Pioneering the Future!

Transcription

1 Commercial Vendor Handbook Pioneering the Future!

2 Welcome! The 139 th Annual Western Montana Fair & Rodeo covers 6 fun filled days that begin on Tuesday, August 7 th and end on Sunday, August 12 th. Thank you for being a part of this great event! The information covered in this handbook is essential to your successful experience at the 2018 fair. Please read it carefully. It is the responsibility of each Commercial Vendor to familiarize oneself and their employees with the information contained in this handbook. If any questions arise while reading the contents of this handbook, it is the responsibility of the vendor to clarify any and all questions prior to occupying their space at the 2018 event. We are looking forward to a great fair and certainly are eager to make your experience a successful one as well. Rules & Regulations The following rules apply to Commercial Vendors and all other individuals, corporations, associations, fairgoers, etc., while on the premises. Wherever the word Exhibit or Exhibitor appears in the context of these rules and regulations, it shall be understood to mean Commercial Booth or Commercial Vendor. The exhibitor named on the individual contract acknowledges this handbook is incorporated into and made part of their Vendor Contract. The Missoula Fairgrounds Management shall have the absolute right and discretionary power to interpret, alter, add, cancel, relax or vary any of these standards in individual cases, except where such changes would contravene local or federal statutes. The Western Montana Fair is an annual event held at the Missoula Fairgrounds Events Center that is owned and operated by Missoula County, a political subdivision of the State of Montana Fair Information The fair gates will open Tuesday at 5:00 pm and are open Wednesday - Sunday from 11am to 10pm. Commercial booths are only required to operate from 11:30am to 9pm. The carnival may stay open later and some night show events will run later. Booths have the option of closing at 9pm or staying opening till building closes at 10pm. Emily Bentley Fairgrounds Director Thomas Aldrich Events Manager Pirrie Harris Accounting Specialist Tracy Mullennix Support Specialist Staff Erin Bren Admin Assistant Monte Harris Grounds & Facilities Manager Zach Scheffel -Assistant Groundskeeper Dave Kirby Assistant Groundskeeper 1

3 Fair Office Hours Saturday & Sunday, August 4 & 5: 10am to 4pm Monday, August 6: 10am to 8pm Tuesday, August 7 Saturday, August 11: 10am to 7pm Sunday, August 12: 10am to 6pm Arena Night Show Events Tuesday Ranch 7pm Wednesday PRCA Extreme 7pm Thursday Missoula Stampede RAM 7pm Friday Missoula Stampede RAM 7pm Saturday Missoula Stampede RAM 7pm Sunday Monster Truck Insanity 4:30pm Important Deadline July 20, 2018 All forms & payments are due: Contract Insurance Drawing/Raffle Form August 5 & 6, 2018 Fairgrounds will be open for set-up from 11am 4pm on August 6 and from 10am 8pm on August 7. August 7, 2018 Opening Day! Any vendors not set up by noon (1:00 PM) will forfeit their space. August 12, 2018 Final Day! See Load out for more information. August 15, 2018 All displays must be removed by 5pm or it becomes the property of the fairgrounds. Exhibitor Access Information Check In Upon arrival at the Missoula Fairgrounds, please report to the Fairgrounds Office to obtain your Vendor Packet. Your packet will contain your vendor ids, parking pass and other essential Fair information. Please do not attempt to locate your space beforehand. Please provide proof of Identity. Set Up Booths may set up between the hours of 11am and 4pm on Sunday, August 5, and 10am and 8pm on Monday, August 6. All booths must be in place by 1pm Tuesday afternoon. Vendors who are not set up by Tuesday at 1pm will forfeit their space. Hours of Operation The 2018 Western Montana Fair gates will be open to the public Tuesday at 5pm and from 11am to 10pm Wednesday - Sunday of The Fair. The carnival and food booths stay open later. All booths must be staffed during the required hours of 5pm to 9pm Tuesday, 11am to 9pm Wednesday through Sunday. Failure to do so will result in non-renewal of space the following year. 2

