Big Sky Country State Fair

·         Please attach a COMPLETE LISTING OF ALL ITEMS TO BE SOLD.(Any deviation from the items listed must not be sold unless approved by Fair Management).

·         Please attach PHOTOS of your Booth.

GENERAL INFORMATION:

·         Commercial Vendor Contact: Tom Rechlin, Vendor Sales Coordinator (Office) 406-582-3278, (Cell) 406-599-1747, (email) tom.rechlin@gallatin.mt.gov

·         Required hours of operation for commercial vendors are Wednesday, July 15th through Saturday, July 18th from 11 am – 9 pm and Sunday, July 19th from 11 am – 6pm.  Note: The Fair is open until 11 pm on Wednesday through Saturday.  You are welcome to stay open until 11 pm but are required to be open until 9 pm.  Sunday you are required to be open until 6 pm.  Your booth must be manned at all required open hours.

·         Check in: Hours are Monday, July 13th from 8 am – 6 pm and Tuesday, July 14th from 8 am to 5 pm.

·         Move out: Hours are on Sunday, July 19th from 6 pm – 10 pm and Monday, July 20th from 8 am – 5pm.

·         Security: 24-hour grounds security is provided.

·         A Certificate of Insurance is required before moving in.  Email to:  tom.rechlin@gallatin.mt.gov.

·         Accommodation: Limited RV Camping onsite is available.  RV reservations are required and must be prepaid.  Other RV and hotel accommodations are available in the area.

COMMERCIAL VENDOR RULES AND PROVISIONS

SECTION 1 - LOGISTICS

1.      MOVE IN:  Hours of check-in are 8 am – 6 pm on Monday, July 13th and 8 am – 5 pm on Tuesday, July 14th. Vendors must check-in and pick up their welcome packet at the entrance to GATE A by the Tamarack Parking area or GATE B by the Oak Street Parking area.  An agent will be there to greet you and direct you to your location.  If you have questions about the check-in process upon arrival, call Tom Rechlin at 406-599-1747.

2.      OPERATIONS:  You are required to be open for business from 11 am – 9 pm on Wednesday, Thursday, Friday and Saturday.  Sunday hours are 11 am – 6 pm.

3.      DELIVERIES/LIMITED VEHICLE ACCESS: Inside the grounds, vehicular traffic is limited to delivery vehicles between 6 am and 10:30 am daily.  All Commercial Vendors must have a Delivery Pass (This is not a parking pass!) to enter GATE C (off Oak St.) to deliver to your booth.  Once you have unloaded, please move your vehicle outside of the grounds to public parking or to an assigned reserved space.  Your Delivery Pass is also valid for use during open Fair hours to use at GATE V (vendor) Bridger Parking Lot.  You will not be able to access your booth with your vehicle from this location but may use it as a drop off point.  THIS IS NOT A PARKING PASS.  You may not park in this location without a paid Parking Pass.

4.      TEAR-DOWN:  Sunday from 6 pm – 10 pm and Monday the 20th from 9 am – 6 pm.  Any early closing or tear-down prior to 6 pm on Sunday will result in ineligibility for future fairs. All space must be cleared of any debris during teardown.  Failure to do so may result in non-renewal.

 

 

SECTION 2 – LICENSING, PERMITS, ETC.

1.      POLICY TO OPERATE BY FAIR/TERMINATION: Commercial Vendors shall pay total Fairgrounds fees upon receipt of acceptance notification.  Cancellation prior to April 15th, 2026, will result in 50% of total fees being refunded.  Cancellation after April 15th, 2026, shall result in no refund.  Payment must be received within 30 days of acceptance, unless special arrangements are made with the Vendor Coordinator or your application will be withdrawn.  Please inquire if you need to make special arrangements.

2.      FOOD LICENSE: Commercial Vendors selling any food items MUST obtain the appropriate Food License issued by the State of Montana or the Gallatin County Health Department.  Food Licenses should be applied for at least 30 days prior to the event.  In Gallatin County, applications can be submitted on line via this link:  Temporary-Food-Event-Permit-Application-050119.pdf. Call 406-582-3120 or visit their office at 215 W Mendenhall St, Bozeman, for more information.  You will not be able to operate without this license.  No refunds will be issued should you not obtain a license.

3.      INSURANCE: Concessionaire is required to provide a current Certificate of Liability Insurance naming Gallatin County, Montana, 901 N Black, Bozeman, MT 59715 as additional insured.  Coverage must be a minimum of $1,500,000 and endorsement must be on a primary and non-contributory basis.  Your insurance carrier should provide you with a COI on request at no charge.  You will not be allowed to set up without providing this document to the Fairgrounds.

4.      LICENSED PRODUCTS:  If you are selling any licensed products, a copy of the license shall be provided to the Fairgrounds.

5.      RENEWAL: The Fair reserves the right not to renew a contract as it deems in the best interest of the fair and its patrons.

 SECTION 3 – OPERATIONAL RULES

 1.      BOOTH ARRANGEMENT AND SETUP: Commercial Vendors must keep all products and equipment within the line limits of their booth.  This includes tent stakes, ropes, inflatables, awnings and counters.  For those of you that need to occupy space behind your retail booth, you must obtain approval from the Vendor Sales Coordinator.

2.      LIST OF PRODUCTS: All menu items for sale MUST be listed on the application.  All items must be approved by Fair Management and those not listed may not be sold.

3.     CARE AND REPAIR OF PREMISES: The space utilized by the Commercial Vendor must be returned to the condition it was upon occupation of your space.  This includes, but is not limited to, filling and repairing all tent stake holes set in asphalt with a suitable asphalt or tar repair substance.  Tent stake holes set in dirt must be refilled with dirt.  All garbage must be disposed of properly before departure.

