Vendor Application - 2025 WICF

Description

Thank you for your interest in our 2025 Inaugural Whidbey Island Culture Fest.

For this events, we are seeking diverse vendors who embody the rich cultural fabric of our community and beyond. We are looking for:

1.     Culturally Relevant Food Vendors: Restaurants, food trucks, chefs and bakers offering authentic dishes that celebrate the flavors of various cultures. We want to highlight traditional and innovative cuisines from around the world, showcasing global ingredients and cooking techniques that reflect your unique heritage.

2.     Artisans and Craftspeople: Makers and creators of culturally inspired art, jewelry, textiles, and handicrafts that tell a story of tradition, craftsmanship, and cultural identity. We encourage artisans who use time-honored methods and materials to create products that reflect the beauty and heritage of diverse cultures.

The Whidbey Island Culture Festival provides an opportunity for the community to celebrate their heritage, discover their roots, and embrace new traditions that make our region so unique. We encourage vendors from all backgrounds to apply and join us in this celebration.

Event Details:
Vendors and Merchants will set up on SE Pioneer Way in the heart of Oak Harbor on May 3rd and 4th. This event requires vendors to be set up and present from 11-5pm on both days. Staging will begin the morning of May 3rd. An email explaining staging and breakdown/departing processes will be sent on or before April 24th.

A set pricing structure is preferred for all applicants. 

Security will be provided overnight on May 3rd. As the first layer of protection of your property, it is recommended you keep your booth & items secure.

 

How to Apply & What to Expect:
Register online on or before February 16th. The Whidbey Island Culture Fest Planning Committee will look over the applications and applicants will be notified their acceptance status on or before March 1st. Following acceptance, we will email an invoice with a due date of March 13th. This is also when a current Certificate of Insurance* is due. Email document to Events@OakHarborChamber.com.

*The Certificate of Insurance MUST have Greater Oak Harbor Chamber of Commerce and City of Oak Harbor listed as Additionally Insured.

Special Dates for Application Process:
February 16th - Applications are due
March 3rd - Notices of acceptance will be given via email
March 13th - If accepted, payment and Certificate of Insurance are due
April 24th - Staging and breakdown/departing instructions will be emailed
May 3rd-4th – Whidbey Island Culture Fest

Important terms and conditions for Applicants:

Submitting this application does not guarantee a spot at the Whidbey Island Culture Fest. Notices of acceptance will be given on or before March 3rd and Payment and Certificates of Insurance are due by March 13th.

Accepted vendors will be invoiced with a payment due date of March 13th. By submitting payment, vendors acknowledge and agree that all fees are non-refundable. This includes, but is not limited to, cancellation by the vendor for any reason or unforeseen circumstances such as weather, natural disasters, or other acts beyond the control of the event organizers. Failure to submit payment and the required documentation by March 13th will result in non-participation, and no refunds will be issued in such cases.

The Greater Oak Harbor Chamber of Commerce believes in equal opportunities for all vendors, and we will seek to fairly evaluate all applications. We reserve the right to deny acceptance of any applicant if past experience or other factors warrant exclusion.

As a participant of a Greater Oak Harbor Chamber of Commerce event, I fully agree to the following:

I recognize and acknowledge that I assume full risk of any injury, property damage or loss which I many sustain as a result my participation in the Whidbey Island Cultural Festival. Furthermore, I understand that I should carry my own insurance and that I store my products at my own risk.

Vendors are responsible for charging any applicable sales tax for items sold. All sales tax must be submitted to the state. Knowing taxes and licensing is the law, and the responsibility of the vendor.

All vendors will be responsible for move in/move out and set up of their own booth. Vendors will receive specific instructions for load in and load out before the event. 

No refunds for cancellations due to no-show or inclement weather. 

All vendors must clean up their booth area before leaving. 

We look forward to working with you!
If you have any questions please email
events@oakharborchamber.com