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Commercial Vendor Info

2021 Commercial Exhibits Manual

Commercial Vendor Application will be available January 2020

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, KS 67502

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

(620) 669-3640, ATTN: Janene

Email:janene.k.starks@ks.gov Commercial Exhibits Coordinator .

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 2021 Kansas State Fair.

IMPORTANT REMINDER DUE DATES

  • Important dates to remember
  • February 15 -28th- 1st half payment & signed contracts due
  • March 1 - Late Fees applied
  • July 1 - Certificate of Liability Insurance (COI) due for coverage of Fair dates
  • July 6 - 2nd half payment reminders sent
  • July 15 - 2nd half payment & signed contracts 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 2nd half payments
  • August 1 - Final date for Drawing, Giveaway & Special Activity Applications
  • August 1- Final date for all Item & 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
  • AFTER AUGUST 15- Gate tickets will need to be purchased through the TICKET OFFICE
  • August 21 - Credential pickup begins if we have your COI on file
  • August 27 - Outside Exhibitors begin display set up
  • September 4 - Fair Office is open 8am - 5pm
  • September 5- FAIR OFFICE IS CLOSED
  • September 6 - Inside exhibitors may begin setting up booth spaces. Exhibit buildings and Fair Office are open from 8am and locked at 5pm
  • September 7 - 9 - Exhibit buildings open from 8am - 8pm for exhibitor set up
  • September 10 thru 19- 2021 Kansas State Fair
  • September 20 thru 24 - Fair Office open 8am - 5pm
  • September 22 - Inside Exhibitor displays/booths should be completely removed from buildings
  • September 24 - Outside Exhibitor displays/booths should be completely removed from Fair grounds.
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