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Service Vendor Manual

2018 SERVICE VENDOR MANUAL

IMPORTANT PHONE NUMBERS

State Fair Office – MAIN LINE (620) 669-3600

Commercial Exhibits Fax: (620) 669-3617 or (620) 669-3640 (Alternate)

COMMERCIAL EXHIBITS DEPARTMENT CONTACT INFORMATION

Sue Stoecklein, Commercial Exhibits DirectorJanene Starks, Commercial Exhibits Assistant

Phone: (620)669-3612 Phone: (620)669-3606

Email: sue.stoecklein@ks.gov Email: janene.k.starks@ks.gov

Note: Please contact our department with any questions you may have regarding the following guidelines. The Commercial Exhibits Department numbers are manned all year. Other numbers listed are for use during the duration of the Fair only.

IMPORTANT REMINDER DUE DATES

  • December 15-1st half payment is due
  • December 22-Late Fees applied
  • May 15- 2nd half payment & signed contract is due
  • May 22-Late Fees applied to past due 2nd payments
  • August 1-Final date to receive WRITTEN NOTICE of contract cancellation. Any after this date will not receive a refund.
  • August 20- Credential pickup begins if we have your COI on file
  • August 24-Outside Exhibitors begin display set up
  • September 1-Fair Office is open 8am-5pm
  • September 2-Fair Office is closed
  • September 3-Inside exhibitors may begin setting up booth spaces. Exhibit buildings are open from 8am-5pm.
  • September 4 & 6- Exhibit buildings open from 8am-9pm for set up
  • September 7 thru 16- 2018 Kansas State Fair
  • September 17 thru 22-Fair Office open 8am-5pm
  • September 20-Inside Exhibitor displays/booths should be completely removed from buildings
  • September 22- Outside Exhibitor displays/booths should be completely removed from Fair grounds.

VENDOR GUIDELINES & GENERAL INFORMATION

THESE GUIDELINES ARE A BINDING PART OF YOUR VENDOR CONTRACT WITH THE KANSAS STATE FAIR.

The Kansas State Fair is hereafter referred to as the “State Fair” and the Service Vendor is hereafter referred to as the “Vendor”.

Vendor Contract is subject to cancellation if payments are not made and signed contract is not returned by dates shown. See CONTRACT CANCELLATION AND REFUND POLICY in these Guidelines.

The State Fair reserves the right of final approval for all products or services to be rendered, before and during the Kansas State Fair.

ADMINISTRATION OFFICE

The Administration Office is located just off 20th and Poplar Street, north of Gate #1. The following departments are located in this building: Commercial Exhibits, Livestock Competitions, Traditional & Creative Competitions, Finance, Special Events/Facility Rental, Education, Marketing and Sponsorship. Also located in this building are the Bank/Cashier, First Aid, Highway Patrol and the Ticket Office. Office hours during the Fair are 8:00 am to 8:00 pm, except when otherwise noted.

COMMERCIAL EXHIBITS DEPARTMENT

The Commercial Exhibits Department handles requests for all information regarding commercial exhibit space. Service Vendors may also purchase additional season gate passes and individual participant tickets at the advanced price until August 15.

HIGHWAY PATROL

Fair Hours: Open 24 hours a day throughout the Fair.

Highway Patrol Office is located inside the southwest entrance of the Administration Building. Highway Patrol personnel are responsible for Fairgrounds security, lost and found items, as well as lost children and adults. All emergency situations are handled through the Highway Patrol Office. All emergency calls for incidents which occur on the Fairgrounds should be made through the Highway Patrol at (620)669-3627. If you are unable to remember the Highway Patrol’s number or it’s busy you should call 911 for immediate assistance.

ADMISSIONS

A gate admission ticket is required starting at 11:00 am on Friday, September 7. No one is allowed on the Fairgrounds without an admission ticket after 11:00 am on the first Friday. No gate admission ticket is required after 9:00 pm, the first Friday through last Saturday, and after 6:00 pm on the final Sunday. Duplication, alteration or use of previous years State Fair tickets and/or parking hangtags is strictly prohibited. This offense will be turned over to the authorities, and is considered as just cause for cancellation of contract.

Individual Participant Admission Tickets

These tickets are for the exclusive use of employees who work for a Vendor during the State Fair. Tickets are not to be resold, used as part of a promotion, or given to any person who is not an employee needed to help provide your service on the Fairgrounds. Any usage, other than for admission to work, is considered a violation of this Vendor Contract. If a Vendor is interested in purchasing tickets for promotional purposes, please contact the Fair Ticket Office and ask about the Corporate Purchasing Program.

Additional Individual Participant Tickets

Additional individual participant tickets can be purchased in advance for $3 each, if request and payment are postmarked by August 15. After August 15, the individual participant tickets will be $7 each at Dillons Stores throughout Kansas or from the Kansas State Fair Ticket Office through Thursday, September 6. Additional tickets may also be purchased at the Kansas State Fair Ticket Office. Their hours are:

  • September 7, 2018 -September 16, 2018 8:00 am to 8:00 pm

Beginning Friday, September 7thtickets may also be purchased at every gate for $10.00 each.

A Vendor may use the form provided online or from Commercial Exhibits Office, to purchase additional season gate tickets and/or individual participant tickets.

AMERICANS WITH DISABILITIES ACT (ADA)

The Americans With Disabilities Act (ADA) makes it illegal to discriminate against anyone because of a physical or mental impairment. It is the responsibility of each Exhibitor and their employees to adhere to the requirements of the ADA.

