Oaktoberfest in the Dimond Exhibitor Information and Guidelines – Food/Beverage Vendors
Oaktoberfest in the Dimond is a community celebration of cultural expression as well as a district fundraiser. Our committee will work to achieve a well-balanced site plan, so please let us know what type of food-products you will be selling. There is limited space for Vendors and Exhibitors and our goal is to achieve a balance and diversity of various types of programs, services, and products that have broad appeal to the greater community.
Oaktoberfest in the Dimond will determine which booth applications are accepted based on fulfilling this goal. Where subjective decisions are required because of too many applications of the same food category type, preference will be given based on prior participation and the postmark or date-stamp on the application. In other words, all things being equal, space will be granted on a first-come, first-serve basis. Oaktoberfest in the Dimond reserves the right to make all decisions regarding acceptance of exhibitors based on the best interests of the festival.
Be sure to submit before the posted deadline. Application submissions that are not complete by the deadline may be rejected and returned with a refund of any payments received. Your application does not guarantee participation in the Festival, as we will do our utmost to ensure a balance of vendor-types at the Festival, encouraging brisk business for each vendor participant. Thank you for your understanding!
IMPORTANT VENDOR INFORMATION, PLEASE READ
Event Dates:
SATURDAY, OCTOBERER 4TH, 2025 11AM - 7PM AND
SUNDAY, OCTOBER 5TH, 2025 - 10 AM TO 5 PM
Event Location: The heart of Oakland’s Dimond District at Fruitvale Ave. and MacArthur Blvd.
Exhibitor Load-In, Load-Out and Setup Instructions:
Check-in between 7 AM and 9 AM. All exhibitors must check-in by 9 AM in order to setup. Vehicles must be off the street by 10 AM sharp Saturday and 9 AM Sunday.
*** BOOTH INSPECTIONS BY HEALTH AND FIRE DEPARTMENTS BEGIN AT APPROX 10AM
Each booth must be completely setup, staffed, and operational from 11 AM to 7 PM Saturday and 10 AM to 5 PM Sunday. During the hours of 10:00 AM – 7 PM, vehicle access will be limited to designated areas.
If you need to bring supplies or products to your booth after 10 AM, you will be required to hand carry everything. Oaktoberfest will not provide any form of transportation from the gate to your booth. Oaktoberfest in the Dimond does not provide exhibitors with dollies or hand trucks, so please bring your own if needed.
Please arrive early!
Each exhibitor will receive one vehicle pass. Absolutely no vehicles without a valid pass will be admitted onto the event site. Please arrive early enough to set-up your space and be open to the public by 11 AM on Saturday and 10 AM on Sunday. Vehicles parking in the reserved vendor parking lot behind (3530 Fruitvale Ave.) will not be able to leave the lot until approx. 6:45PM. Additional parking is available under 580 freeway, DO NOT park in private lots (ie Safeway, Farmer Joe's, CVS, ETC.) your vehicle may be towed.
ALL VEHICLES MUST BE REMOVED FROM THE EVENT GROUNDS BY 10:00 AM Saturday and 9 AM Sunday.
Trash must be placed in the event dumpsters, there is NO CURBSIDE PICK UP. Please leave your Booth space clean and orderly. Your $250 cleaning deposit is refundable ONLY after signing off on inspection by the designated Oaktoberfest staff.
Booth Set-Up and Décor:
Extra consideration will be given to vendors that commit to decorating their booth with the blue and white color theme of a typical Bavarian Oktoberfest (flags, banners, table cloths, traditional Bavarian dress).
Exhibitor Parking is extremely limited:
One Vehicle Access pass will be provided for each exhibitor, unless otherwise requested and space is available. The Vehicle Access pass will also serve as the parking pass in the Designated Exhibitor Parking area (behind CITI Bank), as available. Any vehicle without a valid pass displayed at all times will be removed from the site at the vehicle owner’s expense. Any vehicle parked in an unauthorized area of the event site will be cited and/or towed at the vehicle owner’s expense. You may not park near your booth. You must park in the assigned lot or outside the event boundaries.
Exhibitor Booths:
Exhibit spaces are rented in 10’ x 10’ increments. All exhibitors are required to have a 10’ x 10’ canopy style booth structure. All exhibitors wishing to use their own booth must have their structure approved in advance.
Your setup must be professional in appearance – no tarps or “sloppy” booth structures will be permitted. PLEASE include pictures of your booth with your application. Refer to the Booth Set-Up and Décor section above for event theme details.
All exhibitors are required to stay within their prescribed booth space. No signs, grids, or other display materials may be setup anywhere outside of your 10’ x 10’ space.
Event Security:
Oaktoberfest will have event security throughout the overnight hours, the event in not fenced or gated. Please properly secure your booth at the end of the day Saturday. Oaktoberfest will not be responsible for items lost or stolen.
Penalties:
You must stay within your designated vendor space. If the Oaktoberfest in the Dimond staff determines that you are outside your designated space, you will be asked to reduce your layout and may be assessed $100 or more in additional fees.
There is only one business per vendor space, unless previously approved by the Oaktoberfest in the Dimond committee. If the Oaktoberfest in the Dimond staff determines that you are sharing your booth space with another unauthorized vendor, you will be asked to leave the event, forfeit all fees previously collected and may be banned from future Oaktoberfest in the Dimond festivals.
Failure to remove trash and garbage from booth space at the conclusion of the festival will result in no refund of your cleaning deposit.
DO NOT pour any oil, grease, or cleaning agents in the street drains or gutters. Street drains flow into the creek system. Violators will be reported to Oakland Fire Department and cited. Please look for the Black Water tank at the location designated in your vendor packet. Our goal is to return your cleaning deposit in full promptly at the conclusion of the event, please assist by moving all debris to the appropriate trash and recycling dumpsters.
Refund policy:
Before September 1: 90% refund or full amt. less $50 (whichever is greater)****
After September 1: No refunds.
Please note that this is a rain or shine event. No refunds will be given due to rain. If extreme weather conditions, natural disaster or other conditions beyond the control of the Oaktoberfest in the Dimond cause the cancellation of the festival, no refunds will be issued.
OAKTOBERFEST HOLD HARMLESS AGREEMENT
Our company and I hereby Release, Indemnify and Hold Harmless Oaktoberfest in the Dimond, Dimond Improvement Association, Dimond Business & Professional Association (DB&PA), and the City of Oakland, their officers, members and any of the businesses in the Dimond District, the City of Oakland and their agents, employees, other participants, sponsoring agencies, sponsors, and advertisers, from any and all liabilities, costs, damages and expenses, including reasonable legal fees and court costs, and worker’s compensation claims arising out of the participation and performance of myself or any person(s) authorized by me or my organization, to transact business, volunteer, or participate in this event on my behalf. I understand that no insurance coverage is bound or in force. I accept full responsibility for any medical incident or injury to myself or any person(s) conducting business on my behalf.
I have read and accept all the terms stipulated in this contract. The information I have provided in this application is true and correct. I further attest that I have read and understand the Food Concession Requirements included herein and agree that I and any persons associated with my participation in the Oaktoberfest in the Dimond event will abide by these guidelines at all times.
Commercial booth spaces will be located throughout the event site. Oaktoberfest in the Dimond staff will determine all booth space assignments. An Information Packet including detailed day-of-event instructions, passes, etc. will be emailed to all exhibitors prior to the event. You will be notified of your acceptance to exhibit on or before September 1, 2024. If you determine after submitting your application that you will not be able to exhibit at Oaktoberfest in the Dimond this year, see refund policy for details.