Union County Fair Association

Union County Fair Association

Application and Contract

for

Vendor Rental Space

Instructions:

  • Thoroughly read and understand pages 1 and 2 of this application then complete and sign page 3. When you sign the application, you agree to abide by all conditions, operating rules and procedures contained in this document.

  • Keep pages 1 and 2 for future reference, and return page 3, the insurance forms and the full rental fee, (based on your first choice of vendor space) to the Union County Fair Association (UCFA) no later than May 1, 2011.

  • If the UCFA accepts the application, it will be signed by a UCFA representative, creating a binding contract between you and the UCFA. If your application is not accepted, the full rental fee will be refunded to you. The rental fee will not be refunded after a binding contract exists.

  • You will receive a copy of the signed and accepted vendor contract at check-in. To receive a copy by return mail, enclose a self-addressed stamped envelope when mailing your application and payment.


Mail the completed application to:

Jolene Quintal, Booth Chairman, UCFA

66962 End Road

Summerville, OR 97876

If you have unanswered questions, contact:

Jolene Quintal, Booth Chairman, UCFA

Phone: 541 534-5555; 541 969-9698 (cell)

Or email: jolenetoo@yahoo.com



Contract Conditions


  • The Union County Fair Association (UCFA) may cancel this agreement for any reason by giving you eight hours verbal notice. Violation by you of any conditions expressed in this agreement shall be cause for voiding of this agreement, forfeiture of fees paid, and/or expulsion from the Fairgrounds, as the Union County Fair Manager may direct.

  • You and your organization agree to defend, pay on behalf of, and hold harmless the UCFA, its directors, officers, agents, employees or volunteers from all claims of whatsoever nature or kind, including those brought by your employees, volunteers or members, arising out of or as a result of any act or failure to act, whether or not negligent, in connection with the activities or property of you, your organization, its employees, volunteers or members.

  • You and your organization agree to defend and pay all costs, including attorney fees, in defending all claims of whatsoever nature or kind, including those brought by your employees, volunteers or members, arising out of or as a result of any act or failure to act, whether or not negligent, in connection with the activities or property of you, your organization, its employees, volunteers or members.

  • Cost of vendor space will be the greater of: the flat fee listed on page 3, or 15% of your gross sales during fair week. All vendors are required to use a cash register capable of providing the UCFA with a daily tally of sales, generally referred to as a ‘Z’ tape.

  • You must provide a current Certificate of Insurance showing a minimum of $500,000 general liability coverage. This Certificate of Insurance must name ‘Union County Fair Association’ as an additional insured party.

  • If you sell or provide food or beverages not prepared by you or your organization, an identical Certificate of Insurance is required from the preparing individual or organization.

  • For non-food booths, the required Certificate of Insurance may be waived if approved by the Booth Chairman and the Union County Fair Board. Contact the Booth Chairman prior to mailing your application to explore this possibility.

  • It is the policy of the UCFA to screen the menus of food vendors and to limit the number of similar food items.

  • The UCFA reserves the right to limit the number of similar concessions.

Operating Rules and Procedures


Check-in and Setup:

  • The fairgrounds will open for check-in and setup at 8 a.m. Monday of Fair week. To make arrangements for earlier setup, call the Fair Office at 541-963-1011 or Booth Chairman.

  • You must check in at the Fair Office upon arrival and PRIOR to setup.

  • A copy of your contract (page 3 of this document) will be provided at time of check-in.

  • Two (2) parking passes are provided for each rented space and will be provided at time of check-in. Additional passes will be available for purchase at the fee of 5 for $20.

  • If you cannot arrive before 5 p.m. Tuesday of Fair week, notify the Fair Office (541-963-1011), or Booth Chairman, of your intended arrival time.

  • All vendors must be set up no later than 9 p.m. Tuesday of Fair week.


Rental Space Assignments

  • Three (3) types of rental spaces are available: Exhibit Building Booths, Outdoor Booths, and Outdoor Lawn Space. The type of rental space assigned to you will be determined by the Booth Chairman after considering the date each application is received and the 1st, 2nd, and 3rd choices of each applicant.

  • If you rent the same Exhibit Building Booth or Outdoor Booth for two consecutive years you will be give priority preference for that space. Your priority will be forfeited if you choose not to use the space for a period of one (1) year.

  • Outdoor Lawn Spaces will be offered to interested parties on a ‘first come, first served’ basis. Requests for specific sites will be considered.

  • Decisions of the Booth Chairman are final.


Operations:

  • No vehicles will be operated within the fairgrounds between 8 a.m. and 11 p.m. on Wednesday, Thursday, Friday, and Saturday of Fair week.