  • The Kansas State Fair insists that all guests shall be treated in an equal and courteous manner so that they may participate in the fun and enjoyment the Fair offers, while ensuring a safe and enjoyable experience for all.

Should additional accommodations be required, please contact the Fair at (620)669-3600, or in writing to Kansas State Fair, 2000 N. Poplar St., Hutchinson, KS 67502 at least five (5) working days in advance so we may better assist you.

CAMPGROUND (RV PARK)

If you have not prepaid for your RV Park reservation with the Facility Rental Director, you will need to see about the possibility of getting in the RV Park by calling the Facility Rental Department at (620)669-3608. You may also visit our website at www.kansasstatefair.com to obtain the RV Park Reservation form. The RV Park fills up early, so please contact the Facility Rental Department as soon as possible if you would like to make a reservation for the fair period. The following RV Park rates apply:

RV PARK CAMPING RATES

Full Fair Rate (09/06/18 thru 09/18/18 at 10:00 am) $450.00

(Includes full hookups and gate admission for up to 2 people)

Additional days:

  • 09/06/18 $38.00 per day
  • Before 09/05/18 and/or after 09/20/20 $30.00 per day

If you are unable to honor your reservation, please request any refunds before August 15th to guarantee you receive a full refund. Any requests received between August 15th and September 1st, will have a $75.00 handling fee deducted. No refunds will be issued after September 1st.

Additional dry camping space is also available, beginning at 1:00 p.m. on Wednesday prior to the Fair, public parking Lots “A” (northwest of RV Park, entrance at 27th & Plum) and “B” (northeast of RV Park, north of State Fair Road) and in Public Parking Lot “C” (east of Plum Street, enter at 20th and Plum). Dump sites are also provided east of Plum Street. No open fires are allowed on any campsite or on the Fairgrounds. For more information, please contact the Facility Rental/Special Events Department at (620)669-3608.

CHANGE OF ADDRESS/CONTACT PERSON

If there is a change in address or contact person, please notify the Kansas State Fair by November 1, each year, to assure receipt of your contract for the upcoming Fair.

CHECKS

If for any reason a payment check is returned by the designated bank; the replacement funds will be a certified check, money order, cashier's check or cash, in the amount of the payment, plus $30 to cover the returned check charge. Should a Vendor have questions regarding a returned check, he may call the Commercial Exhibits Director at (620)669-3612. Any future payment(s) must be made by the specified due date, and by money order, certified/ cashiers check, or by cash. If payment is not received by date specified, contract may be cancelled, and previous payments will be forfeited.

All checks returned will be allowed 7 days from date of notification to make the payment. If payment is not received after 7 days, and another notice is required, an additional $10 administrative fee will be added for a total of $40 on returned checks. The Vendor will then have 3 days after second notification to send payment, and if payment is not received, the Vendor contract will be cancelled. Any previous payments made will be forfeited.

CLEANLINESS & TRASH DISPOSAL

The Vendor's assigned area shall be kept neat and clean at all times. At the end of each day, the Vendor will clean assigned area and place trash in the receptacles provided.

It is expected all vacated area will be left clean and free of debris at the conclusion of the Fair.

CONTRACT CANCELLATION AND REFUND POLICY

A Contract may be cancelled for violation of any guideline in this Manual, State Statutes, or Laws, and may be cause for not inviting an Exhibitor to return the following year. If the violation is of a serious nature, this may be cause for immediate closure of the exhibit for the remainder of the Fair, forfeiture of all fees paid, and no renewal for the next year’s Fair.

If the Kansas State Fair does not receive the signed Contract (copy), required deposit, and a valid Certificate of Insurance by the due date specified on the Contract, or if the Contract balance has not been paid by the due date specified on the Contract, the Contract is subject to cancellation.

The Vendor must submit a request for cancellation of Contract and refund, in writing, at any point during the year. Any requests for a full refund must be date stamped or postmarked by July 15. A $100 Administrative Fee will be assessed on all refund requests made on or before July 15 and a refund will only be made if the Fair is able to resell the exhibit space to another Exhibitor/Vendor. Any cancellations made on or after July 16 until August 1 will only receive a refund equal to half of the contracted amount. Any late fees assessed will not be refunded.

Any Contract cancelled after August 1 each year, FOR ANY REASON, regardless of when Contract was issued, will not receive a refund of any monies paid on the Contract. No invitation will be issued for the next year's Fair.

The Kansas State Fair reserved the right to terminate this contract for cause which shall be if the Vendor materially violates any term or condition of this contract or if the Vendor undertakes any action that would create an undue embarrassment or adverse publicity to the Kansas State Fair or its reputation.

ELECTRICAL SERVICE

The State Fair does not assume responsibility or liability for electrical failures of any kind, nor for damage to equipment/property caused by drops or increases in power supply, low voltage or power surges and shall not be liable for loss of profits or revenue, loss of use of equipment, cost of capital, cost of temporary equipment (including additional expenses incurred in using electrical facilities), claims of customers of the Exhibitor, or for any special, indirect, or consequential damages due to interruption or fluctuation in service on the grounds.

Some outside areas at the Fair will require a 30 amp RV Adaptor in order to plug into a 110 Volt, 20 amp plug. These can be purchased from the Electrical Department upon your arrival or you can bring your own.

