July 21-26, 2015 Carroll County Fair Phone: 330-627-2300 Fax: 330-627-0043 Vendor Rules, Procedures and Regulations NOTICE TO ALL VENDORS: By signing the 2015 Carroll County Fair Contract, you are hereby acknowledging that you have read and agree to all stated rules and regulations of the Carroll County Fair. Violation of or non-compliance with these rules may result in your immediate removal from the fair grounds. Such removal may result in your inability to return in future years. Please read carefully.
1. GENERAL. All rules and regulations referred to herein are made part of the conditions under which permits are granted for concessions and privileges. The Carroll County Agricultural Society will herein further be recognized as the Management and concessionaires will be recognized as Concessionaires. a. The Management reserves the right to interpret, amend or add to same. b. The Management reserves the right to limit the number of concessions and/or add others. c. The Management requires the posting of goods or materials for sale and the price in letter and figures not less than three-fourths (3/4) of one (1) inch high. d. The Management reserves the right to cancel concession permit, upon receipt of notice from any other Fair, that the exhibitor or Concessionaire has been suspended or expelled for violation of contract or rules and/or non-payment of rental space. e. No person shall be permitted to make solicitations of any nature on the Fairgrounds except in contracted concession or commercial rented spaces. No person will be permitted to post or display signs, distribute handbills or advertise material, sell or distribute free, any merchandise, except persons under contract. f. Persons violating these general or special rules will forfeit all privileges and be subject to such penalty as the Management may impose. 2. DEFAULT. If Concessionaire is non-compliant with any section of this contract, or fails to adhere to the standards or supervisory directions established by the Carroll County Fair, Management shall notify Concessionaire of such non-compliance or failure and Concessionaire shall be given a specific time to remedy such non-compliance or failure, which may require immediate action if the Fair is in, or about to begin, production. In the event that the Concessionaire does not remedy such conditions in the time indicated in the notice, the Fair may terminate this contract, expel the Concessionaire from the location and offer to rent the location to another Concessionaire without any further liability or obligation to Concessionaire. a. Upon acceptance of contract, there will be NO REFUNDS of exhibit fess/deposits after June 1 st. Deposit check for accepted contracts will be deposited immediately into our bank account. 3. INSURANCE. All Concessionaires are required to carry liability insurance in the amount of $1,000,000.00 for bodily injury and/or property damage claims. A certificate of insurance must be on file with Management before setting up, with Carroll County Fair named as additional insured, when checking in, with our physical address of: 160 Kensington Rd. NE, Carrollton, Ohio 44615. You may purchase said insurance coverage at minimal cost from the Society s insurance company on day of set-up or prior to by contacting Management in the Fair Board Office. a. The Concessionaire accepts full responsibility for the conduct of business and to conform to the laws of the State of Ohio, the rules and regulations of the Department of Agriculture and the rules and regulations of the Carroll County Agricultural Society. A copy is available at our website: www.carrollcountyohio.com/fair or in the Concession office. b. The Carroll County Agricultural Society assumes no responsibility or any property stored or placed on the premises of the Concessionaire and such property is stored or placed at the Concessionaire s risk and the Concessionaire agrees to save the Society harmless from liability because of any loss or damage to such property resulting from any cause whatsoever. c. The Concessionaire agrees to save the Society harmless from any liability arising from accident or injuries by the Concessionaire, his agents, employees, or patrons visiting the premises during the occupancy of the premises by the Concessionaire. 4. LIABILITY. The Management is not responsible for any damage done by the holder of a concession permit, or by his, her, or its employees or agents, to any person or property. Concessionaires shall save the Society harmless and waiver their right to subrogate against the Society.
