Kauai County Farm Bureau Farm Fair Logo with Tag Line

Mahalo for Your Support!
2019 Farm Fair
August 15-18
Vidinha Stadium

Sponsored By

Corteva Agriscience Logo

2019 KCFB Farm Fair Vendor Terms & Conditions

1. KCFB Farm Fair Booth and Setup/Breakdown Schedules:

Event Schedule
Thursday, August 15, 2019, 6:00 am – 11:00 pm
Friday, August 16, 2019, 6:00 am – 11:00 pm
Saturday, August 17, 2019, 12:00 (noon) – 11:00 pm
Sunday, August 18, 2019, 12:00 (noon) – 5:00 pm (Breakdown after 5:00 pm)

Vendor Setup Schedule
Thursday, August 15, 2019, 8:00 am – 4:00 pm

No vehicles shall be allowed for unloading after 4:00 pm and all vehicles shall be out of the area by 4:30 pm.

Vendor(s) not setup by 4:30 pm on August 15, 2019 shall forfeit their booth space and registration fee(s) unless requested in writing to KCFB prior to July 30, 2019.

Vendors may request early setup time on August 14, 2019 (Wednesday) from 9:00am to 8:00 pm by written request to KCFB prior to July 30, 1018. Electricity will not be available until August 15, 2019.

Breakdown and Removal of Booth Display
Booth displays shall be removed and booth area cleaned no earlier than 4:30 pm on Sunday (August 18, 2019). All vendor materials shall be removed from assigned booth area by 6:30 pm and shall be disposed by the vendor outside of the Fair area.

Public shall be restricted from entering the commercial booth area at 5:00 pm.

Vendor vehicles shall be permitted for loading only after the area has been cleared of the public and secured by KCFB Security.

Electricity in the Commercial tent will be disconnected at 6:00 pm on Sunday (August 18, 2019). Tables and benches shall be folded and placed outside of assigned booth.

Any vendor materials left at or in the assigned booth after 6:30 pm on Sunday (August 18, 2019) shall be disposed by the KCFB and a disposal fee ($100/per booth) shall be assessed to the vendor.

2.     Booth Configuration (See booth configuration below)

Commercial and non-profit booths shall have 3 sides of plywood, except for Primer commercial booths.

3.     Booth Map Layout (See inside & outside booth layouts below)

Use the inside and outside booth layouts to make choices on the registration forms.

4.   Booth Maintenance

Vendors shall maintain assigned booth in a clean and safe condition. Trash shall be disposed of in the designated commercial trash containers in the Fire Lane (see map location).

Vendors shall separate and dispose of items into appropriate bins. Vendors shall not use the “public trash” receptacles” to dispose of booth trash.

5.     Electrical Power for Booths

Any additional electrical power which was not on the registration form shall be assessed a late fee of $100.00/ request. Late electrical requests will not be accepted after July 30, 2019.

6.     Booth Assignment

Booth space shall be assigned by KCFB. KCFB shall make the final assignment of booths based on availability. Booth assignments shall be emailed to vendors on or before July 22, 2019.

7.     Registration Form Requirements

The vendor registration form shall have complete and verifiable information; payment in full; copy of General Excise Tax Certificate, Certificate of Insurance or payment for insurance coverage; State of Hawaii Department of Health Temporary Food Permit (TFP) as necessary; and current vehicle license and vehicle registration (on-site. if requested).

Registrations shall be received through midnight (11:59pm HST) on July 15, 2019. No registrations shall be accepted if received and/or postmarked after July 15, 2019. If a late registration is received and is conditionally accepted there will be a $200 late fee which shall be paid within 3 days of acceptance.

8.     Vendor Liability Insurance

Vendors shall have comprehensive General Liability Insurance in the amount of one million dollars ($1,000,000.00). Vendor shall provide a Certificate of Insurance (COI) with the Kauai County Farm Bureau and the County of Kauai as additionally insured with the booth registration form.

If a vendor does not have an insurance certificate with the registration form, the vendor shall specify on the registration form in the designated area and provide a fee of $125 to cover the cost of KCFB provided insurance coverage.

If the insurance fee or the Certificate of insurance is not provided with the completed registration form, the vendor shall not be allowed to participate in the KCFB Farm Fair.

9.     Booth Cancellation Fees

Cancellations made before July 30, 2019 shall incur a 10% processing fee. Cancellations made between August 1 – 5, 2019 will incur a 35% processing fee. No refunds shall be made for cancellation made after August 5, 2019.

10.   Restrictions

KCFB thru its authorized agent(s) reserves the right to terminate vendor’s the use of assigned booth or restrict the vendor’s operation if deemed unsafe, objectionable or violates any legal rules and/or regulations.

