Be a vendor at the Hamilton County 4-H Fair
Animals at the county fair.

Dear Exhibitor,

The Hamilton County 4-H Fair is scheduled for July 16-21, 2015. The Hamilton County Exhibition Center will be the location for many Extension and 4-H events and activities. The 4-H Fair Office is also located in this facility.

The Commercial Tent will be south of the Hamilton County Exhibition Center.

Outside exhibitors (farm equipment, cars, etc.) will be east of the Commercial Tent.

The Food Court will be in the grassy area south of the Winks Building and west of the Annex Building and Exhibition Center.

The Antique Tractor display area will be southeast of the Commercial Tent.

There will be an access road which can be used to drive to the display area(s) for un-loading and/or loading only. There will be no parking in this area.

Disabled/handicap parking will be located on the east side of the Annex Building and Exhibition Center in the main parking lot.

All other parking will be in the grassy area on the south side of the 4-H Fairgrounds.

The Commercial Tent Committee and the 4-H Council are interested in your comments and concerns. It is always their primary purpose to improve and promote the 4-H program for the youth of Hamilton County.

Reservations and rental fees are now being taken for commercial display space at the 2015 Hamilton County 4-H Fair,
July 16-21, 2015. If you returned the 2014 Commercial Exhibi-tors Suggestions/Comments form after last year's 4-H Fair, the location of the space(s) re-served for you is indicated on the enclosed diagram. Preference will be given to 2014 Com-mercial Exhibitors who return their application and rental fee by April 15. After April 15, spaces will be assigned on the basis of first contract returned and so forth. The 4-H Council reserves the right to assign commercial spaces. No contract will be accepted after July 8, 2015.

IMPORTANT INFORMATION

- Commercial exhibitors need to furnish their own table, chairs, etc. to use in their space. Also, the Hamilton County 4-H Council, Inc. has adopted a policy that no knives, firearms, combustible materials, drug or alcohol products/advertisements, spray string, noise makers or balloons may be used as part of a display, given away and/or sold at the Hamilton County 4-H Fair.

COMMERCIAL TENT

spaces are approximately 10' wide and 12' deep at $190.00 per space. Small lawn and garden equipment may be displayed in the commercial tent if the pur-chased space is located in a corner or along the perimeter of the tent. No animals may be dis-played in the commercial tent. No ready-to-consume foods are to be sold in the commercial area.

OUTSIDE DISPLAY AREAS (Not Food Court) The Commercial Tent Committee will as-sign locations in the commercial area based on the size and set-up of the display.

Fees are determined by size of area reserved. The fees and area sizes are as follows:

20' x 20' - $180.00

20' x 30' - $195.00

30' x 40' - $220.00

40’ x 40’ - $230.00

40' x 50' - $255.00

FOOD COURT

4-H/Extension related group 20’ x 20’ - $180.00

Non 4-H/Extension related group 20’ x 20’ - $285.00

CANCELLATION CLAUSE

- If you cancel your rental, your rental fee will be refunded only if your space(s) can be rented to another renter before 8:00 a.m. on Wednesday, July 8, 2015. Otherwise, your fee will not be refunded.

MINIMUM RECOMMENDED HOURS

The 4-H Council requests that commercial areas be staffed during the following hours:

        Thursday, July 16 10:00 a.m. - 9:30 p.m.

        Friday, July 17 10:00 a.m. - 9:30 p.m.

        Saturday, July 18 10:00 a.m. - 9:30 p.m.

        Sunday, July 19 12:00 noon - 8:30 p.m.

Food Court Vendors have the option to arrive earlier and stay later each day. Food court vendors have the option to open on Wednesday, July 15, for livestock check-in and various pre-fair activities. Suggested hours would be 12:00 noon to 8:00 p.m. Food Court vendors are also requested to remain open on Monday, July 20 from 12:00 noon - 7:00 p.m. and Tuesday, July 21, for the Livestock Auction. Suggested hours would be 4:00 – 9:00 p.m.

Commercial exhibitors should set up their display on Wednesday July 15 before 6 p.m. or Thursday, July 16, before 10:00 a.m. ALL DISPLAYS MUST BE REMOVED FROM THE TENT BY 10:00 A.M. ON TUESDAY, JULY 21, 2015. Electrical wiring will be removed on Tuesday, July 21 and the tents will be taken down on Wednesday, July 22. All vendors will clear the 4-H Fairgrounds of all trailers, machinery, equipment, etc. by Sunday, July 26, 2015 or equipment will be towed at owner’s expense. There will be no further notifi-cation of these dates and times to remove your display.

SECURITY will be provided from 6:00 p.m. to 10:00 a.m. every day, beginning July 15. Security on Sunday, July 19 will be provided until 12:00 noon. Security will end at 12:00 p.m. on Monday, July 20, 2015 in the commercial area ONLY.     and at 10:00 a.m. Tuesday, July 21, 2015.

INSURANCE
Exhibitors assume liability for any loss arising from your activities in the Commercial Tent and/or Outside Display Areas, and will indemnify the Hamilton County 4-H Council, Inc. from any liability for such loss. Each exhibitor must have a CERTIFICATE OF INSURANCE on file with the Hamilton County 4-H Council, Inc. - THERE WILL BE NO EXCEPTIONS.

The certificate should show Comprehensive General Liability coverage, including products, with the following limits:

        Bodily Injury Per Person $100,000

        Per Occurrence $300,000

        Property Damage $ 50,000

Generally, there is no cost involved in obtaining a Certificate of Insurance. Homeowners insurance may not cover craft items or in home businesses but a rider could be added to the policy. Please contact your insurance company and ask them to send the 4-H Council a Certif-icate of Insurance before July 1st. You will not be allowed to set up your display unless the Certificate of Insurance is on file. The Hamilton County 4-H Council, Inc. will not be responsible for lost, stolen or damaged property and will not assume any liability or responsibility for any display or part of a display in the Commercial Tent.

ELECTRICITY
Each commercial display area will have access to one 110 volt electrical outlet with 500 watts (4.5 amps). Any other voltage and/or higher amps needed above this basic service will require extra wiring by the 4-H Fairgrounds electrician. The vendor request-ing the additional service must pay a charge of $30.00 for each additional circuit installed. The Commercial Tent Committee will need to know of these extra service requests by July 3, 2015 in order to forward requests to the electrician. Any requests received after that date will be as-sessed a $15.00 late fee in addition to the regular charge. No squirrel cage furnace fans will be allowed. Exhibitors will need to furnish their own extension cords (unless it is over 50 ft. to the outlet source).

All receptacles are ground fault protected to comply with National and local electrical codes. All appliances/equipment must have 3-wire grounded cord and may be inspected by the 4-H Grounds Electrician at the option of the Commercial Tent Committee. If any appliance/equipment causes the circuit to be interrupted repeatedly, the vendor will be asked to repair, replace or remove that piece of equipment.

Call the Extension Office (317 776-0854) and ask for Bernie if you have questions. The 4-H Council hopes the 2015 Hamilton County 4-H Fair will be very successful for you.

 

By Bernie Huber, Program Assistant
The Educational Store