Amelia County Fair Association
P.O. Box 451
Amelia, Virginia 23002

CONTRACT FOR FOOD VENDORS

2011 Amelia County Fair, Wednesday, September 7- Sunday, September 11

We agree not to sell any of the following items: COTTON CANDY, POPCORN, and SNO-CONES as the Midway has an exclusive right to sell theses items. We also agree to install a backflow preventer or vacuum breaker into each and every water line that we use.

The fee for a 30-foot outside food vending space is $220.00, to be paid in advance, before July 15, 2011. After this date the fee for a 30-foot outside food vending space is $245.00. Booths can be set up any time on Monday but must be completed by 9:00 p.m. Tuesday night. Booths may not be disassembled before the fair closes on Sunday night at 6:00 p.m. If a booth is closed early the cleaning deposit will not be refunded.

Food vendors must complete a temporary restaurant permit and return it to:

Health Inspector
Amelia County Health Department
P.O. Box 392
Amelia Courthouse, VA 23002

The Amelia County Health Department can also be reached by phone or fax:

Phone: (804) 561 - 2711
Fax: (804) 561 - 2712

Any person who needs to have their vehicle on the Fairgrounds to bring supplies to their booth must bring in all supplies, unload items and remove their vehicle from fairgrounds prior to the Fair opening. Any vehicle left on the grounds will be towed at the owner’s expense.

FAIR HOURS:
Wednesday -Thursday: 5PM-10PM
Friday: 5PM-11PM
Saturday: 12PM-11PM
Sunday: 1PM-6PM
****RULES AND REGULATIONS****

Please read all of the rules and regulations carefully. It is the responsibility of the vendor to be familiar with the rules and regulations; they are part of the space rental contract!

1.

The rights and privileges granted by the Fair Association in this contract are only those stated here, no part of which shall be sublet, sold or transferred or assigned. Signs or advertising matter of any kind deemed objectionable by the Fair Association may be removed without liability for damage to the Fair.

2. You must confine your business to the specific area you leased. There will be no soliciting or handing out of written materials outside of the space that has been leased.
3. Obstructing of visitors’ passage ways, use of public address systems, recorders, gongs, bells or any other objectionable device or method of attracting attention shall not be permitted. The Fair shall be the sole authority of what is permissible.
4. Any item or structure placed upon a leased facility or area shall conform and be operated in compliance with requirements of the Fair, County, Health Department, Fire Department, Building Official and all other County, State and Federal Laws.
5. The Fair reserves the right to regulate the commodities and/ or services offered by lessee, the price received from same and the type and location of prices signs, which price sign lessee agrees to prominently post for benefit of patrons. Lessee further agrees to honor all distribution rights and privileges granted by the Fair and purchase from said distribution all such products or services as required for use or sale at the Amelia County Fair.
6. The Lessee shall, at the expiration of the term, return the premises to the same condition as obtained at commencement of term. Any or all parts of buildings, stand, equipment and/ or supplies belonging to and used by the Lessee during the time set forth in this contract and not removed from the fairgrounds by Monday, 8 p.m. following the closing date of the Amelia County Fair, shall revert to and become the undisputed property of the Fair without further notice.
7. The Lessee agrees to furnish, prior to entering the fairgrounds, proof of general liability insurance with limits, coverage and carriers satisfactory to the County’s Risk Manager. The Fair Association needs this copy for its own insurance carrier so that it may be able to hold the fair. Lessee must list Amelia County Fair as an additional insured on their policy.
8. Representatives of the County of Amelia shall have access to the leased premises and to the structures thereon at all times.
9. Please check in and out with the fair office. We will not take cash money for your deposit, just a check. No space can be occupied until payment is completed and proof of current general liability insurance has been presented to the fair office. Bring your contract and keep it with you at the fair.
10. Space assigned, but not set up and ready for business by 2 p.m. on the first day of the fair may be canceled and fees previously paid for such space forfeited as liquidated damages. Space shall remain open and presentable until 10 p.m. during the Fair, except for the last day. The fair will remain open until 10 p.m. or later except for the last day. Space shall not be disassembled until 6 p.m. on closing night of the Fair.
11. All concessions must keep the space or booth plus the area immediately surrounding the space or booth in a clean and sanitary condition at all times, removing any trash and refuse which may exist. Lessee must not throw any refuse or empty any water or other fluids on the grounds. Personnel must be clean and neatly attired. Persons not complying will be ordered off the grounds. All cooking oil must be removed by the vendor. A $100.00 cleaning deposit is required prior to setting up your space. This must be in the form of a separate check, which will be returned to you at the end of the fair if your space is clean and you have not dismantled your space prior to the close of the fair on September 11, 2011, at 6 p.m.
12. Vendor spaces will be open to vendors (60) minutes prior to opening to the public.
13. No, Alcohol, drugs, or firearms are permitted on the fairgrounds property.
14. If you have rented space but do not set up a concession at the fair, you forfeit your cleaning deposit.
15. Vendor space is rented on a first-come, first-served basis and fees are non-refundable.
16. Two exhibitors’ passes will be provided for each space rented; these passes can be obtained from the fair office after providing current proof of insurance coverage.
17. Four drop tickets for each day, Wednesday, Thursday, and Friday, may be obtained from the Fair Association at a cost of $3.00 per ticket. Six drop tickets for each day, Saturday and Sunday, may be obtained from the Fair Association at a cost of $3.00 per ticket. No drop tickets will be sold after Wednesday, September 7, 2011. There will be no exceptions.
18. It is the responsibility of the exhibitor to submit sales tax for any transactions they carry out on the fairgrounds to the state department of taxation. The fair is not responsible for collecting sales tax or any other taxes.

Advertising space on the Fair’s Web site may be purchased at the cost of $100.00 per year. There will also be opportunities to advertise in the flyers that will be distributed before and during the fair.

If you have further questions, call Eugene Poe at (804) 561 – 5515 or send e-mail to Eugene at ameliafair2003@aol.com or to any fair member at ameliafair@ameliafair.org

 

 

 

 

AMELIA COUNTY FAIR FOOD VENDOR CONTRACT 2011

By signing this contract, I agree that I have read and understand its contents and will follow its rules and guidelines.

______________________________ __________________
(Name)                                                                    (Date)

________________________________________________
(Organization or Business Name)

________________________________________________
(Address)

Don't forget to enclose your cleaning deposit on a separate check so that it may be returned at the end of the fair!

________________________________________________
(City)                                                             (State)         (Zip)

_______________ _______________ _________________
(Phone)                               (Fax)                             (E-Mail)

As an authorized representative of the person, business, or organization listed above, I request the following booth space:


____________________________. Electrical service of ___________ amps is needed for the following items:

__________________________________________________________________________________.

I will be selling the following items:

__________________________________________________________________________________.


_______________________________________________
(Printed Name)

_______________________________________________
(Signature)

**********************************************************************
(Check #)                                        (Customer’s Bank)

_________________ _____________________________
Space Rent

________________ _____________________________
Cleaning Deposit

Please fill out the information requested above, attach the correct payment amount and return it along with a copy of your current liability insurance to:

The Amelia County Fair Association
P.O. Box 451
Amelia Court House, VA 23002

Make checks payable to: Amelia County Fair Association
Keep a copy of this application, along with the rules and regulations, for your records.