Exhibitor Application and Agreement

Reach thousands of engaged book lovers at the Portland Book Festival.

Portland Book Festival offers exhibitors the opportunity to reach thousands of book lovers who are ready to buy their products or learn about their services. (Over 9,000 attended the 2019 Festival!) We look forward to celebrating books, book lovers, and Portland with you on Saturday, November 7, 2020!

The 2020 Festival will take place at the Portland Art Museum (PAM) (1219 SW Park Avenue, Portland, OR) and six neighboring venues on the South Park Blocks on Saturday, November 7, 2020. The Festival will be an intergenerational celebration of literature and the written word, a day of author readings and discussions, writing workshops, a book fair, local food trucks, and more.

The Festival’s exhibitor fair will once again be held in the Kridel Grand Ballroom and the Fields Ballroom at PAM. Both ballrooms are indoors and fully ADA compliant. Exhibitor fair operating hours will be from 9:00 a.m. to 6:00 p.m.

Please read the entire 2020 Portland Book Festival Exhibitor Application and Agreement form and guidelines before applying to exhibit. By applying you are agreeing to the terms outlined within.

TO APPLY: Please complete either our fillable online form or send us pages 5-7 of this PDF document. If you fill out the PDF pages, you may submit them electronically to liz [at] literary-arts [dot] org and/or by mail.

Please note: Due to increased interest in our exhibitor space over the past few years, we will now require all exhibitors to first send in an application to be reviewed by a selection committee, who will then accept applicants on a rolling basis. Upon acceptance, applicants will be provided with the payment link or instructions to send a check. We do not accept cash as form of payment.

Exhibitor Booth Options:

Full table $560
Shared table $680*
Endcap Booth $2,500*

*Shared table price of $680 is for the whole table, split between two exhibitors. Therefore, split 50/50 a shared table would cost $340 per exhibitor. No more than two exhibitors may share a table. The festival will accept only one application per table. That application must designate the organization with which the applicant is sharing the table and assume full payment for the table. Note: Shared tables are priced to accommodate additional festival overhead and administrative costs required to host multiple exhibitors at a single booth, such as Wi-Fi, electricity, festival passes, signage, etc.

**If you are interested in the opportunity to occupy an ENDCAP BOOTH—a 12′ x 10′ space, twice as large as a typical booth, and with premium placement and additional recognition—please contact Literary Arts’ Public Programs Coordinator, Liz Olufson: liz{at}literary-arts{dot}org or 503-227-2583 x113.

Standard registration includes:

  • 6′ x 10′ site inside PAM
  • One 8′ table per site, with black skirt
  • 3′ tall side wall & 8′ tall back wall, with black drape
  • Two chairs per site
  • Identification signage*
  • Password-protected Wi-Fi network for vendors only
  • Access to electricity
  • Exhibitor listing in event program*
  • Exhibitor listing on event website*
  • Two festival passes*

*For shared tables, each organization will be listed individually in event program and on website, and each organization will receive an ID sign and two festival passes. Exhibitor festival passes will NOT include the $5 voucher.

Registration schedule:

  • Notification of acceptance and payment processed no later than AUGUST 14, 2020. Registrations are not considered complete unless a complete Exhibition Application form and full payment has been received.
  • Registrations will be reviewed and accepted on a rolling basis and will close when the book fair reaches capacity; we have sold out consistently and expect to do so again; we encourage vendors to submit your application as soon as possible.
  • Register after AUGUST 14, 2020 and a $100 late fee will be added to your total.
  • Cancellation: Exhibitors will receive a 50% refund only if written notice of cancellation is received by Literary Arts on or before AUGUST 14, 2020. Cancellation notices received after August 14 will not receive any refund.
  • No registrations will be accepted after OCTOBER 1, 2020.
  • Applications are processed on a rolling basis. Literary Arts’ acceptance of your application does not guarantee your booth location. Placement of exhibitors is determined by festival organizers and will be shared by OCTOBER 9, 2020.
  • Exhibitors will receive information about shipping, booth add-on options, and more from our exhibition partner. Load-in information will be finalized in the FALL OF 2020.
  • Exhibitors will receive specific instructions regarding unloading, registration, and setting up of their booth no later than two weeks prior to the event. Load-in will be available FRIDAY, NOVEMBER 6, 2020 from approximately 12:00 p.m. to 5:00 p.m. (to be confirmed), and load-out will be available SATURDAY, NOVEMBER 7, 2020 immediately following the close of the festival from approximately 6:00 p.m. to 8:00 p.m. (to be confirmed). All materials must be loaded in and loaded out during the specified hours.

Please note:

  • Shared tables must submit ONE application with full payment.
  • When registration fills (we sold out every year so far), we will maintain a wait list. In the case of cancellation, we will release booths at our discretion.
  • Literary Arts anticipates most exhibitors will be non-profit organizations or independent publishers, given our guidelines. Therefore, we are not offering a specific non-profit rate.
  • Attendee festival tickets will include a $5 voucher for use at the book fair on Saturday, November 7, 2020 only. One voucher per customer; vouchers are non-transferrable and may not be combined. All exhibitors must accept vouchers as payment at the festival. Exhibitors will submit collected vouchers to Literary Arts at the end of the festival day and Literary Arts will reimburse exhibitors promptly.
  • To exhibit at the festival, exhibitors must sell books or book-related materials or represent a literary program. Book-related materials could include, for example, journals, eyeglasses, apparel, or other items that would appeal to readers and book lovers. If you are not sure if your organization is eligible, please don’t hesitate to email us (at festival{at}literary-arts{dot}org) to ask.
  • Please read the entire submission form and guidelines before applying to exhibit. See 2020 Portland Book Festival Exhibitor Application and Agreement. By applying you are agreeing to the terms outlined within.

A special note, in response to the COVID-19 pandemic: In this challenging moment in time, we do not know exactly what the autumn will hold for our community. We want to assure you: If you sign on to exhibit and we are unable to hold a physical festival with an exhibitor fair, you will be fully refunded for any money you’ve paid.

To apply to exhibit at the 2020 Portland Book Festival, please complete either our fillable online form or send us pages 5-7 of this PDF document.

If you have any questions, please consult the FAQ first, and if your question is not answered, email our Public Programs Coordinator, Liz Olufson, at liz [at] literary-arts [dot] org.