Food Vendors
& Business Booths



Application Deadline (Food Vendors): May 20

Application Deadline (Business Booths): May 20

Payment Deadline: June 10




The 78th Redmond Derby Days!


The true spirit of competition was responsible for the birth of Redmond Derby Days - now a Redmond tradition for 78 years! Derby Days is Redmond’s summer festival, inviting residents and visitors to celebrate community pride and enjoy plenty of free interactive activities. The day celebrates Redmond’s past, present, and future with parades, community races and contests, family fun, live music, food, drink, and fireworks.


Demographics


This event has drawn an average of 15,000 attendees. Most attendees are Redmond residents or from eastside communities. A family oriented event that draws a culturally diverse, educated, and fun crowd.


Selection Process


Every year we receive more applications than we have space available. Therefore, the Derby Days Committee will review all applications and choose businesses and organizations who participate in the festival theme and offer an engaging experience for festival attendees while promoting their service, product, or business.

Food Vendors

Please review the Food Vendor Guidelines before submitting your application.


Event Dates:

  • Friday, July 13, 4pm-10pm
  • Saturday, July 14, 10am-10pm

Location: Redmond City Hall, Main Campus


*Additional Requirement: Temporary Food Service Permit with King County Health Department

Fees

Booth Fee: $400 (10'x10') - Previous booth locations are not guaranteed

Power Access Fee: $75 (Fee covers 120 amp, 2400 watt, 120 volt outlet. Additional power requests require discussion and potential of increased fees. Vendor must provide cords. Limited power booths available.)

Application Process:
  1. Complete and submit vendor application. DEADLINE: May 20
  2. Applications will be evaluated and juried
  3. Acceptance notifications emailed to vendors no later than May 24
  4. Submit payment, copy of Certificate of Insurance, and proof of Health Department permit. DEADLINE: May 30
Selection Criteria
  • Applications will evaluated and juried, although some vendors will be invited at the discretion of the Derby Days Committee.
  • Applications are evaluated based on reputation, menu, and past history with Derby Days. We will accept businesses representing a variety and balance of food selection and price changes.
  • Juried decisions are final.
  • Note: Past participation with other City of Redmond events does not guarantee acceptance. Derby Days reserves the right to refuse any application or withdraw acceptance, in which case fee will be refunded in full. 
Booth Location
  1. Booth fees are based on a 10’x10’ footprint. For anything larger, contact Sarah Webb at 425-556-2395 or swebb@redmond.gov.
  2. Booth fees will be refunded in full if cancellation is received before June 15.
  3. All booth locations will be determined by festival staff, ensuring consideration that similar business types are spread throughout the space, space constraints and power access. Location is non-negotiable.
Booth Equipment & Power Requirements
  • Vendors must stay within the booth space, including side awnings, walkways, etc.
  • All tents must be appropriately weighted down and will be subject to inspection.
  • Any proposed changes to the Application’s equipment and/or power information must be provided to Sarah Webb in writing by June 30.
Certificate of Insurance

The VENDOR shall procure and maintain for the duration of the Derby Days Festival (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 Sarah Webb no later than Wednesday, June 30. 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 must have appropriate King County Department of Public Health permits and complete all documentation for pre-approval as required by City of Redmond Fire Department.
  • 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 the Festival. If booth area is not left clean at the end of the Festival, vendor may be charged a $50 booth clean-up fee. All grease must be disposed of in marked containers provided by the festival. Grease disposed anywhere on the festival site, outside of marked containers, may result in a $100 fee and denial of entry into any future festivals.
  • Copy of Certificate of Insurance
  • A compostable food waste cart will be provided.
Hours of Operation
  • Festival hours are 4-10pm Friday, July 13 and 10am-10pm Saturday, July 14 and all Food Vendors must be open during these times
  • All vendors must be prepared to serve ample quantities of full menu selections until conclusion of event. Non-compliance may result in denial of participation in future events.
Check-in / Set-up & Breakdown

Please check-in at the Information Booth upon arrival for site assignments, set-up instructions, and questions during the event.


Set-up Dates & Times:

Car access and set up times are based on booth location. Specific times will be communicated no later than June 30, 2018.

Vehicle access is only permitted during designated load-in and load-out times. Any transportation outside of designated times must be done by foot.

Breakdown:

Food Booths may begin breakdown at 10pm and may not bring vehicles onto festival grounds until the CITY OF REDMOND Police Department has declared the site safe for vehicle access immediately following the fireworks. No early departures. Early departure may result in 2019 application rejection. No storage is available before or after the festival.

