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Commercial Exhibits Vendor

General Information

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INFORMATION FOR COMMERCIAL EXHIBIT

SPACE FOR COMAL COUNTY FAIR

Contact Information:

Commercial Exhibits Chairman – Kimberlie Ballard

(830) 832–2132 or k_ballard@hotmail.com

Commercial Exhibits Co-Chairman – Stacy Flores

(830) 822-2417 orstacyflores1@satx.rr.com

Comal County Fair Association office

(830) 625-1505 email ccfa.nbtx@sbcglobal.net

(830) 625-8411 fax

Note: Commercial Exhibitors from the previous Year's Fair event will have first choice to return to their previous booth location. Available spaces will be awarded on a first come first serve basis. Contracts will only be negotiated for the booth spaces that are available. If you are interested in submitting an application to become a Commercial Vendor please select the "Register" link at the bottom of this page to submit the form electronically. To submit a paper application, please print the attached PDF and email to the Commercial Exhibits Chairman, k_ballard@hotmail.com.

Deadline to submit Applications will be May 31, 2017.

Applicants to be rewarded with available booth space will be contacted in June 2017. Notice of regret will be provided to those applicants that CCFA was unable to accommodate.

Deadline for Completed Applications for New Vendors (remitted with full payment and insurance requirements) will be July 31, 2017.


Event Date and Times:

OUTSIDE DISPLAY HOURS:

Tuesday, September 26, 2017 – 5:00pm – 10:00pm

Wednesday, September 27, 2017 – 5:00pm – 10:00pm

Thursday, September 28, 2017 – 5:00pm – 11:00pm

Friday, September 29, 2017 – 10:00am – 11:45pm

Saturday, September 30, 2017 – 10:00am – 12:45am

Sunday, October 1, 2017 – 10:00am – 8:00pm

INSIDE DISPLAY HOURS:

**Buildings will be open 15 minutes before display hours to allow vendors to set up for business.

Thursday, September 28, 2017 – 5:00pm – 10:00pm

Friday, September 29, 2017 – 10:00am – 10:00pm

Saturday, September 30, 2017 – 10:00am – 10:00pm

Sunday, October 1, 2017 – 10:00am – 7:00pm


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Rental Fee & Insurance & Rules:

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

Insurance Requirement:

The Comal County Fair Association requires all vendors to provide a copy of their current liability insurance policy of no less than One Million dollars ($1,000,000.00). 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 of One 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 ANY AND ALL SALES 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 Contract for verification with the Texas State Comptroller’s office prior to the Fair event. For additional information regarding this information, please go to window.state.tx.us.

RULES, REGULATIONS AND INFORMATION

Contracts 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.


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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 submit name, address, e-mail and phone to be eligible to win will be permitted to be held on the Comal County Fairgrounds. 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.


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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.


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Security & Liability:

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 any way 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.

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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.

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.

NO PETS!


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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 SET UP:

Dates & Times –

Monday, September 25, 2017 – 8:00am – 8:00pm (vehicles allowed)

Tuesday, September 26, 2017 – 8:00am – 8:00pm (vehicles ‘till noon)

Wednesday, September 27, 2017 –NO SET-UP/OR ACCESS TO BOOTH ALLOWED

Thursday, September 28, 2017 –NO SET-UP/OR ACCESS TO BOOTH ALLOWED

OUTSIDE VENDORS SET UP:

Dates & Times –

Monday, September 25, 2017 – 8:00am – 8:00pm (vehicles allowed)

Tuesday, September 26, 2017 – 8:00am – 8:00pm (vehicles ‘till noon)

Wednesday, September 27, 2017 –NO SET-UP ALLOWED

Thursday, September 28, 2017 –NO SET-UP ALLOWED


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TAKE-DOWN: ALL VENDORS:

Sunday, October 1, 2017 after 8:00pm (no vehicles)

Monday, October 2, 2017 8:00am – 12:00pm (vehicles allowed)

NO PETS


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Payment & Cancellation:

Payment Requirements:

Full payment with completed Application and proofof insurance (or insurance fee is not providing own insurance) must be received before setup is allowed.