a. The Carroll County Fair shall not be responsible for any loss or damage suffered by anyone or his employees or guests from any act of theft, vandalism, or accidental injury. 5. Fraud and Misrepresentation. Each Concessionaire is expected to deal honestly and fairly with the public and his/her employees. Any attempted fraud or misrepresentation will be considered sufficient cause for immediately revoking the contract and removing the Concessionaire from the premises. 6. Appearance. Concessionaires and their employees should be clean and neat in appearance and dressed appropriately. Concession and exhibit space must be neat and attractive in appearance; temporary structures and trailers must be freshly painted and in good repair. All space, inside and outside, must be improved and decorated by Concessionaires at their own expense. Signs listing prices of all items to be sold should be professionally painted, be in good condition, legible, and displayed at all times. No cardboard. Space in buildings must be completed and decorated by 8:00 AM, the opening day of the Fair. Concessionaires are to keep the grounds and buildings clean at all times during the Fair or other event by picking up litter around their concession, and at night by raking or sweeping refuse around their concession to the edge of the midway or aisle (if in a building). This should be done by 11:00 PM, or after closing each night to facilitate the work of the night clean-up crews. 7. Exhibit Space and Placement. One gate pass (admits one (1) driver and one (1) vehicle) will be given for every ten (10) foot frontage bought. Worker passes can be purchased in the Management s office for $2.00 per worker, per day (example: 3 workers for 5 days: [3 x $2 = $6] then [5 x $6 = $30] total $30.00). Smoking is not allowed in any building or tent. The Carroll County Fair will prepare the layout of booths, assign places and reserves the right to change the layout as necessary. The Fair Board s Concession Manager has the right to make final determination of all space assignments in the best interest of the total Fair, regardless of decisions made in previous years. Requests for space locations are not fully guaranteed; however, Management will do its best to cooperate with Concessionaires. a. Utility Rates will be an initial fee of $30.00 minimum (20 amps). There will be an additional charge of $1.50 per amp if exceeding the minimum. The Fair Electrician will do a load check during the Fair to confirm. b. Outdoor Food Concessions will be charged an initial fee of $250.00 minimum. There will be an additional charge of $30.00 per foot over ten (10) feet. A deposit of 50% is required to be sent with this contract by May 1 st. A $50.00 late fee will be charged for contracts and deposits received after May 1 st. In the event of cancellation, the deposit will be refunded if notice is received prior to June 1 st. Final payment is required the day of set-up. A late fee of $50.00 will be charged if final payment if not paid the day of set-up. c. Outdoor Non-Food Concessions will be charged an initial fee of $200.00 minimum. There will be an additional charge of $25.00 per foot over ten (10) feet. A deposit of 50% is required to be sent with this contract by May 1 st. A $50.00 late fee will be charged for contracts and deposits received after May 1 st. In the event of cancellation, the deposit will be refunded if notice is received prior to June 1 st. Final payment is required the day of set-up. A late fee of $50.00 will be charged if final payment if not paid the day of set-up. d. Outdoor Equipment Spaces will be charged an initial fee of $100.00 minimum for a 10 foot frontage space. A deposit of 50% is required to be sent with this contract by May 1 st. A $50.00 late fee will be charged for contracts and deposits received after May 1 st. In the event of cancellation, the deposit will be refunded if notice is received prior to June 1 st. Final payment is required the day of set-up. A late fee of $50.00 will be charged if final payment if not paid the day of set-up. 8. Stock Vehicles and Camper Spaces. Stock vehicles will be a $30.00 charge, plus utility rates mentioned above. Camper spaces will be charged $135.00 which includes electric and water as available, as well as a dumping station. Campers must not be hooked-up to the utilities prior to the Saturday before the Fair. If
failure to do so, an additional fee will be assessed. Trailers and trucks are to be located in parking area provided by the Management (unless written consent is secured). Each camper, trailer and truck must have a responsible adult in charge. Campers, trailers and trucks are not permitted to move onto the fairgrounds before Saturday preceding the Fair, and will be parked in assigned or designated location. Permit must show all information requested and be in sight at all times. Permits are required for all trailers and trucks used for supplies or sleeping quarters. All campground problems and/or complaints will be handled by the Fair Board s Concession Manager. Air conditioning is not allowed. 9. Fire Protection. All Concessionaires shall have fire extinguishers and are urged to use every precaution to prevent a fire. Fire extinguishers (Class C/3 lb. powder) should be provided on all electric motors. Tents and materials used for decorations must be of fire preventative materials. Tents must be marked when last fire-proofed. Fire lanes shall be maintained in all areas of fairgrounds. Areas around fire hydrants shall be kept free of obstructions. Smoking will not be permitted in buildings or barns. Concessionaires must maintain good housekeeping practices by removing waste materials from their space. 