EVENT DETAILS

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

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

HOURS OF VENDOR OPERATION:   THURSDAY: 10:00AM - 10:00PM, FRIDAY: 10:00AM - 10:00PM, SATURDAY: 10:00AM - 10:00PM, SUNDAY: 10:00AM - 8:30PM
*vendors are welcome to open sooner and close later, but must be operational during these times. In the case of weather events or other safety related concerns, vendors may need to shut down early. Before doing so, please contact Steve Kuttner or the Fair Office for approval.

TIMELINE

  • Contracts received until July 1st or until filled (after July 1st, on a case-by-case basis. Please call).
  • Once accepted - Contracts signed by McLeod County Agricultural Association and confirmation by email or mail will be sent designating acceptance.
  • Checks cashed 1st week of June (or at time of online form submission). No refunds after July 1st.
  • SETUP:  All vendors must check in with Steve Kuttner at the fair office for location. No guaranteed spots. Placement is based on electrical needs and the best interests of the McLeod County Fair. Vendor packets will be distributed at time of check-in at the Fair Office.
  • Steve Kuttner will be available Monday - Wednesday prior to the start of the fair for placement.  All vendors must be on site and placed, ready for an electrical inspection by 1:00PM WEDNESDAY.
  • Be prepared for health & fire inspections. Stands operational by fair opening, 9:00AM THURSDAY.
  • DISMANTLING: No vendor may dismantle before Sunday at 8:30 PM for safety reasons. All vendors must completely remove stands by Monday at 5 PM.
  • NEW! The recipient of the best new vendor and best overall vendor award will each receive $50 off of next year's vendor fee!

REQUIREMENTS & GUIDELINES

APPLICATION PROCESS:  Please complete the application, attach all necessary documents, and finalize your reservation with payment.  You will receive a confirmation email when successfully submitted confirming that your application was received.  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.   You are not automatically guaranteed a space at the McLeod County Fair by submitting an application.  A separate confirmation will be sent when the space is approved.  If not approved, you will be fully refunded.   Previous vendors in good standing will get priority for space/menu until June 1st.  After June 1, any vendor with duplicate main menu items will be considered for approval.   Preference is given to vendors with main menu items that are unique and not duplicated by multiple vendors (some duplication is okay)  and sold at a reasonable price point for our fair's attendees. Preference is given to vendors with main menu items that are unique and not duplicated by multiple vendors (some duplication is okay) and sold at a reasonable price point for our fair's attendees.

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. See refund policy.

ELECTRICAL:  The electrical supply is very limited and must be reserved in advance. An electrical inspection will be conducted by a MN State Electrical inspector before the event officially starts. All vendors must pass an electrical inspection by the State Electrical Inspectors before participating in sales at the McLeod County Fair.  All cords embossed or printed with a "J" in the code will be rejected by the inspector. Each vendor is responsible for all fees/costs associated with State Electrical Inspection.  Please see the Electrical Information PDF on our website for details. The circuits you plug into will be protected by a ground fault circuit breaker (GFCI) located at the panel board. We strongly suggest your equipment be tested by an electrician using GFCI circuits prior to arriving to prevent tripping of the breaker and potential damage or loss of product. Vendors must have at minimum 100' of appropriately sized and construction-type of rubber cord to feed their trailer. If you have plug-in splices they must be elevated off the grass and wrapped in plastic to ensure they stay dry and watertight. All vendors shall be set up and ready for an electrical inspection starting at 1:00PM Wednesday.  Any electrical repairs or servicing to vendor or fairgrounds property will be at the vendor’s expense.

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 secure network connection for a small fee if desired. More information will be included in your vendor packet at check-in.

BEVERAGE PRODUCT & CUP WARE: We do not have an exclusive contract with a beverage wholesaler. Each vendor is allowed to sell any non-alcoholic product in any cup ware. NO outside freestanding coolers will be allowed. Ice is available for purchase from the fair office on the fairgrounds.

MINNESOTA DEPARTMENT OF REVENUE: All vendors must comply with the MN Department of Revenue. All county fairs are required to collect and submit a completed ST-19 Certificate of Compliance form from all vendors designating a valid MN Sales Tax ID#. See the ST-19 pdf link on our website for the form. Print and return a completed form (or upload online) with this contract for each stand.

