August 25-28, 2016
Vidinha Stadium
Presented By
Aloha Kia Kauai
Kauai Harley Davidson
"Keep Growing and Farm On!"
Admission: $5 adults, $2 children, $4 seniors
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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

2016 TERMS & CONDITIONS

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


  1. FAIR DATES
    The Kauai County Farm Bureau's Farm Fair (hereinafter referred to as "Sponsor") opens August 25 and ends August 28, at Vidinha Stadium parking lot. Sponsor will provide booth space for rent in a tent on asphalt surface during the following "OPEN" hours of the commercial/non profit booth area:
    Thursday:August 25-6:00 P.M.to11:00 P.M.
    Friday:August 26-6:00 P.M.to11:00 P.M.
    Saturday:August 27-12:00 noonto11:00 P.M.
    Sunday:August 28-12:00 noonto5:00 P.M. (tent breakdown immediately follows)
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  2. EXHIBIT SPACE
    Exhibitors/Vendors (hereinafter referred to as "Exhibitor"). Sponsor will provide booth space of approximately 8 feet deep by 10 feet wide. Booth will have 3 sides of plywood, in most cases, except for premier commercial booths. Booths will include ONE ELECTRICAL OUTLET & ONE BULB FIXTURE.
    View Interior Booth Setup
    View Exterior Booth Setup
    The Exhibitor will only be allowed to sell the line of goods and articles which have been described in their application and approved by the Sponsor. Sponsor retains the right to approve what may or may not be displayed in a booth. No booth has EXCLUSIVE RIGHT to carry a particular item other than by prior sponsor negotiation.
    1. ABSOLUTELY NO DRUG PARAPHERNALIA allowed.
    2. The booths must be staffed during all hours of the fair when the commercial/non profit booth area is open.
    3. There is no smoking or drinking of alcoholic beverages in the booth space.
    4. The area in and around the booth must be kept clean and free of debris.
    5. Voice Amplification or other noise generation which interferes with another booth will not be allowed.
    6. Sponsor's contract with Fernandez Events, Inc. prohibits certain items from being given away or sold in the commercial booth area. Please email info@kauaifarmfair.org for details.

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  3. ELECTRICAL POWER
    Sponsor provides ONE ELECTRICAL OUTLET & ONE BULB FIXTURE per booth. An Exhibitor requiring additional power must make their requirements known by July 30th (email info@kauaifarmfair.org). A rule of thumb: each booth has the electrical capacity to run a combination of either: 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 cause a power outage – you will be assessed a $25.00 service fee for each incident. Additional electricity can be purchased in the following increments:
    1. 5 to 10 AMPs for $50
    2. 15 to 20 AMPs for $150 (option B will have own circuit)
    Electrical clarification may be directed to construction crew at (808) 855-5429.
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  4. FAILURE TO PAY FOR OR OCCUPY SPACE
    BOOTH SPACE IS RESERVED WHEN FULL PAYMENT IS RECEIVED. All spaces will be assigned on a first come first served basis for ALL. Anyone who is not set up by 5:00 P.M. on Thursday August 25 will risk forfeiture of their space and monies paid.
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  5. BOOTH SET UP
    Booth set up times will be Thursday, August 25 from 8:00 A.M. until 4:00 P.M. Booths must be set up by 5:00 P.M. Thursday August 25. No vehicles will be permitted to enter the area for unloading after 4:00pm and all vehicles must be cleared by 4:30pm.

    For early setup options for those with large displays or who would like to paint, email info@kauaifarmfair.org or leave a message at 808-855-5429 to make an appointment to load in on Wednesday, August 24. The earliest you may work on your booth is Wednesday, August 24 at 9:00am and the latest you may work on your booth is 7:00pm. Please note that electricity is not typically available for Wednesday setup, and is turned on at noon on Thursday.
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  6. CANCELLATION OF THE BOOTH
    Cancellations made before July 30th incur a 10% processing fee. Cancellations made August 1 – 10 will incur a 30% processing fee. NO REFUNDS will be given for cancellations made after August 10–13.
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  7. LIABILITY INSURANCE
    ALL EXHIBITORS MUST HAVE INSURANCE! NO EXCEPTIONS

    ALL Exhibitors must have comprehensive General Liability insurance in the amount of one million dollars ($1,000,000) in the form of a Certificate of Insurance (COI) with the Kauai County Farm Bureau listed as an Additionally Insured. A copy of the COI must be provided to the Sponsor before August 9th. If you cannot supply proof of coverage you must buy the optional coverage supplied by the Sponsor at a cost of $100.00. If not a policy will be purchased on the Exhibitor's behalf by Sponsor must be reimbursed BEFORE the start of the fair, Thursday August 25.

    The following are not insurable through Sponsor policy and would require proof of vendor coverage: Permanent Tattoos, Henna Tattoos, Massages, and sale of Herbal Supplements. Face painting can be insured by Sponsor at additional cost $200 optional coverage.
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  8. 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 free or for sale will not be allowed without approval of the Commercial /Non-Profit chairman.
    2. Booths may not be shared with other Exhibitors or reassigned without prior approval of the Sponsor.
    3. You are encouraged to paint or cover plywood and further decorate said booth. The booth may not be structurally altered without prior approval of the Sponsor. This includes signage or flags which exceed the vertical footprint of the booth.
    4. 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 assigned booth space.
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  9. BREAK DOWN AND REMOVAL OF BOOTH DISPLAY
    Displays shall be removed on Sunday, August 28 beginning no earlier than 4:30 P.M. The public will be asked to clear the area promptly at 5:00pm. Once all members of the public are clear, vehicles will be permitted to drive up for loading.

    VEHICLES WILL NOT BE PERMITTED TO PULL UP TO THE EXHIBIT TENT BEFORE THE PUBLIC IS CLEARED FROM THE AREA AND SECURITY GIVES THE APPROVAL. PLAN ON 5:30PM LOADING.

    All materials requested to be out of the tent by 6:30pm. Note that lights and electricity to the commercial tent will be disconnected at 6:00pm. All display items must be removed. Rented tables and borrowed chairs must be returned to the area outside the tent. Items not promptly or properly removed may be thrown out at the discretion of the Sponsor.
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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 commercial trash receptacles in the Fire Lane next to Fernandez Events, Inc. office trailer. Please place clean corrugated cardboard in Cardboard Only receptacles provided by the Sponsor. NO EXHIBITOR IS TO USE THE TRASH CANS PROVIDED IN THE TENT AREA – THESE ARE FOR USE BY THE PUBLIC.
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  11. DRAWINGS OR CONTESTS
    Exhibitor shall indemnify Sponsor from any liability as a result of drawings or contests, and therefore agrees that Sponsor shall not be responsible in anyway therefore. All drawings or contests must have the prior approval of the Sponsor.
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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 the ground to prevent water damage. The Sponsor will not be responsible for or guarantee to the Exhibitor the safety of exhibit material against fire, accident, theft, loss or injury whatsoever. It is agreed that the Exhibitor will assume all liability for damages to the premises caused by reason of exhibit and shall indemnify Sponsor for all liability which might ensue by reason of exhibit or presence at the fair.
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  13. REASSIGNMENT
    No Exhibitor may assign their 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 hold 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, 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 this agreement and, at the discretion of the Sponsor, may result in forfeiture of the exhibit space and all payments made. This may result in prohibition from any future participation of Sponsor's events.
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Thank you for helping to support Agriculture on Kauai!

We look forward to your participation in the Kauai County Farm Bureau Fair!!!!

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