10. Gasoline and Fuel. Only approved type metal safety cans shall be used for gasoline. All engines shall be shut off before refueling operation. 11. Refuse Barrels. During the day refuse will be picked up by refuse crews as needed. Boxes are to be broken down flat. Please inform refuse crew if you have additional refuse behind your concession. All refuse should be placed in trash containers by 11:00 PM, or after closing to facilitate night clean-up. Management reserves the right to distribute, place and/or move any and all trash containers. Do not use your own containers for disposal of grease. Do not put grease in garbage barrels check with Fair Office for location to dispose of grease. If grease is left behind after departure from the Fair, an additional fee will be assessed. Improper disposal of grease or other waste products may be cause for denial of future contracts. All vendors are responsible for the clean-up of their booth space each day. 12. Electricity/Electric Wiring Underground. No digging or pounding unless approved by Fair Electrician. Concessionaire requiring more than 100-amp. service must secure approval before moving on the grounds. Concessionaires must take care of wiring their own concession and must furnish their own service wire. When wiring is completed, Concessionaire should contact the Fair Office or Fair Electrician for hook-up. All bulbs must be 12 inches away from canvas. All permanent wiring should be checked by a competent electrician and repaired or replaced to conform to the National Electric Code. This includes replacement of plug-type fuses with controlled size, time-delay type fuses, or similar protection aimed at preventing wire overload and must comply with all sections of the National Electric Code. This is at the Concessionaire s expense. Temporary wiring should follow requirements of the National Electric Code for such installations. This emphasizes the types of conductors and fixtures which may be used, overload protections, and protection against physical damage. Article 525 in the National Electric Code must be adhered to. All 120 volt service must have 3-conductor wire. All 240 volt service must have 4-conductor wire. Each Concessionaire must install own ground for electric box. All refrigerators, freezers, sno-cone/ ice machines, etc. that are outside the stand must have a ground wire bonded to machine from concession. Where drop boxes are furnished by Management, Concessionaires must provide own supply line to same. All electric service will be shut off by 8:00 AM the day after the fair. There will be no exceptions. 13. Gas. Bottled gas is preferred for hot water heaters and wherever else possible. Installation must meet requirements of Fire Protection Authorities. All L.P. gas tanks shall be fastened in place by using a 7 fence post and chain per bottle with chain suitable to hold the tank. No cylinders, empty or full, shall be kept inside any tent or building. No rubber tubing shall be used, only solid copper tubing for L.P. gas. Hoods to protect valves and regulators of all cylinders in use shall be provided by Concessionaires. 14. Conditions. Management shall not be responsible for damages sustained by Concessionaires from utility failures. Management does not guarantee the profitability of the concession spot. Management assumes
no responsibility for accidents to any person, property, or loss or damages by theft, fire, water, wind, storm or acts of third party or for any other causes; and all Concessionaires, exhibitors and their agents agree to abide by all rules and regulations of the Management and to indemnify the Carroll County Agricultural Society and its directors, officers, employees and volunteers thereto. The violation of any of the above mentioned conditions by the holder of a concession or privilege permit, or by his, her or its agents or employees shall annul the permit and the Management shall have the right to exclude the offender from the grounds and to take charge of the space occupied. All money paid for the privilege of the offending Concessionaire shall be forfeited to Management, which may take charge of all property used in or about the business of the Concessionaires and sell same, and apply the proceeds to payments of any sums due to the Management for the privilege. 15. Laws. Concessionaires must comply with Federal, State, County, and the Society s Laws and Regulations. Concessionaires are required to carry Ohio State Workmen s Compensation for their employees, if any pay is given to those employees. Food concessions must meet requirements of Board of Health, or be rejected. A copy of these requirements can be obtained from Carroll County Health Department 301 Moody Avenue SW, Carrollton, Ohio 44615. The State of Ohio requires a State Food Service License for every food service concession. A representative of the Carroll County Health Department will be on the fairgrounds prior to, and during the fair, to handle the licensing and inspection of food concessions. Concessionaires who come to the Carroll County Fair with a current license as a mobile operation will not have to obtain another license. However, this mobile license will only be honored if the particular concession meets with sanitation and facility