INFORMATION FOR COMMERCIAL EXHIBIT SPACE
FOR COMAL COUNTY FAIR
Applications will only be provided for the booth spaces that are available. Please contact the Commercial Exhibits Chairman for space availability and an application.
Event Date and Times:
OUTSIDE DISPLAY HOURS:
Tuesday, September 25, 2012 – 5:00pm – 10:00pm
Wednesday, September 26, 2012 – 5:00pm – 10:00pm
Thursday, September 27, 2012 – 5:00pm – 11:00pm
Friday, September 28, 2012 – 10:00am – 11:45pm
Saturday, September 29, 2012 – 10:00am – 12:45am
Sunday, September 30, 2012 – 10:00am – 8:00pm
Location:
Comal County Fair Grounds
801 E Common Street
New Braunfels, Texas 78130
Rental Fee:
INSIDE 10 x 10 (w/o air conditioning) $150.00
INSIDE 10 x 10 (w/ air conditioning) $200.00
OUTSIDE 10 x 10 (w/ electricity) $225.00
OUTSIDE 10 x 10 (w/o electricity) $125.00
Note: Commercial Exhibitors from the 2011 Comal County Fair will have first choice to return to their previous booth location. Available spaces will be awarded on a first come first serve basis. Review the Deadline portion below for the NEW Commercial Exhibitors Application Deadlines.
Insurance Requirement:The Comal County Fair Association requires all vendors to provide a copy of their current liability insurance policy of no less thanFive hundred thousand dollars ($500,000.00).COMAL COUNTY FAIR ASSOCIATION MUST BE LISTED AS ADDITIONAL INSURED. Policies must be in effect during the event dates. If no certificate of insurance is attached to the application you may be added to the policy of the Comal County Fair Association for a fee ofOne Hundred Fifty dollars ($150.00),in addition to the rental fee. If you do not provide proof of insurance or obtain one, you will NOT be allowed to participate in the Commercial Exhibits of the Comal County Fair.
Texas State Sales Permit #:EXHIBITOR IS RESPONSIBLE FOR PAYING ANYANDALLSALES TAX DUE TO THE STATE COMPTROLLER’S OFFICE.The Comal County Fair Association requires all vendors to provide and display their Texas State Sales Permit # during the Comal County Fair event. The permit number must be included on the Commercial Exhibitors Application for verification with the Texas State Comptrollers office prior to the Fair event. For additional information regarding this information, please go to window.state.tx.us.
Application Deadlines: April 15, 2012
*$10.00 Discount Feeif FULL PAYMENT with completed Application received in CCFA office by April 15, 2012
*Deadline for returning exhibitors to retain same space as last year. (Any unpaid spaces will then become available on a first come first serve basis after May 31, 2010.)
April 30, 2012 -Registration Deadline
*Full Paymentfor Exhibit
*CompletedApplicationsforRETURNINGexhibitors accompanied by acceptableproof of insuranceor a request to be added to the CCFA’s policy
*Insurance Fee, if necessary
A LATE REGISTRATION FEE OF $25.00 will be accessed FOR ALL RETURNING EXHIBITOR CONTRACTS and PARTIAL PAYMENTS RECEIVED AFTER APRIL 30, 2012
May 31, 2012 –Final Due Date
*FINAL DUE DATEforRETURNINGexhibitors to reserve their space from the previous year. If your contract has not been received with full payment at the CCFA office by this date your space will be offered to the next applicant.
June 1, 2012
*Open forNEWexhibitors
July 31, 2012
*CompletedApplicationsforNEWexhibitors accompanied by acceptableproof of insuranceor a request to be added to the CCFA’s policy.
*Full Paymentfor Exhibit Space
*Insurance Fee, if necessary
August 15, 2012
*Any requests for cancellation and refund must be received in the Comal County Fair Association office.Contact Information:
Commercial Exhibits Chairman – Kimberlie Ballard
(830) 832–2132 ork_ballard@hotmail.com
Commercial Exhibits Co-Chairman – Stacy Flores
(830) 822-2417 or stacyflores1@satx.rr.com
Comal County Fair Association office
(830) 625-1505 email ccfa.nbtx@sbcglobal.net
(830) 625-8411 fax
RULES, REGULATIONS AND INFORMATION
Applications for exhibit space will only be processed if they are completed in its entirety, accompanied by acceptable certificate of insurance, state sales tax ID # and full payment has been submitted.