Menu
  • Only menu items (at prices) listed on the Vendor application may be sold.
  • Changes/additions are only allowed with pre-approval by Sarah Webb prior to June 30.
  • The CITY OF REDMOND reserves the right to restrict certain food items or beverages due to contractual exclusivity with event sponsors. Vendors will be notified of any such restrictions that may conflict with their menu offerings at the time of acceptance.
  • Menu items in glass containers are not allowed.
  • No styrofoam containers are allowed.
  • NEW IN 2018! Plates, paper boats and clam shell containers must be compostable. No printed plates or shiny plates. See the City's guideline document for more information. A complete list of accepted products is listed here: https://cedar-grove.com/compostable/accepted-itemshttps://cedar-grove.com/compostable/accepted-items
Security

Booth structure and contents, including inventory, are the sole responsibility of the VENDOR. THE CITY OF REDMOND does not assume any responsibility for injury to persons, loss or damage to any property of the VENDORS, including theft, accidents or acts of God.

Restrictions

Restriction violations may result in immediate removal from the festival site as well as denial of entry into any future festivals.

  • Vendors are not allowed to ‘rove’ or sell beyond their booth at any time.
  • Staking of tents, pole banners, signage, or other equipment is not permitted.
  • Alcoholic beverages, amplified music or speaking, and televisions are not allowed on festival grounds without prior written approval from festival.
  • The Festival reserves the right to restrict any activities that interfere with public access and/or Festival programming.
  • Vendors may not advertise outside of their booth space including use of rovers, flyers and sandwich boards.
Signage
  • Food Vendors must provide their own booths, equipment, and signs.
  • Signs must look professional.
  • Handwritten signs are not allowed.

VENDOR Vehicles are allowed access as soon as the CITY OF REDMOND Police Dept. declares that it is safe to drive onto festival grounds. All booths, vehicles and vendor debris must be removed from the Festival grounds by 12:30am, Sunday, July 15.

Indemnity & Waiver

The APPLICANT shall indemnify and hold the CITY OF REDMOND and its agents, employees and/or officers, harmless from and shall process and defend at its own expense any and all claims, demands, suits, at law or equity, actions, penalties, loss, damages, or costs, of whatsoever kind or nature, brought against the CITY OF REDMOND arising out of, or in connection with, or incident to, the execution of this Agreement and/or APPLICANT’S performance or failure to perform any aspect of this Agreement; provided, however, that if such claims are caused by, or result from, the concurrent negligence of the CITY OF REDMOND, its agents, employees, and/or officers, this indemnity provisions shall be valid and enforceable only to the extent of the negligence of the APPLICANT; and provided further, that nothing herein shall require the APPLICANT to hold harmless or defend the CITY OF REDMOND, its agents, employees, and/or officers for damages or loss caused by the CITY OF REDMOND’S sole negligence. The APPLICANT expressly agrees that the indemnification provided herein constitutes the contractor’s waiver of immunity under Title 51 R.C.W., for the purposes of this Agreement. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.

Applications are now closed for Derby Days 2018

Application must be approved before payment is processed.


By Check
Make payable to "City of Redmond"

Please mail payment to:

City of Redmond Parks and Recreation
Attention: Derby Days
6505 176th St. NE
Redmond, WA 98052

 

By Visa or Mastercard
Please call 425-556-2300 to pay over the phone



Business Booths

Please review the Business Booth Criteria before submitting your application.

The Derbiest Booth Award

The Derbiest Booth Award: The booth with the MOST FESTIVE design or activity that encompasses the theme will win the Derbiest Booth Award. The theme of Derby Days 2018 is Redmond Hometown Heroes. You don’t need special powers to be a hero, we celebrate anyone who works to make Redmond a better place as a Hometown Hero! This award includes an award presentation by One Redmond, and a picture announcement in the local media, Derby Days website and social media outlets. Booth judging will take place after the Grand Parade at 3pm.


Booth hours: Saturday, July 14, 10 am-5 pm


Location: Redmond City Hall, Main Campus

THE CITY OF REDMOND reserves the right to deny admission to vendors that do not comply with the guidelines below.

Incomplete applications will NOT be accepted or processed. Applications are processed in order received and by type of business. Limits may be placed on the total number, and similar vendors. Booth sharing is strictly prohibited.

Fees

Booth Fee: $400 (10'x10')
Non-Profit Booth Fee: $125 (10'x10')
Corner Booth Fee: For preferred booth placement and additional marketing benefits, please see our sponsor brochure.


Fee includes: 10x10 tent, one table and two chairs. Previous booth locations are not guaranteed. All booth locations will be determined by festival staff, ensuring consideration of similar business types, space constraints, and power access. Location is non-negotiable. No discount provided for businesses wishing to provide their own tent.

Power Access Fee: $75 (Vendor must provide cords. Limited power booths available.)