requirements. The State also requires a license for operating shows, amusements, games, devices, or sale of novelties by auction or solicitation. This license is issued by the Director of Agriculture. Contact for space is contingent upon the issuance of a concession license by the Director of Agriculture. Write for an application to the Division of Foods, Dairies, and Drugs 8995 East Main St., Reynoldsburg, Ohio 43068. No person shall be allowed to show outside the fairgrounds on the public highway, any curiosity for pay, or set-up for profit any ride or refreshment stand of any kind, within the distance described by law and under penalty of the law. 16. Backflow Prevention. Beginning at the 2003 Carroll County Fair as required by Village ordinance number 921.03, all concession stands, campers, out buildings or anyone making a temporary connection to the Village water supply must meet the following requirements: a. An ASSE 1024 Dual Check Backflow Preventer, available at most hardware stores. As minimum protection where connection is made to supply water. b. An ASSE 1022 Carbonated Beverage Backflow Preventer between all carbonators and copper plumbing supply lines. (Check with your beverage supplier or hardware store). Any person not in compliance during Fair inspections will be disconnected from Village Water Supply until a Backflow Preventer is purchased and installed. 17. Miscellaneous. Concessionaires are cautioned to determine and reserve the number of feet they will occupy, including trailer hitches, extensions, doors, and at least 3 for tent stakes. The regular charge will be made for this space. Minimum space to be reserved is 10 feet. Utility hook-up prior to the first day of the Fair will result in additional utility charges. When any Concessionaire sells his/her business, it does not necessarily guarantee the new owner the same contract privileges or location for future business. All vehicles must enter at the gate indicated by Management and park in the area designated; otherwise, they will be towed away at the expense of the owner. Exhibition buildings will open at 11:00 AM and remain open until 11:00 PM. The use of space on the grounds or in the buildings is limited to the duration of the Fair or other contracted event and must be vacated within 5 days after closing date of Fair or other event; otherwise, concession will be towed away at the expense of the owner. The owner of the concession must be the person to whom the contract is written. Any variations will result in the voiding of said contract and immediate removal of the trailer or stand. All piping and connections shall be tested
and checked before use. All installations at cooking or eating establishments shall have at least one fire extinguisher, having a minimum rating of 8-b.c. Ratings shall be in accordance with NFPA No. 10. 18. Prohibited. Concessionaires are NOT permitted to: a. Sell or use laser pointers b. Sell silly string and hair paint c. Sell fireworks, bang caps, snaps, fart bombs, or stink bombs d. Use power tools for digging all poles must be dug by hand e. Stretch or sell stretched glass bottles f. Empty waste water in any place on grounds, except in sewers. Disposing anything other than water in sewers will result in eviction without compensation g. Make hearing tests h. Sell bullwhips, squirt guns, or toy guns of any kind i. Sell or display pins, badges, sweaters or posters with obscene decorations or anything of obscene nature j. Sell or have available for prizes nude pin-ups or pictures or partial nudity of any kind k. Sell items or carry on business other than indicated on contract l. Use misleading information to secure names for leads to have drawings without written consent of Management. If approved, a list of prizes and winners must be furnished to Concession Manager m. Set-up concession until location has been approved by Concession Manager. Setting beyond designated lines will result in forfeiture of space n. Transfer/sublet any part of space assigned, or move to another location without written consent from Concession Manager o. Have concession without a responsible adult in charge at all times this includes truck/vehicle p. Under-charge or over-charge prices must be reasonable and signs showing prices of items for sale must be displayed at all times q. Use noisy instruments for the purpose of attracting attention. Public address systems may be used only with the written consent of Management and abuse of the privilege will result in its forfeiture. r. Make deliveries on midways after 11:00 AM or before 11:00 PM, except in case of emergency and written consent of Management s. Put advertising of any kind on any building, tree or pole t. Sell or advertise by roaming u. Distribute handbills or other advertising, except in or on rented space v. Bring intoxicating beverages of any kind on fairgrounds w. Practice extortion of any kind x. Promote gambling or raffles for either money or goods y. Take glass bottles into Grandstands z. Hawk ware in Grandstands during performances or shows breaks/intermissions are acceptable aa. Use any type of coin operated machine without written consent of Management bb. Start tearing down concession before 11:00 PM on last night of the Fair cc. Ride bicycles, motorcycles, motor scooters or carts on grounds. Dogs must be kept on leashes and are not permitted on midways at any time dd. Speed limit on all fairground roads shall not be over 5 MPH during the Fair and 10 MPH at other times