Vendor Contracts & Regulations

• Completed contracts with fees and insurance binder must be received by the Baker County Chamber of Commerce no later than Monday, May 15, 2023, for the best price and space selection. Any amount paid will be refundable if you provide written notice of cancellation up to and including May 15, 2023 (see #9 “Termination” in Vendor/Exhibitor contract). 

• All food vendors must have a temporary Food Handlers License or temporary restaurant license. For licenses and information call the Health Department at 541-473-5186. 

• All food booths must have a Class ABC Fire Extinguisher in the booth. And all Booths using hot oil must also have a Purple K Extinguisher for grease and oil. Any vendor found without the required Extinguishers will be shut down by the Fire Department and/or the Baker County Chamber of Commerce. Vendors must protect the lawn under the fryer/cooker from damage. 

• Fireworks of any description are prohibited. Similarly, T-shirts or other items with pictures or sayings that are sexually oriented, alcohol or drug abuse-related, or are otherwise considered inappropriate for Miners’ Jubilee are prohibited. The Jubilee Coordinator and/or Baker County Chamber of Commerce has sole discretion to determine if an item proposed for sale or display is inappropriate. Items that are requested to be pulled off the display will NOT be sold during Miners’ Jubilee. Failure to comply with these requirements will be cause for removal from the show and possible expulsion from future events. 

• Vendor agrees to provide a certificate of insurance for not less than $500,000.00 combined single limit bodily injury and property damage. * Vendor selling or distributing a consumable food product must have no less than $500,000.00 combined single limit products liability coverage. The Vendor shall be named insured on the policy and the insurance policy will name “Baker County Unlimited, its affiliates, subsidiaries, officers, directors, agents, and employees” as additional insured thereon. The vendor agrees to provide the Baker County Chamber of Commerce with written proof of such insurance as a precondition to using the premises referred to herein. 

*Any contract shall not be in force until compliance with insurance requirements has been met. No exceptions. 

• To support local arts the Baker County Chamber of Commerce has lowered the booth fees in a portion of the park to showcase local artists, crafters, and non-profits. If you do festivals, flea markets, and events like this full-time or this is a primary source of income you are considered a commercial vendor. If we notice manufactured or mass-produced items, we will ask you to put those items away. If you have violated the honor system and have a portion of your booth in manufactured items, we will charge you the balance owed for a commercial booth. 

• Please don’t arrive early. We do not have authorization to be in the park before 9:00 a.m. Please check your map for the location of your booth space and check in with the Jubilee Coordinator at the information booth when you arrive for set-up instructions. 

Set-up times are designed for safety reasons. There will be no exceptions. All booths must be set up on Thursday. 

• All Commercial and Food booths – Thursday, July 13, 9:00 a.m. - 12 p.m.

• All Artisans & Crafter booths – Thursday, July 13, 1 p.m. - 6 p.m.

All booths must be removed from Geiser Pollman Park no later than 6 p.m. on Sunday. Late removals will NOT be allowed back the following year. 

• Monitor your booth at all times during the exhibit open hours listed above.

• You may not remove your booth or close your booth until after operating hours each evening. Any vendor that closes their booth prior to listed operating hours will not be invited back.

• At the vendor’s discretion, products may be left intact in the booths. The park will be patrolled from 9:00 p.m. to 6:00 a.m. starting Thursday night.  

• The Baker County Chamber of Commerce is not responsible for articles left in booths. If you remove items, you must do so after closing time, and restocking must be done prior to opening time the next day.

• Food vendors must provide a 30-gallon trash can for customers to use. All garbage is to be dumped in the dumpsters provided.

• Use caution around sprinkler heads and waterlines in the park (see #6 “Housekeeping” in Vendor/Exhibitor Contract). We try to mark these clearly, but if you have any questions, please ask. If you are using stakes of any kind, make sure they are at least 2 feet from the curb or sidewalk.

• All picnic tables must remain in their designated locations. If you move a picnic table, you will be required to return it to its original place. Tables are reserved for the Lion's Breakfasts on Saturday and Sunday mornings.

• No cars will be allowed in the park after 8:00 a.m. each day of Jubilee.

• No motor home units, campers, or personal vehicles will be allowed to park in the Jubilee exhibit area. We encourage you to make reservations at local lodging/RV parks early. There will be no overnight camping in the park.

• Pickups pulling trailers, pickups with cab-over campers and RVs are NOT allowed in the park at any time, including to unload or load, before, during, or after the event. Please, leave parking around the park perimeter available for customers. Vendor vehicles are not allowed to park around the perimeter of the park; this includes Campbell Street and Madison Street.

• Loading zones will be supervised and open parking is available north of Campbell on Grove and D Street. This is where vendors should park daily. If you are parked in a No Parking zone, your vehicle can be towed at the owner’s expense.

• PLAN AHEAD

Submit your application, including photo, and insurance by May 15 to avoid late fees. Make lodging reservations early, hotel, motel and RV parks fill up early for Jubilee weekend.

