Vendor Information

 

Welcome to preparations for the 2012 TRINITY COUNTY FAIR.  The Fair dates are August 10, 11, & 12, this years theme is

“Memories That Last A Lifetime.” 

 

If you would like to participate in the Fair as a commercial or food vendor, please contact the Trinity County Fair office for further information and a preliminary contract. 

TRINITY COUNTY FAIR,   P.O. BOX 880,   HAYFORK, CA   96041

Phone 530-628-5223,    email; tcf@snowcrest.net

 

Returning Exhibitors will have until April 15th to reserve prior year space. Please read all the information carefully and feel free to contact us if you have any questions. 

 

We look forward to your response at your earliest convenience and wish you success with sales.  All inquires or responses should be directed to Pam Swanson, Business Assistant. 

 


 

2012 COMMERCIAL/CONCESSION INFORMATION


PLEASE READ THE FOLLOWING INFORMATION CAREFULLY!

1.   In order to confirm a commercial/concession space at the Trinity County Fair, we require the

      following:

      a.       Signed contract,

      b.       California Sales Tax Permit number,

      c.       Payment in full of space fees, and

      d.       Certificate of insurance in the amount of $1,000,000 including Additional Insured

                Clause OR  payment of $99.00 (commercial) or $124.00 (concession) for this insurance.

 

      Signed Contract must be returned with all fees paid by Contract due date, or Contract will be

      canceled with NO REFUND of any advance fees paid.

 

2.   If Exhibitor cancels space, fees MAY be refunded (excluding $50.00 space reservation fee) if:

      a.      cancellation is received at least two weeks prior to opening day of Fair, AND

      b.      Trinity County Fair is able to sell the space to another exhibitor so that all available

               spaces are sold.

 

3.   The Trinity County Fair recognizes that a Fair is a proper forum for the free exchange of ideas

      necessary to a free society, yet reserves the right to regulate all activities, concessions, and

      exhibitions on the Fairgrounds with regard to time, manner and place in pursuance of its

      valid interest in maintaining peace and order and protection of the general public.

      Exhibitors shall comply with all applicable State and Federal laws and be familiar with the

      procedures and information set forth in the Rental Agreement Contract and this Information

      Packet.

 

4.   First choice of space will be offered to exhibitors from the previous year.  Trinity County Fair

      reserves the right to allocate available exhibit spaces or to select exhibitors or to limit the

      number of similar exhibits in a manner which in the judgement of Management will be most

      conducive to the successful operation of the Fair.  Specific location will be determined by Fair

      Management, and is subject to change without notice.

 

5.   The Fair Management reserves the right to require the removal of any exhibits or object which

      are, in its opinion, offensive, hazardous, or adversely affect the Fair’s image.

 

6.   The Commercial Building and other exhibit areas will be open for setting up exhibits between

8:00 am and 7:00 pm Thursday, August 9, 2012.  Commercial Building Booths MUST be set up on Thursday only.  Each commercial/concession booth must be ready for business at 10:00 am on Friday, August 10, 2012. Commercial Building will open to vendors at 9:30 am each morning.

 

7.   During the Fair all inside and outside commercial/concession booths are to be open and

      adequately staffed at all times the Fair is open.

 

8.   EXHIBITORS WILL NOT BE ALLOWED TO BEGIN TAKE-

     DOWN UNTIL

5:00 P.M. on SUNDAY, AUGUST 12, 2012. Any exhibitor violating this rule may face automatic cancellation in all future Fairs.  Outside exhibitors may remain open later than 5:00 pm Sunday, if desired, as the Fairgrounds will remain open until Midnight. 

 

9.   Limited campsites are available on a first-come, first-serve basis, priced at $70.00 for full

      hook-up (power, water, sewer) and $60.00 for regular campsites (for self-contained units) for

      Thursday through Sunday of the Fair.    PLEASE SEND CAMP FEES WITH YOUR

      SIGNED CONTRACT TO RESERVE A SPACE.  EXHIBITORS MAY NOT CAMP

      IN THEIR EXHIBIT SPACE.

 

      Price of regular campsite does not include water or electricity.  Water and electricity are

      available, though not exclusively assigned to any particular campsite, and we will allow their

      use, but PLEASE BE A GOOD NEIGHBOR and do not monopolize our limited facilities!

      The Fair will be responsible for broken breakers or low water pressure.  Campground

      bathrooms and showers are available free to all those with campground permits.

 

10. Each commercial exhibitor/concessionaire will receive two (2) three-day

     Passes.

      Additional passes for your workers must be purchased.   Prior arrangements to purchase

      pre-sale gate tickets at a reduced price can be done through the mail.  If you wait until you

      arrive you will pay full gate fee.

