Southern NM State Fair & Rodeo PO Box 1145 Las Cruces, NM 88004

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1 Southern NM State Fair & Rodeo PO Box 1145 Las Cruces, NM January 1, 2017 Dear Potential Vendor, Each year the Southern New Mexico State Fair and Rodeo is host to over 22,000 people from Dona Ana, Otero, Sierra, Luna, Hidalgo, Catron, Socorro, Grant and El Paso Counties. You, the vendors, play a critical role in the success of that attendance. We are looking forward to growth and another great year and would like to invite you to join us in that success of * Fair dates will be September 27 to October 1, The Southern New Mexico State Fair & Rodeo Board continuously strives to make improvements and work toward continuing the tradition of being a top event in the state. We ask that you provide insight on how to further improve our event. Everyone s input contributes to making decisions that will better all the divisions of the fair. Please review all of the attached information. If you have any questions feel free to contact us at We look forward to getting your application! Thank you, The Southern New Mexico State Fair and Rodeo Board Contact Information SNMSF&R Vendor Department PO Box 1145 Las Cruces, NM

2 2017 Vendor Application * Fair dates- September 27 to October 1, 2017* Booth Name Vendor Name: Name wanted on refundable deposit(if qualified to recieve it): Address. Phone: PLEASE SEE VENDORS PROCEDURES FOR FEES AND OTHER IMPORTANT INFORMATION * Place size of booth on desired location * Special Events Building: Outdoor Non Food: Outdoor Food: * Please include hitch with size of vendor trailer(if applicable) Details on electricity needed on vendor space: Water connection needed for vendor space: Yes / No (please circle) Size of RV RV Space $ (Limited space): Yes / No (circle one) Fair Insurance $100.00: Purchase from Fair Provide own # of Extra Fair Tickets needed ( $6.00 per ticket):(see vendors information and procedures for more information)

3 Information and Procedures The following procedures must be followed. Violation will cause cancellation of contract and forfeiture on all monies as well as expulsion from the fair grounds. No exceptions! Your vendor space will not be able to be removed until the fair ends. Vendor Fees 10X10 Special Events Bld. Space - $ $ Refundable Deposit- $2.00 per additional square foot over a 10 x 10 space 10X10 Non Foods Outdoor - $ $ Refundable Deposit-$3.00(per additional square foot over a 10 x 10 space 10X10 Foods Outdoor - $ $ Refundable Deposit(- $4.00 per additional square foot over a 10 x 10 space 10X10 Non Profit - $ Refundable Depositffor each additional space needed (MUST GIVE PROOF OF 501 C3 STANDING) 10X10 Dona Ana County Booths- $ Refundable Deposit No show will result in forfeiture of deposit. Discounts If all fees are paid in full by March 31st a 15% discount on space fees ONLY will be applied. Discount does NOT apply to deposit, insurance, and RV space. $ discount will be given for each additional 10 X 10 space purchased Insurance Fair insurance is $ If not purchasing through the fair, a copy of insurance certificate must be provided prior to September 1, 2017, or vendor will not be allowed to set up. A Certificate for liability in the amount of $2,000, is required. Your insurance certificate must name Southern New Mexico State Fair & Rodeo as additional insured. (Po Box 1145 Las Cruces, NM 88004) RV Spaces RV Space $ (LIMITED SPACES AVAILABLE, FIRST COME FIRST SERVE) *includes water and electric- Fees and Late Charges A $35.00 FEE will be applied for any returned check. ALL FEES DUE BY 9/01/17- a $50.00 late charge will be applied if not recieved by said date.

