Southeast Alaska State Fair Lessee Rules and Regulations

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1 Southeast Alaska State Fair Lessee Rules and Regulations Hours of operation: Thursday and Friday (7/26 & 7/27) 12:00 to 8:00 pm Saturday (7/28) 11:30 am to 8:00 pm Sunday (7/29) 12:00 to 4:00 pm Food vendors are encouraged to stay open later on Friday and Saturday nights during headline music acts. Fair Passes: Food vendors are issued two (2) four-day vendor passes. Additional passes should be purchased at the Fair office prior to July 29 and cost $32 each. After July 29, the cost of additional passes will increase to $40. Vendors must present a pass at the will call gate for admission. Passes will be laminated this year, and MUST be picked up in advance. You will not be allowed in the gates if you do not have a pass. Fees paid to SEASF do NOT include a Temporary Food Service Permit required by and payable to the State of Alaska, DEC. DEC Permits: The State of Alaska requires all Fair Vendors to obtain a Temporary Food Service Permit. State law requires this permit to be posted in the food booth, and DEC officials attend the fair to check compliance. The cost of the permit is $90 prior to July 16, after which date the rate doubles. Contact Bruce Gazaway at DEC for information at: bruce.gazaway@alaska.gov or call *The Fair requires that all food vendors use compostable and/or recyclable service products to meet the Fair s goal of zero waste. These items may be ordered through Haines Friends of Recycling: aronson@aptalaska.net, or call Melissa Aronson at

2 Set-up and Take down: Check in when you arrive with Fair staff at the office to pay any balances, receive your passes, and get booth assignments. Booth set-up begins Monday, July 23 during Fair hours. Booths must be clean with all structures and concessionaire property removed by Friday, August 3 to be eligible for refund of the cleaning fee. A request for the refund must be in writing, and the booth checked by a Fair staff member before the refund can be issued. A cleaning fee request form is available at the Fair office. Garbage: Concessionaires are responsible for ALL trash. It must be securely bagged and delivered daily to the container provided by Community Waste Solutions at the South end of the parking lot. You may take your recycled items to the bins behind the Recycle Booth, or leave them outside your door DURING THE DAY ONLY and they will come and take it away. Please rinse, remove labels, and flatten all tin cans. All cardboard needs to be flattened. Plastic should be rinsed. All food, including fryer oil, must be removed by the end of each day so as not to attract bears or vermin. If possible, refrain from offering plastic bags to your customers. Other forms of recyclable containers are available! Space and confines: All space is leased as is, without warranty or condition. Improvements are at the lessee s expense. Subletting is prohibited. The Fair reserves the right to change booth assignment. All business by the concessionaires must be conducted within the confines of the lease space except where preapproved by Fair staff. Booths should be clearly marked with a sign. Booth space must be empty of ALL vendor items at the end of the Fair. It cannot be used as storage space. Vendor of the Year: To encourage vendors to have attractive and wellmaintained booths, the Fair will award a prize for Vendor of the Year. This booth will be awarded a ribbon and the business name and logo will be given space on the SEASF website for the coming year. This contest will be judged by a panel of non-fair staff. Decisions are final, and will be based on overall appearance, cleanliness, and attention to the Fair Theme. 2

3 Camping is not allowed. Vehicles and Parking: Without exception, vendor vehicles MUST BE moved from the fairgrounds to the parking lot by 11:00 am Thursday; 11:00 Friday; 10:30 am Saturday; and 11:30 on Sunday. Violators will be towed at their own expense! Food vendor parking is the number designated spaces along the fence. Please use ONLY your assigned booth parking space. Safety and Security: Responsibility for preventing theft, loss, or vandalism of vendor property is solely the concessionaire s. The fairgrounds are private property, and SEASF expressly prohibits firearms and concealed weapons. Bicycles are prohibited on the fairgrounds. Dogs are prohibited on the fairgrounds, except service animals. Electrical Service and Fire Regulations: Electrical connections, including extension cords, must have a ground fault interrupter, available at hardware stores. Power cords must be in good condition; must be approved for outdoor use; and must be 12-gauge with 3-prong plug (grounded.) Adapters are prohibited. Each booth has one, 120-volt, 20-amp circuit. If appliances or lighting fixtures trip breakers, interrupting service to other booths, the concessionaire will be asked to reduce electric use. Generators are prohibited on the fairgrounds. Use of devices capable of creating a flame or spark requires written approval by Fair staff, and requires a 10-ABC fire extinguisher in the approved area. Compressed gas cylinders must be stored securely and upright. Combustible refuse must be stored in metal containers. Aisles and exits must be clear and open at all times. Tents must be made of fire retardant materials. Electric heaters are prohibited. Smoking is permitted in designated smoking areas only. Alcohol: Pursuant to our state event permit and insurance, alcohol is prohibited on the fairgrounds except beer and wine purchased and consumed in the Fair s official beer and wine gardens. 3

