SPACE RESERVATION DEADLINE JULY 1, 2017
July 19-23, 2017 COMMERCIAL VENDOR APPLICATION Important Note: Following application approval, vendor shall be notified to provide proof of insurance to accompany payment. Payment is not necessary with this application.
Commercial Vendor Coordinator: Sue Thompson 406-799-2421
[email protected] 168 10th Lane, Fort Shaw, MT 59443 Note: Please submit application to this address!
Office Use Only Date App Rcv’d _________ Date Appv’d _________ Invoiced _________ Insurance Y N Date Pym’t Rec’d _________ Space Assn’d _________
1. Vendor Business Name: __________________________________________________________________ (Name which will be used on Vendor Contract and on sales receipts) 2. Contact Name: __________________________________________________________________________ 3. Full Address: ____________________________________________________________________________ 4. Business Phone: __________________ Cell Phone: ___________________ Fax: _____________________ 5. Email: ______________________________________Website: ___________________________________ Note: Please supply a valid email address as email communication is preferred. 6. Commercial Booth Rates: Prices listed are for one (1) booth. One 8’ table and two chairs and draping are included with each indoor booth space. Please list the total number of tables and chairs you will need for ordering purposes below. See map for space locations. INDOOR □ Haynes Pavilion - Inline 10’ x 10’ $375 □ Haynes Pavilion- Corner 10’ x 10’ $425 OUTDOOR □ 10’ frontage x 30’ deep- $20/foot frontage $200 □ Additional front footage at $20/foot ________ feet x $20 $____________ FOOTAGE MUST INCLUDE STAKING! Chairs Needed # __________ Tables Needed # __________
7. Incremental Fees: Power is available FOR A FEE; however, we do not supply extension cord(s) or cord coverings. Extension cords are not permitted to cross over walkways. All cords must be covered. If you have special electrical requirements, please note those below. Also list ADDITIONAL tables or chairs needed.
(enter # needed) ________ 110V Power ________ 220V Power ________ Water ________ Tables ________ Chairs
8. Parking Hang Tags (Per person-Limited number available) ________ Bridger Lot Parking
$20 $25 $12 $5 $1 $20
Booth(s) Fee (#6): $ ____________ Tables/chairs/power/water (#7): $ ____________ Parking (#8): $ ____________ Total: $ ____________ BOOTH SPACE WILL NOT BE RESERVED WITHOUT FULL PAYMENT AND PROOF OF INSURANCE Gallatin County Fairgrounds 901 N Black, Bozeman, MT 59715P: 406-582-3270 F: 406-582-3273 406StateFair.com
SPACE RESERVATION DEADLINE JULY 1, 2017 9. Check the following: Giving Demonstrations _____ Microphone _____ Drawings/Give-A-Ways/Raffles ____ See Vendor Rules #9 for information 10. Proof of Insurance: Big Sky Country State Fair does not provide nor sell insurance. Vendor is required to provide proof insurance upon approval and execution of application. If you do not have insurance, please check with one of the following insurance providers: Special Event Insurance 800-364-2433 www.specialeventinsurance.com The Event Helper 855-493-8368 www.theeventhelper.com See specific requirements for coverage listed in Lease Provisions #18. 11. Please list ALL products and/or services to be approved. Please include the names of all persons, companies, or distributors for whom you will be distributing products/services. __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________
LEASE PROVISIONS Vendor space is rented on first come, first served basis and rent shall be paid for occupancy, furnishings, and services as listed and described below for Big Sky Country State Fair July 19-23, 2017. 12. Term of Contract: Tuesday, July 18, 8am through Sunday, July 23, 2017, 9pm. 13. Check In/Set Up: Tuesday, July 18, 8am-8pm in the Haynes Pavilion. Badges will be issued. 14. Fair Hours: Noon-10pm July 19 through July 22 and Noon-5pm July 23. Vendors can access the Haynes Pavilion at 11:30 am daily during Fair. It is mandatory that all vendor booths are open until 5pm on Sunday. Absolutely no early tear down due to guests arriving late on Sunday who have paid their full admission price and Big Sky Country State Fair will honor such guest commitment. Violation of this policy will render a non-return status. 15. Tear Down: Sunday, July 23, 5pm-10pm and Monday, July 24, 8am-Noon. 16. Pipe and Drape: Provided at no charge to vendors at 8’ high back drape and 3’ high side drape. 17. Insurance Requirements: Vendor must provide a Certificate of Liability Insurance with payment in full upon approval and execution of application. Coverage must be $1,000,000 minimum (unless management deems vendor a greater risk due to product, service and/or activity) and endorsement must be on a primary and non-contributory basis and in accordance with Section 5.3 of “General Lease Provisions.” Vendor shall carry commercial general liability insurance that is acceptable to Big Sky Country State Fair and that names “Gallatin County, Montana” as an additional insured. Certificates of Insurance evidencing the above and any other insurance requirement herein must be supplied to Commercial Vendor Coordinator with payment for space reservation.
