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Concessions  |  Food Service  |  Catering  | Alcohol  |  BBQ

Approved Caterers & Concessionaires

Food or beverage brought onto the Fairgrounds Complex must have written permission from Fairgrounds Management. Concessions or catering for your event must be arranged through the Fairgrounds Complex office.

Food Concessions for Your Event

The Fairgrounds Complex offers the following options for providing concessions.

Fairgrounds Service

Renter may request to have the Fairgrounds Food & Beverage department supply concessions for their event. Fairgrounds would supply all inventory and personnel. Renter may review the menu, make suggestions or requests.

Fairgrounds requires a guaranteed minimum sales of $50/hour for a minimum of 4 hours of operation. The $50 minimum per hour will be calculated as an average for all hours of requested food service operation.

Provide own Food Service

Renter may provide own concessions for their event. Renter will pay the Fairgrounds Complex 20% of gross sales. Cash registers are required to be used and documentation of sales to be submitted at time of payment, due no later than Friday following the event date.

Renters providing own food service must meet the following criteria and guidelines:

• Arrangements made through the Operations Manager for kitchen usage and equipment a minimum of 3 week prior to event date. Equipment availability is first come, first serve basis.

• A temporary food service license must be obtained from the Douglas County Health department and a copy supplied to the Fairgrounds Office.

• A Certificate of Insurance for a minimum of $1,000,000 general comprehensive and product liability.
  

Civic Group

Renter may acquire a civic group to provide the concessions. Civic groups must follow the same criteria and guidelines as outlined above.

Concessions Renter may select a concessionaire from the "Approved Concessionaire's" list provided by the Fairgrounds Complex office.

Fairgrounds reserves the right to sub-contract concessions operations for any event.

Food Service for your Event

Banquets, Parties, Seminars and Meetings

Catering Services

An event that requires catering services may make a selection from the "Approved Caterer's" Listing, provided by the Fairgrounds Complex office.

Note: In some instances renters will not be charged for additional tables and chairs used for food service when using an approved caterer.

Provide own Food Service

Renter may provide their own food and beverage, but must meet the following criteria and guidelines:

Arrangements made through the Fairgrounds Complex office for kitchen usage and equipment, a minimum of 3 weeks prior to event date. Kitchen equipment is available to renter solely on availability. Note: Renter will be charged for additional tables and chairs and kitchen usage.

Alcohol

See section below for Alcohol Guidelines

Catering Guidelines

Food Service Provider Any commercial company or organization desiring to provide food service at an event held at the Fairgrounds Complex must make application to be placed on the "Approved Caterer's List".

Applications may be obtained from the Fairgrounds Complex office or available on line, click on application.

Procedure for Approval Applicants will be reviewed by management and approved providing the required documentation is in order.

Business Registration

All companies must be registered with the Secretary of State to do business in the State of Oregon.

Insurance

Certificate Must provide the facility with a certificate of insurance naming Douglas County, the Fair Board and their officers, agents and employees as additional insured.

Maintain in force at all times:

Commercial general liability policy, including coverage for caterer's products and contractual liability for obligations assumed, comprehensive automobile liability including owned and non-owned vehicles. Minimum coverage of $1,000,000 per occurrence (combined single limit for bodily injury and property damage claims) or $1,000,000 per occurrence for bodily injury and $1,000,000 per occurrence for property damage. Certificates due in the Fairgrounds Complex office a minimum of 30 days prior to the event date.

Worker's Compensation

Caterer shall provide workers' compensation coverage for all persons employed to perform services at the facility.

Commission

Each caterer is responsible for paying to the Fairgrounds Complex the 15% commission on gross sales for each event function. A copy of the customers final bill must be accompanied with payment to Fairgrounds Complex.

Contract/Billing

Procedure Payment of facility commission is due and payable within thirty (30) days of the event, regardless of whether or not the caterer has received payment from the customer.
Equipment Caterers are required to provide all of their own equipment for each event function.

Cleaning/damage

Deposit An advance deposit to cover any potential damage or any expenses incurred as a result of caterer's failure to properly clean the premises, may be required by facility management. Cleaning must be done in an exemplary fashion and to the satisfaction of the Operations Manager.

Booking Procedure

The prospective renter will received from the Complex office the listing of "Approved Caterer's". Once a caterer has been notified they have been selected, the caterer must contact the Operations Manager as soon as possible.