The decision to terminate a vendor’s operations at the Fair shall be based on the following restrictions:

  1. Distribution and/or sales of novelty items, including balloons, buttons, and stickers for free or for sale shall not be allowed without the prior approval of KCFB or its designated representative.
  2. Distribution and/or sales of items deemed to be illegal and/or unsafe for public use or consumption during the Fair.
  3. Sharing of booths by non-registered vendors shall not be permitted without the prior approval of KCFB or its designated representative.
  4. Assigned booth space and plywood partitions shall not be altered structurally or exceed the vertical footprint of the booth.
  5. Models shall be permitted in costumes approved by KCFB or its designated representatives.
  6. All displays and other activities are restricted to within the boundaries of the booth footprint

11.   Vendor Drawing or Contest

The vendor shall indemnify the KCFB for any liability as a result of vendor sponsored drawings and/or contests. Vendor drawings and/or contest shall notify KCFB in the “Comment” section of the vendor’s registration form. Approval and notification from KCFB shall be when the registration form is approved and booth assignment made.

12.  Vendor Indemnification

The vendor shall defend, indemnify and hold harmless KCFB, the County of Kauai and all agents and employees for any loss, liability suits, claims, demands and judgments. These include but not limited to property damages; personal injury or wrongful death arising from or caused by accident; conduct or product and/or consumables sold or distributed by or connected with any exhibit; any fire or nuisance made or suffered; or any use of occupancy of the concession premised by the vendor, or because vendor has failed to observe, comply or perform with terms, conditions, rules or regulations herein.

13.   Compliance with Rules and Regulations

Vendor shall comply with KCFB’s Terms and Conditions, and rules and regulations and all legal requirements of the County of Kauai, State of Hawaii and the Federal Government.

14.   Violations and Penalties

Failure by the vendor to comply by any of the KCFB’s Terms and Conditions contained herein at the time of booth assignment, booth setup or during the Fair event shall constitute a default of this agreement and shall result in the forfeiture of the vendor booth assigned space and all payments to KCFB.

Besides the KCFB Terms and Conditions stated herein, should the vendor be warned of any situation arising during the Fair event and fails to comply, KCFB may close the booth and require the vendor to vacate the premises and allowed to return only for breakdown and removal of vendor’s booth displays.

Vendors in violation of any terms, conditions or legal requirements shall hold KCFB blameless and shall not pursuit legal actions against the KCFB. Vendor failing to comply with any of the terms and conditions herein shall be barred from future participation in any KCFB sponsored events.

2018 Farm Fair Booth Details

Booth Setup

Booth set up times will be Thursday, August 16 from 8:00 am until 4:00 pm. Booths must be set up by 5:00 pm Thursday August 16. No vehicles will be permitted to enter the area for unloading after 4:00 pm and all vehicles must be cleared by 4:30 pm.

For early setup options for those with large displays or who would like to paint, please email info@kauaifarmfair.org or leave a message at the Fair hotline at 652-4988 to make an appointment to load in on Wednesday, August 15. The earliest you may work on your booth is Wednesday, August 15 at 9:00 am and the latest you may work on your booth is 7:00 pm. Please note that electricity is not typically available for Wednesday setup, and is turned on at noon on Thursday.

Interior Booth Setup (Commercial Tent)

Interior booths in the commercial tent are built as 8′ x 10′ spaces according to the following diagram. For double booths, the wall in between can be removed.

  1. You may paint or cover the plywood with straw mats, etc.
  2. Please remove all coverings / staples at the end of the fair.
  3. Remember, the tent is located in the down slope of the parking lot and potential to receive run off from rain, etc. Thus, either store items in plastic containers or raise them off the ground.
  4. Corner booths have the option to remove their exterior wall.
  5. All booths are furnished with a light fixture, illuminating the booth from the front, and ONE electrical outlet (see #3 in terms & conditions for further explanation.) It is ESSENTIAL to disclose electrical needs in advance of the fair to balance the power supply.
Diagram of Commercial Booths located INSIDE of Commercial Tent (220 ft x 70 ft)

Diagram of Commercial Booths located INSIDE of Commercial Tent (220 ft x 70 ft)

Exterior Booth Setup

Exterior booths are located in open tent structures with no walls. Booths range in size, but average 10′ x 20′ for one space.

  1. You may create a separation between yours and the adjoining booth if so desired, create walls add a floor.
  2. Remember, the tent is located in the down slope of the parking lot and potential to receive run off from rain, etc. Thus, either store items in plastic containers or raise them off the ground
  3. With outdoor booths, the sides may also be exposed to weather. Please bear that in mind when designing your booth.
  4. All booths are furnished with a light fixture, illuminating the booth from the front, and ONE electrical outlet (see #3 in terms & conditions for further explanation.) It is ESSENTIAL to disclose electrical needs in advance of the fair to balance the power supply.

Booth Breakdown

Displays shall be removed on Sunday, August 19 beginning no earlier than 4:30 pm. The public will be asked to clear the area promptly at 5:00 pm. 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 5:30 PM LOADING.

All materials requested to be out of the tent by 6:30 pm. Note that lights and electricity to the commercial tent will be disconnected at 6:00 pm. 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.

Booth Dos and Don’ts

Please Do:

  • Arrive during prescribed setup hours
  • Disclose electrical needs – and ask questions if you are not sure
  • Pick up your trash after the event
  • Recycle and be as green as you can!
  • Remove exhibit materials at the fair’s conclusion
  • Return rental tables to designated locations

Please Don’t:

  • Fail to disclose electrical needs, potentially causing power outages
  • Leave trash or exhibit materials behind
  • Bring items that are prohibited (see terms & conditions)
Terms and Conditions

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. Click here to download a PDF of Fair terms and conditions for review.

