2025 Regatta Invited Partner Booth Application

Regatta

This form is reserved exclusively for partners of the City of Tualatin who have been specially invited to participate in the West Coast Giant Pumpkin Regatta.

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 day will feature costume contests, pumpkin golf, bowling, carving, live entertainment—and of course, the iconic pumpkin regatta with costumed competitors paddling giant pumpkins across the lake

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

Event Requirements and Guidelines:

  • Operating Hours: Your booth must be open from 9:30 a.m. to 4:00 p.m.—early tear down is not allowed.
  • Setup Timing: Arrival for setup is required by 8:00 a.m., and your booth must be ready for guests by 9:30 a.m. 
  • Location & Setup Conditions: The event is outdoors on paved surfaces—anchoring into the ground is not permitted.
  • Display Provision: Vendors must provide their own display structures suitable for outdoor use, and must be solidly built to withstand potential weather—including weighted tents.
  • Appearance & Safety: Booths must remain visually appealing, not obstruct visibility or threaten safety of neighboring booths or the public.
  • Footprint Limit: All display materials—work, chairs, boxes, etc.—must fit within a 10’ × 10’ space.
  • Access & Power: No drive-up access, electricity, or generators are allowed. 
  • Cleanup: Vendors are accountable for restoring their area, removing all trash, debris, or packaging.
  • Sustainability Encouraged: Opt for compostable or recyclable materials—minimize use of plastic bags or wraps.
  • Engagement Activity: Please plan to offer a free activity or sustainable giveaway that enhances the festival experience. 
  • Theme Decor: Fall, pumpkin, or Halloween-themed décor is encouraged to enrich the festive ambiance. 
  • Stay Connected: Follow us on Facebook for real-time updates and event news.
Booths at the Regatta are expected to provide an interactive activity or sustainable giveaway that adds to the overall event experience. Please tell us what will be happening at your booth!
Optional Pre-Event Setup (Day Before) *
If you are interested in setting up your large equipment (such as tents and tables) on the day before the event, please indicate below. Please note that this option is only available in select areas, and all other items—including décor, merchandise, and smaller supplies—must be brought and set up on the event day.
Have you participated in the Regatta in the past? *

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 *
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