Pricing

All caterer's shall have current menu's on file with the Fairgrounds Complex. Menu's shall have the 15% commission built into the prices. This information is solely for the perusal of facility management. Each caterer shall be responsible for negotiating prices and making other necessary arrangements with each client.

Cancellation

Caterer's failure to make payments in a timely manner and/or abusing county property may have catering privileges revoked.

Concessionaire Guidelines

Concession Services

Any company desiring to provide concession services at the Fairgrounds Complex must fill out an application and submit to the Fairgrounds office, after approval they will be placed on the "Approved Concessionaire" list.

Applications may be obtained from the Fairgrounds office or available on line, click on application.

Procedure for Approval Applicants will be reviewed by management and approved providing the required documentation is in order.

Business Registration

All companies must be registered with the Secretary of State to do business in the State of Oregon.

Insurance Certificate

Must provide the facility with a certificate of insurance naming Douglas County, the Fair Board and their officers, agents and employees as additional insured.

Maintain in force at all times:

Commercial general liability policy, including coverage for caterer's products and contractual liability for obligations assumed, comprehensive automobile liability including owned and non-owned vehicles. Minimum coverage of $1,000,000 per occurrence (combined single limit for bodily injury and property damage claims) or $1,000,000 per occurrence for bodily injury and $1,000,000 per occurrence for property damage. Certificates due in the Fairgrounds Complex office a minimum of 30 days prior to the event date.

Worker's Compensation

Concessionaire's that employ workers, shall provide workers' compensation coverage for all persons employed to perform services at the facility.

Commission Concessionaire's are responsible for paying to the Fairgrounds Complex the 20% commission on gross sales for each event function. Cash registers are required to be used and documentation of sales to be submitted at time of payment, due no later than Friday following the event date.

Reports

A Concessions report form may be obtained from the Fairgrounds Complex office.
Equipment Concessionaire's are required to provide all of their own equipment for each event function.

Cancellation

Concessionaire's failure to make payments in a timely manner and/or abusing county property may have catering privileges revoked.

Alcohol Service Guidelines

It is the desire of the Douglas County Fair Board that any alcoholic beverages served and/or consumed in conjunction with any activity on the Fairgrounds premises, be done so in a responsible manner.

All alcohol served on Fairgrounds property must be approved by management.

Catered

Caterer's that are approved to serve alcohol at the Fairgrounds Complex are listed on the "Approved Caterer's" listing.

Caterer's must provide the Fairgrounds Complex a certificate of insurance that states "host liquor liability" is included. Specific insurance requirements available at the Fairgrounds office.

O.L.C.C. Permits

The Oregon Liquor Control Commission requires that some events obtain a special permit any time alcohol is sold or anytime it is in conjunction with a renter who owns, operates or conducts a private or public club or place, or for a financial consideration by way of a charge for service, membership fee, admission fee, initiation fee, club dues, contributions or other fee or charge. (ORS 471.475 & 471.405). When a permit is required, a copy must be submitted to the Fairgrounds Office not less than 30 days prior to event date.

Private weddings, receptions and parties may be exempt.

Provide Own Alcohol

Whenever alcohol is present, including a "bring your own bottle" event, renter must supply a Certificate of Insurance that specifically states "Liquor Liability", reflecting $1,000,00 combined limits of coverage indicating the Fairgrounds additionally insured. Certificates must be submitted to the Fairgrounds office not less than 30 days prior to the event.

Renter must also sign a document with the Fairgrounds office indicating they have received complete information regarding alcohol serving.

Fairgrounds Provide

Renter may request the Fairgrounds provide alcohol service at your event. A $300.00 guaranteed minimum is required for no host bar sales.

BBQ Guidlines

Events desiring to BBQ at their event must observe the following guidelines.

BBQ Unit

Must have a unit for BBQ a minimum of 20 feet from the building.

Ground Cover

4 mil plastic under the unit extending 10 feet beyond the unit in all directions. With sawdust on top of the plastic if unit is on blacktop.

If unit is placed on the grass or gravel area, 4 mil plastic must be placed under unit extending 10 feet beyond the unit in all directions.

BBQ Service to Public

The Douglas County Health Department requires the BBQ be covered with a canopy.

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