Rochester Fair Vendor Guidelines

INSIDE – Our Exhibition building has many booths available at a cost of $40.00 per foot front. All are at least 10ft deep. Example: Price for a 10X10 is $400.00 for the space only, which includes electricity.

OUTSIDE – Price is $50.00 per foot front. A 10-foot frontage spot would be $500.00 for the space only.

INSURANCE

All concessionaires and/or vendors must provide to the Rochester Fair Association a Certificate of Insurance verifying that the concession and/or exhibit has general liability insurance with limits of $1,000,000.00 combined single limits, to include products liability fourteen (14) days prior to the opening of the Fair. Any vendor or concessionaire who does not provide proof of Insurance may be eligible to purchase coverage for the duration of the fair under the fair's Users Liability coverage. Not all operations are acceptable for this coverage. Call the fair office to see if you are acceptable. Coverage has to be purchased in advance, as the names of all users, their type of operation, must be in the hands of the company in advance of the set up date. General Price, if accepted - $85.00 for the first booth and $70.00 for each additional booth (price may increase or decrease if deemed necessary but no more than 10% as price is determined by insurance company). This payment is appreciated with your initial deposit, but can be purchased when the balance is paid, however no later than September 1. No booth will be allowed to open without insurance coverage. Some exclusions apply, call office for details.

VENDOR PASSES

Vendors will be required to purchase photo ID’s from the Fair Office at $10.00 each. This will be the only type of pass available for vendors this year.

CAMPGROUND

$175.00 per duration of Fair which does not include a fair pass. This price includes three (3) septic services per unit per duration of Fair, however this only applies to vehicles parked in our designated camping area. We contract with a septic company that will service your septic on scheduled days. You are responsible for additional service if needed. No gray water shall be drained on grounds per City of Rochester ordinance. NO TOLERANCE on illegal dumping. Violators will be ejected from Fair. Each bunkhouse will be charged $175.00 per duration of Fair.

STOCK TRUCK/TRAILER

All stock trucks and trailers must be clearly marked with the concession name and will be charged a fee based on size and usage.

BEVERAGES

Rochester Fair has an exclusive agreement with the Pepsi Bottling Group. This includes carbonated bottle and fountain soft drinks along with bottled water. If you intend to sell any of the above items, they must be purchased through our authorized sales agent.

HOURS OF OPERATIONS

Gates open to the public 9:00 AM each weekday, with the exception of Opening Day which is 4:00 PM and closed 10PM every night. Gates will be open at 8AM on the weekends. Exhibition Building will be open from 9:00 AM to 10:00 PM Monday through Friday and 8:00 AM to 10:00 PM Friday and Saturday. The building will be closed on closing day at 5:00 PM. Outside Vendors must be open by 1:00 PM each weekday and 9:00 AM Saturday and Sunday.

HARVEST THEME

All Concessions are required to appropriately decorate their booth space with a Harvest Theme. This is a requirement should this not be adhered to, Local Landscaping companies will be on hand Wednesday and Thursday before the Fair to provide assistance at an additional charge.

CONCESSIONAIRES AWARD

Fair Management will chose an inside and an outside vendor to receive at Rosette and half off next year’s fair contract . This will be awarded to the most appealing Fall/Harvest themed concession.

LATE VENDOR PAYMENTS

Any Vendor Contract not paid in full by AUGUST 1ST will be subject to a $100.00 Late Vendor Fee. To be paid prior to set up. NO EXCEPTIONS.

ELECTRICAL

Each concession will receive (1) 20amp/110vold electrical service. The electrical charge is included in booth rent. Fair Electricians must do all outside electrical hookups. Many sites equipped with 110 volt and 220 volt receptacles, however, if you need to be tied in direct our electricians must do that for you at no cost. Concessions and exhibitors must supply all proper cords. No electrical cords or wires are to be run across roadways. All exhibitors are required to supply all their own electrical materials to reach an approved electrical source. All electrical equipment must be UL approved. Exhibitors may not connect or disconnect themselves. A four-wire supply cord is required on voltage of 220 or above. A three-wire supply cord is required on 110 volts. Exhibitor shall not dig or hammer anything into ground until approved by Fair Management. Any exhibitor found cutting locks on electrical boxes will be ask to leave and will be excluded from future events.

PERMITS

All concessions serving food and beverages must comply with City of Rochester and State of New Hampshire Department of Health regulations.

FIRE SAFETY

NO flammable liquids or materials are allowed in concession stands or in building exhibits. Vendors must provide heavy-duty extension cords to tie into electricity. Fire Department regulations require anyone or booth with multiple electrical tie-ins to have a fire extinguisher present and in plain view.

