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| Chairpersons:
Carol Beller, 755-4247(w) or 586-3632(h) Nathan Wills, 755-3520 Gene Bush, 755-1088 To download an application form, please click on the "Registration Forms" link on the left and then choose "Exhibit Booth Applications". If you need help obtaining insurance, you can call A.C. Underwood at 444-0632. He has agreed to write policies for vendors for the Putnam County Fair. RULES & REGULATIONS FOR COMMERCIAL EXHIBIT SPACES: 1. PRODUCTS - Only products in good taste for a FAMILY fair is acceptable for sale or exhibiting. The fair board reserves the right to request that undesirable items be removed. 2. SPACE - All products are to be sold in space rented. 3. RULES & REGULATIONS - All general rules of the Putnam County Parks & Recreation Commission and the Putnam County Fair Board must be adhered to. NO ALCOHOLIC BEVERAGES OR CONTROLLED SUBSTANCES ALLOWED ON PREMISES. 4. ENTRY & EXITING FAIR - You will be provided with two (2) Exhibitor Passes and one vehicle pass for designed area. EVERYONE MUST HAVE A TICKET TO ENTER GATE. 5. PAYMENT FOR BOOTH & ASSIGNMENT OF SPACE - Payment by certified check, money order, or cash must be made with application. Check at fair office before setting up. 6. SET-UP - All vendors must set up on Friday before opening of fair. You will be charged $15 per day for early arrival. 7. SECURITY - The Fair Board cannot be responsible for anything left in booths unattended. 8. HOURS OF OPERATION - On the first and last Saturday, the gates will open at 8:00 am. Sunday's gates will open at 11:00 am. Monday through Friday will open at 4:00 pm. The fair will close each night at 11:00 pm. 9. SPACE RENTAL - Rental is for duration of fair, except for the 10' x 10' booths. No sub-letting space or sharing of space is allowed. The fee for operating a commercial exhibit shall be $200.00 per booth. Each individual is responsible for all state and federal taxes and regulations regarding sales. 10. INSURANCE: Each exhibitor is solely responsible for product liability and must provide insurance to protect themselves. Each exhibitor must provide an individual liability insurance policy in the amount of $1,000,000 as required by law. NO EXCEPTIONS! Vendor must supply proof of insurance naming Putnam County Fair, Inc. as “additional insurer”. Each Commercial Exhibit (food or other) is responsible for the safe use of all equipment within their space and is responsible for making assigned space hazard free. The Putnam County Fair assumes no liability for exhibitors. 11. All activites of the exhibitor must consider the rights of others at all times. Due to limited space, there will be no free gratis space. 12. One (1) 110 volt (20 amps) electrical outlets will be provided with each space. Extension cords must not be used if creating a hazard. Cord size must be 12 gauge or larger. 13. All Commercial spaces at the Putnam County Fair reserved for Putnam County Clubs, non-profit organizations, and/or businesses are on a first come/first serve basis and must be contracted. Any clubs, non-profit organizations or businesses inside or outside the county may contract any or all spaces remaining after the date until June l. No refunds after approval. 14. The Putnam County Fair, Putnam County Commission, Putnam County Parks & Recreation Commission, and the Town of Eleanor prohibit discrimination in its programs on the basis of race, color, national origin, sex, religion, or familial status. (Not all prohibits apply to all programs) Persons with disabilities who require alternative means for communications of information (braille, large print, audiotape, etc.) should contact the Putnam County Fair board. RULES & REGULATIONS FOR FOOD CONCESSIONS: Realizing that the Putnam County Fair Board commits itself to a large indebtedness annually to operate the fair, the Board shall continue to operate two food booths and mobile drink distribution stations. The Fair Board shall also reverse exclusive control of all drink products including cups and ice. A contracted drink provided will be chosen each year and no other drink product will be allowed. In order to insure reasonable profits for all groups, the Food Committee shall limit the food concessions to six, other than those operated by the Fair Board and the carnival. The Food Committee shall received and review all food concession applications and grant approval based upon assurance of capability to deliver a quality operation, meeting all regulations, with priority being given to the county non-profit (PROOF OF NON-PROFIT SERVICE REQUIRED) organizations (a non-discriminatory civic organization that promotes community service and goodwill) agreeing to provide fair goers a variety of speciality items that will enhance the total food service at the fair. After July 1, any non-profit organization may apply however. The fee for operating a food concession shall be $200.00, paid with application, plus 15% of the gross sales to be paid before midnight on the last night of the fair. The concessionaire agrees to report daily records of gross sales to the fair office each night prior to leaving the fairgrounds. Forms will be provided. Each exhibitor must provide an individual liability insurance policy in the amount of $1,000,000 as required by law. Vendor must supply proof of insurance naming Putnam County Fair, Inc. as “additional insurer”. All food vendors must provide their own insurance; however, the $200 vendor fee for non-profit food concessions shall be waived in an effort to help you with your cost of insurance. The fee for operating a food concession shall continue to be 15% of the gross sales (paid before midnight on the last day of fair). One weekly parking sticker for reserved area and two season gate passes will be provided with each concession contract. Additional season tickets may be purchased for a price of $25.00 each. EVERYONE MUST HAVE A TICKET TO ENTER THE GATE. All food must be sold within area of space rented. No items can be sold other than that from pre-approved menu which must be listed on the application form. The concessionaire agrees to provide is or her own food booth. In order to operate a food concession, organizations must agree to the following rules: a. All in-county food booth applications with fee must be in hand before June 30th. All others may be accepted after June 30th. b. All food concessions must be operated in compliance with WV Food Service regulations as supervised by the Putnam County Health Department and the WV State Board of Health. c. All food must be from an approved source. All meat must be purchased from an approved commercial supplier. All donated meat must be USDA or WV State Dept. of Agriculture approved. d. All food must be prepared in an approved kitchen. e. In order to operate a concession, the concessionaire agrees to be responsible for all state licenses and taxes, and liability insurance to protect themselves and the Fair Board. f. The Fair Board reserves the right to establish fair minimum and maximum prices tht may be charged for food and drinks. g. All food booths must be ready for health department inspections prior to fair opening to the public. h. Bids to sell drinks, bags of peanuts or popcorn, or Fair memorabilia will be taken prior to opening of fair. First consideration will be given to Putnam County 4-H Clubs. Non-profit organizations will be given second consideration. These items will be sold in the track events area, show ring area, and amphitheather. If no non-profit group elects to do this, then the Putnam County Fair Board has the authority to accept other offers of participation. |
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