If more than 30 amps are required, please contact the Commercial Exhibits office. Service size will be determined by the size of the main disconnecting unit, and will be checked prior to hookup. If the type of electrical service needed is not available, all costs to bring service to a Vendor's location will be at the expense of the Vendor. The Vendor must provide proper size and approved cable (approximately 100'), to connect to any existing service outlet, or pay the electrician for any equipment/materials needed for the hookup. The electrician reserves the right to refuse to connect electrical service to equipment not considered safe. The wire sizes required for each size electrical service (in accordance with National Electrical Codes) are listed below:

If electrical service has not been used and is cancelled by August 1, the Vendor will receive a refund, less a $10 service charge. Electrical service cancelled after August 1 will not be refunded.

If electrical service was paid with the Vendor Contract, the Vendor should notify the Commercial Exhibits Department when ready for electrical hookup. The Commercial Exhibits Department will notify the Electrical Department to get you scheduled.

If more electricity is needed than is being provided, the Vendor will need to contact the Commercial Exhibits Department. If it is determined a Vendor is using more power than entitled to, thus causing power overloads in exhibit areas, said Vendor will be required to purchase additional electrical, as needed, for proper operation of equipment. The Commercial Exhibits Department will notify the Electrical Department to contact the Vendor regarding the additional service. If any additional costs are identified the Vendor will be responsible to pay these charges.

If electrical service is above the amount contracted for, charges for labor, equipment, and materials for the hookup of electrical service will be at the expense of the Vendor.

If electrical service is not included in your Vendor Contract, it can be added to a Vendor Contract until July 15. After this date, a Vendor should arrange for electrical hookup at the Commercial Exhibits Department upon arrival.

All wiring and materials, except those furnished or purchased by the Vendor, shall remain the property of the Fair. All electrical work done on the Kansas State Fairgrounds is at the expense of the Vendor and must be done by a bonded qualified contractor per the Kansas Department of Labor. All work must be done under the supervision of the Electrical Department of the Kansas State Fair.

Absolutely no one shall tamper with or change any electrical circuitry, general illumination, electric connection or installation in any State Fair building or area without the approval and supervision of the Electrical Department. Removal of a padlock on any Electrical Panel will result in a $50 fine to the Vendor.

If you require electrical service before the Tuesday after Labor Day, you must notify the Commercial Exhibits Department one week in advance to schedule hookup.

EMERGENCY PLAN

The Kansas State Fair has a written Emergency Plan with anticipated responses to a variety of crisis situations that could threaten the integrity, reputation or safety of the event or its attendees. An emergency may include, but is not limited to, accidents, animal welfare events, weather events, facility-based events, threats, and regional, state or national emergencies.

You are encouraged to monitor the events and make the appropriate plans to respond to the situation. You may be notified by Kansas State Fair staff, this includes Building Managers and Sector Managers, of the type of incident and either the potential response plan or the current response plan.

All media communication will only be handled through the office of the Kansas State Fair General Manager. Please see the following page for information on facilities and suggested safe areas during a declared emergency.

Below is the list of facilities that are acceptable emergency storm shelters:

BuildingSuggested Safe Area

  • 4-H Centennial Hall Restrooms
  • Administration Building Restrooms
  • Cottonwood Court Restrooms
  • Domestic Arts Restrooms
  • Eisenhower Restrooms
  • Encampment Restrooms and basement
  • Expo Center Restrooms and office area
  • Meadowlark Restrooms
  • Oz Gallery Restrooms
  • Prairie Pavilion Restrooms and meeting room
  • Pride of Kansas Restrooms
  • Rabbit/Poultry Barn Restrooms
  • Sheep/Swine/Goat Building Restrooms
  • Sunflower North Restrooms
  • Sunflower South Restrooms
  • Nex-Tech Wireless Grandstand Lower level

EMPLOYMENT OFFICE

An employment office will be located in the Eisenhower Building (to the west of the KWCH studio – entrance on the south side, first door under the red awning). For more information, please contact the Commercial Exhibits office at (620)669-3612.

EQUIPMENT REMOVAL

All equipment, structures, or other items must be removed by Friday, September 21. All equipment, structures, or other items not removed by this date may be moved to accommodate a non-fair event, beginning the week following the Fair. Approval must be obtained from the Commercial Exhibits Department to leave any equipment, structures, or other items beyond this date. A list should be supplied which includes the Company Name, location, and a description of the item(s) that are to remain, along with the pickup date. The description should include a brand and item name, color, etc.

Any cost incurred by the State Fair to restore the Vendor space to its pre-fair condition will be billed to the Vendor. The Fair is not responsible for any items/equipment that remains on the grounds after the above stated time, unless prior arrangements have been made.

FIRE PREVENTION STANDARDS

The following are BASIC RULES pertaining to all exhibits and Exhibitors at the Kansas State Fair. This brief outline does not, by any means, cover completely the rules and standards contained in the Kansas Fire Prevention Code. It does, however, provide the Exhibitor basic rules governing exhibits in all buildings open to the public.

Of primary concern with structures, large or small, is maintenance of exits and exit passageways. The Kansas State Fair building managers are responsible for a variety of concerns within particular buildings. They are responsible for maintaining the exit capacity. Exhibitors shall neither attempt nor permit expansion of an exhibit(s) and associated materials to obstruct, obscure, block, or complicate access to any exit location.

No display or exhibit shall be so installed or operated as to interfere in any way with access to any required exit or with visibility of any required exit or any required exit sign; nor shall any display block access to firefighting equipment or electrical panels. Access to exits also requires the ability of the occupants to move safely away from the building to an area of refuge a reasonable distance from the building.

