Kauai County Farm Bureau Fair
Standard Terms and Conditions for COMMERCIAL AND NON PROFIT Booths

Please note that all vendor applicants are required to abide by the following terms and conditions at the Kauai County Farm Fair.
Download a PDF of Fair terms and conditions for review

TERMS & CONDITIONS

1. Holding of Fair
2. Exhibit Space
3. Electrical Power
4. Failure to Pay For or Occupy Space
5. Cancellation of the Booth
6. Liability Insurance - MANDATORY
7. Restrictions
8. Booth Setup
9. Removal of Display
10. Maintenance
11. Drawings and Contests
12. Liability
13. Assignment
14. Indemnification
15. Governmental Regulations
16. Default

1. HOLDING OF FAIR
   The Kauai County Farm Bureau (hereinafter referred to as “Sponsor”) will hold the fair beginning 26 August and ending 29 August, at the Vidinha Stadium parking lot. The Sponsor will provide booth space for rent during the event in approximately 220 ft. by 70 ft. tent on an asphalt surface.

   Thursday:	August 26	-	6:00 P.M.	to	12:00 Midnight
   Friday:	August 27	-	6:00 P.M.	to	12:00 Midnight
   Saturday:	August 28	-	12:00 noon	to	12:00 Midnight
   Sunday:	August 29	-	12:00 noon	to	6:00 P.M. (food & rides open to 11PM)