4.      USE OF AMPLIFYING DEVICES: Amplifying devices or other sound producing equipment must be kept at low volume so as not to interfere with other concessionaires.

5.      SOLICITATION: Solicitating outside of the confines of your booth is expressly prohibited.

6.      REJECTION OF EXHIBITS: Fair Management reserves the right to reject any Commercial Vendor based on service history, quality of display or any other reason that is not in the best interest of the Fair.

7.      ANIMALS: No animals are allowed in the Commercial Vendor space unless they are a part of the business.  Strictly enforced.

8.      GIVEAWAYS: Any giveaway programs conducted by Commercial Vendor must be registered with Fair Management, listing the items promoted.  All giveaways are subject to Fair Management approval.

9.      RECOGNITION AWARDS: Recognition may be awarded to exceptional Commercial Vendors for exceptional display, service, or unique items and presentation or other criteria.

10.      FIRE LANES: All roadways on the Fairgrounds are considered fire lanes and shall not be blocked by vehicles or any other equipment.  Vehicles will be towed at the owner’s expense.

11.      VEHICLE USE: Vehicle usage on the grounds is a privilege regulated by Fair Management and can be revoked for any violation of rules.

12. TRAILER PARKING: Trailer parking is allowed behind some of the Commercial Vendor spaces with approval or in the Bridger Parking Lot for a $25 fee per space.  The main parking spaces in Tamarack or Oak Parking Lots are free of charge.

13. ATV/GOLF CARTS/E-BIKES: or any other motorized vehicles are permitted only during move-in, tear down and from 6 am – 10 am during fair unless approved by Fair Management.  Motorcycles are not permitted at any time unless a part of the vendor exhibit and may not be utilized during all open fair hours.

14. SIGNAGE: Absolutely no handwritten signs unless approved by Fair Management.  Exceptions may include tastefully designed dry-erase boards, sandwich boards, etc. and must be approved.  Professional signs only.  The Fairgrounds also reserves the right to disallow any sign that is deemed controversial or in poor taste.  The Fairgrounds is a family atmosphere and reserves the right to determine what signs may fall in this category.

15.  FAIRGROUNDS SERVICES: Power is provided upon request.  The Fairgrounds will also provide change whenever possible.  Please contact the Vendor Sales Coordinator for this service.

16. REFUSE: Communal dumpsters and gray water stations are provided.

17. ICE: Ice is available for purchase at $5 per bag in the Bridger Parking Lot for your convenience.  You are not required to purchase your ice from the Fairgrounds, but the service is available.

18. FAIRGROUNDS SERVICES NOT PROVIDED: The Fairgrounds do not provide power cords, cord coverings, hoses, tools, etc.  We will have a limited number of 120V power cords and hoses available for purchase at your convenience.  Box stores, hardware stores, etc. are nearby if you prefer.

19. CORDS AND HOSES: All must be in working order and not be frayed or compromised in any way and must be safe and usable.  Electrical cords WILL be inspected by our Electrician.  Cords found to not comply must be replaced in order to continue operations.

20.      TRIP HAZARDS: Extension cords are not to be exposed in any public walkway unless covered and approved by Fair Management.  Hoses may not be any public walkway.

SECTION 4: CANCELLATION AND LIABILITY

 1.      SPACE CANCELLATION: Fair Management reserves the right to cancel the Commercial Vendor Contract for any cause whatsoever at any time before or after Commercial Vendor has commenced operations.  Any violations of the contract will result in forfeiture of all payments.  Commercial Vendor reserves the right to cancel for any cause up to the commencement of operations under the contract and agrees to forfeit all payments made according to the cancellation policy.  If for any reason Fair Management is unable to continue its operation for the time stated, the Big Sky Country State Fair shall not be liable to the Commercial Vendor for any claims, demands or damage except to refund to said Commercial Vendor a pro rata share of the amount of rent based on number of days of operation prior to the time said operation discontinues.

2.      LIABILITY OF LESSOR AND INDEMNIFICATION: Commercial Vendor waives all claims against the Gallatin County, the Fairgrounds and the Big Sky Country State Fair for damages to goods or property and injuries to people on or about the premises from any cause arising at any time, except negligence of Gallatin County, the Fairgrounds and the Big Sky Country State Fair.  The Commercial Vendor assumes all responsibility for the payment of and agrees to indemnify and hold Gallatin County, the Fairgrounds and the Big Sky Country State Fair harmless for all damages, costs, expenses, judgements and attorney’s fees arising from or related to any claims, actions, causes of actions, damage or injury to any person, including death, or to the goods or property of any person, or damage to the premises arising from the use by the Commercial Vendor or arising from the failure of the Commercial Vendor to keep the premises in good condition, or from any breach or default in the performance of any obligation on the Commercial Vendor’s part.

In case of such claim, action, damage or injury, the Commercial Vendor upon notice from the Fairgrounds shall defend the same at the Commercial Vendor’s expense with counsel satisfactory to the Fairgrounds.  Nothing contained herein shall be deemed to limit the claims or causes of action that either the Fairgrounds or the Commercial Vendor may have against their parties for damage arising from the act or negligence of said third parties.

Lessee must operate its affairs on the premises in a businesslike and lawful manner.  Lessee will not conduct its affairs in a manner that will cause discredit, harm or loss to the businesses conducted by the Lessor and its other tenants, vendees or assigns.  Lessee’s use is subject to Lessor’s duties and obligations under the United States and Montana Constitutions.