Other safety related requirements include the following:

  • Fabrics and films used for decorative purposes, draperies, curtains, and other similar loosely hanging furnishings and decorations shall be flame resistant as demonstrated by passing both the small and large scale tests of NFPA 701, STANDARD METHODS OF FIRE TESTS FOR FLAME RESISTANT TEXTILES AND FILMS.
  • Any merchandise or material attached to drapes or table skirts must be noncombustible or possess a minimum flame spread rating. Display or use of straw or hay bales in a place of assembly occupancy is prohibited.
  • Exhibitors may not attach any equipment, advertisement, or decoration to fire sprinkler piping or sprinkler heads. This includes string, cords, wire, ribbon, or any type of tape.
  • All compressed gas cylinders, including but not limited to propane, CO2, helium, etc., shall be properly secured into a rack, as required for storage or use.
  • Prior to the opening day of the Fair, all Exhibitors/Food/Drink Concessionaires shall:
    • Secure all propane bottles and that proper regulators and coupling are installed, as required by LPG. The hose used to supply equipment must be marked for LPG usage and connections must be as required for propane usage. Propane bottles must not be “ganged”.
    • Flammable liquids, such as gasoline, must be stored in approved containers and amounts exceeding five (5) gallons will require the installation of a flammable liquids storage cabinet.
    • Cooking equipment placed under a vent hood extinguishing system must be realigned with the suppression equipment for proper extinguishment.
    • Any electrical work must be performed by a licensed electrician. Any electrical cords used in the operation of an Exhibitor’s booth space/concession must be properly sized, secured, and prepared for the use intended.
    • Any extension cord used outdoors must be for heavy duty use and appropriate for wet/damp locations. All concessionaires must use GFCI-protected extension cords.
  • Automotive vehicles and equipment may be displayed inside an exhibit building, if:
  • Combustible materials within exhibit booths shall be limited to a one-day supply. Storage of combustible materials behind the booth is prohibited.
  • All fuel tank openings shall be locked and sealed in an approved manner to prevent the escape of vapors.
  • There is no more than two (2) gallons of fuel in tank or the minimum required for positioning the vehicle.
  • Battery cables shall be disconnected and taped.
  • Fueling and de-fueling of vehicles shall be prohibited.
  • Vehicles shall not be moved during show hours.
  • The use of LP Gas cylinders is prohibited.
  • Compressed flammable gases, flammable or combustible liquids, hazardous chemicals or materials, Class II or greater lasers, blasting agents and explosives shall be prohibited within exhibit buildings.
  • SMOKING IS PROHIBITED within exhibit buildings.
  • The use of open flames, burning, or smoke emitting materials as part of a display must be approved in advance.
  • The use of welding and cutting equipment for demonstration purposes requires advance approval.
  • The use of compressed gas cylinders must be approved and the cylinders must be firmly secured in an upright position.
  • The use of ANY gas fired appliance must be approved and use of salamander stoves is strictly prohibited.
  • Electrical equipment must be installed, operated, and maintained in a manner which does not create a hazard to life or property.

Preventing Electrical Hazards

There are various ways of protecting from the hazards caused by electricity, including insulation, guarding, grounding, and electrical protective devices. People can significantly reduce electrical hazards by following some basic precautions:

  • Use safe work practices every time electrical equipment is used.
  • Inspect wiring of equipment before each use. Portable cord and plug connected equipment and flexible cord sets (extension cords) shall be visually inspected before use for external defects (such as loose parts, deformed and missing pins, or damage to outer jacket or insulation) and for evidence or possible internal damage (such as pinched or crushed outer jacket).
  • Replace damaged or frayed electrical cords IMMEDIATELY.
  • All electrical cords should have sufficient insulation to prevent direct contact with wires.
  • Any extension cord used outdoors must be for heavy duty use and appropriate for wet/damp locations. All concessionaires must use GFCI-protected extension cords.
  • Damaged cords should be taken out of service immediately, especially in wet environments.
  • Flexible cords must be grounded;
    • All extension cords must be 3-wire grounded. No 2-wire household cords will be permitted.
    • Do not alter cords; do not remove ground pin.
    • Adapters which interrupt the continuity of grounding may not be used. 3-2 Adapters are PROHIBITED.
  • Flexible cords and cables shall be protected from accidental damage. Sharp corners and projections shall be avoided.
  • Connecting attachment plugs: Your hands may not be wet. Wear insulating protective equipment if cord is wet.
  • LIMIT USE OF EXTENSION CORDS. Use only for temporary operations.
  • REPORT ALL GFCI (Ground Fault Circuit Interrupter) issues to Maintenance IMMEDIATELY. The purpose of the outlet is to trip in fault conditions. If the outlet tripped, it is safe to assume it tripped due to a fault in the equipment plugged into the outlet.
  • RELOCATABLE POWER TAPS (POWER STRIPS) ARE ONLY APPROVED FOR USE WITH COMPUTER PERIPHERALS AND/OR TV AND VIDEO PERIPHERALS.
  • Portable electric equipment. Cord and plug connected equipment – including extension cords:
    • Handling – portable equipment shall be handled in a manner which will not cause damage.
    • Equipment may not be used to raise/lower equipment
    • Equipment may not be fastened with staples or otherwise, hung. This could damage the outer jacket or insulation.
  • DO NOT BLOCK ELECTRICAL BREAKER BOXES OR FIRE EXTINGUISHERS. Sufficient access and working space shall be maintained about electrical equipment and fire extinguishers (36” clearance).
  • DO NOT OPEN ELECTRICAL BREAKER BOXES OR PANELS. CONTACT MAINTENANCE IF ACCESS IS NECESSARY. All electrical panels (breaker boxes and any other type of electrical panels) shall be closed at all times.
  • Minimize the potential for water or chemical spills on or near electrical equipment.
  • Live parts of electric equipment operating at 50 volts or more (i.e. electrical outlets) must be guarded against accidental contact.
  • An electrical box with pre-punctured knockouts shall not be used on a flexible cord for temporary wiring.
  • Only equipment with three-prong plugs should be used. The third prong provides a path to ground that helps prevent the buildup of voltages that may result in an electrical shock or spark. This does not guarantee that no one will receive a shock, be injured, or be killed. It will however, substantially reduce the possibility of such accidents, especially when used in combination with other safety measures.
  • Circuit protection devices are designed to automatically limit or shut off the flow of electricity in the event of a ground-fault, overload, or short circuit in the wiring system. Fuses, circuit breakers, and ground-fault circuit interrupters are three well-known examples of such devices. Fuses and circuit breakers prevent over-heating of wires and components that might otherwise create hazards for operators. They disconnect the circuit when it becomes overloaded. The ground-fault circuit interrupter, or GFCI, is designed to shutoff electric power if a ground fault is detected. The GFCI is particularly useful near sinks and wet locations.
  • Leave all required clearances for ADA access.
  • Maintain all fire exits and fire lanes.

