PLEASE NOTE: WE ARE NO LONGER ACCEPTING APPLICATIONS FOR FOOD VENDORS FOR OUR EVENT.

The Olympia Toy Run is a family-oriented motorcycle charity event. Our mission is to bring individuals together for a very worthy purpose: the joy of a child receiving a gift during the holiday season. We collect toys and money to benefit children and families in need in our community during the Christmas season and throughout the year. We work together with agencies such as the Salvation Army Corps of Olympia through their Toy and Joy program, a program that helps to ensure hundreds of lower-income families in our community have an opportunity to have gifts for their children. This program assists local low-income families with Christmas gifts for their children. 

The following guidelines have been established by the 

Olympia Toy Run: 

previous years' participation as a Vendor!

In addition each Vendor will be required to acknowledge acceptance of the Olympia Toy Run's Disclaimer & Rules/Guidelines and Waiver & Release of Liability.

The Olympia Toy Run has the right to refuse services to anyone it sees fit at anytime with no further recourse or explanation.

• Vendor fees based on size: 12FT X 12FT = $30.00, 12FT X 20FT = $60.00
• Vendor set up time is 7:30am-9:30am. Vendors must stay until 1:15pm. Event gates open at 10:00am and motorcycles leave for the run to the lake around 1:00pm.
• All vendors will be assigned a space and must check-in with the Vendor Committee coordinators on the day of the event.
• All vendors must be approved by the Olympia Toy Run Vendor Committee in advance of the event.
• Booths must have someone at least 18 years old present at all times. The person creating, producing or selling must comply with this standard.
• Vendors are required to pay their vendor fee in advance no later than November 25th in order to reserve a space.
• All Vendor Booths must be self-contained as there is no on-site power.
• All vendors who are selling food must check with the Washington State Health Department and local county and city agencies regarding permitting. All required permits must be displayed during the event and while on site.
• All tarps, awnings, or pop-up booths must be weighted down.
• A limited number of vendors in each category will be accepted to the event. Decisions are made at the sole discretion of the Olympia Toy Run and based on, but not limited to the best interest of the interest of the event, history, level of investment, payment and date of payment received. The Olympia Toy Run reserves the right to admit duplicate businesses based on the event’s needs and size. Exclusivity may be extended at the discretion of the Olympia Toy Run.
• The following activities are not allowed and will result in an application being denied: Soliciting donations for another event or charity AND Selling adult only content that would be inappropriate for a family-oriented event.
• All vendors are required to comply with safety guidelines and tape down all wiring and extension cords where they are not a tripping hazard.
• Vendors are responsible for disposing of their own trash; do not use public designated trash cans.
• Vendors may not assign, sublet or in any other manner transfer the whole or any part of their space assigned to them and may not advertise except for their business.
• Vendors agree that they must supply their own tent or canopy, tables and chairs for the event.
• Space/Booth locations are NOT guaranteed and are made at the discretion of the Vendor Committee.
• Vendors are liable for delivery, handling, erection and removal of their own displays and equipment.
• All displays, merchandise, equipment, and vendor staff must be contained within the vendor booth space. No amplified music, walkway solicitation or “barking” is allowed.
• Staff/personnel must remain inside the booth. Walking the grounds to sell merchandise or hand out fliers is strictly prohibited.
• Once unloaded, vehicles for Vendor Space Staff/Personnel must be removed from the Vendor Space area. NO VEHICLES ARE ALLOWED IN THE VENDOR SPACE AREA – NO EXCEPTIONS! (unless pre-approved by Vendor Committee in advance)
• The Olympia Toy Run Annual Toy Drive is held no matter what kind of weather. There will be NO REFUNDS! The Olympia Toy Run does not guarantee vendor sales.

Vendor Application Process:

Complete VENDOR APPLICATION and submit it to vendors@olytoyrun.com

The Olympia Toy Run will review all applications and a Vendor Coordinator will inform you of the status of your application.

Our rules are intended to help produce and promote a quality event for the benefit and enjoyment of everyone. We take the rules and regulations seriously, therefore failure to comply may result in being asked to leave and not receiving an invitation to participate in any future events. If you have any questions, 

please contact us for advice prior to the event.

For any questions, please email vendors@olytoyrun.com

Vendor acknowledges and understands that participation in the Event involves potential risks that may arise from the actions and inactions of Vendor, other individuals attending the Event, or the Olympia Toy Run and its officials, employees, agents and volunteers. Vendor expressly agrees to accept and assume full responsibility for any and all risks of bodily injury, death or property damage caused by or arising directly or indirectly from Vendor’s participation in the Event, regardless of the cause. Participation in the Event is purely voluntary, and Vendor elects to participate in spite of the risks.

Vendor releases the Olympia Toy Run, its officers, officials, employees, agents, and volunteers (“the Released Parties”) and waives all actions, claims and demands that Vendor or Vendor’s heirs, executors, representatives, insurers, attorneys, administrators or assigns (“the Releasing Parties”) may have or may hereafter have for any personal injury, bodily injury (including death) or property damage that Vendor may directly or indirectly incur while participating in the Event, including but not limited to that incurred as a result of the negligence of the Released Parties. Vendor, on behalf of both Vendor and the Releasing Parties, agrees not to sue the Released Parties on the basis of these waived and released claims.

Vendor agrees to comply with all stated and customary terms, posted safety signs, rules, and verbal instructions as conditions for participation in the Event.

At all times during Event, Vendor, his/her employees and agents shall be independent contractors and not employees or agents of the Olympia Toy Run. Vendor, and his/her employees and agents shall have no authority, express or implied, to bind the Olympia Toy Run to any obligation whatsoever.

The Olympia Toy Run may terminate Vendor’s participation in the Event at any time. The Olympia Toy Run shall not be liable for any costs incurred by the Vendor as a result of such termination by the Olympia Toy Run.

Vendor shall comply with all laws applicable to the performance of the work hereunder, including, to the extent applicable, health and safety regulations. Vendor is solely responsible for the payment of all federal, state and local taxes, including employment taxes, that Vendor may incur as a result of participation in the Event.

Vendor represents and warrants to The Olympia Toy Run that Vendor and its employees, agents, and volunteers have all licenses, permits, qualifications, and approvals of whatsoever nature that is legally required to offer the goods and/or services that Vendor is offering at the Event.

Vendor agrees to indemnify, defend, with counsel selected by The Olympia Toy Run, and hold harmless the Released Parties from any and all claims, demands, actions, judgments, damages, liabilities, and costs of any kind, including attorneys’ fees, (collectively “Liabilities”) arising out of or in any manner related to Vendor’s participation in the Event, except to the extent that such Liabilities are caused by the sole negligence or willful misconduct of the Released Parties.

The person signing this Agreement represents and warrants that he or she is duly authorized and has the legal capacity to execute and deliver this Agreement on the behalf of the Vendor.

By signing below, I, the undersigned, hereby agree that I have carefully read the foregoing Waiver and Release of Liability and fully understand its contents. I am aware that this is a release of liability and I sign it without inducement. I also have read the Olympia Toy Run’s Vendor Booth Disclaimer & Rules/Guidelines included in this Vendor Application and I agree to comply with all conditions.