BAYFIELD COUNTY FAIR 2018 Vendor Policies

Transcription

1 BAYFIELD COUNTY FAIR 2018 Vendor Policies 1

2 7080 N Main Street Iron River, WI Bayfield County Fair August 9-12, 2018 Mission To organize and manage an annual County Fair that is educational and entertaining. Vision The Bayfield County Fair will be a well-organized family-oriented, reasonably priced fair with a blend of exhibits, educational material and entertainment that will attract people of all ages and backgrounds. The fairgrounds will be well maintained resulting in an increased demand for grounds usage by outside groups during non-fair times. 2

3 TABLE OF CONTENTS Mission Statement Vision Statement General Policies Vendor Selection Application Due Date Information, Displays & Items for Sale Failure to Comply Payment/Deposit Required Forms Exhibit Space Rules & Regulations Hours of Operation Vehicles on Grounds Camping Pets on the Fairgrounds Security/Liability & Loss Utilities Recycling/Waste Insurance Sales Tax Deliveries Map of the Fairgrounds Contact Information

4 General Policies Vendor Selection Submittal of an application does not guarantee that a space will be awarded The Bayfield County Fair Committee has the right to review and/ or deny acceptance to any group or organization that can be construed as controversial or that is contrary to the BCF Mission and Vision Statements. Application Due Date Application due date will be no later than two weeks prior to the start of the Fair. July 27, Spots are assigned on a first-come, first-served basis. Information, Displays & Items for Sale Information, displays and items for sale must be appropriate for all ages, positive and non-inflammatory in nature. If a vendor presents or displays any information that may be deemed controversial or that is contrary to the Bayfield County Fair Mission and Vision Statements, they will be asked to remove the information/item in question and must immediately comply; failure to do so may result in ejection from the Fair with no refund of fee or deposit. Failure to Comply If a vendor is in default under any section of this policy agreement, or fails to adhere to the policies or management directions established by the Bayfield County Fair, the Bayfield County Fair shall notify vendor of such default or failure and vendor shall have ample time to remedy such default or failure. In the event that the vendor does not remedy such conditions in ample time, the Fair may terminate contract agreement, expel vendor from the location and re-rent the location to another vendor without any further liability or obligation to previous vendor. 4

5 Payment/Deposit A $ refundable deposit, is required with your application to guarantee your rental space will remain open, intact and staffed during the required hours until the release time, which is Sunday, August 12, 2018 at 6:00 p.m. Deposit refunds will be distributed by mail to vendors after the BCF is complete and provided no violations have occurred. Upon approval of this policy agreement, there will be no refunds of fees/deposits if you cancel. All fees/deposits will be refunded to those applicants whose applications have not been approved. All approved applications and payments (including deposits), will be directly deposited to our business account immediately upon receipt. All returned checks will be assessed a minimum fee of $ Required Forms Deposit Check Temporary Operator & Seller Form Certificate of Liability Insurance (Bayfield County listed as additional insured.) W-9 By submitting a signed Bayfield County Fair Vendor Agreement you are acknowledging that you have read and agree to all stated rules and regulations of the Bayfield County Fair (BCF). Violation or noncompliance of these rules may result in the BCF Board s decision to request your immediate removal from the Fair. Such removal may result in your inability to return in future years. EXHIBIT SPACE RULES & REGULATIONS 1. Exclusivity No vendor will be granted exclusive rights to their product(s). Food Vendor selections will be limited but not granted exclusive rights. 5

6 2. Set-up The BCF will prepare the layout of booths and assign spaces accordingly & also reserves the right to revamp the layout as necessary. BEFORE setting up, ALL Vendors must report to the BCF Fair Office on the Fairgrounds to be given their site assignments, complete any paperwork, pay any fees due and pick up their wristbands and vendor permit. The BCF will not provide special services in connection with setting up or decorating the display. All chairs, tables, furniture, equipment and other display material must be provided and set-up by the vendor. All tents/canopies should be flame retardant. The Fair will open on Thursday, August 9th at Noon. Vendors may set up on Wednesday, August 8th from 2 pm to 6 pm or on Thursday from 9 am to Noon, AFTER Vendor has been assigned and shown to the site. BCF reserves the right to resell any spaces not occupied by noon on Thursday unless prior arrangements have been made. Vendors are prohibited from assigning or subletting a booth or space that has been allotted to them. 3. Merchandise Vendors may not exhibit or sell any product, commodity or merchandise that has not been listed on the contract and approved by the Fair. Vendors are not permitted to sell laser lights. 4. Waste/Recycling Absolutely NO dumping of oil, product, etc., on BCF property. Any violation will cause the forfeiture of security deposit. 5. Gate Admission All vendors & their staff must wear their admission wristbands at all times. Wristbands are NOT transferrable from one staff member to another. A wristband is needed to enter the BCF gates. Additional admission wristbands may be ordered or purchased during the Fair at the Gates or the Office at the regular price. 6