SALES MATERIALS:
The Comal County Fair Association retains the right to exclude from its premises any material, product, or items which it deems to be injurious, profane, pornographic, offensive or obnoxious, or which it considers to be illegal, detrimental to public health and safety, or is a security hazard. These items may include smoke bombs, stink bombs, silly string, laser devices, guns, knives, and items suspected to be counterfeit. No food or beverages may be sold by commercial exhibitors.
No prize or give-away raffles or drawings that require visitor to sumit name, address, e-mail and phone to be eligible to win will be permitted to be held on the Comal County Fair grounds. Prior to request an authorization in writing has to be given to the Commercial Exhibits Chairman. Any giveaways must be concluded by the end of the fair and the winners’ name and phone number turned in to the Fair office.
BOOTH MAINTENANCE:
Exhibits shall be constructed, decorated, and maintained in a professional manner. All exhibitors will keep their booths clean and orderly. All trash should be placed in the aisle at the end of each day. Vehicles will be allowed in the booth areas on Monday and Tuesday until noon.
SECURITY:
Security will patrol the grounds at night. Comal County Fair Association officials will close all exhibit buildings each night at closing time. The Comal County Fair Association will not be responsible for any losses or damage incurred by any exhibitor, their employees or agents. All exhibitors must vacate exhibit buildings within 15 minutes of closing.
LIABILITY:
The Comal County Fair Association will not be held liable for loss or damage from fire, theft, vandalism, or accidental injury, nor will the Comal County Fair Association be liable for any loss or damage due to smoke, water or electrical current from any source. The Comal County Fair Association will not be liable for injuries arising from, or in anyway connected with, the use or occupancy of rental spaces by exhibitors. The exhibitor agrees to indemnify and hold harmless the Comal County Fair Association and their employees against any and all claims of any person whosoever arising out of acts or omissions of exhibitors, its employees, agents and/or guests.
EXHIBITOR PASSES:
Each space rented will be allotted ten (15) one-day passes. Vehicle parking passes may be purchased in the Fair office during the event.
SPACE ASSIGNMENTS:
Once rental spaces are assigned, there will be no relocations. Any space that is vacated will be available on a first come first serve basis.
CONDUCT:
All exhibitors agree to keep their booth in operation during the indicated hours and on the indicated dates as designated by CCFA.
SUB-LEASING IS NOT PERMITTED!
Any violations of these and other rules or misconduct between exhibitors and our guests or members of the Comal County Fair Association and it employees, may result in the cancellation of future rental space reservations. Repeated violations will result in the immediate removal from the Comal County Fair grounds and cancellation of space rental contract with no refund.
SET-UP:ALL VENDORS MUST BE SET UP BY 5:00 P.M. TUESDAY
Note: There are many scheduled activities that take place during the fair event. The sensitivity of the Set-up times has to be respected. If for any reason these times are not reasonable for your exhibit, please contact the Commercial Exhibits Chairman.
INSIDE VENDORS:
Dates & Times –
Monday, September 24, 2012 – 8:00am – 8:00pm (vehicles allowed)
Tuesday, September 25, 2012 – 8:00am – 8:00pm (vehicles ‘till noon)
Wednesday, September 26, 2012 –NO SET-UP ALLOWED
Thursday, September 27, 2012 –NO SET-UP ALLOWED
OUTSIDE VENDORS:
Dates & Times –
Monday, September 24, 2012 – 8:00am – 8:00pm (vehicles allowed)
Tuesday, September 25, 2012 – 8:00am – 8:00pm (vehicles ‘till noon)
Wednesday, September 26, 2012 –NO SET-UP ALLOWED
Thursday, September 27, 2012 –NO SET-UP ALLOWED
TAKE-DOWN: ALLVENDORS:
Dates & Times –
Sunday, September 30, 2012 after 8:00pm (no vehicles)
Monday, October 1, 2012 8:00am – 12:00pm (vehicles allowed)
NO PETS
DISPUTES:
The Comal County Fair Association and their staff will make every effort to ensure your time with us is enjoyable and profitable. We ask for your cooperation, understanding and patience in any disputes.
REFUNDS / CANCELLATIONS:
All requests for refund, due to cancellation, must be received in writing by August 15, 2012.