4 Vehicle Access Each Vendor will be given (1) Delivery Permit which allows vehicle access between 6am and 10am, and again between 11pm and midnight. Vehicles must enter through the main gate entrance near the Security Building. No vehicles will be allowed on the Fairgrounds after 10am each day or before 11pm. Your vehicle will be towed at your expense if it is not off the grounds by this time. You may restock your booth with a hand cart between 10am and 11pm. Please note: Vehicles will not be allowed on the grounds at any time unless approved by Security. Unloading Permits Each Vendor will be given (2) Unloading Permits which allows vehicles to park in a designated area for a maximum of 15 minutes. Vehicles must exit the fairgrounds after 15 minutes, or park in a lot to which they have a pass for. Please note: Vehicles should enter through the South Avenue entrance and proceed to the Yellow Gate for further instructions on unloading location. Parking Each vendor shall receive (1) Parking Permit. Parking will be on a first come, first served basis. All other parking permits will need to be purchased at the Fairgrounds Office. Parking on Fairgrounds property will be allowed only in designated areas. If you have special needs, such as disability parking, please be sure your vehicle is legally marked and that you park in those designated areas in the public parking lot. Trailer/Truck Parking All trailers that need to be parked for the entire event will need a separate parking permit. Trailers cannot be parked in the general public parking lot. These additional permits can be purchased at the Fairgrounds Office. Fair Staff must know in advance if you are bringing a trailer as we have limited parking. Camping If you wish to stay at the Fairgrounds for the duration of the Fair please contact Pirrie to be added to a list of vendors asking for camping. We are limited on camping available and will be filling spaces for 4-H/FFA families first. If there is camping available you will be notified. If space is not available see last page of the handbook for a listing of local campgrounds and facilities as additional options. Tear Down At closing time on Sunday, August 12, vendors may begin hand-carting display materials from their booths. Vehicles can access the fairgrounds Sunday night as soon as Security has approved. (after 10pm) Vendors who tear down early will not receive an invitation to join the next year s Fair. Additional move out time will be Monday, August 14 through Wednesday, August 16 from 8am to 5pm. Badge Information Vendor Passes You will be issued 2 single Vendor Passes. These passes gain entry into The Fair for the person whose name appears on the pass. Ticket order forms will allow you to designate whose name you wish to see on the pass. These passes are included in your booth fee. 3

5 Booth Requirements Cancellation Policy If exhibitor desires to cancel his contract before April 21, 2017, total payment minus $100 nonrefundable deposit will be refunded. Any cancellations between April 21, 2017 and June 30, 2017 will result in a 50% refund of total amount paid minus $100 non-refundable deposit. No refund will be issued for cancellations after June 30, No exceptions! Notice of cancellation must be in writing and is effective the date received. Exhibitor Responsibilities Exhibitors must operate in a legitimate and courteous manner and keep their area clean, as well as keep all aisles clear at all times. All of exhibitor s operations must be in accordance with all applicable federal, state and local statutes, regulations and requirements. Exhibitor agrees to indemnify and defend Missoula County for any loss, expense or damage as a result of the exhibitor s violation of these guarantees. Rights &Privileges Any right or privilege of exhibitor to sell any products on the grounds of the Missoula Fairgrounds Events Center may be immediately revoked, without refund, if the Commercial Vendor fails or refuses to comply with the terms of the Vendor Contract, as well as the general Rules and Regulations. If any questions arise while reading the contents of this handbook, it is the responsibility of the exhibitor to clarify any and all questions prior to occupying their space at the 2018 event. Advertising / Marketing While we understand that advertising is a component of your, and our, success, Commercial Vendors shall not post or exhibit, or allow to be posted or exhibited, any signs, advertisements, bills, banners, posters, cards or printed material on any part of the premises outside of their booth space without the approval of the Fairgrounds Management. Anyone violating this rule is subject to removal from the grounds. In regards to general advertising, we highly encourage you to advertise your participation at the Western Montana Fair independently of The Fair s advertising campaign. By advertising your position at The Fair, you not only increase your customer base but you also increase the overall visibility of The Fair, which in turn, brings in more customers for you! Sales Restrictions It is expressly understood that exhibitors are prohibited from selling any articles or products or rendering any services, except those specifically listed on their Vendor Contract. The Fairgrounds Management reserves the right to require immediate removal of any objects which are not listed on your contract, or are in the opinion of management deemed to be offensive, hazardous or might adversely affect The Fair s image. The Fairgrounds Management will determine whether an item is considered offensive or in poor taste, and can prohibit the sale/display of any such items. Products and services that are not allowed to be sold by vendors or brought into the Missoula Fairgrounds and The Fair include: knives (cookware exhibitors are prohibited from distributing knives 4

6 of any kind); ear piercing; permanent tattooing (information booths are acceptable); concealed weapons not allowed; firearms (including toy guns); lasers; stun guns; switchblades; brass knuckles; high-powered water guns; pornographic or drug-related items; noise-makers (i.e. pop bangs, pull pops, firecrackers); fireworks of any nature, including stink bombs; and self-defense items. Merchandise Exclusives For the mutual benefit of our vendors and the public, we make every attempt to diversify products by not over-booking similar lines of merchandise. We do not promise exclusivity; however, we do reserve the right to limit vendors and/or like products. Inspections Each exhibitor agrees that the Fairgrounds Management shall have the right to inspect their display at any time. Drawings If you plan to hold a drawing it must be approved prior to The Fair by submitting a Drawing/Raffle Registration form. Exhibitors will receive a Drawing/Raffle Winners form in their packet that will need to be returned to the Fairgrounds Office within 30 days of the fair ending. Security There will be 24-hour grounds security starting Tuesday, August 7 continuing to 6am Monday, August 13. The Commercial Building will open at 10am each day for vendor access only, and will be secured each night at 10pm. The Fairgrounds Management assumes no responsibility for materials left in booths; security is provided as a deterrent, and exhibitor understands The Fair cannot be responsible for any loss or damage. Illegal Activities The Fairgrounds Management will exercise every precaution to guard against any illegal activities, including but not limited to: gambling, pirating, extortion, raffles, and any form of misrepresentation. Determination of any illegal activity could result in expulsion from the grounds and forfeiture of all monies paid. Animals Animals will not be permitted on the grounds during The Fair, with the exception of disability-related service dogs and animals entered in The Fair competitions. Disability-related service dogs must be on a leash. Tents Tents and canopies must be placed within your allotted space. Please be sure you have enough space to allow for tie-down of your tent or awning, as some tie-downs do not extend straight down. Any stock supplies or boxes must be within the allotted space and areas must be kept clean and attractive. Please mark your tents with your name and phone number in case of emergency. Alcohol No beer, wine, intoxicating liquor or controlled substance of any kind shall be kept, sold or consumed by the exhibitor or exhibitor s employees within their allotted space. 5

