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Redmond Lights 2022 - Booth Application

Steps

  1. 1. Overview and Information
  2. 2. Application
  • Overview and Information

    1. Redmond Lights 2022 - Booth Application

      Thank you for considering having a booth at Redmond Lights 2022, your participation helps illuminate the holiday season for the Redmond community! 

      This application is for:

      • for-profit businesses hosting a booth with free activities or giveaways
      • for-profit businesses or any organization hosting a booth with sales of items, food, or beverages
      • non-profit and community organizations with free activities or giveaways
      • food trucks

      Please apply by the application deadline of October 31, 2022 at 10:00 PM.

      Please contact us with any questions by emailing: events@redmond.gov.

    2. Event Information

      Redmond Lights 2022 is a month-long celebration of light and art in Redmond's Downtown Park from December 1, 2022 to January 4, 2023.

      This year, the event will host three Friday Night Celebrations on December 2, 9, and 16. Friday Night Celebrations will feature live entertainment and activities with engagement opportunities for local businesses and community organizations. Please complete this form to apply for a 10x10 booth space at the event on one of these nights. For-profits and non-profits of all kinds should use this form. Anyone wishing to sell products or food should also use this form.

      Application Timeline

      • October 31, 2022 - Application deadline.
      • November 4, 2022 - Acceptance notifications sent by email with payment instructions and a link to submit your certificate of insurance.
      • November 15, 2022 - Event load-in, parking, and additional information sent by email to all confirmed participating organizations.

      Please note that all email correspondence will be from events@redmond.gov. Please add this email address to your email account's safe senders list to prevent messages being marked as spam.

      Selection Process

      Booth space will be extremely limited this year, and we anticipate receiving more applications than we have space available. Therefore, Redmond Lights event staff will review all applications and choose organizations that offer an engaging experience or product for attendees that most closely align with the event's purpose, goals, and theme.

      Selection Criteria

      • All applications will be evaluated and juried.
      • The event is committed to providing a vendor area that is engaging, purposeful, and fun for all attendees.
      • Each booth must provide an activity or game that attracts and engages with attendees OR offer sales of food, beverages, or other products.
      • Other criteria considered are:
        • Location of business (Redmond business vs. non-Redmond business)
        • Balance of profit and non-profit organizations
        • Variety and uniqueness
        • Submission date and time
        • Past event experience and reputation
        • Booth appearance
        • History and visibility 
      • Juried decisions are final.
      • Past participation with other City of Redmond events does not guarantee acceptance. City of Redmond reserves the right to refuse any application or withdraw acceptance, in which case fee will be refunded in full.
      • Incomplete applications will not be accepted or processed.
      • Booth sharing is strictly prohibited. Only one vendor is allowed per booth.

      Security

      Booth structure and contents, including inventory, are the sole responsibility of the vendor. On-site security is not provided during the event, set-up, or clean-up. Please do not leave valuables in your booth area. The City of Redmond does not assume responsibility for injury to persons, loss or damage to any property of the vendors, including theft, accidents or acts of God.

      Booth Equipment & Power Requirements

      • Vendors must stay within the 10x10 booth space, including side awnings, walkways, etc.
      • Vendors must provide their own tent and provide means to weight the tent down. All booths will be inspected for safety.
      • Vendors must specify any power requirements on the booth application. Any proposed changes must be sent to events@redmond.gov in writing by November 4, 2022 and must be approved in writing prior to the event.

      Certificate of Insurance

      The VENDOR shall procure and maintain for the duration of Redmond Lights 2022 (including set up and breakdown) insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the VENDOR, their agents, representatives, employees or subcontractors. VENDOR’S maintenance of insurance as required by the agreement shall not be construed to limit the liability of the VENDOR to the coverage provided by such insurance, or otherwise limit the CITY OF REDMOND’s recourse to any remedy available at law or in equity. Any payment of deductible or self-insured retention shall be the sole responsibility of the VENDOR. The VENDOR shall provide a Certificate of Insurance and additional insured endorsement page(s) evidencing Commercial General Liability insurance written on an ISO occurrence basis form CG 00 01 and shall cover liability arising from premises, operations, property damage, independent contractors and personal injury and advertising injury, with limits no less than $1,000,000 combined single limit per occurrence and $2,000,000 aggregate. THE CITY OF REDMOND, its officers, volunteers and agents shall be named as an additional insured on the insurance policy, as respects actions performed by or on behalf of the VENDOR and a copy of the endorsement naming the CITY OF REDMOND as additional insured shall be attached to the original Certificate of Insurance and provided to Event Coordinator no later than October 2, 2022. The CITY OF REDMOND reserves the right to request certified copies of any required insurance policies. The VENDOR’S insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer’s liability. The VENDOR’S insurance shall be primary insurance with respect to the CITY OF REDMOND and both shall be given thirty (30) days prior written notice of any cancellation, suspension or material change in coverage.

      Non-compliance may result in denial of participation in future events.

      Health and Fire

      • Vendor is responsible for a clean booth area, free of debris, for providing a trash can for inside the booth and for disposing of all garbage and recyclables as directed by event staff. If booth area is not left clean at the end of the event, vendor may be charged a $50 booth clean-up fee.
      • No staking of tents is permitted at any location at the event. All booths must comply with our Tent Anchoring Requirements (listed on the next page of this application) and vendors must provide their own supplies.

      Hours of Operation

      • Friday Night Celebration hours are from 6 p.m. to 9 p.m. on Friday, December 2, 9, and 16.
      • Please select on the second page of this application all dates you're interested in having a booth at the event. A separate fee will apply to each date you have a booth.
      • All booths are expected to remain open from 6 p.m. to 9 p.m. Booths who break down early risk their participation in future events with the City of Redmond.

      Check-in / Set-up & Breakdown

      Instructions for check-in, set-up, and breakdown will be sent by email from events@redmond.gov by November 15, 2022.

      Refunds:

      A full refund, minus a $10 processing fee will be granted for requests made in writing to Event Coordinator (events@redmond.gov) 30 days before the start of the event. No refund will be given for less than 30 days notice.