These are basic rules with which every Exhibitor/Concessionaire/Service Vendor must comply before the scheduled opening of the Fair. For assistance, please contact the Commercial Exhibits Department.

If the Kansas State Fire Marshal notifies the Exhibitor and/or the Fair of unsafe materials or conditions in an Exhibitor's booth, then the same must be removed or corrected by the Exhibitor.

The Kansas State Fire Marshal Department Inspectors will have proper identification which shall be presented at the time of inspection. Inspectors will be in the buildings and on the grounds throughout the Fair to encourage and enforce the provisions of these rules and any other standard as set forth in the Kansas Fire Prevention Code. Routine inspections will be conducted on all facilities and exhibits during set-up operations as well as throughout the duration of the Fair. If necessary, follow-up inspections will be conducted and timely corrective action will be required. NOTE: ANY ISSUE OR CONDITION WHICH IS DEEMED "DISTINCTLY HAZARDOUS" WILL RESULT IN IMMEDIATE CORRECTIVE ACTION OR REMOVAL FROM THE FAIRGROUNDS.

If you have questions regarding these standards or other fire prevention regulations, please call the local Fire Marshal at or contact the Kansas State Fire Marshal by phone at (785)296-6472, or by mail at 800 SW Jackson, #104, Topeka, KS 66612-1216.

FORKLIFT SERVICES

Forklift services will be available for those Service Vendors who need assistance offloading materials/product beginning August 24 through September 6, during business days/hours only. Forklift services will also be available on the final Monday, September 17. If a drop needs to be made during the Fair, you will need to schedule this service in advance. All offloading will be conducted at Gate 11 ONLY during the Fair. Please contact our office at least two weeks prior to needed offload date to schedule an appointment.

Exhibitors will be responsible to pay the charges incurred at the time of the lift. Please contact Commercial Exhibits for rates. Be sure to note your specific location on the fairgrounds and the contact information when making arrangements for forklift services.

Note: We strongly encourage all vehicles entering the fairgrounds starting on Thursday, September 6, to have a vehicle parking hangtag. This will reduce unauthorized vehicle traffic prior to the Fair.

GATE SCHEDULES

For up-to-date information on gate schedule information, please contact the Commercial Exhibits Department or visit www.kansasstatefair.com.

HAND STAMP

All Vendors must have a gate ticket for entry beginning at 11:00 am, the first Friday of the Fair. A Vendor must obtain a hand stamp at the gate, prior to exiting the Fairgrounds, if they are leaving but plan to return to the Fair the same day.

INSURANCE

Each Vendor shall be responsible for the safety of their area against fire, water, robbery, accident, or any cause whatsoever and the Vendor must insure at own expense in limits outlined below. A written requirement sheet with the following information, as well as a sample certificate, is available upon request.

A Certificate of Insurance must be issued to the Kansas State Fair, showing Automobile Liability Insurance, for each vehicle and roving vehicle used, with minimum Bodily Injury of $1,000,000 and minimum Property Damage of $1,000,000, or combined limit of $1,000,000.

If the Vendor has a space in the Service Vendor area, a Certificate of Insurance must be issued to the Kansas State Fair showing the Vendor has a Commercial General Liability policy with $1,000,000 per occurrence and $1,000,000 in completed operations. The Kansas State Fair AND State of Kansas must be added to your policy as an “Additional Insured” and the phrase “Kansas State Fair and State of Kansas are listed as Additional Insured” needs to be stated on the Certificate of Insurance. The fair dates do not need to be on the Certificate, but the certificate must show an expiration date that covers the Fair period. All certificates received must have an authorized agent’s signature. Renewal Certificates will NOT be accepted.

The Service Vendor Contract is not valid and the Vendor will not operate until a proper Certificate of Insurance is received.

INTERNET SERVICE

Should a Vendor require access to the Internet, please contact Wildcat WiFi (620) 869-1888 or info@wildcat-wifi.com (texts and emails are preferred).