4 Cancellation: Cancellation by the concessionaire less than 45 days prior to the opening date of the Fair entitles SEASF to retain any moneys paid or collect moneys due, pursuant to this agreement. Refunds may be approved, at the discretion of the Fair staff, if cancellation is more than 30 days in advance of the Fair. Right of Return: Vendors are not granted automatic right of return and must reapply annually. Preference may be given to returning vendors in good standing. Vendors who report sales significantly below the average lose priority to return. Failure to abide by the Fair Vendor policies listed herein may result in denial of future applications. 4

5 Kids ( Stage( F6! F7! F8! Food(Court( F11! C1! C2! Playground( C12! McPherson(Barn( B11! B10! F5! F4! F3! F2! F1! F12! F13! F14! F15! F16! H12! H11! H10! H9! H8! Storage! Shed! Harriett(Hall( B9! H7! B8! H6! B7! B6! B5! Payson s( Pavilion( H5! H4! H3! B4! B3! B2! B1! C11! C10! C9! C8! Main(Stage(! Merch.! Booth!?! H2! H1! Kitchen!!Shed!! Board! Room! Fair!Offices! C7! C6! C5! C4! C3!! Bldng! Dalton(City( Klondike! Restaurant! Community( Garden(! Klondike! Deck! Horseshoe!Pit! Tix!! Booth! Tix!! Booth! Volleyball! Court! Main(Entrance( Parking(Lot( 5

6 Please keep this page for your records Contract and Liability Agreement This is your lease agreement for space at the Fair. By signing this agreement, you agree to abide by the rules and regulations outlined in this document. The Lessee, in entering into this lease agreement, expressly acknowledges that he/she fully understands the rules and regulations controlling the use of the lease space, as set forth in this document. It is understood that the Lessee, Lessee s employees, volunteers, agents or representatives are responsible for the actions/inactions of all persons participating in the use or operation of the leased space and Lessee shall assume full responsibility for them. The assigned space is for the sole, exclusive and personal use of the individual lessee and no other. No other person, firm, corporation, organization or entity shall be permitted to use the space, except with approval by the Southeast Alaska State Fair (hereafter SEASF). Lessees doing business under a fictitious name or as a partnership or corporation shall designate one individual to be personally responsible for full compliance with all terms and conditions of the lease. Only an approved Lessee shall enjoy the privileges of the lease. Lessee rights are not transferrable. This lease agreement shall be deemed immediately breached should Lessee attempt to sublease or assign in partial or total, its interest in this space or lease agreement or permit the use of the space by any person, firm or organization, which has not received prior approval from the SEASF. Upon such breach the SEASF shall have the right to exercise any or all remedies provided in the Lessee Rules and Regulations. Lessee agrees to indemnify and save harmless the SEASF from any and all liability and claims of whatsoever nature of any kind arising out of, or in any manner connected with Lessee s use or occupancy of leased space of the Fairgrounds generally. The SEASF assumes no responsibility or liability to or for Lessee, his/her employees, volunteers or their customers for property damage or loss, personal injury or otherwise from any cause whatsoever. Lessee shall permit the SEASF or its agents and employees to enter upon the leased space at all times for the purpose of inspection. The Lessee shall at the termination of the lease, remove all structures, supplies, material, refuse and other materials from the rented exhibition space and shall leave the premises in a condition reasonably similar to the condition in which such premises were leased from the SEASF. All structures, supplies and materials not removed from the Fairgrounds by the outside removal date as listed in the Lessee Rules and Regulations, and the termination of the lease, shall become the property of the SEASF. CENSURE: Lessees, their employees, agents, volunteers and representatives shall conduct themselves and the operations of their space in an honest, courteous and friendly manner. In the event of any breach of the terms of the Lessee Rules & Regulations and upon notice of breach of this lease, Lessee shall immediately vacate the leased space. Should the Lessee not vacate the space as required, the SEASF without first obtaining court process, shall have the immediate right, without waiving any other rights or claims, to enter the leased space, remove all persons and all property of the Lessee, clean and otherwise repair the premises and prohibit the Lessee from entering the Fair. Any costs of such action by the SEASF including actual court costs and attorney fees shall be paid by the Lessee. Upon such breach, the Lessee forfeits any and all fees paid to the SEASF as liquidated damages for those costs and damages not specifically identified above. SEASF's waiver of any breach of this lease agreement shall not constitute a continuing waiver or any subsequent breach(s). Other options for censure may include but are not limited to: Suspension for a three-year period, or permanent suspension from the grounds. The options for re-admission to the Fair as a lessee for future years may include, but are not limited to social appeal to the SEASF Board by written request. This request must contain a solution to the problem. Lessee Signature Date 6