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Commercial Vendor Info

2019 Commercial Exhibits Manual

Commercial Vendor Application will be available January 2019

TABLE OF CONTENTS

ATM MACHINES......................................................................... 3

ADHESIVE STICKERS..................................................................... 4

ADMINISTRATION OFFICE............................................................. 4

ADMISSIONS.............................................................................. 4

ALTERATIONS TO FAIR PROPERTY................................................... 5

AMERICANS WITH DISABILITIES ACT (ADA)....................................... 5

AWARDS PROGRAMS.................................................................. 6

BALLOONS AS GIVEAWAYS........................................................... 6

BENCHES................................................................................... 6

BICYCLES................................................................................... 6

BOOTH DESIGN AND FURNISHINGS – INSIDE EXHIBIT BUILDINGS............ 6

BOOTH SUPPLIES........................................................................ 8

BOOTH SET UP........................................................................... 8

BUILDING MANAGERS.................................................................. 9

CAMPGROUND (RV PARK)..................................................................9

CHECKS.................................................................................... 9

CLEANLINESS & TRASH DISPOSAL................................................. 10

COMPUTER ACCESS FOR E-MAIL.................................................. 10

CONSTRUCTION AND IMPROVEMENTS........................................... 10

CONTRACT CANCELLATION BY THE FAIR......................................... 11

CONTRACT CANCELLATION BY THE EXHIBITOR AND REFUND POLICY.... 12

CONTRACT RENEWAL................................................................ 12

CONTRACT REPRINTING FEE......................................................... 12

CONTRACT SUBMISSION............................................................. 12

COPY SERVICE.......................................................................... 13

CREDENTIALS MAILBOXES........................................................... 13

CREDENTIALS PICK UP PROCESS................................................... 13

DAILY SCHEDULE OF EVENTS........................................................ 14

DATES TO REMEMBER……………………………………..………….14

DELIVERIES/PRODUCT SHIPMENTS TO THE FAIR............................... 14

DONATIONS OR RAFFLES FOR A PRIZE DRAWING.............................. 3

DRAWINGS................................................................................ 4

ELECTRONIC COMMUNICATION..................................................... 5

EMERGENCY PLAN...................................................................... 5

EMPLOYMENT OFFICE.................................................................. 5

EXHIBITOR CONDUCT................................................................... 6

EXHIBITOR EVALUATIONS............................................................. 6

EXHIBITOR HOSPITALITY BREAKFAST & AWARDS CEREMONY............... 7

FAIR LOGO USE.......................................................................... 7

FAX SERVICES............................................................................. 7

FIRE PREVENTION STANDARDS....................................................... 7

FIRST AID................................................................................ 10

FOOD & OTHER PERCENTAGE GUIDELINES...................................... 10

FORKLIFT SERVICES.................................................................... 16

GATE SCHEDULES...................................................................... 17

GIVEAWAY ITEMS/SAMPLING...................................................... 17

GOVERNMENT AGENCIES……………………………………………..17

GRANDSTAND SHOW TICKETS...................................................... 17

HANDSTAMP......................................................................................

