2025 Pumpkin Regatta Food Vendor Application

caramel apples

The West Coast Giant Pumpkin Regatta is now accepting applications for food vendors. 

On Sunday, October 19, the City of Tualatin hosts the West Coast Giant Pumpkin Regatta held at the Tualatin Lake of the Commons. This year’s event will include costume contests, pumpkin golf, pumpkin bowling, pumpkin carving, entertainment, and much more. The highlight of the event is the pumpkin regatta itself! The regatta features costumed characters paddling giant pumpkins across the lake in a series of wacky races.

The Regatta accepts applications from vendors selling food for consumption at the Regatta. Businesses interested in sampling their product should refer to the sponsorship page.

Application will remain open until all of the spaces are filled or until 5:00pm, Friday, August 1, 2025. Submissions made after this date will be placed on a waiting list and will be given an opportunity to participate if another vendor cancels.

Notification of acceptance will by August 8. Once accepted, the vendor fees are due by September 5, 2025.

Vendors will be notified of acceptance by email. In the case of non-acceptance a letter will be mailed along with return of vendor fee.

Description of event:

  • Sunday, October 19, 2025
  • 10:00am to 4:00pm
  • Lake of Tualatin Commons, 8325 SW Nyberg St, Tualatin, Oregon
  • Free admission to the public
  • Attendance is estimated between 20,000-25,000 people
  • Vendor fee $275
  • Access to electrical power is available for an additional $150 fee. 

Event information and requirements:

  • Be open for business from 10:00am to 4:00pm. Early break down is not permitted.
  • Arrive for set up no later than 8:00am and be ready for customers no later than 9:30am.
  • Provide all equipment needed for business.
  • Power is available for an additional fee of $150.
    • Vendor will be supplied with access to a spider box which is rated for 50amps at 125/250V. Outlets available on the spider box include (6) 20-amp, 125V GFCI-protected standard three prong outlets and (1) 30-amp, 125/250V locking outlet. Total maximum power available: 50amps at 125/250V.
    • Vendor must supply their own heavy-duty extension cord, 100feet in length, rated for outdoor use and capable of handling the power requirements of setup.
  • Vendor is responsible for leaving the vendor area in the condition that it was originally received, i.e. removal of all debris such as boxes and trash.
  • This event occurs rain or shine. Be prepared for wind, rain and/or heat/cold.
  • All vendors are required to show proof of liability insurance naming the City of Tualatin as additionally insured and to read and sign the Event Vendor Agreement below.
  • All vendors must have a Washington County Temporary restaurant license.
  • The Pumpkin Regatta event activities happen around the entire lake area. Vendor location is determined by the organizer.

Follow us on Facebook for updates regarding this year's event.

Vendor Information
Vendor Space Requirements
Type of space *
Which side of your truck do you serve from?
If you have a food truck/trailer tell us which side your service window is on.
Please enter space required for booth Length X Width X Height
Menu
Proposed menu and pricing. Please indicate any food items that are vegetarian (VE), vegan (VG), gluten free (GF) so we may add that information to the Regatta website
Do you accept credit cards? *
Electrical
Do you need access to power? *
Please note that there will be a $150 fee for power access. Vendor will be supplied with access to a spider box which is rated for 50amps at 125/250V. Outlets available on the spider box include (6) 20-amp, 125V GFCI-protected standard three prong outlets and (1) 30-amp, 125/250V locking outlet. Total maximum power available: 50amps at 125/250V. Vendor must supply their own heavy-duty extension cord, 100feet in length, rated for outdoor use and capable of handling the power requirements of setup.
Please tell us what items will require power and the total amps or watts the items will use.
Please provide a clear photo of the power plug that will be used to connect to the power source for your truck. This information is important for coordiniating the necessary power arrangements and ensuring a smooth operation during the event.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png.
Are you interested in setting up your space on the day before the event? *
Please note that power will not be available until the morning of the event.
Have you participated in the Pumpkin Regatta in the past? *
Photo must be 5 MB or less.
Files must be less than 5 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.

Terms of Acceptance

Please read this form carefully and be aware that by your participation in this program/activity, you are expressly assuming risk and legal liability and waiving and releasing all claims for injuries.

Section 1. Term.  The term of this agreement is for the duration of the West Coast Giant Pumpkin Regatta (Event), which occurs October 19, 2025. 

Section 2.  Vendor agrees to indemnify, defend, and hold harmless the City, its officers, employees, and agents, from and against any and all losses, claims, liabilities, damages, costs, and expense of any kind arising out of or related to Vendor’s activities at the Event and this Agreement.

Section 3.  Hold Harmless. Vendor releases, covenants not to sue, and holds harmless, the City of Tualatin, its officers employees, and agents from any and all liability, losses, claims, demands, costs or damages that may result from Vendor providing service at the event. 

Section 4. Liability for City Property. Vendor assumes sole liability for any and all City of Tualatin property that is used by Vendor. If any property sustains damage or loss as a result of Vendor's use, Vendor agrees to assume all financial responsibility for the repair or replacement of the same or like kind item. 

Section 5.  Governing Law; Venue. This Agreement is governed by and will be construed in accordance with the laws of the State of Oregon without regard to conflict of laws principles. Any claim, action, suit or proceeding (collectively, “Claim”) between City and Vendor that arises from or relates to this Agreement shall be brought and conducted solely and exclusively within the Circuit Court of Washington County for the State of Oregon.

Section 6. Nondiscrimination; Compliance with Applicable Law. Vendor agrees that no person will, on the grounds of race, color, religion, sex, marital status, familial status, domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity, source of income, or veteran status suffer discrimination in the performance of this Agreement. Vendor must comply with all federal, state and local laws, regulations, executive orders and ordinances applicable to the Work under this Agreement. 

Photo/Video Release

I hereby grant to City of Tualatin and its officers, employees, and agents, permission, with no claim of payment, to record my image and comments, regardless of the media used to capture my image and comments, together with the right to use, publish, copyright, and reproduce in whole or in part any such image and/or comment for use by the City for business purposes, including, but not limited to promotional materials, public relations, development, or any other legitimate business purpose of the City. I hereby waive any and all rights that I may have to inspect or approve any such image and/or comments or completed products which incorporate all or part of any such image and/or comments. I hereby release and hold harmless the City from any and all liability arising out of or in any way related to the use of such images and comments, including but not limited to any liability arising by virtue of any blurring, distortion, alteration, illusion, editing, or use in composite form, whether intentional or otherwise, that may occur in the making or processing of the finished product.

 

Acknowledgment *
  • Printer-friendly version