Gallatin County Fairgrounds 901 N Black, Bozeman, MT 59715P: 406-582-3270 F: 406-582-3273 406StateFair.com
SPACE RESERVATION DEADLINE JULY 1, 2017 18. Admission: Two all-week admissions are included per booth space. Additional admissions are available for purchase at check-in for $20 each. 19. Trailer Parking: Free trailer parking is located in the West Annex. Bridger Lot trailer parking is available for $20. See map. 20. Rent/Termination: Vendor shall pay all fees, in full, upon approval and execution of application. Cancellation prior to June 18, 2017 will result in a 50% refund; cancellation on or after June 18, 2017 will result in no refund. 21. Limitations: Any and all additional expenses due are the responsibility of vendor. Big Sky Country State Fair management reserves the right, at its sole discretion, to limit the number of vendors of a particular type of product, service or business regarding space allocation and reserves the right to rearrange location of any and all booths or displays when in such action is considered conducive to a successful State Fair for Gallatin County, exhibitors and patrons. 22. Security: Provided by Big Sky Country State Fair beginning Tuesday, July 18, 2017 and ending Monday, July 24 at Noon. Buildings will be locked daily from 10pm until 11:30am July 18-23; Monday, July 24, building shall be unlocked at 8am. 23. Accommodations: RV Camping is offsite only. Contact Sunrise Campground at 406-587-4797 or Bear Canyon Campground at 406-587-1575. For a list of hotel accommodations, please contact the Commercial Vendor Coordinator. No guarantee of space available at area campgrounds or hotels. 24. Invoicing: Following application approval, vendor shall be notified for receipt of proof of insurance and payment. Space will not be reserved without both payment and proof of insurance.
Gallatin County Fairgrounds 901 N Black, Bozeman, MT 59715P: 406-582-3270 F: 406-582-3273 406StateFair.com
SPACE RESERVATION DEADLINE JULY 1, 2017
2017 BIG SKY COUNTRY STATE FAIR COMMERCIAL VENDOR RULES The Big Sky Country State Fair reserves the final and absolute right to interpret these rules and settle all matters, questions and differences in regard thereto, connected with or incidental to the Fair; also to amend or add to these rules as may seem advisable to Fair management. BOOTH ARRANGEMENT & SETUP: Indoor booths measure approximately 10’ wide X 10’ deep and consist of side drapes approximately 3’ high and a back drape 8’ high. Side display panels in excess of the height of the booth side panels may not be installed more than 3’ from the back wall of the booth. No inside exhibit or display may be so high along the front or sides of the booth as to hide the adjoining exhibit from the view of visitors passing along the aisles. Outside exhibit space sold in 10’ front increments with the depth being 20’ or 30’. Vendors must keep all products and equipment within the line limits of their booth. This includes tent stakes, ropes, additional vehicles, hitches, awnings, etc. 1. LIST OF PRODUCTS: All items and/or services offered for sale in every booth MUST be listed on the application. Those not listed may not be sold. 2. WEAPONS OF ANY KIND MAY NOT BE SOLD AT THE FAIR. This includes dirk, dagger, pistol, revolver, rifle, shotgun, firearm, slingshot, sword cane, billy knuckles made of any metal or hard substance, knife having a blade 4 inches long or longer, razor, not including safety razors, other deadly weapon or destructive device or any “toy” that simulates any of the above. Questions about any of the items for sale should be checked before completing the Commercial Vendor Application. 3.
SPACE CANCELLATION: Fair management reserves the right to cancel the Vendor Lease for any cause whatsoever at any time before or after Vendor has commenced operations and return all payments. Vendor reserves the right to cancel the lease for any cause up to the commencement of operations under the lease and agrees to forfeit all payments made according to the cancellation policy. If for any reason Fair management is unable to continue its operation for the time stated, the Big Sky Country State Fair shall not be liable to Vendor for any claims, demands or damage except to refund to Vendor a pro rata share of the amount of rent based on the number of days of operation prior to the time said operation discontinues.