LATE FEE CHARGE

A Vendor will receive an advance notice for first and last payment, in order to ensure timely payment by the due date specified on his Contract. If a Vendor’s first payment is not received within 5 days following the due date, a $50 late fee will apply. If the first payment is not received within 15 days after the due date, your Contract will be cancelled and your space reassigned.

If a Vendor’s final payment, Certificate(s) of Insurance, and signed Contract are not received within 10 days after the due date specified on the Service Vendor Contract, a $50 late fee will apply. Payments not received within 15 days of due date specified, may have Contract cancelled, and any payment(s) made will be forfeited. Please see the “Dates to Remember” calendar at the front of the Manual for specific due dates. All late fees must be paid before the release of any Vendor credentials.

LIABILITY

It is hereby understood and mutually agreed that the State of Kansas and/or Kansas State Fair Board and/or its Management shall not in any way be liable for any personal injury or property damage that may occur from any cause whatsoever to a Vendor or his employees, or for any public liability from any cause sustained within the space of his exhibit. The Vendor agrees to indemnify, save and hold harmless the State of Kansas, the State Fair Board, its General Manager, Assistant Manager, Physical Plant Manager, agents and employees, from any responsibility of any and all claims for compensation, social security, or any other personal liability or property damage that may arise from the fulfillment of this agreement.

MAPS

If your company would value owning a map of the Fairgrounds detailing the buildings and the outside spaces, please contact the Commercial Exhibits Office by July 15. The cost of the map is $20.

MERCHANDISE/PRODUCTS

The State Fair reserves the right to sell exclusive privileges and the Vendor agrees to sell or give away only such items or services as identified on the Service Vendor Contract, unless special written permission is received by the State Fair.

NON-PERFORMANCE

It is understood and agreed between the Vendor and the State Fair, that neither party shall be liable for non-performance of this agreement caused by strikes, lock-outs, flood, pestilence, acts of the elements, civil commotion, disaster, epidemic, fire, Act of God, or arising or occurring before or during the State Fair period, which shall render a necessary cancellation of such State Fair in whole or in part.

In such event, the contract will stand cancelled, and as far as practical, a refund will be made to the Vendor for any deposits, charges or payments made under the terms of the contract, but it is distinctly understood and agreed that the State Fair shall in no such event be liable to the Vendor for any damage or loss of expense incurred by reason of cancellation.

OPEN RECORDS – EXHIBITOR LIST REQUESTS

A current year Exhibitor Listing may be requested by any non-contracted agency or business. The cost of the listing is $25 and will consist of the Exhibitor’s name and location on the Fairgrounds ONLY. This charge helps recover the cost of printing, handling, and mailing the listing to the agency/business. This fee must be paid before the listing is picked up or mailed.

If the agency or business does not want to pay the fee, they can request a copy of the previous year’s list at no charge or wait until the current list is published prior to the Fair.

PARKING HANGTAGS

We strongly encourage the use of parking hangtags on Thursday, September 6. Please arrange to pick up Vendor credentials packets prior to this date. This will help minimize unauthorized vehicle traffic prior to the Fair.

No vehicle traffic is allowed on the Fairgrounds after 9:00 am daily, for the duration of the Fair.

Vendor vehicles must be parked in the area designated on the hangtag. Vehicles not parked in designated areas, or lots, are in violation of this contract. Violators will have their hangtag removed and the vehicle will be towed to the impound lot. To retrieve your vehicle from the impound lot, an Exhibitor/patron needs to report to the Traffic Department, north of the Grandstand in the Maintenance Building and pay the tow charge fee.

Duplication or misuse of a hangtag is grounds for revocation and cancellation of a Vendor contract.

RECYCLING

There are several blue recycling containers located on the Fairgrounds. Please put all cardboard, plastic, glass and paper items in the recycling container nearest your exhibit location. Break down all cardboard boxes and place them in the slot provided, leaving nothing outside of the recycling receptacle. Your cooperation is greatly appreciated.

RELOCATING VENDORS

The State Fair reserves the right to require any Vendor to move to some other location or lot if it is in the best interest of the State Fair.

ROVING VEHICLES

Roving vehicles are considered golf carts, small, or similar type and size of vehicles. Any roving vehicle being driven for personal use will be confiscated. The media, service vendors, and exhibitors are to supply their own roving vehicles. No advertising of any type is allowed on the roving vehicles. Roving vehicles are to be used only for purpose(s) implied. Absolutely no other use is authorized. All drivers of roving vehicles must be 18 years of age or older.

  • The charge for each roving vehicle permit is $150 each.
  • Exhibitor is responsible for the insurance as stated in the Manual (see INSURANCE for more information).
  • All roving vehicles shall not exceed normal walking speed and must be operated in a safe and responsible manner at all times.
  • All golf carts and operators must be registered with the Kansas State Fair and hangtags will be displayed in a highly visible area.
  • Roving vehicles must only access the lined area indicated on the map on the back of the roving vehicle tag before 9:00 am After 9:00 am, access is restricted to the areas shown on the back of the Roving Vehicle permit.
  • All golf carts are restricted to designated camping areas and established roadways. No unauthorized golf carts will be allowed.
  • No more than the allotted number of people can ride on a golf cart than the available seating.
  • All golf carts are required to yield to pedestrians at all times.
  • Operation of a golf cart while under the influence of alcohol or drugs is prohibited by state law. No person shall possess or consume alcohol or drugs while operating a golf cart on State Fair property and are subject to arrest for DUI.
  • Careless driving or behavior that endangers or would likely to endanger any person or property will not be tolerated.
  • Failure to abide by these rules will result in the operators hangtag revoked and possible removal from the premises.
  • If the driver of a roving vehicle is in violation of any of the above regulations, the roving vehicle will be confiscated.
  • All Service Vendors will be required to sign and return a Roving Vehicle Guidelines form, stating he or she has read and will adhere to the Fair’s roving vehicle policy. These forms will need to be turned in prior to the current year’s fair and credential pickup.
  • A Vendor should inform the Commercial Exhibits Department if he wishes to purchase this permit so payment can be made as part of the Contract. This permit must be displayed on the roving vehicle at all times. If Roving Vehicle permit fees were not included in the Service Vendor Contract, a Vendor should contact the Commercial Exhibits Department for more information. The Fair reserves the right to determine a Vendor’s need for and authorization of the use of a Roving Vehicle. No refund will be made on any Roving Vehicle permits cancelled after August 1. A $10 administration fee will be deducted from refund on Service Vendor Contract cancellations received prior to August 1.