Application Process:
  1. Complete and submit vendor application. DEADLINE: May 20
  2. Applications will be evaluated and juried
  3. Acceptance notifications emailed no later than May 25
  4. Payment and copy of Certificate of Insurance. DEADLINE: June 10
Selection Criteria
  • Applications will be evaluated and juried. The Derby Days Committee is committed to providing a vendor area that is engaging, purposeful, and fun for people of all ages, and avoiding a commercialized or trade show vibe.
  • Engagement – Each booth will provide an approved activity or game, one that attracts and engages with attendees.
  • Theme – Effort to incorporate 2018 Derby Days theme into booth activity and décor.
  • Other Criteria: Location of business (Redmond business vs. non Redmond business), balance of profit vs. non-profit booths, variety and uniqueness, submission date, experience and reputation, booth appearance, and past history and visibility. Juried decisions are final.
  • Note: Past participation with other City of Redmond events does not guarantee acceptance. The Derby Days Committee 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.
Security Booth structure and contents, including inventory, are the sole responsibility of the VENDOR. On-site security provided Friday, July 13, 8pm-7am. 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 booth space, including side awnings, walkways, etc.
  • Vendors who choose to provide their own tent must also provide means to weight the tent down, and will be subject to inspection for safety.
  • Any proposed changes to the Application’s equipment and/or power information must be provided to Sarah Webb in writing by June 30.
Certificate of Insurance

The VENDOR shall procure and maintain for the duration of the Derby Days Festival (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 Sarah Webb no later than June 10. 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 must have appropriate King County Department of Public Health permits and complete all documentation for pre-approval as required by City of Redmond Fire Department.
  • 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 the Festival. If booth area is not left clean at the end of the Festival, vendor may be charged a $50 booth clean-up fee. All grease must be disposed of in marked containers provided by the festival. Grease disposed anywhere on the festival site, outside of marked containers, may result in a $100 fee and denial of entry into any future festivals.
  • Copy of Certificate of Insurance
  • A compostable food waste cart will be provided.
Hours of Operation
  • Festival hours for vendors are from 10am-5pm on Saturday, July 14.
Check-in / Set-up & Breakdown

Please check-in at the Information Booth upon arrival for site assignments, set-up instructions, and questions during the event.


Set-up Dates & Times:

  • Friday, July 13, 4-8pm (*Cars allowed to access)
  • Saturday, July 14, 8:30-10am (*Cars NOT allowed to access)

Vehicle access during designated load-in and load-out times ONLY. Any transportation outside of designated times must be done by foot.

Breakdown:

Vendor Booths may begin breakdown at 5pm on Saturday, July 14 and may not bring vehicles onto festival grounds until the CITY OF REDMOND Police Department has declared the site safe for vehicle access immediately following the fireworks at 10pm. No early departures. Early departure may result in 2019 application rejection. No storage is available before or after the festival. All booths, vehicles and vendor debris must be removed from the Festival grounds by 12:30am, Sunday, July 15.

Restrictions

Restriction violations may result in immediate removal from the festival site as well as denial of entry into future festivals.

  • Staking of tents, pole banners, signage, or other equipment is not permitted.
  • Alcoholic beverages, amplified music or speaking, and televisions are not allowed on festival grounds without prior written approval from Festival.
  • The Festival reserves the right to restrict any activities that interfere with public access and/or Festival programming.
  • Vendors may not advertise outside of their booth space including use of rovers, flyers and sandwich boards.
Signage
  • Vendors must provide their own signage.
  • Signs must look professional.
  • Handwritten signs are not allowed.
INDEMNITY AND WAIVER

The APPLICANT shall indemnify and hold the CITY OF REDMOND and its agents, employees and/or officers, harmless from and shall process and defend at its own expense any and all claims, demands, suits, at law or equity, actions, penalties, loss, damages, or costs, of whatsoever kind or nature, brought against the CITY OF REDMOND arising out of, or in connection with, or incident to, the execution of this Agreement and/or APPLICANT’S performance or failure to perform any aspect of this Agreement; provided, however, that if such claims are caused by, or result from, the concurrent negligence of the CITY OF REDMOND, its agents, employees, and/or officers, this indemnity provisions shall be valid and enforceable only to the extent of the negligence of the APPLICANT; and provided further, that nothing herein shall require the APPLICANT to hold harmless or defend the CITY OF REDMOND, its agents, employees, and/or officers for damages or loss caused by the CITY OF REDMOND’S sole negligence. The APPLICANT expressly agrees that the indemnification provided herein constitutes the contractor’s waiver of immunity under Title 51 R.C.W., for the purposes of this Agreement. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.

Applications are now closed for Derby Days 2018

Application must be approved before payment is processed.


By Check
Make payable to "City of Redmond"

Please mail payment to:

City of Redmond Parks and Recreation
Attention: Derby Days
6505 176th St. NE
Redmond, WA 98052

 

By Visa or Mastercard
Please call 425-556-2300 to pay over the phone