2016 DESCHUTES COUNTY FAIR
COMMERCIAL BOOTH
RULES AND REGULATIONS
It is your responsibility to know the following rules and regulations and abide by them as part of your
contract with the Fair. It is important that any representatives or employees working in your exhibit be
aware of the rules set forth herein. In the event the Exhibitor fails to comply in any respect with the terms
of this agreement, all payments for the exhibit space shall be deemed earned and non-refundable by the
Fair, and the Fair shall have the right to cancel the contract and occupy the space in any manner deemed in
the best interest of the Fair, without further notice to Exhibitor.
The management of the Deschutes County Fair reserves the right to amend, add to, and interpret these Rules and
Regulations and to determine, in finality, all questions and differences with respect thereto, arising out of, connected
with, or incidentally related to the Fair.
Indemnity
Exhibitor agrees to supply the Fair with a copy of Certificate of Insurance that states the Exhibitor has a
Commercial General Liability (CGL) insurance policy with minimum limits of $1,000,000 per
occurrence/$2,000,000 aggregate that names Deschutes County, its officers, agents, employees, and
volunteers as additional insured. Exhibitor will not be allowed to set up his or her booth until the Fair has
received a current Certificate of Insurance. If the Fair has not received a current Certificate of Insurance
by June 1, 2016, the Fair reserves the right to consider the contract null and void and the amount paid for
the exhibit space and all rights will be forfeited to the Fair.
The Exhibitor agrees to indemnify and save harmless Deschutes County, its officers, agents, employees, and volunteers
from any and all claims, causes of action and suits accruing or resulting from any damage, injury, or loss to any person or
persons, including but not limited to all persons to whom the Exhibitor may be liable under, any Worker’s Compensation
Law and Exhibitor himself and from any loss, damage, cause of action, claims or suits for damages, including but not
limited to loss of property, goods, wares, or merchandise, caused by, arising out of, or in any way connected with the
exercise by the Exhibitor of the privileges granted herein.
Payment and Refund Policy
PAYMENT IN FULL IS DUE WITH APPLICATION. UPON ISSUANCE OF A CONTRACT, PAYMENT BECOMES NON-REFUNDABLE. If
applicant is not accepted, the payment amount will be refunded in full. For applications and payments made after June
26, only cash, credit card, cashier’s check or money order will be accepted.
Space Contracts
Every individual or company doing business on the Fairgrounds during the Deschutes County Fair must have a signed
contract regarding that activity. DESCHUTES COUNTY FAIR MANAGEMENT RESERVES THE RIGHT TO MAKE
LOCATION ASSIGNMENT ADJUSTMENTS IF DEEMED NECESSARY.
BOOTH BOUNDARIES WILL BE CLEARLY MARKED BY FAIR PERSONNEL AND NO PORTION OF EXHIBITOR’S DISPLAY MATERIALS
MAY EXTEND BEYOND THE CONFINES (FRONT, BACK, OR SIDES) OF THE SQUARE FOOTAGE ALLOCATED. EXHIBIT MATERIALS
INCLUDE, BUT ARE NOT LIMITED TO: PRODUCTS, DISPLAY RACKS, SIGNS, STORAGE CONTAINERS, AWNINGS, TABLES, CHAIRS,
ETC. IF EXHIBITOR FINDS IT NECESSARY TO PURCHASE ADDITIONAL SPACE TO ACCOMMODATE ALL EXHIBIT MATERIALS AND IF
SPACE IS AVAILABLE, A “PER SQUARE FOOT” RATE WILL BE CHARGED. EXHIBITOR WILL NOT CONDUCT BUSINESS UNTIL SUCH
TIME AS ADDITIONAL FEES ARE COLLECTED OR ITEMS PLACED OUTSIDE THE BOOTH BOUNDARIES ARE REMOVED. NO VENDOR
WILL BE PERMITTED TO DISPLAY PRODUCTS THAT OBSTRUCT THE VIEW OR DISADVANTAGEOUSLY AFFECT THE DISPLAY OF OTHER
VENDORS! FOR INDOOR VENDORS, SPECIFICALLY NO MORE THAN 4FT. FORWARD FROM BACK OF BOOTH.
Exhibitors shall not assign or sublet their allotted space or any part thereof, without the written and duly signed consent
of Fair Management. Exhibitors are prohibited from displaying, selling and/or promoting any product not listed in the
space contract and shall not exhibit any advertising material not directly pertaining to the approved items.