2018 TERMS & CONDITIONS

  1. FAIR DATES
    The Kauai County Farm Bureau’s Farm Fair (hereinafter referred to as “Sponsor”) opens August 16 and ends August 19, 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 16 – 6:00 P.M. to 11:00 P.M.
    Friday: August 17 – 6:00 P.M. to 11:00 P.M.
    Saturday: August 18 – 12:00 noon to 11:00 P.M.
    Sunday: August 19 – 12:00 noon to 5:00 P.M. (tent breakdown immediately follows)
  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 and Exterior Booth Setup Above
    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.
    A. ABSOLUTELY NO DRUG PARAPHERNALIA allowed.
    B. The booths must be staffed during all hours of the fair when the commercial/non profit booth area is open.
    C. There is no smoking or drinking of alcoholic beverages in the booth space.
    D. The area in and around the booth must be kept clean and free of debris.
    E. Voice Amplification or other noise generation which interferes with another booth will not be allowed.
    F. 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.
  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:
    A. 5 to 10 AMPs for $50
    B. 15 to 20 AMPs for $150 (option B will have own circuit)
    Electrical clarification may be directed to construction crew at (808) 652-4988. 
  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 16 will risk forfeiture of their space and monies paid. 
  5. BOOTH SET UP
    Booth set up times will be Thursday, August 16 from 8:00 A.M. until 4:00 P.M. Booths must be set up by 5:00 P.M. Thursday August 16. 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 808-652-4988 to make an appointment to load in on Wednesday, August 15. The earliest you may work on your booth is Wednesday, August 15 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. 

  6. CANCELLATION OF THE BOOTH
    Cancellations made before July 30th incur a 10% processing fee. Cancellations made August 1 – 5 will incur a 30% processing fee. NO REFUNDS will be given for cancellations made after August 5th. 
  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 July 30th. 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 16. 
    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. 
  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.
  9. BREAK DOWN AND REMOVAL OF BOOTH DISPLAY
    Displays shall be removed on Sunday, August 19 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. 

  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. 
  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. 
  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. 
  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. 
  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. 
  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. 
  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. 

Thank you for helping to support Agriculture on Kauai! 

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

Booth Maps and Pricing

Indoor and Outdoor Booth Maps

Indoor Booths

Reserved for sponsors
$700 – Premier commercial booths – #22, 31, 32, 38, 47, 48, 57
$575 – Commercial booths – #7-12, 23-30, 33-37, 43-46, 49-51, 58-63
$300 – Non-profit booths – #13-19, 52-56

Kauai Farm Fair Indoor Booth Map 2018

Outdoor Booths

NOTE: These booths are located in quik tents, and do not have plywood sides.
Electrical outlets must be requested for outside booth locations.

SUPERBOOTHS – booth plus advertising package (C, D, E, F, G, H).
$650 – Commercial booths (I, J, K, L, M, N)
$300 – Non-profit booths (O, P, Q, R, S, T)

Kauai Farm Fair Outdoor Booth Map

Four Days of Fun, Food, Farming & Great Entertainment for the Family!

The Kauai County Farm Bureau Fair is a community event supported by island businesses.

MAHALO TO THE 2019 KAUAI COUNTY FARM BUREAU FAIR SPONSORS:

Alaska Airlines • Alexander & Baldwin Properties, Inc. • American Machinery • Beck’s Superior Hybrids • Coca Cola • College of Tropical Agriculture and Human Resources University of Hawaii at Manoa • Corteva Agroscience • Department of Water, County of Kauai • First Hawaiian Bank • Garden Island Federal Credit Union • Gather Federal Credit Union • GEICO Insurance • Grove Farm Company • Hawaii Dairy Farms • Hartung Brothers Inc. Hawaii • Hawaii Lodging and Tourism Association – Kauai Chapter • HMSA • Island Comfort Air Conditioning • Kauai Government Employees Federal Credit Union • Kauai Grown • Kauai Island Utility Cooperative • Kuku‘iula • Matson Navigation • Menehune Water • Renewable Energy Technologies • Rising Sun Solar • Safeway • Subway Restaurants of Kauai • State Senator Ron Kouchi • Sunbelt Rentals • Territorial Savings Bank • Ulupono Initiative • Wilcox Health • Napa Auto Parts

In Kind Sponsors: GGarden Island Portables • Kauai Beach Resort • American Medical Response • County of Kauai • Avis-Budget Group • Garden Island Security • Hawaiian Airlines KUAI AM570 & 104.5FM • KONG Radio Group • State of Hawaii – Department of Transportation – Harbors Division • Wellington Fence • Young Brothers • GP Roadway Solutions • Tire Warehouse

Visit The Kauai Grown Store next to the Info Booth and support Kauai Grown and made products here on Kauai

Entertainment Tent Sponsored by Alaska Airlines

Commercial Tent Sponsored by Hawaiian Airlines

Exhibit Tent Sponsored by A&B & Kukui‘ula

Kauai County Farm Bureau Logo

 

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