Participate as an Indoor Commercial Vendor!

FAIR DATES: THURSDAY, AUGUST 17 - SUNDAY, AUGUST 20, 2023 

FAIR LOCATION: McLEOD COUNTY FAIRGROUNDS - 840 CENTURY AVE SW, HUTCHINSON, MN 55350

BUILDING HOURS: The Commercial Building is open to the public during the following times:  THURSDAY - SATURDAY: 9:00AM - 9:00PM, SUNDAY: 9:00AM - 8:30PM

The Southwest doors of the building will be opened up 1/2 hour early each morning for people with booths to tidy up and re-supply as needed. Please share this information with all that may be your first shift in your booth.

EVENT ADMISSION:  There is no paid gate admission for all attendees of the 2023 fair!

Applications are received until all spaces are filled. All applications received with payment and fully completed required documents prior to June 1^st are $200.00/ booth.  Beginning June 1^st, booth rental rate increases to $300.00/booth

EARLY AUGUST: watch your email for a list of reminders and updates for the upcoming fair (sent to the email contact listed on this contract).

VENDOR CHECK-IN/ BOOTH SETUP: The commercial building will be open on Wednesday for booth setup from NOON to 8:00PM. Stop in the fair office for booth location and vendor packet prior to setup. Building will be closed and locked at 9:00PM.

FAIR OPENS 9:00AM THURSDAY: All booths must be checked in, set up and ready for the public no later than 9:00AM, the official start of the fair.

FAIR OFFICIALLY ENDS 8:30PM SUNDAY: All booths must stay assembled until 8:00PM Sunday, as agreed upon in this contract.

APPLICATION PROCESS:  Please complete the form, attach all necessary completed documents, and finalize your reservation with payment.  You will receive a confirmation email when successfully submitted.  You are not automatically guaranteed a space at the McLeod County Fair with a submitted application. Booths will be reserved on a first-come basis. The McLeod County Agricultural Association reserves the right of refusal for any application. Duplicates of direct sale consultants will be notified and refunded.  A separate confirmation will be sent when the space is approved.  If for any reason your application is not accepted, you will be fully refunded.  Preferred payment is by credit card at time of application. If payment by check is needed, please note that applications are not reviewed for approval until all completed forms and payment are received.  All approved applications are final and no refunds will be issued. We will try our best to make the online forms unavailable as soon as the building is full, however, please understand that there is the possibility your form could be submitted before we are able to do so. Should this be the case, all fees will be fully refunded and the vendor will be notified as soon as possible.

HEALTH & SAFETY: As COVID guidelines & orders continue to adjust, orders must be followed to ensure the health and safety for everyone, including masking and social distancing orders that may be in place at the time. If not feeling well or have been in recent contact with a positive COVID case, please quarantine, follow CDC and MN Department of Health guidelines and refrain from attending the event. 

BUILDING LAYOUT: A map will be posted at the main entrances to the building to help visitors easily locate your booth space. Building layout may change as needed throughout the summer to follow any current safety standards that may be in place. Booth number and locations may vary accordingly.

LOCATION PREFERENCES:   Booths will be assigned where they best fit in the layout and flow of the building. We will try to accommodate your preferences as best as we are able. *As requested through feedback on the vendor survey, we are adding new exhibits into the Commercial Building to change things up. The layout of the building may change, and the number of available booths has decreased. We will get you as close as possible to your desired location.

BOOTH STAFFING:  It is NOT required that your booth be staffed, however, your property is your own liability and the McLeod County Ag. Assn. is not responsible for any damage or loss that may occur. You are responsible for notifying all people involved with your booth space of the rules and regulations in this agreement, including building hours. 

CONDUCT: Please maintain a family-friendly atmosphere suitable for all ages. Lessee further agrees to maintain their premises in a clean and orderly condition at all times, and to leave the space in a clean and orderly condition after booth dismantling. No posters, ads or campaign materials of any kind may be posted outside of your rented space.

USE CAUTION: A rubber sport court flooring is in the building and we would like to be overly cautious in protecting the investment as best as possible:

• Absolutely NO DRIVING VEHICLES INTO THE BUILDING. Contact the fair office if you need assistance with moving in larger items.
• Avoid contact with any chemicals on the floor (cleaning products, oils, paints, etc.). We would prefer that there are no stickers, gum or candy giveaways. If you choose to do so, keep in mind that it is difficult to remove them from the floor after the fair.
• Take caution with tables and chairs. Please avoid sliding or dragging them across the floor. Get assistance from another person to lift and move tables as needed.
• Heavyweight materials WILL LEAVE IMPRESSIONS. Please contact the fair office for tips on how to prepare the space BEFORE placing heavy equipment or items.

SAMPLES: If distributing food samples, it is your responsibility to comply with the MN Department of Health's safety guidelines and requirements.

PUBLIC WI-FI AVAILABLE: Free public Wi-Fi is available on the fairgrounds. This can be used for credit card transactions if needed, however, there will be an option to access a secured network connection for a small fee through their website, if desired. More information will be handed out at vendor check-in.

ST-19 FORM: The Department of Revenue Certificate of Compliance (ST-19) form NEEDS to be filled out completely, including a full list of what items you will be representing. Only those items listed may be sold or promoted. The MN Department of Revenue requires all county fairs to collect completed ST-19 forms from vendors designating a valid MN Sales Tax Number, unless otherwise exempt and noted accordingly. Booth reservation will not be fully secured without a completed ST-19 form on file.

PROOF OF INSURANCE: A Certificate of Liability Insurance is necessary from all vendors for booth rental and must list the McLeod County Agricultural Association as Additional Insured and have valid dates of coverage during the fair. Booth reservation will not be fully secured without it.

Questions? Contact the McLeod County Fair Office by Phone: (320)587-2499 or Email: [email protected]

The McLeod County Agricultural Association values and appreciates our vendors and exhibitors and are open to suggestions. Please forward to [email protected]. You may also indicate any comments or suggestions on the Vendor Comment Form (found in vendor packet) and return to the fair office by the conclusion of the fair.