• STAY UPDATED

If you have questions before you arrive, please contact the Jubilee Coordinator at 541-523-5855, or info@visitbaker.com. Stay abreast of event schedules and other Miners’ Jubilee information at www.minersjubilee.com. 

• PREPARE FOR CONTINGENCIES

Mid-July weather is hard to predict. Be prepared for hot, cool or thunderstorm conditions. Bring a copy of your approved application, proof of insurance, and a fire extinguisher/trash can if required.

• MAINTAIN AN ATTRACTIVE BOOTH

Attract customers with friendly service, a welcoming booth, and a well-kept area. Consider a drawing for a free item to encourage traffic to your booth and to capture the names and email addresses of prospective customers for follow-up marketing. “Take one” or free samples also entice Jubilee customers to visit your booth.

• SHOW HOW IT’S DONE

Schedule some time for demonstrations of your work for the public to stop and watch. Demonstrations are a fantastic way to increase sales. When using social media to promote your booth, be sure to use #minersjubilee so we can share it on our social media!

Please practice extreme caution when setting up and tearing down your display. You may be required to replace a plant, shrub, or a tree or pay for the repair of the sprinkler system. Park checkout is 6 p.m., Sunday, July 16. 

Please direct any complaints to your Jubilee Coordinator at the information booth, or contact the Baker County Chamber of Commerce at 541-523-5855 or info@visitbaker.com. Security and safety issues should be called to our attention immediately. 

 All entries must observe all applicable rules and regulations or be barred from the parade. The Baker County Chamber & Visitor Center reserve the right to remove from the parade, either prior to assembly, at assembly, or at any time during the parade, any entrant who’s not conforming to the rules and regulations, is not safe, out of control and endangers other entries or the public, or any entrant refusing to follow instructions of police or parade officials. The following is a list of general rules and regulations. 

1. Entries may be historical, modern, or humorous, and uniquely decorated in design, as long as it is in good taste. Those planning entries need to remember a large part of the audience is children. Entries sponsored by sexually-oriented businesses will not be accepted into the parade. 

2. All lighting materials and decorative supplies must be flame or fireproof. Flammable lighting and fixtures will not be permitted (i.e. gasoline, kerosene, or open flame lighting). 

3. Nothing may be handed or thrown out in the line-up zone but may be handed out along the parade route. 

4. Horse entries will be allowed in this parade. Dog entries will also be allowed in this parade, but entrants must strictly adhere to the Baker City leash law. Otherwise, no livestock, domestic animals, birds, or reptiles, are acceptable as entries without the written approval of the Chamber of Commerce. Equestrian units are encouraged to provide "pollution control" crews to clean up behind their entries during the parade – pooper scoopers can wear a costume, make a float, and be silly - HAVE FUN! 

All equestrian units are required to clean up their parking area after the parade, especially the ones using private parking lots. Let’s be a good neighbor – YOU PACK IT IN - YOU PACK IT OUT! 

5. Use of any negative political or social material or improper use of the American flag is not permitted. "Proper use" of the flag is based upon the U.S. Flag policy set forth in the U.S. Code. A copy of the rules may be obtained from the Chamber of Commerce office. 

6. Parade entries must follow the directions of parade officials. Parade participants must keep pace with the line of the march. 

7. The Baker County Chamber & Visitor Center does NOT provide personal insurance for parade participants. We encourage all entries to check with their insurance agent to ensure they are covered while in the parade. 

8. Participants must take and keep places assigned to them in the formation of the parade, while in route, and to its official termination. 

9. All parade participants may disband at any point beyond the intersection of Main St. and Baker Street. 

BAKER CITY, OREGON SECTION 24, ORDINANCE #2404 

No candy or objects will be thrown from a moving vehicle during the parade. No air gun or weapon which acts by force of gunpowder or other explosive, or by the use of jet rocket propulsion shall be fired or discharged within the city during this parade.  

Saturday morning of Jubilee week, which this year is July 15th. 

Parade Start Time: 11:00 a.m. 

ENTRY FEE: $25 

Each float must be of sound construction. The basic dimensions for floats are as follows and will be strictly enforced for maneuvering purposes: 

Maximum height: 14 feet 

Maximum length: 60 feet 

Maximum width: 15 feet  

A float can be self-propelled, a towed trailer or a flatbed truck, and must be decorated. Floats are required to have the following for safety purposes: 

• for self-propelled floats, towing hitches in front and rear, easily accessible and of sufficient strength to tow the float at any time; 

• a rapid escape exit for the driver in case of emergency, other than through the top of the float; 

• float operator must have a valid driver's license, and be a competent operator; 

• good brakes on the float; 

• all floats must be designed to provide full, clear vision for the driver. To ensure the safety of participants, riders should be seated or stand grasping a securely fastened object. 

Floats are judged on theme execution, originality, character/costume, design, and construction. Float awards available: 

Prizes 1st Design & Construction 

2nd Design & construction 

3rd Design & construction 

Marching units will be judged on execution, costume, content, and overall effect. 

Equestrian entries will be judged on attire, tack and equipment, costume appearance, horse and handler behavior.