The Downtown Estacada Commission on June 2 reviewed lessons from last weekend’s Uncorked event and directed staff to tighten the vendor refund window and draft a formal policy change to present to the city attorney.

Commissioners and event organizers discussed volunteer sign-up processes, vendor no-shows and last-minute cancellations, generator placement and noise, and difficulties enforcing alcohol limits inside the event footprint. Heather (event lead) said the event “went relatively good” but noted three local food vendors backed out in the week before the event and that some vendors posted about competing vendors, which other vendors said affected turnout.

Why it matters: Commissioners said changing the refund rule should reduce last-minute cancellations, make vendor planning more reliable and protect the community’s expectations for announced events.

Commission direction and policy next steps
- The commission agreed that vendor payments and applications must be submitted by the established application deadline and that cancellations made after that deadline (two weeks before the event, per the group’s agreement) will be nonrefundable. Staff will send the proposed policy language to the city attorney for review before the commission takes a formal vote.
- Staff was also directed to explore a clearer volunteer sign-up workflow (for example, shift-based sign-up windows such as 11:00–2:30 and 2:30–4:30) and to pilot a defined in/out flow at future street-closure events to help alcohol monitors and crowd control.

Event operations and vendor feedback
Event lead Heather described logistics and feedback: volunteers were hard to recruit, several vendors canceled close to the event and some vendors reported financial loss from late cancellations. Heather proposed using a sign-up tool (for example, a SignUpGenius-style form) with specified shifts so volunteers know exact arrival and end times.

Commissioners discussed generator issues and a local solution. Commissioner John (last name not specified) recommended consulting Aaron Neldner, a local company experienced with larger, quieter generators, to reduce the number of small portable units and minimize fumes, noise and potential trip hazards.

Alcohol monitoring and crowd flow
Committee members stressed the difficulty alcohol monitors had when people walked out of the event carrying commemorative glasses and outside alcoholic beverages. The commission agreed to pilot a dedicated single entry and exit configuration and orange fencing on one side at Oktoberfest to test whether a defined flow reduces people exiting with drinks.

Finances and merchandise
Heather said the event’s paid admissions totaled $17.25 (admissions revenue as reported at the meeting). She also said 300 stickers were produced locally for approximately $250; the commission asked staff to provide an exact budget reconciliation at the next meeting. Staff will update the DEC’s budget tracking with vendor payments and all event expenses and report back.

Quotes
- “I think it went relatively good,” Heather said of the event, while also noting volunteer recruitment and last‑minute vendor changes as issues to address.
- “I don't think we can [cap vendors], because then that brings in discrimination, favoritism,” Commissioner John said when the group considered whether to limit vendor numbers.

Next steps and follow-up
Staff will: (1) draft a clear vendor refund deadline (nonrefundable within two weeks of an event) and submit it to the city attorney for review; (2) provide a full financial reconciliation for Uncorked (vendor fees collected and expenses incurred); (3) pilot a volunteer shift sign-up template; and (4) reach out to Aaron Neldner about options for centralized generator power for events.

Ending
The commission said the event successfully returned after a hiatus and drew useful operational lessons. The group will review the proposed vendor policy and the Uncorked financial reconciliation at a future meeting.