 

11. Each commercial exhibitor/concessionaire will be issued one vehicle pass for deliveries

      of supplies onto the Fairgrounds during designated times (7:00 a.m. to 9:00 a.m.).  After

      delivery, vehicle must park in parking lot or at campsite.

 

12. Exhibitors are fully responsible for installation, maintenance, and disassembly of their exhibits.

      No Fairgrounds personnel, materials, tools, equipment, fixtures, supplies, tables, chairs,

      etc. may be used.

 

13. NO EXHIBITOR SHALL SUBLET ANY EXHIBIT SPACE.

 

14. Sound devices of all types are subject to the approval of the Fair Management.  Volume on

      sound devices must be controlled so as to not interfere with neighboring exhibits.  NO P.A.

      SYSTEMS.

 

15. The Fair will provide professional security and take every precaution to safeguard exhibitors

      and their property, but cannot be responsible for loss, theft, or vandalism.

 

16. THERE WILL BE NO DOGS OR PUPPIES, OTHER THAN SEEING-EYE DOGS

      ALLOWED ON THE FAIRGROUNDS.  

 

17.  All exhibitors admitted to the Commercial Building prior to opening hours must remain in

       their exhibit.  Only the exhibitor shall be admitted.

 

18.  Regulations require that all flammable materials (corrugated paper, drop cloths, etc.) used in

       the construction of your exhibit be treated with an approved fire-retardant chemical.  All

       commercial/concession booths will be inspected by the Fire Marshal.

 

19.  Each inside exhibit booth has one 110V electrical outlet.  220V is available on a very limited

       basis.  Outside exhibitors should bring long extension cords.  Extension cords used to

       distribute power to electrical apparatus shall be rated 15 AMPS minimum and contain ground

       wire.  Cords not meeting these requirements shall be confiscated for the duration of the Fair.

 

20.  Unless otherwise specified, inside exhibit booths are approximately 10’ X 10’ ($150.00) or

       multiples thereof.  Back height is restricted to eight (8) feet; sides three (3) feet.  Exhibit

       dividers are drapery.  Decorations or display materials may be affixed using pins, tape etc.

       (no staples).

 

21.  No portion of any exhibit may obstruct aisles, exits or service areas, nor interfere with the

       view of neighboring exhibits by Fair patrons as they pass along the aisles.  Exhibitors should

       remain within exhibit confines and are NOT to work in public areas.

 

22.  NO SMOKING ALLOWED INSIDE COMMERCIAL BUILDING.

 

23.  FOOD CONCESSIONAIRES:  $225.00 deposit.

       $225.00 space fee or 20% of gross sales after taxes whichever is greater, payable at close of

       Fair.

       a.   DAILY INCOME REPORTS REQUIRED.  Report to Cashier Window.

       b.   Please fill out the enclosed “Application for a Permit to Operate a Temporary

             Retail Food Facility” and send to Trinity County Environmental Health, at

             the address on the application.  Food concessions will be inspected during the Fair

             by Environmental Health.

 

24.  FOR FURTHER INFORMATION PLEASE CALL PAM AT (530) 628-5223.

       THANK YOU!

 

A $50.00 NON-REFUNDABLE SPACE RESERVATION FEE IS REQUIRED AND MUST BE SENT WITH PRELIMINARY CONTRACT TO RESERVE SPACE.   THE RESERVATION FEE WILL BE SUBTRACTED FROM TOTAL COMMERCIAL/CONCESSION  FEE.

 


 

INSURANCE REQUIREMENTS

 

If you are already insured then a copy of your insurance certificate is required.  Must be $1,000,000.00 Liability.

 The following wording must appear as written on the insurance certificate!

 

 

ADDITIONAL INSURED – That the State of California, the County of Trinity, the Trinity County Fair Association are made additional insured, but only insofar as the operations under this contract are concerned.

 

 

                                                 

 

COMMERCIAL/CONCESSION SPACE FEES & INSURANCE FEES

 

COMMERCIAL BOOTH SPACE FEE

 

10 X 10                                                      $150.00

 

10 X 20                                                      $300.00

 

10 X 30                                                      $450.00

 

COMMERCIAL INSURANCE FEE            $99.00

 

CONCESSION SPACE FEE

 

$225.00 or 20% of  Gross sales after taxes whichever is greater.

 

CONCESSION INSURANCE FEE              $124.00

 

 

 


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6000 Hwy 3 Hayfork, Ca
P.O. Box 880
Hayfork, CA 96041
530-628-5223
tcf@snowcrest.net