Booth Exhibitor/Food Vendor Space Agreement
This Agreement is made by and between the MADISON COUNTY FAIR BOARD and the Exhibitor as follows:
The FAIR BOARD shall provide exhibit, display, and vendor space for the BOOTH EXHIBITOR/FOOD VENDOR during the Madison County Fair, August 10 - 14, 2011. Hours during the Fair are 12 pm- 8 pm Thursday, 10 am to 8 pm Friday and Saturday, and 10 am to 4 pm on Sunday. Displays and items shall be set up and in operation by noon on Thursday and for sale until 3:00 pm on Sunday, Augsut 14, 2011. These hours must be adhered to if you are to have your deposit check refunded.
INDOOR DISPLAY SPACE
Space shall be assigned by the FAIR BOARD on a first come, first serve basis. All indoor space shall be located in the Exhibit Building (also known as the Pavilion Building). Space shall be limited to 8 feet by 8 feet section(s). No tables or chairs are provided by the FAIR BOARD. BOOTH EXHIBITOR/FOOD VENDOR shall not place nails in the walls. Electricity (110 volts) will be available to use at $10.00 usage fee. The FAIR BOARD cannot guarantee availability or suitability for all circumstances (see 2011 Fee Rates).
OUTDOOR DISPLAY SPACE
Space shall be assigned by the FAIR BOARD on a first come, first serve basis. Space shall be limited to 16 feet by 16 feet section(s). Any vehicle used must be parked within the space. Electricity (110 volts) will be available to use at a $10.00 usage fee. The FAIR BOARD cannot guarantee availability or suitability for all circumstances (see 2011 Fee Rates).
FOOD VENDOR SPACE
Space shall be assigned by the FAIR BOARD on a first come, first serve basis. Food Vendors must meet the Montana State Food & Consumer Bureau regulations and codes for temporary food service (a copy can be sent at your request). Food vendors will be set up by noon on Thursday and open for business. Electricity (110 volts) will be available to use at a $15.00 usage fee. The FAIR BOARD cannot guarantee availability or suitability for all circumstances (see 2011 Fee Rates). Pepsi products are recommended for all food vendors to sell, since Pepsi helps sponsor the Madison County Fair and Rodeo. Arrangements can be made to have Pepsi products delivered to any food vendor during the fair.
GENERAL RULES & REGULATIONS
The fee paid under this Agreement allows vehicles to be used to set up and stock the booth, then, all vehicles will be parked in a parking lot. Vehicles may be used to stock the booth before 9:30 a.m. Friday - Saturday and by 11:00 on Sunday. No generators shall be allowed indoors. Extra vehicles are to be in a parking lot. The rental fee must accompany the BOOTH EXHIBITOR/FOOD VENDOR SPACE AGREEMENT. No refunds will be returned after July 10, 2011, which is thirty (30) days before the Fair.
BOOTH EXHIBITOR/FOOD VENDOR agrees to be governed and to abide by all posted and published Madison County Fair Rules and Regulations which are incorporated herein (listed below) and all instructions from the FAIR BOARD representatives.
BOOTH EXHIBITOR/FOOD VENDOR and its agents, successors, and assigns release, remise, and discharge the FAIR BOARD, Madison County, its officers, employees, and agents from all claims, demands, actions and causes of action of any sort for injury, damage or loss to persons, equipment, or other property sustained in connection with BOOTH EXHIBITOR’S/FOOD VENDOR'S activity in or about the Madison County Fairgrounds. BOOTH EXHIBITOR/FOOD VENDOR realizes and appreciates that risks and dangers exist and that unanticipated risks and dangers may arise. BOOTH EXHIBITOR/FOOD VENDOR assumes all risk of injury, damage, or loss.
BOOTH EXHIBITOR/FOOD VENDOR shall fully indemnify, hold harmless, and defend the FAIR BOARD, Madison County, its officers, employees, and agents from and against any and all claims and actions and all expenses incidental to investigation and defense of claims for injury to person or property, which arise from BOOTH EXHIBITOR’S/FOOD VENDOR'S conduct.
BOOTH EXHIBITOR/FOOD VENDOR shall provide Madison County with a copy of their certificate of general liability insurance.