INSURANCE: All vendors must have General Liability Insurance naming the McLeod County Agricultural Association as additional insured with $1,000,000 minimum coverage. Submit the Certificate of Liability Insurance naming the McLeod County Agricultural Association as additional insured with this contract.

PARKING/SUPPLY TRAILERS: There is a limited supply of electrical for supply trailers/vehicles in the parking area and must be reserved and paid in advance. Pre-Approved supply trailers/vehicles MUST park in the designated vendor parking area in the west parking lot and be identified.   Display provided ID Card visibly in window/on trailer.  NO ADDITIONAL REQUESTS FOR SUPPLY TRAILERS OR VEHICLES WILL BE APPROVED DURING THE WEEK OF THE FAIR.  Trailer may be towed if no ID card is present or visible. NO trailers or vehicles will be allowed near the vendor stands. No motor vehicles will be permitted servicing vendors 8 AM - Close. All products must be hand carted to vendor stands between those times.

STORAGE: No outside storage will be allowed around or near the stand without prior approval by McLeod County Fair.  Everything must be self-contained inside the stand or in the storage trailer/vehicle in parking lot.

CAMPING: Camping space on grounds is limited and reserved for livestock exhibitors. The City of Hutchinson and McLeod County have beautiful campgrounds located within a few miles of the fairgrounds. A listing of options can be found on the vendor pages of our website. Local campgrounds fill FAST. Reserve early.

RUBBISH, RECYCLING, GRAY WATER & WASTE COOKING OIL: The fair has containers provided for rubbish and waste cooking oil. Oil must be disposed in the bulk bins.  Gray water disposal is the responsibility of the vendor. Please notify the Fair Office if the containers need attention. The Fair participates in recycling. Bulk cardboard must be broken down before tossing in recycle carts or bulk recyclable dumpsters for efficiency.

SECURITY: The McLeod County Agricultural Association is not responsible for items lost, damaged or stolen during or after regular fair hours. If you are expecting a delivery from a courier, please let them know to get a hold of YOU for sign off, not the Fair Office.

VENDOR AVAILABILITY: To be fair to our attendees, it is important that each vendor be open and available during the times listed. Vendors are welcome to remain open beyond posted times, if desired. (Our evening crowd tends to stick around until midnight on Friday and Saturday nights).

VENDOR CONDUCT: The McLeod County Agricultural Association allows vendors to participate in the McLeod County Fair as long as they conduct themselves in accordance with a "family" and "community" event. Vendors who fail to promote a "family" and "community" attitude will be removed and forfeit their fees.

Questions? Contact Steve Kuttner, outdoor vendor coordinator - Phone: (320)582-6537 or Email: [email protected]

The McLeod County Agricultural Association values and appreciates our vendors and are always open to suggestions. Please forward to [email protected] or [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 at the conclusion of the fair.


REGISTER YOUR FOOD STAND

  • A professional food vendor fee of $800 for each food stand/trailer is required.

  • A $250 deposit is due at time of application along with any water or electrical needs. 10% of gross sales due before departing the event or by mailing within 1 week after the event concludes (minus the $250 deposit).

  • This option is for vendors that are interested in coming for less than the full 4 days of the fair. All vendors selecting this option MUST be self-sufficient with your own power and water needs.

WATER & ELECTRICAL OPTIONS

All vendors are responsible to comply by the State Electrical Rules & Regulations per the pdf that is located on our website regarding electrical requirements and as listed in this document.  Any electrical repairs or servicing to vendor or fairgrounds property will be at the vendor’s expense.

($25.00/ea.)
($100.00/ea.)
($30.00/ea.)
($100.00/ea.)
($30.00/ea.)
($20.00/ea.)

ITEMS BEING SOLD & PRICES

In an effort to be fair to all vendors, the McLeod County Agricultural Association has the right to reject any application or food item they are selling. Each vendor must list the items sold and prices below and not sell outside their list unless approved.  Preference is given to vendors with main menu items that are unique and not duplicated by multiple vendors (some duplication is okay) and sold at a reasonable price point for our fair's attendees.

VENDOR INFORMATION

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. 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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BILLING INFORMATION

  • Visa
  • Mastercard
  • Discover

Payment by credit card at time of application is the preferred payment method.  If a check needs to be sent at a later date, please mail to PO Box 142, Hutchinson, MN 55350.  Note that applications will not be reviewed for consideration until all payment and required documents are received.

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