7 6. Conduct Vendors are prohibited from roaming the grounds selling merchandise, handing out flyers or coupons or advertising away from their exhibit space. Any variation will result in the vendor forfeiting his/ her right to conduct business at the BCF. Displays should not obstruct neighboring displays or project ahead of neighboring booths. Aisles and pedestrian walkways on the Fairgrounds must not be obstructed in any way. No overhangs or awnings will be allowed to protrude/extend outside of your rental area. Extra fees will be charged if additional footage is required. Public address systems or other noise-makers must be approved by the BCF prior to set up. BCF may place restrictions on time, place, manner and volume, which must be adhered to. Making derogatory statements regarding another vendor or the BCF using any source of media platform, including, but not limited to Facebook, Twitter, Newspapers, etc. is prohibited and will result in immediate termination of your vendor contract with the BCF. 7. Appearance Staff: All vendors are expected to convey a professional behavior and dress appropriately. Vendor staff shall be clean, neatly attired, and tidy in personal appearance, hygiene and dress at all times, with uniform apparel where appropriate, particularly in food and beverage operations. Vendors not complying may be asked to remedy the situation. Failure to remedy may result in the vendor being asked to leave. Booths: Hand written signs are not allowed at any booth/area. If a hand written sign is displayed, you will be asked to remove it. Exception: Erasable boards, i.e. chalkboards, will be permitted. Vendors must keep their areas neat and clean during the Fair and are expected to have their site cleaned prior to leaving the Fair. All compressed gas tanks must be chained and secured. Fire extinguishers 7

8 are required in your booth at all times. 8. Enforcement BCF reserves the right to spot-check any vendor should a question or problem arise. Each of our vendors is expected to deal honestly and fairly with the public and his/her employees. Any attempted fraud or misrepresentation will be considered cause for revoking the contract, loss of security deposit and further consequences by the Iron River Police Department and/or Bayfield County Sheriff s Department. HOURS OF OPERATION Thursday Friday Saturday Sunday Food Vendors Noon 8:00 p.m. 11:00 a.m. 10:00 p.m. 11:00 a.m. 10:00 p.m. 11:00 a.m. 6:00 p.m Commercial Vendors Thursday 2:00 p.m. 6:00 p.m. Friday 11:00 a.m. 10:00 p.m. Saturday 11:00 a.m. 10:00 p.m. Sunday 11:00 a.m. 6:00 p.m. Note: Schedule subject to change. During these hours, all booths/exhibits must be open and have a vendor representative in their booth. Unmanned booths will be subject to removal and may not be allowed to return. (Note: The only exception is the Breakfast Booth.) Vendors may open earlier and/or stay open later than the listed hours. If not open during the listed hours, the deposit may be forfeited and the vendor may jeopardize the ability to return in the future. VEHICLES ON GROUNDS 1. No vendor vehicles (including golf carts or any type of ATV) are allowed on the grounds after 10:00 a.m. daily. 2. Vendors can stock/load booths/areas by driving onto the grounds between 6:00 a.m. and 10:00 a.m. 3. Vehicles are not allowed into the Vendor/Food Court/Midway areas except during set up, take down and restocking hours. 4. Designated Vendor Parking spaces are available. Talk to staff at Fair Office to be assigned a spot. Parking next to or in your lease area is not 8