2011 Booth & Food Vendor Fee Rates
|
Fee* |
Deposit* |
Inside 8’ x 8’ w/o electricity |
$ 60.00 |
$30.00 |
Inside 8’ x 8’ w/electricity |
$ 70.00 |
$30.00 |
Inside 8’ x 16’ w/o electricity |
$110.00 |
$30.00 |
Inside 8 ’ x 16’ w/electricity |
$120.00 |
$30.00 |
Inside 8’ x 24’ w/o electricity |
$160.00 |
$30.00 |
Inside 8’ x 24’ w/electricity |
$170.00 |
$30.00 |
Outside 16’ x 16’ w/o electricity |
$ 60.00 |
$30.00 |
Outside 16’ x 16’ w/electricity |
$ 70.00 |
$30.00 |
Outside 16’ x 32’ w/o electricity |
$110.00 |
$30.00 |
Outside 16’ x 32’ w/electricity |
$120.00 |
$30.00 |
Outside 16’ x 48’ w/o electricity |
$160.00 |
$30.00 |
Outside 16’ x 48’ w/electricity |
$170.00 |
$30.00 |
Outside 16’ x 64’ w/o electricity |
$210.00 |
$30.00 |
Outside 16’ x 64’ w/electricity |
$220.00 |
$30.00 |
All Food Booths w/o electricity |
$100.00 |
$30.00 |
All Food Booths w/electricity |
$115.00 |
$30.00 |
*Two checks should be written: one for the rental property and a second for the deposit. The deposit check will be returned upon conclusion of the event after the rental has been inspected for cleanliness/breakage and completion of conditions of the Fair Contract including staying until closing time of 4:00 pm on Sunday of the Fair.
Other Fees
Rental |
Fee |
Trailer Camping |
$30.00 |
Tent Camping |
$15.00 |
MADISON COUNTY FAIR RULES AND REGULATIONS
Rule 1 -- General
Section 1. Fair Management (Fair Board and Fair Manager) of the Madison County Fair reserves the final and absolute right to interpret these Rules and Regulations, to arbitrarily settle and determine all matters, questions and differences in regard thereto, connected with or incidental to the Fair.
Section 2. Rights are reserved by the Board to formulate and announce new rules to meet emergencies that may arise during the Fair and to determine all matters arising from the Fair.
Section 3. The Fair Management reserves the right to exclude from the fairgrounds any person or persons. Persons who violate any of the Fair Rules, laws, or who shall engage in offensive conduct may be ejected from the Fair.
Section 4. Every animal and article upon the grounds shall be subject to Fair Rules, but while every precaution will be taken for the safekeeping of the same, neither the Fair Board, nor its officers or agents will be responsible in any case for any loss or accident which may occur.
Section 5. The Fair Management reserves the right to prescribe dimension and regulate the position of signs, and generally to direct the arrangement of articles on exhibition so far as the same may be necessary to secure harmony and attractive appearance.
Section 6. There is no digging or driving posts or stakes into the ground without the permission of the Fair Management due to the underground electrical and water systems.
Section 7. The Fair Management reserves the right to amend or to add to these Fair Rules, as they, in their judgment, may deem advisable. In the event of conflict between General and Special Rules, the latter will govern.
Section 8. The Fair Management reserves the right to direct and regulate the parking of all automobiles or other vehicles or conveyances within the fairgrounds and to direct where they shall be driven therein. No motorcycles or bikes will be permitted inside fairgrounds gate.
Rule 2 – Booths Exhibitor/Food Vendors
Section 1. There will be a charge for all Commercial Booths/Food Vendors Space based on size and locations. Commercial Booths/Food Vendors must furnish their own booths.
Section 2. An orderly and sanitary Booth Exhibitor/Food Vendor Space must be kept. Trash bags will be provided. Trash bags need to be tied and boxes broken down and put along side of the garbage cans. Trash pick-up schedule will be handed out during the Fair and also posted on the grounds. The Fair Management reserves the right to cancel any Booth Exhibitor/Food Vendor Space and require its removal.
Section 3. Booth Exhibitor/Food Vendor Space Agreements may be obtained from the Fair Manager at: Madison County Fair, PO Box 414, Twin Bridges, MT 59754; Fair Office Phone/Fax: 406-684-5824.
Section 4. Exhibitor Booths and otherwise, may be placed in the Exhibitor Building. Electricity is provided within the buildings. (Booths are approximately 8' X 8'. No tables are provided.) The Exhibitor Building opens Noon - 8 pm Thursday, 10 am - 8 pm Friday & Saturday and 10 am - 3 pm Sunday of the Fair.
Section 5. Outdoor space for organizations and exhibitors will be available as stated in this Section 1. Electricity is not available at all spaces.
Section 6. Booths should be decorated by noon on Thursday. The booths should not be dismantled until 4:00 p.m. on Sunday of the Fair to receive deposit back.
Section 7. Exhibitor Booths/Food Vendors cannot sell any illegal, immoral, or inherently dangerous items including, but not limited to, smoke bombs, colored hair spray, drug paraphernalia, blow darts, etc. The Fair Management reserves the rights to evict and/or stop the sale of any items they deem unfit.
Rule 3 - Miscellaneous
Any and all comments negative or positive are welcome by the Fair Management. The Fair Management needs to know how you feel! Please write to Madison County Fair Board, PO Box 414, Twin Bridges, MT 59754.