4 Extra Vendor Fair Tickets Vendors will be provided with a maximum of 25 tickets for themselves and their workers in order to get in and out of the gates. All additional tickets must be purchased at $6.00 each. ONE ticket gets ONE vendor into assigned gate a single time. Tickets are NOT to get a vehicle onto the grounds nor to park on the grounds. Gate Entrance and Parking Vendor vehicles will be let in and out through the East Gate ONLY before and after fair. No vendor vehicle will be let onto fair grounds after the fair is opened unless setting up in the special events building on the specified day. All vehicles must be off the grounds by 8:45 a.m. each morning and will not be allowed back in until close. We appologies for the inconvinience. limiting the amount of vehicles on grounds will provide safety for everyone. No Vendor Parking Passes- Parking for vendors will be outside the gates. Any vehicle parked on grounds after the fair opens will be towed by an off grounds towing service. All vendor vehicles will be towed at the vendors expense if their vehicle is parked on the grounds during fair hours. This will include in back of the special events building. Towing charge must be paid directly to the towing service to recover vehicle. Vendors who purchase an RV space cannot park their personal vehicle next to their RV space. There is limited space in the RV area. Vendor Supplies All supplies including food will only be allowed to be brought in a vehicle before and after fair hours through the EAST gate. No other gates will be opened during hours of operation. If you need to bring in supplies or food during fair hours, you will need to bring the appropriate non motorized device needed to bring in supplies through the front gate. Ice and Beverages Ice will be sold by ice attendees. They will be driving around fair grounds OR the fair office will be happy to call in your order OR ask someone with a radio. Pepsi will be our exclusive beverage provider. Vendors will be able to sell the sponsored products that are bought from the SNMSF&R only. No other product will be allowed to be brought in. Beverages that are not sold by the sponsored provider will be limited. If you have a beverage you would like to sell besides products from our beverage provider, please include it on your menu provided with your application. Weather Inclement weather policy: It is at the discretion of the fair board to have the grounds stay open during inclement weather. All vendors must remain open unless told otherwise by the fair board. There will be no booth space refunds for inclement weather. Should a vendor decide to close their booth and/or tear down their booth early, their deposit will also be forfeited.

5 Menu A menu or list of products must be submitted with with your application. If a product is not approved, you will be notified. There will be no debate or exceptions on the approved menu due to limitations being made. During the fair you may NOT add items to your menu. You may only sell those items on your approved menu sent with your contract. Each item or food will be limited. It will be a first come, first serve basis. Set Up Times for Vendors All outdoor booths can set up Monday or Tuesday and ready to open by 9:00 a.m. All vehicles must be OFF the grounds and outside the gates by 8:30 a.m. on Wednesday. Special Events Building set up will be Thursday from 8 a.m to 5 p.m. Vehicles can ONLY be brought on grounds Thursday and Friday for unloading until 8:45 a.m. through the EAST GATE. All booths must be open by Friday at 1:00 p.m. No vendors will be allowed to set up after the fair or Special Events Building is open. Please make arrangements with the fair manager if your not able to come in with your vehicle BEFORE 8:45 a.m. to unload. If allowed to come at a different time then vehicles must go through the emergency road(next to carnival area)and park in back of the Special Events building temporarily ONLY to set up. Vendors will have to move their vehicles to the outside parking lot after set up is done. If vehicles are not moved then they will be towed at vendors expense. (Remember that the fair will be open at this time, please follow the emergency road in and out of the fair grounds in order to keep everyone safe. Vendor space All vendors must be open during all hours of operation. If you are closed during hours of operation you will not be allowed to re-open and your deposit will be forfeited. Vendors cannot change their assigned space unless authorized by fair director. Vendor may request a vendor space and fair director will do their best to place you in the area requested, but make no guarantees. You will not be allowed to move once you are placed. Booths must be neat in appearance and be made of quality materials. (Fair reserves the right to reject any booth that is not of quality appearance with no refund on fees paid). We have security personnel in and out of uniform patrolling the fairgrounds continuously. However, Concessionaire/Vendors are responsible for the protection of their property and the Fair is not responsible for security at individual spaces. Vendors must furnish all materials necessary to connect water and electricity for space. All materials and equipment furnished by the Fair for utility service orders remain Fair property and are to be removed by the fair at the close of fair. Should a Concessionaire/Vendor damage or break the Fair s connection, the Concessionaire/ Vendor is responsible for the cost of repair or replacement.

6 Grease and Waste Water Drain lines shall not discharge or allow discharge of any wastewater or grease on the ground, around or under buildings or otherwise create a nuisance and hazard. Clean-up of any accumulation of wastewater will be disgarded in available containers. This will be strictly enforced. Vendors must provide grease containers. If there are any grease stains after fair, deposit will not refunded. Vendor Deposit Vendor deposits will be mailed out within one week after fair is over ONLY if all rules and regulations are followed as stated in application and contract. Deposit must be received in order to reserve a space at the Southern New Mexico State Fair & Rodeo Fair. Vendor deposit will not be waived. Pets Only qualified service animals (including seeing-eye dogs), livestock on exhibit or trained animals for scheduled acts will be permitted on the fairground. Raffles and Drawings All drawings, give-away offers, free registrations or similar inducements must be approved by the Fair prior to the Wednesday opening. Under no circumstances may the Concessionaire/Vendors use the name or implicate the Southern New Mexico State Fair & Rodeo in a promotion of any type. Concesssionaire/Vendors RAFFLES OF ANY KIND ARE PROHIBITED. Drugs and Alcohol DRUGS AND ALCOHOL use is prohibited by vendors during hours of operations or on grounds at any time. Any vendor including workers in violation of this will be escorted off fair grounds and will not be allowed to returen the following year. Deliveries Packages delivered by UPS, FED EX, etc., must be picked up at the fair office. Any packages delivered with COD must have payment in the form of certified check, money order or cash (no personal checks accepted) for your delivery prior to packages arriving. The fair and its employees are not responsible for lost, damaged or returned packages. Packages delivered before fair starts, should call ahead of time to make arrangements and make sure that someone will be at the fair office. This will help track them better. It is important when scheduling a delivery with UPS, FED EX, etc., that the "FAIR OFFICE"(location) is mentioned for drop off. The fair, employees, and its volunteers are not responsible for lost, damaged or returned packages.