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2. EXHIBIT SPACE
   Sponsor will provide booth space of approximately 8 feet deep by 10 feet wide. (see page 8 for diagram). Booth will have 3 sides of plywood in most cases. Booths will include ONE ELECTRICAL OUTLET & ONE BULB FIXTURE. The Exhibitor will be allowed to exhibit only the line of goods and articles which are described in the application and approved by the sponsor. Sponsor retains the right to state what may or may not be displayed in a booth. EXCLUSIVE RIGHT is only given to event sponsors. ABSOLUTELY NO DRUG PARAPHERNALIA may be displayed or sold. Distribution of materials is limited to booth space only. The area in and around the booth must be kept clean and free of debris. There is no smoking or drinking of alcoholic beverages, or eating in the booth space. Sponsor’s contract with Fernandez Events, Inc. prohibits certain items from being given away or sold in the commercial booth area. Please check with the commercial chairman, MELISSA MCFERRIN for details. The booths must be staffed during all hours of the fair. Voice Amplification or other noise generation which interferes with another booth will not be allowed. Booth numbers will be assigned no sooner than the day of the fair.
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3. ELECTRICAL POWER
   Sponsor shall provide ONE ELECTRICAL OUTLET & ONE BULB FIXTURE. per booth. An Exhibitor requiring additional power must make their requirements known to the event coordinator, MELISSA MCFERRIN by July 30th. A rule of thumb: each booth has the electrical capacity to run a combination of: ONE household fan & ONE 60 watt lamp or ONE household fan & ONE computer. Spot Lights exceeding 60 watts, industrial fans, vacuum cleaners, etc. require additional power. If you do not disclose your need for additional electricity and you cause a power outage – you will be assessed a $25 service fee for each incident. Additional electricity can be purchased in the following increments: 5 to 10 AMPs = $50 or 15 to 20 AMPs = $150 (the latter will have own circuit). Electrical clarification may be directed to Duane Curammeng @ 652-0068.
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4. FAILURE TO PAY FOR OR OCCUPY SPACE
   All space will be handled on a first come first served basis for ALL. BOOTH SPACE IS ONLY RESERVED WHEN FULL PAYMENT IS RECEIVED. Anyone who does not occupy their booth by 5:00 P.M. on Thursday August 26th will risk forfeiture of the space and moneys paid.
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5. CANCELLATION OF THE BOOTH
   Refunds for cancellation of booth space will be at the sole discretion of the Sponsor. Cancellations made before July 30th incur a 10% processing fee. Cancellations made August 1 – 15 will incur a 20% processing fee. NO REFUNDS will be given for cancellations made August 16 or later.
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6. LIABILITY INSURANCE … ALL VENDORS MUST HAVE INSURANCE!!!! NO EXCEPTIONS
   ALL Exhibitor must have comprehensive general liability insurance in the amount of one million dollars. If You cannot supply proof of coverage you must buy the optional coverage supplied by the Sponsor at a cost of $100.00. Proof of coverage must be received BEFORE August 15th. If proof of insurance has not been received by August 15th by the Kauai County Farm Bureau office, a policy will be purchased on the vendor’s behalf – which must be reimbursed BEFORE the start of the fair. The policy must list the Kauai County Farm Bureau as an additionally insured. The following are not insurable thru farm bureau policy and would require proof of vendor coverage: Permanent Tatoos, Henna Tattoos, Massages, and sale of Herbal Supplements. Face painting can be insured by farm bureau at additional cost ($200 optional coverage).
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7. RESTRICTIONS
   Sponsor reserves the right to terminate Exhibitors use of the booth or restrict the operation of any exhibit which may become unsafe, objectionable, or creates excessive noise. Decisions as to termination or restriction will be at the sole discretion of the Sponsor. In addition, the following restrictions are listed.
   1. Distribution or sale of novelty items, including balloons, buttons, and stickers for free or for sale will be allowed without approval of the commercial chairman, MELISSA MCFERRIN.
   2. Booths may not be shared without prior approval of the Sponsor.
   3. The booth may not be altered without prior approval of the Sponsor. Though, you are encouraged to paint or cover plywood & further decorate said booth.
   4. Live models will be permitted only in costumes approved by the Sponsor.
   5. All displays and other activities shall be restricted to within the parameters of said booth.
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8. BOOTH SET UP
   Booth set up times will be August 26th from 8:00 A.M. until 5:00 P.M. Booths must be set up by 5:00 P.M. Thursday August 26th. Contact event coordinator, MELISSA MCFERRIN, if you require additional set up time for painting, etc. the earliest you may work on your booth is Wed., 9 am – Aug. 25th.
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9. REMOVAL OF DISPLAY
   Displays shall be removed on Sunday, August 29th beginning no earlier than 6:00 P.M. and no later than 7 P.M. On Sun., August 29th, at approximately 7 P.M., lights and electricity to the commercial tent is disconnected, please plan accordingly. All display items must be removed and rented tables and borrowed chairs must be returned to the designated area. Items not promptly or properly removed may be thrown out at the discretion of the Sponsor. The booth must be returned to its original condition.
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10. MAINTENANCE
    Exhibitor shall maintain the booth in a clean and safe condition. All trash must be removed and disposed of in the large trash receptacles (please place cardboard in cardboard only receptacles) provided by the Sponsor. No Exhibitor is to use the trash cans provided in the tent area.
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11. DRAWINGS AND CONTESTS
    All drawings or contests must have the prior approval of the Sponsor. Exhibitor shall indemnify Sponsor from any liability as a result of these drawings or contest, and agrees that Sponsor shall not be responsible in anyway therefore.
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12. LIABILITY
    Each Exhibitor must make provisions for safeguarding of their goods for the entire duration of the fair. The event is held in a sloping parking lot. During rains, items left on the ground will get wet. Valuables must be raised off ground to prevent water damage in case of rain. It is agreed that the Sponsor will not be responsible for, or guarantee to the Exhibitor the safety of exhibit material against fire, accident, theft, or any loss or injury whatsoever. It is agreed that the Exhibitor will assume all liability for damage to the premises caused by reason of his exhibit, and shall indemnify Sponsor for all liability which might ensue by reason of his exhibit or presence at the fair.
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13. ASSIGNMENT
    No Exhibitor may assign his contract for exhibit space or permit any other person to use any part of said space without the prior written consent of the Sponsor.
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14. INDEMNIFICATION
    Exhibitor shall defend, indemnify, and save harmless the Sponsor, the County of Kauai, and all their agents and employees against any loss, liability suit, claim, demand, and judgment, including property damage, personal injury or wrongful death, arising out of or caused by any accident, conduct or product and / or food or drink sold or distributed by or in connection with the exhibit, or any fire or nuisance made or suffered, or any use of occupancy of the concession premises by Exhibitor, or because Exhibitor has failed to observe, comply or perform with any term, condition or rule or regulation contained herein.
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15. GOVERNMENTAL REGULATIONS
    Exhibitor shall comply with all of the requirements of all county, municipal, state and federal, authorities in force at the time of the fair.
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16. DEFAULT
    Failure of the Exhibitor to abide by any of the terms and conditions contained herein shall constitute default of the agreement and, at the discretion of the Sponsor, may result in forfeiture of the exhibit space; all payments made therefore and may be prohibited from future exhibiting at the Sponsor’s functions.
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