2016 Putnam County Fair
Commercial and Food Exhibit Space Application
Please complete and return to: COMMERCIAL EXHIBIT CHAIRMAN
The Putnam County Fair, Inc.
P.O. Box 955
Eleanor, WV 25070
For Additional Information, Please Contact The Following Chairperson:
Nathan Wills
(304) 755-1088 (304) 755-3520
I hereby request that you reserve the following space for July 9 – 11 2016 for use by:
Name of Organization/Business: ______
Address: ______
Individual to be in charge of booth: ______
Phone # ______Alternate Phone # ______Fax # ______
Type of equipment to be displayed: ______
______
Type of information to be distributed: ______
______
Type of product to be sold (be specific): ______
______
Check Space Required ______20’ x 15’ ______10’ x 10’ at $250.00 each. *Food Booth Cost Below
Electrical Service Required______Water Required: Y / N
PAYMENT MUST BE MADE BY CERTIFIED CHECK, MONEY ORDER, OR CASH ONLY. Exhibitor must provide proof of insurance in the amount of $1,000,000 naming Putnam County Fair, Inc. as additionally insured.
The exhibit spaces are located in a line from the entry bridge to the horse area across from the Carnival area where all fair attendees must pass while entering and exiting the fair. No indoor space is available. Exhibitors must provide their own tent or awning cover. Stakes must be secured for safety. All materials must be removed at fair closing. Your organization should decide how many additional season tickets are to be ordered for workers in addition to the two (2) you will receive as part of the rental.
No exhibits shall be removed prior to fair closing at 11:00 p.m. No moving vehicles in exhibitor areas during fair operation hours.
Additional Exhibitor Passes @ $30.00 each: ______
Indemnification/Hold Harmless Agreement
The undersigned does hereby irrevocably covenant, promise and agree to indemnify ______and to hold the Putnam County Fair, Inc., Putnam County Commission, and the Town of Eleanor harmless from and against any and all losses, claims, expenses, suits, costs, demands, damages, or liabilities, joint or several of whatever kind or nature which ______may sustain or become subject arising out of or relating in any way to the sale of products, services or anything while having a commercial or food booth at the Putnam County Fair at the Eleanor Park Fairgrounds in Eleanor, West Virginia, including without limitation in each case attorneys’ fees, costs and expenses actually incurred in defending against or enforcing any such losses, claims, expenses, suits, damages or liabilities.
I, ______, have read and understand all the rules and regulations of the Putnam County Fair, Inc. for Commercial and Food Concession spaces. Must be witnessed before submitting to fair board.
Signature: ______Date: ______
Witness: ______Witness: ______
Signed: ______
Fair Board Chairman
COPY WILL BE RETURNED FOR YOUR RECORDS WITH APPROVED MENU ITEMS AND BOOTH SPACE CHECKED.
2016 PUTNAM COUNTY FAIR
FOOD CONCESSION REGULATIONS
The Fair Board shall reserve the exclusive control of all drink products, including cups and ice. A contracted provider will be chosen each year and no other drink product will be allowed.
In order to insure reasonable profits for all groups, the Food Committee shall limit the food concessions to sever other than those operated by the 4-H and the carnival.
The Food Committee shall receive and review all food concession applications and grant approval based upon assurance of capability to deliver a quality operation, meeting all regulations, with priority being given to the county non-profit organizations (a non-discriminatory civic organization that promotes community service and goodwill) agreeing to provide fair goers a variety of specialty items that will enhance the total food service at the fair.
PROOF OF NON-PROFIT SERVICE REQUIRED.
After June 1, any non-profit or for profit organization may apply.
ALL food vendors must provide their own insurance. As required by law, each exhibitor must provide an individual liability insurance policy in the amount of $1,000,000 naming PUTNAM COUNTY FAIR, INC. as “additional insurer.” The fee for operating a food booth will be $1,000.00. The concessionaire agrees to report daily records of gross sales to the fair office each night prior to leaving the grounds. Forms will be provided.
One weekly parking sticker for reserved area and two exhibitor season gate passes will be provided with each contract. Additional season tickets may be purchased for $30. EVERYONE MUST HAVE A TICKET TO ENTER THE GATE!
All food must be sold within area of space rented. No items can be sold other than that from pre-approved menu which must be listed on the application form. The concessionaire agrees to provide his or her own food booth.
Every camper is to stay for 8 days at $120.00. Each additional day will be $15.00 per day.
In order to operate a food concession, organizations must agree to the following rules:
a. All in-county food booth applications with fee must be in hand before June 1. All others may be accepted after June 1.
b. All food concessions must be operated in compliance with WV Food Service regulations as supervised by the Putnam County Health Department and the WV State Board of Health.
c. All food must be from an approved source. All meat must be purchased from an approved commercial supplier.
All donated meat must be USDA or WV State Dept. of Agriculture approved.
d. All food must be prepared in an approved kitchen.
e. In order to operate a concession, the concessionaire agrees to be responsible for all state licenses and taxes, and liability insurance to protect themselves and the Fair Board.
f. The Fair Board reserves the right to establish fair minimum and maximum prices that may be charged for food and drinks.
g. All food booths must be ready for health department inspection prior to fair opening to the public.
h. Bids to sell drinks, bags of peanuts, popcorn or Putnam County Fair memorabilia will be taken prior to opening of the fair. First consideration will be given to Putnam County 4-H clubs. Non-profit organizations will be given second consideration. These items will be sold in the track event area, show ring area, and amphitheater. If no non-profit group elects to do this, then the Putnam County Fair Board has the authority to accept other offers of participation.
i. All food booths shall remain open for business till closing of the fair each day.