Hamilton County

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Be a vendor at the Hamilton County 4-H Fair

March 5, 2020
young 4-H'er

Food Court Contract - non profit only

Dear Exhibitor,

The Hamilton County 4-H Fair is scheduled for July 16 - 20, 2020; (Auction July 21, 2020). 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. 

Reservations and rental fees are now being taken for commercial display space at the 2020 Hamilton County 4-H Fair, July 16 - 20, 2020. If the same location is desired, preference will be given to 2019 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 Hamilton County 4-H Council reserves the right to assign commercial spaces. No contract will be accepted after July 10, 2020.

IMPORTANT INFORMATION - Commercial exhibitors need to furnish their own table, chairs, etc. to use in their space.  If a location  is needed to hang a banner, please request an outside perimeter 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 purchased space is located in a corner or along the perimeter of the tent.  No animals may be displayed 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 assign 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


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 can be rented to another renter before 8:00 a.m. on Friday, July 10, 2020. 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  - 7:00 p.m.
Monday, July 20 12:00 noon - 7:00 p.m. (Food Vendors)

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 also have the option to be open on Tuesday, July 21, for the Livestock Auction from 4:00 – 9:00 p.m.

Commercial exhibitors may set up their display on Wednesday, July 15 between the hours of 8:00 a.m. and 6:00 p.m. or Thursday, July 16, before 10:00 a.m.  ALL DISPLAYS MAY BE REMOVED FROM THE TENT ON MONDAY, JULY 20 between the hours of 8:00 a.m. and 12:00 p.m. Electrical wiring will be removed from the large tent 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, 2020 or equipment will be towed at owner’s expense. There will be no further notification 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 10:00 a.m. on Monday, July 20, 2020 in the commercial area ONLY.

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 Certificate of Insurance before July 10. 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 requesting 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, 2020 in order to forward requests to the electrician.  Any requests received after that date will be assessed 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 Fairgrounds Electrician. 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 2020 Hamilton County 4-H Fair will be very successful for you.

The Hamilton County 4-H Council is under the legal authority of the Director of Extension at Purdue University.

It is the policy of the Purdue University Cooperative Extension Service that all persons have equal opportunity and access to its educational programs, services, activities, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or status as a veteran. Purdue University is an Affirmative Action institution. This material may be available in alternative formats.






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