DELIVERIES/ DELIVERY PASSES

All deliveries are to be made prior to 9:00 a.m. Each supplier MUST purchase and display a valid DELIVERY Pass (available at the main office) for $50.00 to be permitted on the grounds. This will be monitored and enforced. Any delivery made after 10:00 am will have to be hand carried. A delivery pass is used for businesses that require a truck making deliveries on the grounds (ie- paper products, produce and meat trucks to name a few). UPS will make daily deliveries at the Fair Main Office. If you are expecting a shipment it is your responsibility to have someone waiting in the morning. An announcement will be made when UPS arrives.

POLICIES

Tobacco sales are not permitted on the midway or in the Exhibition Building. Distasteful items (including mirrors, T-shirts, posters, etc.) or live animals are not to be sold or awarded as prizes. No Lasers, Knives are to be sold or awarded as prizes. In the event there is question regarding an item's validity, Fair Management has the final say. Regulations and fees are subject to change.

USE OF NAME

Use of the Rochester Fair logo is not allowed on any products (i.e., 138th Rochester Fair coffee mugs, T-shirts, caps, etc.) without written permission from Fair Management.

EXCLUSIVE

The Rochester Fair does not offer exclusive marketing to any one company or product.

Outside

SET UP

Concessions must be in place when the Fair opens to the public. Any concession not set up by 6:00 p.m. Thursday will be considered a "No Show," and will forfeit any rights to that space. The Fair electrical staff will make all electrical connections.

DISPLAYS

Demonstrations or other activities must be confined to the limits of the vendor's rented space. Distribution of circulars may be made only within the space assigned to the vendor presenting such materials. Vendors on the grounds or other facilities of the Fair shall distribute no advertising circulars, catalogs, folders or devices. Booths of a philosophical nature may not expound upon the virtues or teachings of their beliefs other than in the form of printed material. Vendors may not distribute samples of any kind whenever such actions block the roadways or in any way handicaps nearby vendors. Personal business cards can not be distributed from farm/forestry organization booths nor business conducted which would be to the benefit of a single individual of that organization.

CLEAN UP

At the close of each day, vendors must place trash and other waste materials in the provided trash receptacles

Inside

SET UP

The Exhibition Building will open the Wednesday before opening day at 1:00 p.m. to set up displays. No early set-up allowed. All displays must be ready when the Fair opens to the public. Any display not set up by 6:00 p.m. Thursday, will be considered a "No Show" and will forfeit any rights to that space.

CLOSING DAY

Exhibits shall remain in place until the Fair officially closes at 5:00 p.m. on the final day. Breakdown may begin after 5:00 p.m. and all booths must be completely removed within 24 hours. Trucks will not be allowed on the grounds until the MIDWAY closes. All electrical connections to booths will be disconnected by 8:00 p.m. on the final day. The Fair is not responsible for any booth left on the grounds after this time. The Fair Management reserves the right to change these hours.

CLEAN UP

At the close of each day, vendors will have thirty (30) minutes to sweep and place trash and other waste materials in the provided trash receptacles. The building will close on time. To those vendors unable to comply with either opening or closing times may be assessed a penalty by Fair Management.

EQUIPMENT DISPLAYS

All machinery and other equipment moving in or out of the building must be moved and placed so as to protect the floor from cuts, scratches, dents, fuel, oil, paint or other types of damage. Drip pans to be placed under oil leaks in machinery must be provided by the vendor. Battery cables must be removed from terminals on all equipment. The vendor will be held responsible for any damage to the floor.

EXHIBITS

In the Exhibition Building the back wall may not be higher than allowed by the Fair Management, side walls no higher than 3 feet, and no permanent changes to be done unless written permission is first obtained from Fair management. Booth decorations or exhibits in booths must be so designed as not to obscure the view of adjoining displays from the aisle. Vendors must stay within the limits fixed by the solid sections of their booths. Unless permission is received from Fair Management, booths should be staffed at all times. All materials used, as decoration must be fireproof materials that meet the approval of the Fire Department. Demonstrations or other activities must be confined to the limits of the vendor's rented space. Distribution of circulars may be made only within the space assigned to the vendor presenting such materials. No advertising circulars, catalogs, folders or devices shall be distributed by vendors in the aisles, on the grounds or other facilities of the Fair. Booths of a philosophical nature may not expound upon the virtues or teachings of their beliefs other than in the form of printed material. Vendors may not distribute samples of any kind whenever such actions block the aisles or in any way handicaps nearby vendors. Personal business cards can not be distributed from farm/forestry organization booths nor business conducted which would be to the benefit of a single individual of that organization. Exhibits which include the operation of musical instruments, radios, sound projection equipment, public address systems, or any noise making machines must be conducted or arranged so that the noise will not annoy or disturb adjacent exhibits and their patrons, nor cause the aisles to be blocked. Operators of noise making equipment must secure approval of operation methods before the Fair opens.