7 Trash Exhibitors must dispose of refuse in the dumpsters provided. Fairgrounds cleaning staff is not responsible for disposing of or the hauling of waste or debris used in the daily function of running your booth. Trash cans set in front of booths are intended for use by fair patrons only. Please do not fill them up with your daily refuse. Recycling The Recycling Center is located outside the Arena entrance, near Concession Row. Please place all cardboard, cans, and plastic in the appropriate receptacles. Please be sure to break down all cardboard boxes prior to placing them in the cardboard recycling bin. Deliveries UPS (as well as other carriers) will deliver to The Fair Monday Friday. Deliveries are scheduled from 10:30am to 11am at the Main Gate. Packages will not be delivered to your booth or signed for at the Fairgrounds Office. Fairgrounds Office The Fairgrounds Office for vendor check-in and all other vendor inquiries is located inside the Fairgrounds, near the Main Ticket Booth, next to the Commercial Building. You can reach Pirrie Harris at (406) Phone calls will be returned as soon as possible, but please keep in mind, due to the busy nature of Fair week, it may take longer than usual to return your call. Please stop by the Fairgrounds Office if you need immediate assistance during The Fair. General Regulations The Missoula Fairgrounds Management reserves the final and absolute right to interpret these rules and to arbitrarily settle and determine all matters, questions, and differences with regard to and in connection with the Western Montana Fair. The Missoula Fairgrounds Management also reserves the right to amend or add to these rules as it deems appropriate. Electrical Information If you need any special electrical requirements, please notify the Fairgrounds Office by July 21, Exhibitor s electrical needs will be determined from the information provided on each application. If, upon arrival, electrical needs of Commercial Booth have changed or increased, approval must be sought from the Fairgrounds Management before any hookup will occur. It may be determined that additional electrical service is not available. All vendors must supply their own extension cords. Each Commercial Vendor is allowed one 110v electrical outlet, unless otherwise stated in their contract. In the Commercial Building, vendors in the Center Aisle have electricity in certain areas. The Fairgrounds does not allow extension cords to cross over the walkways. 6

8 Insurance Requirements The individual, partnership, or corporation booth named on the contract must be the same as the named insured on the policy certificate. Missoula County requires that all Commercial Booths shall have in effect and provide to the Missoula Fairgrounds a current certificate of product and liability insurance in the amount of $1,000,000 with Missoula County (located at 1101 South Ave West, Missoula, MT 59801) listed as an additional insured. No booth shall be allowed to open without proper proof of general liability and product liability. The Missoula Fairgrounds will no longer be providing insurance to booths that do not have a policy. We are happy to provide you with contact information for Haas Wilkerson Insurance if you can t obtain your own. Insurance often can be obtained through your automotive insurance provider. If you do not provide proper and complete proof of your own insurance by the July 22 deadline, you will not be allowed to operate your booth at The Fair. Note: These rules and regulations cannot be changed or amended at any time in the duration of your business without Fair Staff approval. Conduct Clause: The Western Montana Fair is a community event for children and families of all demographics. Accordingly, all contracted activities must be family-friendly and politically and spiritually neutral. Contractor will ensure family friendly messaging from all employees, members, volunteers or subcontractors. Profane, racist, sexist, xenophobic, politically or religiously controversial language or acts will not be tolerated. Fairgrounds management reserves the right to cease activities and terminate the agreement without notice if Contractor is not in compliance. 7

9 Local Hotel, Motel & Camping Information Campgrounds & RV Parks Jellystone RV Park Jim & Mary s RV Park 9900 Jellystone Dr N. US Hwy 93 (406) (406) Missoula KOA Kampground Outpost Campground 3450 Tina Avenue N. US Hwy 93 (406) (406) Hotels & Motels Ruby s Inn Missoula C Mon Inn 4825 N. Reserve St Expo Pkwy (406) (406) Holiday Inn Express Broadway Inn 150 Expressway 1609 W. Broadway (406) (406) Brooks St. Motor Inn Doubletree Hotel 3333 Brooks St. 100 Madison (800) (406) Best Western Grant Creek Inn Guesthouse Inn & Suites 5280 Grant Creek Rd Brooks (406) (406) Super 8 Motel Val-U-Inn 3901 S. Brooks 3001 Brooks (406) (406) Contact Information Missoula Fairgrounds Events Center Exhibits & Concessions Department 1101 South Ave West Missoula, MT P