STORAGE OF VENDOR TRAILERS

Storage space on the Fairgrounds is available to Service Vendors during the winter, if needed. Any Vendor who wishes to store any equipment for the winter will need to contact the Facility Rental & Special Events Department at (620)669-3608 or (620)669-3600 in the Facility Rental & Special Events Department. A Storage Contract will be completed and payment for storage will be due at Contract signing. Prior to the Fair, Vendors with storage contracts will be notified of a date and time for equipment to be removed. Vendors will need to remove all stored equipment during this time.

TRAFFIC DEPARTMENT

There will be traffic control on the grounds beginning on Labor Day through 8:00 a.m., Monday following the Fair. All traffic questions, including those regarding towed vehicles, should be directed to the Traffic Office, which is located in the Maintenance Building at the northeast corner of the Fairgrounds. The direct phone to the Traffic Office is (620)669-3838 and is only operable during the Fair.

VENDOR CONDUCT

The Service Vendor's responsibility is summarized as "be a good neighbor." All Service Vendors are given equal opportunity, regardless of type of operation, and should be given equal opportunity, within reason, to present their product(s).

The Vendor agrees to deal honorably, fairly and practice no fraud or misrepresentation. Any violation of KSA 50-626, Deceptive Acts and Practices, will be immediate grounds for cancellation of a Vendor Contract.

The Vendor, as well as all Vendor employees/volunteers, shall be neat and clean in their dress at all times and will not provide any service(s) while under the influence of alcohol or drugs. The Vendor and/or any of the Vendor's representatives, shall not have in their possession or sell any intoxicating liquors, controlled substances, obscene materials, or engage in obscene conduct, while on the Fairgrounds. Fair Management has the ultimate right to determine what constitutes obscene material and obscene conduct.


The State Fair shall be allowed access to any Vendor area or other premises, at any time for any reason. The State Fair reserves the right to cancel a Contract and/or have the property of a Vendor removed from the Fairgrounds for any violations of these Guidelines. In any such event, all payments previously made under this Contract shall be forfeited, and retained by the State Fair.

The State Fair also reserves the right to require any representative of a Vendor to vacate an assigned area if vacating the area is deemed necessary.

The Vendor is responsible for any wages or expenses of any employees/volunteers of the Vendor and/or any debt incurred by the Vendor, in the fulfillment of his Contract. The State Fair will not be held liable for any obligation of the Vendor.

VENDOR ORDER FORMS

Service Vendors may provide an order form to assist Exhibitors in ordering products and services through their agencies. Each form will be published and given to Exhibitors with their Commercial Exhibitor Packet. Forms need to be submitted via email by December 1 of each year. Forms must be in either Microsoft Word or Excel format or PDF file and can be emailed directly to sue.stoecklein@ks.gov or janene.k.starks@ks.gov

VENDOR REPORTING FORM

Any Vendor who sells and delivers items to any food/drink concessionaires hired by the Kansas State Fair will be required to provide an Accounting Sales Report and submit this form and submit it to the Fair Office no later than October 31, each year. Please keep totals for each concession location separate. A Vendor may use the form provided in the “Forms” section of the manual, online form, or one of the Vendor’s own choosing. A Vendor may also request the form by emailing janene.k.starks@ks.gov.

If a Vendor chooses to use his own formatted report, it must at least include the information below:

Concession Customer Business Name

Product(s)

Unit(s) Sold

Quantities purchased

Sales amount(s).

The Vendor Reporting Form information is used for verification purposes only by the State Fair, and will not be available to the public. Vendors who do not submit the reporting form may not be invited to participate in the following year’s Fair.

VENDOR SPACE

You may purchase space in the Vendor Lot for $350, if available. For each space purchased, you will receive two vendor vehicle hangtags and 20 individual gate tickets.

VENDOR VEHICLE HANGTAGS

Vendor Vehicle Hangtags are $200 each and are required on every vehicle entering the grounds for the purpose described in the Contract. All individuals in the vehicle must give an admission ticket at the gate beginning at 11:00 a.m. on Friday, September 8. Accompanying each Vendor Vehicle Hangtag purchased, a Vendor will be issued 10 individual gate tickets. Deliveries are to be made before 9:00 a.m. A $10 administration fee will be deducted from the refund on cancellations received or postmarked by August 1.

All Service Vendors will be required to sign and return a Roving Vehicle Guidelines form, stating he or she had read and will adhere to the Fair’s roving vehicle policy. These forms will need to be turned in prior to the current year’s fair and credential pickup.

