EVENT INFORMATION

FAIR DATES: THURSDAY, AUGUST 15 - SUNDAY, AUGUST 18, 2024
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: THURS. - SATURDAY: 9:00AM - 9:00PM, SUNDAY: 9:00AM - 7:00PM
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 fair!

TIMELINE

Applications are received until all spaces are filled. All applications received with payment and fully completed required documents prior to June 1st are $250.00/ booth.  Beginning June 1st, booth rental rate increases to $350.00/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.

* NEW!    FAIR OFFICIALLY ENDS 7:00PM SUNDAY: Since many would prefer to leave earlier,  we have moved the release time for all exhibits to 7:00 PM.  All booths must stay assembled until 7:00PM Sunday, as agreed upon in this contract.  Please make sure those in charge of the booth are aware.  Early departure may result in not being accepted to future fairs.

REQUIREMENTS & GUIDELINES

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: Please follow any CDC or MN Department of Health guidelines that may be in place at the time of the event.  See refund policy.  MN Department of Health License numbers are required at time of application, if applicable.  

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 to fit in all exhibitors and activities. Booth number and locations on the website map 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.  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 & CLEAN-UP: Please maintain a family-friendly atmosphere suitable for all ages.  No posters, ads or campaign materials of any kind may be posted outside of your rented space. 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.  You shall dispose of any remaining trash or items from your space in the nearest dumpster.   

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 before arrival and will lose your space and payment if all necessary documents are not on file with the office before arrival.

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 certificate holder, with valid dates of coverage during the fair. Booth reservation will not be fully secured without it and will lose your space and payment if all necessary documents are not on file with the office before arrival.

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.

REGISTER

($350.00/ea.)

Each booth space is 8'x10', with a 7' tall curtained back, and 3' tall curtained sides. Each booth rental includes one (1) 15 amp outlet. *Rate increases to $350 per booth on June 1st.

OPTIONAL ITEMS

($40.00/ea.)

Each set includes one (1) table and two (2) chairs. The table and chairs will be set in your booth space prior to your arrival. Rental MUST be pre-ordered  AND PAID before Monday of fair week.  MAKE SURE THOSE SETTING UP THE BOOTH ARE AWARE OF WHAT WAS INCLUDED IN YOUR REGISTRATION.

($10.00/ea.)

Each booth comes equipped with one (1) 15 amp outlet for your use. You must add additional power in advance, if needed, for $10.00/additional 15 amp outlet.

ITEMS BEING SOLD OR PROMOTED

VENDOR INFORMATION

REQUIRED ATTACHMENTS


For and in consideration of the right and privilege of entering, participating and otherwise engaging in the McLeod County Fair to be held in Hutchinson, Minnesota, the undersigned being of full lawful age and or having full authority for and on behalf of the company or corporation mentioned thereafter, does hereby release, forever discharge and agree to hold harmless the McLeod County Agricultural Association, its Board of Directors, its other officers, employees and agents, their heirs, successors and assigns from any and all claims, actions, causes of actions and demands by reason of any consequence of undersigned’s participation in said McLeod County Fair. The Lessee covenants and agrees to abide by the laws of the State of Minnesota and all rules which shall be made by the Lessor or its officers. Lessee further agrees to sell and promote only the items that have been listed on their application and all paperwork. All lessees must comply with the Minnesota Department of Revenue. Lessee agrees to provide the Lessor with a valid Certificate of Liability Insurance showing coverage during the fair and naming the McLeod County Agricultural Association as ADDITIONAL INSURED. The Lessor reserves the right to limit the sale or promotion of any items of which are deemed inappropriate to the family atmosphere of the event. Any item found to be inappropriate, whether advertised or sold/promoted by Lessee, shall be immediately withdrawn and removed from the premise at the request of the Lessor. Failure to abide by these rules may result in the Lessor closing down said leased space and remove Lessee without liability. Space is not guaranteed. Applications are reviewed as received and are accepted upon the verification that all documents are complete. Accepted rentals are final - no refunds issued. Contact information is collected for the purpose of future rental notification and email communications for rental, with the option to opt out of further email communications beyond required of this rental.

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PAYMENT INFORMATION

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