REFUNDS / CANCELLATIONS:

Any request for cancellation and/or refund must be received in the Comal County Fair Association office in writing no later than August 15, 2017. No refund will be granted after this date. Any request for refund must be approved by the Officers prior to the refund being granted.


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Exhibitor Passes:

Each space rented will be allotted ten (10) one-day passes. Vehicle parking passes may be purchased in the Fair office during the event.



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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.

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Conduct:

Vendors, as guess of the Comal County Fair Association are expected to demonstrate the behaviors that are beyond reproach.

Vendors, who choose to consume alcohol beverages, are expected to do so responsibly and in moderation. Any vendor who chooses to behave irresponsibly and over-indulge win alcohol beverage (under the influence) will be turned over to Security Detail and escorted to levee the activity, or leave the Fairground property for the remainder of the event.

Vendors, who choose to use loud, foul, and profane language (shouting or verbal argument) and/or choose to participate in any physical altercation (fight or brawl) may be asked by a Fair Association Officer to leave the activity, leave the Fair Grounds property for the remainder of the event.

Vendors, are asked to always show courtesy to members of the public or media (whether with complaint, problem, or for information or an interview) and to direct the person to the Fair Association Office so that the appropriate Committee Chairperson or Officer may provide consistent and accurate information.

Vendors, are expected to exhibit behavior, in word and deed, that is honest and above reproach. Any vendor found to have committed an illegal or immoral act may be asked to leave the Fair Ground property without invitation for return. Any complaints or comments about the Comal County Fair Association or its members should be directed to the Committee Chairman or Association Officer.

The CCFA is committed to equal opportunity for all persons without regard to sex, race, age, color, religion, creed, national origin, marital status, disability or sexual orientation. It is the policy of the CCFA to comply with all federal, state and local laws and regulations regarding equal opportunity. In keeping with the policy, the CCFA is committed to maintaining an environment that is free of unlawful discrimination and harassment. Accordingly, the CCFA will not tolerate unlawful discrimination against or harassment of any of our volunteers, members, employees, vendors or visitors present at our facilities by anyone including any employees, members, volunteers, clients or customers of the CCFA.

Any vendor who does not abide by this code of conduct is subject to removal from the association by the Executive Board. Appeals must be submitted, in writing to the President and addressed to the Association Office. The Executive Board will consider the appeal at its next regularly scheduled meeting and may, at its' discretion, grant reinstatement or uphold the termination.

All exhibitors agree to keep their booth in operation during the indicated hours and on the indicated dates as designated by CCFA.

Any violation of these and other rules or misconduct between exhibitors and our guests or members of the Comal County Fair Association and it's employees, may result in the cancellation of future rental space reservation. Repeated violation will result in the immediate removal from the Comal County Fair grounds and cancellation of rental contract with no refund.

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2017 Commercial Vendor Application

2017 Commercial Vendor Application

THIS IS AN APPLICATION ONLY. THIS DOES NOT GUARANTEE A SPACE.
First Name
Last Name
Email Address

Information

Company Name
Contact Person
Title
Address
City
State
Zip
Phone Number
Cell Number
Fax Number

Merchandise Items/Services to be Sold

List items with brief descriptions
Items not listed will not be allowed
Pictures or Files
 

Size Of Space

Other Space Size (Specify)
Do you require electricity?

If yes, please describe

Insurance

Do you have personal insurance?

If NO is selected, Will you be willing to pay an additional $150.00 fee for insurance?
Insurance Fee

Are you interested in being a vendor at the Fair only?

Are you interested in being a vendor at the BBQ Cook Off?

The Comal County Fair Association requires all vendors to provide a current liability and indemnity insurance policy in the sum of no less than $1,000,000/$2,000,000 and in a form to be approved by the CCFA. 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 of One Hundred Fifty Dollars ($150.00), in addition to the space fee.

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