State of Kansas

Department of Administration

DA-146a (Rev. 06-12)

CONTRACTUAL PROVISIONS ATTACHMENT

Important: This form contains mandatory contract provisions and must be attached to or incorporated in all copies of any contractual agreement. If it is attached to the vendor/contractor's standard contract form, then that form must be altered to contain the following provision:

"The Provisions found in Contractual Provisions Attachment (Form DA-146a, Rev. 06-12), which is attached hereto, are hereby incorporated in this contract and made a part thereof."

The parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being the 1st day of January, 2014.

1. Terms Herein Controlling Provisions: It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated. Any terms that conflict or could be interpreted to conflict with this attachment are nullified.

2. Kansas Law and Venue: This contract shall be subject to, governed by, and construed according to the laws of the State of Kansas, and jurisdiction and venue of any suit in connection with this contract shall reside only in courts located in the State of Kansas.

3. Termination Due To Lack Of Funding Appropriation: If, in the judgment of the Director of Accounts and Reports, Department of Administration, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, State may terminate this agreement at the end of its current fiscal year. State agrees to give written notice of termination to contractor at least 30 days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice shall not be required prior to 90 days before the end of such fiscal year. Contractor shall have the right, at the end of such fiscal year, to take possession of any equipment provided State under the contract. State will pay to the contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by State, title to any such equipment shall revert to contractor at the end of the State's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the contractor.

4. Disclaimer Of Liability: No provision of this contract will be given effect that attempts to require the State of Kansas or its agencies to defend, hold harmless, or indemnify any contractor or third party for any acts or omissions. The liability of the State of Kansas is defined under the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.).

5. Anti-Discrimination Clause: The contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) (ADA) and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission or access to, or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out at K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of Administration; (f) if it is determined that the contractor has violated applicable provisions of ADA, such violation shall constitute a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of Administration.

Contractor agrees to comply with all applicable state and federal anti-discrimination laws.

The provisions of this paragraph number 5 (with the exception of those provisions relating to the ADA) are not applicable to a contractor who employs fewer than four employees during the term of such contract or whose contracts with the contracting State agency cumulatively total $5,000 or less during the fiscal year of such agency.

6. Acceptance Of Contract: This contract shall not be considered accepted, approved or otherwise effective until the statutorily required approvals and certifications have been given.

7. Arbitration, Damages, Warranties: Notwithstanding any language to the contrary, no interpretation of this contract shall find that the State or its agencies have agreed to binding arbitration, or the payment of damages or penalties. Further, the State of Kansas and its agencies do not agree to pay attorney fees, costs, or late payment charges beyond those available under the Kansas Prompt Payment Act (K.S.A. 75-6403), and no provision will be given effect that attempts to exclude, modify, disclaim or otherwise attempt to limit any damages available to the State of Kansas or its agencies at law, including but not limited to the implied warranties of merchantability and fitness for a particular purpose.

8. Representative's Authority To Contract: By signing this contract, the representative of the contractor thereby represents that such person is duly authorized by the contractor to execute this contract on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

9. Responsibility For Taxes: The State of Kansas and its agencies shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. Insurance: The State of Kansas and its agencies shall not be required to purchase any insurance against loss or damage to property or any other subject matter relating to this contract, nor shall this contract require them to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the contractor shall bear the risk of any loss or damage to any property in which the contractor holds title.

11.Information: No provision of this contract shall be construed as limiting the Legislative Division of Post Audit from having access to information pursuant to K.S.A. 46-1101 et seq.

12.The Eleventh Amendment: "The Eleventh Amendment is an inherent and incumbent protection with the State of Kansas and need not be reserved, but prudence requires the State to reiterate that nothing related to this contract shall be deemed a waiver of the Eleventh Amendment."

13. Campaign Contributions / Lobbying: Funds provided through a grant award or contract shall not be given or received in exchange for the making of a campaign contribution. No part of the funds provided through this contract shall be used to influence or attempt to influence an officer or employee of any State of Kansas agency or a member of the Legislature regarding any pending legislation or the awarding, extension, continuation, renewal, amendment or modification of any government contract, grant, loan, or cooperative agreement.

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2017 SERVICE VENDOR CALENDAR

Need help finding that important due date? See below for a calendar specific to all important Service Vendor dates regarding the 2017 Kansas State Fair.

IMPORTANT REMINDER DUE DATES

  • February 15- 1st half payment & signed contract is due
  • February 22-Late fees applied on first payment
  • July 5- 2nd half payment reminders sent
  • July 15- 2nd half payment and signed contract due. Any cancellations after this date will receive a refund equal to HALF of all payments made.
  • July 22- Late fees applied to past due second payments
  • August 1- Final date for Drawing, Giveaway & Special Activity Applications
  • August 1- Final date for all Menu Changes
  • August 1- Final date to receive written notice of contract cancellation. Any Cancellations after this date WILL NOT RECEIVE A REFUND.
  • August 15- All advance Gate Ticket Orders are due
  • August 17-Credential pickup begins
  • August 25- Outside exhibitors begin display
  • Sept. 2-Fair Office is open 8am-5pm
  • Sept. 4-Labor Day Inside exhibitors may begin setting up booth spaces. Exhibit buildings are open from 8 am and locked at 5 pm. Fair Office is also open from 8 am- 5 pm.
  • Sept 5-7- Exhibit buildings open from 8am to 9pm for exhibitor booth set up.
  • Sept 8-17- 2017 KANSAS STATE FAIR
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