass valid Friday/Saturday/Sunday.
    • A Vehicle Pass allows Exhibitor/Vendor access to service booth (before and after airshow times) and to park in Vendor Parking area.

No other benefits are expressed or implied.


Payment Information

  • 100% of fees are due with application.
  • Online payments will be charged a $1 + 2% processing fee.

Cancellation/Refunds

  • No refunds will be given after July 18, 2022
  • Requests received before July 18, 2022 will receive 50% refund

Fee is for space only.  Exhibitor/Vendor must provide own "quiet-type" generator* and fuel for power needs, tents, tables, chairs, and signage.  (No construction generators or re-fueling during event hours.)  Submit photo of generator with application for Air Show approval.  


TERMS & CONDITIONS

All Exhibitors and Vendors are required to provide proof of commercial liability insurance in the amount of $1 million dollars and coverage for the additional insureds:

Oregon International Air Show, 3355 NE Cornell Rd., Ste. T-240, Hillsboro, OR 97124

City of McMinnville, 230 NE Main St., McMinnville, OR 97128


Pre-Show Meeting: Thursday, July 28, 2022, 10 am - 12 pm located at McMinnville Airport

Exhibitors and Vendors must attend the pre-show meeting in order to be briefed on safety practices involved with vending on an airport.


Complete the Buyer Information Page and Pay Online

  • 100% of space fee
  • Exhibitor/Vendor Application
  • List of Food and Non-Food items for sale or exhibited

eMail the below list of items to davidw@oregonairshow.com 


Completed applications will include below list and be due no later than 30 days prior to airshow.

  • Exhibitor/Vendor Application
  • List of products or snacks (if applicable)
  • Certificate of Insurance (COI) including additional insureds.  (If your COI expires before the Air Show, include a copy of the expired COI)
  • Dimensions and photos of your booth or exhibit showing front, back, doors, tongues on trailers, storage areas and location of generator, if applicable.
  • Food vendors must show location of cooking/heated surfaces, sinks, prep area, serving sides.
  • Menu List

Restaurants will also need to keep onsite:

  • Copy of Restaurant License
  • Copy of current Food Handlers' permit

Generators and Fire Extinguishers

  • Exhibitor/Vendor must provide own “quiet-type” generator* and fuel for power needs, tents, tables, chairs, and signage. (No construction generators or re-fueling during event hours.)
  • Every Exhibitor/Vendor space must be equipped with at minimum, one standard ABC fire extinguisher.  Per local Fire Marshal regulations, all fire extinguishers will be inspected.

Set-Up 

Exhibitors/Vendors will schedule an entry/set-up time with the Air Show manager for:

  • Thursday, August 18: 8am to 5pm or
  • Friday, August 19: 8am to 11am
  • Exhibitors’/Vendors’ vehicles MUST ALWAYS BE ESCORTED by an Air Show manager anytime driving to/from booth/space is necessary.

Operating Hours

Friday, August 19 - Food booths must be open 12pm to 5:00pm

Sat./Sun. August 20/21 - 9am to 4:30pm


Booth/Exhibit Servicing Hours

  • Friday, August 19: 8am - 11am
  • Sat./Sun. August 20/21: 8am - 8:30am and 5pm to 7pm 
  • Vehicles will not be allowed on the field after 11am on Friday or after 8:30 am on Saturday or Sunday.


Tear-Down

  • Sunday, August 21: 5pm to 8pm
  • Bring your own lighting if you aren't done by dusk.


Security

Secure your valuables. Exhibitors/Vendors may leave their space set up overnight on Thursday, Friday and Saturday at their own risk. Air Show will have overnight security each night and the gates will be closed. However, airport tenants, businesses and their guests have 24-hour access. Air Show will not be responsible for lost or stolen items.


Rules for all Exhibitors and Vendors

All items for sale, display or give-away must be pre-approved by the Air Show.

  • Give-away items may not include t-shirts, hats or items sold by other vendors or by the Air Show.
  • No sales of tobacco or related smoke products, or electronic smoking or vaping devices.
  • No glass, knives, tattooing, body-piercing or related products or services.
  • Licensing restrictions do not allow the sale or distribution of Officially Licensed products or use of the Oregon International Air Show logo or City of McMinnville logo.
  • Tents must meet Fire Marshall and Air Show standards and must be secured.
  • Air Show recommends taking down tents each evening due to windy conditions that can occur at the airport. Air Show will not be responsible for any tents destroyed.
  • No Exhibitor or Vendor shall consume or have in their possession any alcohol or controlled substance including marijuana.
  • The Air Show reserves the right to refuse Exhibitor/Vendor space which violates community standards of decency or otherwise infringes on the rights of our patrons, exhibitors or members of the public or be deemed unsuitable by the Air Show.
  • No sub-contractors allowed in space without written authorization of Air Show President.
  • All selling, promoting, sampling or signature collection must remain inside the boundary of the rented space as defined by the Air Show. Breaking this rule could result in expulsion from the Air Show site immediately.
  • No dumping of contaminated water (bleach water, grease water, wash water) on grass or in storm drains.  USE OF GRAY WATER TANKS PROVIDED. Vendor is responsible for removal of grease and used cooking oil. Cleaning deposit may be forfeited if vendor does not follow event rules.
  • Vendors must keep their space neat during event and pick up their garbage at end of each day and event.
  • All vendors must have a standard ABC and/or K-Class fire extinguisher at their space/booth.
  • The Air Show reserves the right to change a vendor space to suit the needs of the Air Show.

Cooking Food Vendors - Per local Fire Department regulations, a K-Class fire extinguisher and a standard ABC extinguisher are required and will be inspected.

No Exhibitor or Vendor is approved to come onto the field until complete application documents, payment, and COI have been received and approved by Air Show management.