  • Booths must be open and manned continuously from 10 a.m. to 10 p.m. Wednesday, Thursday, Friday, and Saturday of Fair week. If this is not possible at all times please notify Booth Chairman.

  • Electrical hookups vary from space to space, but are usually 110V, 20A. Additional hookups may be available at an additional cost. If you overload the hookup available for your space, and the overload causes problems for other spaces, you

must discontinue use of the appliance(s) causing the overload.

  • You must confine your operation to the space assigned to you. This includes sales and all advertising materials.

  • There shall be no displays deemed offensive to children, as determined by the Union County Fair Manager.

  • You are responsible for any and all expenses you incur in connection with the decoration, equipment or occupancy of your assigned rental space.


Rental Space Fees and Daily Sales Reports

  • The cost of rental space will be: the flat fee listed on page 3, or 15 % of your gross sales during fair week, whichever is greater. Consequently, all vendors will be required to use a cash register capable of producing a tally of sales, commonly known as a ‘Z’ tape. There is a limited quantity of cash registers available for rent on a first come first serve basis. Inquire when sending in your application or at the Fair Office.

  • When you check in, you will be provided with a Daily Sales Report and a Daily Over-ring report. Between 9a.m. and 10 a.m. on Thursday, Friday, and Saturday mornings, bring the completed Reports, along with the accompanying Z tapes from your cash register(s), to the Booth Chairman. S/he will record the totals and issue blank Sales and Over-rings reports to be completed and turned in the next day. Failure to do this could result in your not being allowed a space next year.

  • The Sales and Over-ring Reports for Saturday sales may be turned in to the Booth Chairman after the close of the Fair on Saturday night, or Sunday morning, between the hours of 8 a.m. and 3 p.m.

  • Final sales figures must be turned in and any additional fee for your rental space must be paid prior to breakdown.


Breakdown

  • Your rental space must remain intact until 8 a.m. Sunday following the Fair.

  • The Fairgrounds will be open for breakdown from 8 a.m. to 3 p.m. Sunday following the Fair.

  • You must leave the premises in a neat and clean condition. All articles must be removed no later than 3 p.m. on Monday following the Fair.

Vendor Rental Space Application and Contract

Applicant Information (please print)

Organization Name:


Contact Person:

Mailing Address:


City, State, Zip


Phone:


Cell Phone:

Fax:

Email:

Please describe the product you sell or the service you provide. If food concession, please include a menu with prices.







Vendor Space Preferences: The following three types of vendor space are available. Space is limited. Since the type of space you request may not be available, please indicate your 1st, 2nd, and 3rd choices below.


Choice


Available Space

Minimum Cost



Exhibit Building Booth: Approximately 10 foot x 10 foot booths with limited individual lighting and a 110V, 20A electrical receptacle (prices may vary depending on booth).


$180



Outdoor Booth: Near the Exhibit Building, approximately 10 foot x 10 foot with lighting to most booths and a 110V, 20A electrical receptacle (prices may vary depending on booth).


$180



Outdoor Lawn Space: 10 foot frontage x at least 10 feet deep, and access to a 110V, 20A electrical receptacle. You must provide protection from the elements (if any), and extension cord suitable for outdoor use and compatible with your electrical needs, and lighting for night operation. A 220V, 50A electrical receptacle or an additional 110V, 20 A electrical receptacle, if available, requires an additional $10 surcharge


$180 plus $10 per additional frontage foot.


Please answer the following questions in the event you are assigned an Outdoor Lawn Space.

Total Frontage Required


Do you sell from a trailer?

Do you need a water hook-up:

Do you need a 220V, 50A?

Do you need additional 110V

20A?












Please Note: The cost of your rental space will be either the flat fee listed above, or 15% of your gross sales, WHICHEVER IS

GREATER. See the Operating Rules and Procedures on page 2 for additional details.

By signing below, you certify that (1) you represent the organization listed below, (2) your signature binds the organization, (3) you and the organization request permission

to operate a concession during the 2010 Union County Fair from August 4 through August 7, 2010, and (4) you and the organization agree to abide by all conditions expressed

on pages 1 and 2 of this document.





Representative Name (please print)

Organization Name (please print)





Representative Signature

Date


The Union County Fair Association grants permission to your organization to operate and concession during the 2010 Union County Fair, under the conditions stated above

and in consideration of fees paid, or to be paid.



Jolene Quintal, Booth Chairman, Union County Fair Association Date


Office Use Only:





Date application received:


Amount of check:

Check number:

Insurance forms received: (Y/N/Waived)


Space assignment:

Parking Permits?


UCFA Vendor Rental Space Application and Contract

2010 Revision 6 2

Rental Rates
Rental Rates