INFLATABLES........................................................................... 18

INSURANCE.............................................................................. 18

INTERPRETATION………………………………………………………18

KEYS TO BUILDINGS/CONCESSION STANDS..................................... 19

LARGE VEHICLES/STORAGE UNITS................................................. 19

LATE FEE CHARGE..................................................................... 19

LIABILITY................................................................................. 19

LONGEVITY PROGRAM............................................................... 20

MAIL--INCOMING FOR EXHIBITORS............................................... 20

MAIL—OUTGOING FOR EXHIBITORS & POSTAL SERVICES................... 20

MERCHANDISE/PRODUCTS.......................................................... 20

MOTORIZED SCOOTERS.............................................................. 21

NON-PERFORMANCE................................................................. 21

OPERATING HOURS................................................................... 21

OPERATING HOURS (LAST SUNDAY)/RELEASE TIMES......................... 23

OUTSIDE EXHIBITOR GUIDELINES.................................................. 23

PARKING HANGTAGS................................................................. 25

PETS ON THE FAIRGROUNDS........................................................ 26

PROBATION............................................................................. 26

RECYCLING…………………………………………………………….25

RELOCATING EXHIBITORS............................................................ 26

ROVING VEHICLES..................................................................... 26

SALES TAX............................................................................... 27

SHUTTLE SERVICE - PUBLIC PARKING LOTS...................................... 28

SIGNAGE................................................................................. 28

SMOKING................................................................................ 28

SOLICITING AND ADVERTISING..................................................... 28

SOUND................................................................................... 29

SPACE CHANGE REQUESTS.......................................................... 29

SPECIAL ACTIVITIES.................................................................... 29

STORAGE - CONCESSION TRAILERS/EQUIPMENT……………………..30

SUBLETTING OF SPACE............................................................... 30

SUPPLIES--DELIVERY/PICK UP....................................................... 30

SUPPORT UNITS........................................................................ 30

TELEPHONE SERVICE IN EXHIBIT BOOTH SPACE................................ 30

TENT CAMPING......................................................................... 31

TRAFFIC DEPARTMENT............................................................... 31

TRAMS................................................................................... 31

UTILITIES................................................................................. 31

WEAPONS............................................................................... 34

WEATHER................................................................................ 34

YELLOW PAINT LINES................................................................. 34

CERTIFICATION INDIVIDUAL OR COMPAY NOT CURRENTLY ENGAGED IN A BOYCOTT OF ISRAEL 34

CONTRACTUAL PROVISIONS ATTACHMENT..................................... 34



EXHIBITOR GUIDELINES AND GENERAL INFORMATION

ALPHABETICAL LISTING

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

The Kansas State Fair is hereafter referred to as the “Fair” and the Exhibitor, or Concessionaire, is hereafter referred to as the “Exhibitor.”All correspondence to the Kansas State Fair should be addressed to:

Kansas State Fair

2000 N. Poplar

Hutchinson, KS67502

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

Fax:(620) 669-3617 or (620) 669-3640, ATTN:Rhonda

Email:janene.k.starks@ks.gov Commercial Exhibits Coordinator or rhonda.kretzer@ks.gov Commercial Exhibits Admin Assistant

The mission of the Kansas State Fair is “to promote and showcase Kansas agriculture, industry and culture, to create opportunity for commercial activity and to provide an educational and entertaining experience that is the pride of all Kansans.”

An Exhibitor’s Contract is subject to cancellation if a payment or signed Contract is not returned by the date shown.See CONTRACT CANCELLATION AND REFUND POLICY in these Guidelines.

Payments need to be received in the Commercial Exhibits Department by dates specified, or Commercial Exhibits Contract will be subject to cancellation and exhibit space reassigned.

The Fair reserves the right of final approval for all products or services to be rendered, before and during the Kansas State Fair.An Exhibitor shall exhibit, sell, or give away, only such items as listed on the Contract, or approved on the Drawing, Giveaway and Special Activities Form, located in the “Forms” section or online.See also MERCHANDISE/PRODUCTS and SOLICITING/ADVERTISING sections of this Manual.

The Kansas State Fair reserves the right to offer space based on product, building or area space is available, size of space required, maintaining a balanced program of products throughout the Fairgrounds, and attractiveness of the exhibit. The exhibit should be consistent with the Fair’s Mission and be in the best interests of the Kansas State Fair.


VENDOR INSURANCE REQUIREMENTS

The PDF below provides an example of our insurance requirements for your convenience.

COMMERCIAL EXHIBITS CALENDAR

Need help finding that important due date? See below for a calendar specific to all important Commercial Vendor dates regarding the 2019 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 opt. out of doing the Tasting Tuesday for concessions only.
  • 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 20-Credential pickup begins
  • August 23- Outside exhibitors begin display
  • Sept. 1-Fair Office is closed
  • Sept 2 - Fair office is open 8am - 5pm
  • Sept. 2-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 3-5- Exhibit buildings open from 8am to 9pm for exhibitor booth set up.
  • Sept 6-15- 2018 KANSAS STATE FAIR
  • Sept 16-20- Fair office open 8 am- to 5 pm
  • Sept 19- Inside exhibitors displays/booths should be completely removed from buildings
  • Sept 20- Outside exhibitor displays/booths should be completely removed from grounds
  • October 7-11- Building Concession Inspections
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