7 Electrician The Fair s Electrician reserves the right to refuse to connect service to a booth that is not safe or wired according to code (Under no circumstances shall anyone other than the Fair electrictian make electrical connections to distribution panels.) They will be available during business hours to connect or repair any issues with the power system, but shall not repair or adjust any appliances or equipment. Courteous to Others Vendors must be courteous to fair patrons, other vendors, fair board member, fair manager, anyone volunteering, or hired by the fair. Any vendor that is disrespectful to anyone will be asked to shut down. They will be able to leave when fair is over and will not be allowed to return. Security We have security personnel in and out of uniform patrolling the fairgrounds continuously. However, Concessionaire/Vendors are responsible for the protection of their property and the Fair is not responsible for security at individual spaces. Move Out & Tear Down Schedule No vehicles will be allowed on Fairgrounds Sunday after closing until 30 minutes after the Fair closes or the Fair determines crowd numbers are small enough to safely allow vehicles to enter. This will be strictly enforced! CRS # Every vendor must have a CRS # before obtaining permits and licenses. To obtain a CRS # please contact NEW MEXICO TAXATION AND REVENUE DEPARTMENT at Physical Address El Paseo, Building 2, Las Cruces, NM You can also register online at tap.state.nm.us. If no CRS # is obtained by fair, New Mexico Taxation and Revenue Department may ask you to shut down your booth if they decide to check vendors. Vendor License It is the vendors responsibility to get a business license from Dona Ana County prior to the fair. To obtain a license or for any questions contact the County Clerk's Office at You can go to the fairs web site at to obtain the application or to County Clerks Office at or the direct link is default/files/pages/vendorregistration.pdf to download the applicaiton. After filling out the application, Community Development Department will then have to sign off on application. If you have any questions, please call at them at Food Handlers Permit All food vendors must meet health requirements to obtain a food license. You can obtain a license through the New Mexico State Environmental Department. Please contact them directly if you have any questions at Get more information at Also, the application is on the fair web site under Temporary Food Service Permit.

8 Propane Tanks The purpose of the the New Mexico Regulation and Licensing Department is to provide protection of life and property. Please see the Southern New Mexico State Fair & Rodeo website to download the rules and regulations of LP Gas. If vendor does not have access to fair website and would like a copy, contact fair office at to have a copy ed or mailed. Please also see Fire Safety Guidelines on website to obtain additional important information on propane tanks. Fire Safety It is important to know the guidlines for fire safety. Listed below are just a few important guidelines for fire safety. For detailed information, download and print the Fire & Emergency Service guidelines from fairs website. If not able to go on fairs website and want a copy, contact fair office at If you have more questions on the guidelines, contact Arturo Fire Safety-Outside Food Vendors Smokers or grills must be 10 ft away from any building (Special Events Building) and 5 ft from the tent. Main Street-Smokers or grills cannot be directly under a tree. They must be 5 ft from under a tree. Vendors that are not next to the special events building, must keep grills, smokers, etc... 3 ft from tent. Electric plates must be 3 ft from netting No fryers on tarps

9 Vendor Fair Hours Special Events Building Friday 1:00 p.m. to 10:00 p.m. Saturday 10:00 a.m.to 10:00 p.m. Sunday 10:00 a.m.- 6:00 p.m. Outdoor Vendors Wednesday-Thursday 9:00 p.m. 10:00 p.m. Friday-Saturday 9:00 a.m. to Midnight Sunday 9:00 a.m. to 6:00 p.m. *The Southern New Mexico State Fair Board and Staff have the right to remove any vendor from the grounds at any time.* I have read the fire safety guidelines on fair website. Signature Date I, agree to the above rules and guidelines provided in this document. (If document is not signed you will not be accepted as vendor.) Signature Date

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