4. LICENSES - PERMITS: All vendors are required to enter into a lease and agree to comply with all terms and conditions. Once Fair management has accepted the application, Vendor must supply Fair with proof of city, county, and state licenses or permits required for their operation. This includes, but is not limited to, Food Purveyors’ License issued by Gallatin County or the State of Montana. 5. CARE AND REPAIR OF PREMISES: The space leased by Vendor must be returned to the condition it was in upon start of term. This includes, but is not limited to, filling and repairing all tent stake holes set in asphalt with a suitable asphalt or tar repair substance. Tent stake holes set in dirt must be refilled with dirt. 6. NOISE SENSITIVITY: Amplifying devices or other sound producing means must be kept at a low volume so as not to interfere with other vendors. Volume level is mandated by management. 7. REJECTION OF EXHIBITS: Fair management reserves the right to reject any exhibit or display that is not in the best interest of the Fair, as determined by the Fair Board. 8. ANIMALS IN DISPLAYS: No animals allowed in displays unless approved by Fair management. 9. DRAWINGS - GIVE-A-WAYS - RAFFLES: Any drawing or give-a-way programs conducted by Vendor must be registered with the Commercial Vendor Coordinator, listing the articles(s) to be drawn. All drawings are subject to Fair management approval. Daily drawings for these items may be scheduled to increase traffic in commercial booth areas. All vendors are encouraged to participate in this program. Names of all winners must be submitted by July 24 at 3pm to Commercial Vendor Coordinator.
Gallatin County Fairgrounds 901 N Black, Bozeman, MT 59715P: 406-582-3270 F: 406-582-3273 406StateFair.com
SPACE RESERVATION DEADLINE JULY 1, 2017 10. VENDOR RECOGNITION: Recognition may be awarded to an exceptional Vendor booth display by the Gallatin County Fair Board. Taken into consideration will be creativity, guest interaction and theme usage. 11. DELIVERIES/LIMITED VEHICLE ACCESS: Grounds vehicular traffic is limited to delivery vehicles between 7:00am and 10:00am daily. For all incoming deliveries requiring offload at Haynes Pavilion or at outdoor booth space, contact the Commercial Vendor Coordinator. 12. FIRE LANES: All roadways on the fairgrounds are fire lanes and any vehicle parked in or blocking a fire lane is subject to being towed at owner’s expense. 13. VEHICLE USE: Vehicle usage on the grounds is a privilege regulated by Fair management and can be revoked for violation of rules. 14. TRAILER PARKING: Trailer parking is available in the West Annex parking area or in the Bridger Lot. 15. ATV/4-WHEELERS: ATV traffic is permitted during move in and tear down unless otherwise approved through Fair management.
I, ______________________________ of ____________________________ hereby affirm (Print Name-VENDOR) (Print Company/Organization) that I am renting the premises of the exhibit space belonging to Gallatin County, and known as Gallatin County Fairgrounds, herein referred to as “Fairgrounds” for the purpose of marketing my services or products during the Big Sky Country State Fair and by doing so, certify that I am cognizant of inherent dangers of this activity. LIABILITY OF LESSOR AND INDEMNIFICATION: VENDOR waives all claims against FAIRGROUNDS for damages to goods or property and for injuries to persons on or about the Premises from any cause arising at any time, except negligence of FAIRGROUNDS. VENDOR specifically assumes all responsibility for the payment of, and agrees to indemnify and hold FAIRGROUNDS harmless for, all damages, costs, expenses, judgments, and attorney's fees arising from or related to any claims, actions, causes of actions, damage, or injury to any person, including death, or to the goods or property of any person, or damage to the Premises, arising from the use of the Premises by VENDOR, or arising from the failure of VENDOR to keep the Premises in good condition, or from any breach or default in the performance of any obligation on VENDOR's part. In the case of such claim, action, damage or injury, VENDOR, upon notice from FAIRGROUNDS, shall defend the same at VENDOR'S expense with counsel satisfactory to FAIRGROUNDS. Nothing contained herein shall be deemed to limit the claims or causes of action that either FAIRGROUNDS or VENDOR may have against third parties for damage arising from the act or negligence of said third parties.
I have read and understand the application, lease provisions and vendor rules as provided. I understand this application does not guarantee a space rental and that if a space is assigned, this application becomes contract in full. Upon approval, I understand that I shall be invoiced. ______________________________________________________________________________________ SIGNATURE , VENDOR TITLE DATE SIGNATURE BIG SKY COUNTRY STATE FAIR
TITLE
DATE
Gallatin County Fairgrounds 901 N Black, Bozeman, MT 59715P: 406-582-3270 F: 406-582-3273 406StateFair.com