9 allowed. (You may park in the designated parking area or in the regular public parking areas. CAMPING Camping is permitted in designated camping areas only. Camping fees apply. (See Camping form found with application or online.) PETS ON THE FAIRGROUNDS No pets of any kind are allowed on the premises of the BCF Grounds. The only exceptions are as follows: 1. As a part of an approved entertainment program (such as petting zoo, etc.) or part of an exhibition or competition (such as Livestock and Junior Exhibitor events) remaining only in the designated areas, meeting applicable health and legal requirements, including the proper insurance as required by the BCF. All animals must remain under the control of the exhibitor at all times. 2. As service animals or service animals in training, properly restrained and identified and current with rabies vaccination. Vendors travelling with their pets; please contact the Fair Office prior to arrival. SECURITY/LIABILITY & LOSS 1. Overnight security will not be provided. The BCF will not be responsible or liable for any loss or thefts. All reports should be filed with the Iron River Police Department. Phone: (715) The BCF shall not be liable for any loss or damage to the property of the vendor or of its employees, agents, patrons, or guests due to fire, smoke, water from any source, theft, criminal mischief, accident of any kind or from any other cause whatsoever and will not be liable for injuries to the vendor, his employees, agents, patrons or guests for damages or injuries arising from or in any way connected with the use of occupancy of space. The vendor agrees to Indemnify and hold harmless, the BCF and their employees, against any and all claims of any person whomsoever, arising out of acts or omissions 9

10 of this vendor, his employees, agents, patrons, or guests. 3. The BCF shall not be responsible for any loss or damage suffered by any vendors, patrons, employees or guests from any act of theft, vandalism, accidental injury or act of God. UTILITIES 1. BCF will not provide generators, electrical adaptors, water hoses, etc. It is the responsibility of the vendor to make sure that they have the right electrical terminal to connect to our electricity. 2. It is also the responsibility of the vendor to supply all of their own water hoses and electrical cords. If you will be connecting to our water supply, please provide a Y connector so that others may also connect and have access to the water faucet. 3. Per local and state health regulation, all vendors using water outlets/connections on the Fairgrounds shall use FDA or NSF approved water hoses. Also, gray water shall be self contained (holding tank). Any vendor draining gray water on the ground will be in default of their contract agreement. 4. Electrical generators are not to be used in concession areas unless prior approval is received. Please be sure to notify us when you apply if you will need to utilize a generator. You will need to include space for your generator in the square footage that you rent from us. If a generator is approved All generators MUST have a safety barrier around them. 5. You must leave a working space 3' in front and 1' on each side of all electrical panels. All wiring cords must be labeled with the stand's name at the end of cord just under the panel. The BCF staff may disconnect any amp overload or unbalanced electrical load. 5. Storage vehicles using electricity will be charged $60.00 and assigned a space and pole. 6. No electrical hardwiring is allowed. If you have an electrical need or problem, contact the BCF Office. 7. The Bayfield County Fair and/or the BCF staff will not be held 10

11 liable for damages or loss due to electrical problems. RECYCLING/WASTE Recycling is mandatory. BCF asks all vendors/concessionaires to recycle as much as possible. Use recycling bins whenever possible. All cardboard must be broken down and piled up next to trash bins so it can be picked up by grounds crew. Grease must be put in grease receptacles. INSURANCE 1. All vendors must provide a valid Certificate Of Liability Insurance (COLI) paid by them (naming Bayfield County as an additional insured.) Food Vendors: A commercial general liability insurance contract with liability limits equal to or greater than $1,000,000 each occurrence, $1,000,000 aggregate. Commercial Vendors: Commercial General Liability with liability limits equal to or greater than $500,000, or $500,000 aggregate. 2. All vendors are responsible for ensuring that their materials, services and installations conform to state, municipal and federal laws, regulations and ordinances. 3. No vendor will be allowed to set up until the Certificate of Insurance has been filed at the Fair Office. 4. If you have and have received any claims on the liability insurance before the start of the fair you must inform he Fair Office of the amount. SALES TAX All vendors are responsible for the collection and submittal of sales tax to the State of Wisconsin and Bayfield County. BCF is not responsible for any violations pertaining to sales tax reporting. DELIVERIES All vendors are responsible for notifying the Fair Office if you are expecting any food or other deliveries so we know where to direct the delivery trucks. 11

12 The Bayfield County Fair 117 E 5 th Street, PO Box 832, Washburn, WI (715) x 7 Fax: (715) thefair@bayfieldcounty.org Bayfield County Fairgrounds 7080 N Main Street, Iron River, WI (715)