Fair Management will use every precaution to guard against extortion in any form practiced upon patrons of the Fair.
Violation of this rule will cause the forfeiture of the contract money paid, or expulsion from the grounds, or both, as Fair
Management may direct.
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2016 DESCHUTES COUNTY FAIR
COMMERCIAL BOOTH
RULES AND REGULATIONS
General Rules
A) Exhibit material must be in place no later than 9:00 am on opening day of the Fair and kept in the same space the
entire Fair. The indoor exhibits and all exhibit materials are to be removed by noon on Monday, August 8th and all
outdoor exhibits must be removed by 5:00 pm on Monday. Any waiver on this rule must be obtained from Fair
Management.
B) Fair security personnel will be on duty from 8:00 am Tuesday until noon on Monday, August 8th, 2016. The
Deschutes County Fair will exercise all reasonable diligence in protecting property of Exhibitors, but will not be
responsible for property lost due to theft, fire, robbery, accident, or any other destructive cause, or for any injury that
may arise to the public in the leased area, or to Exhibitors and/or their employees while on the Fairgrounds.
C) Demonstration or use of sound devices (voice or sound amplification systems, musical instruments, radios, gongs,
bells, etc.) is subject to approval of Fair Management, and, if allowed, must be controlled so as not to interfere with
others. The privilege for use of such sound devices may be revoked at any time.
D) All Exhibitors will be required to abide by rules and regulations set forth by the Oregon State Fire Marshal’s Office. By
order of the State Fire Marshal, smoking is prohibited in booths or inside buildings. In addition, all materials, fabrics,
table coverings, etc. used in exhibit display decorations must be flame resistant. NO fabric or covers of any type can
be used indoors! Deputies of the State Fire Marshal will be on the fairgrounds during the Fair.
E) No food or beverage (including water) may be given away anywhere on the Fairgrounds without
approval of Fair Management, as doing so conflicts with concession rights held by others. Exhibitors
expecting to distribute samples and gift items must obtain permission to do so before the Fair opens.
F) The placing of advertising material on or in automobiles on the fairgrounds is specifically prohibited and no
permission for such distribution will be granted under any circumstances.
G) No canvassing or solicitation except by exhibiting firms is allowed. Canvassing, solicitation, or demonstrations must
be confined to Exhibitor’s assigned space and in no case may extend to any other part of the grounds.
H) Advertising materials, such as those of tobacco and soft drink manufacturers, are prohibited anywhere on the
Fairgrounds, except by specific permission of Fair Management.
I) Fair Management reserves the right to refuse exhibits that would in any way detract from the dignity of the Fair, and
to refuse space when deemed unsuitable by Management.
J) Fair Management reserves the right to stop, remove from the Fair, or relocate any Exhibitor or his or her
representative found performing any act or practice which, in the opinion of the Management, is objectionable,
interferes with the performance of other Exhibitors, or creates a health, safety, or fire hazard.
K) The Deschutes County Fair absolutely prohibits the following on Fairgrounds: weapons, bicycles, roller skates,
skateboards, unauthorized vehicles, controlled substances, drug paraphernalia, or animals (except trained service
dogs or show animals with a Deschutes County Fair permit).
L) Any work performed, or demonstration of product that produces dust or spraying of material shall be shielded behind
a heavy plastic or glass enclosure to prevent particles from being distributed on neighboring exhibits or the public.
M) The Deschutes County Fair is not responsible for, and will not arrange to provide, any kind of labor for the
installation, removal, or servicing of any exhibit space.
Free Drawings and Raffles
A) RAFFLES WILL NOT BE ALLOWED AT THE DESCHUTES COUNTY FAIR.
B) The following rules must be followed for all free drawings:
 All patrons are eligible to participate in the contest (unless age or sex is a reasonable qualification and such
qualification is stated on a sign).
 No purchase of goods or services is required to receive a prize.
 Prize must be awarded by 5pm last day of Fair. Winner need not be present to win.
 Winners of gift prizes shall not be required to leave their domicile area in order to receive prizes and the Exhibitor
shall undertake to mail, ship, or deliver prizes to the winners.
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Pets
PETS ARE NOT ALLOWED ON THE FAIRGROUNDS. The only exceptions are trained service dogs, and dog show entries, on
leash. All contestants with animals must have proper credentials. Fair Management must approve animals on the
fairgrounds for Commercial or Sports and Wildlife displays. Animal owners are responsible for cleaning up after animals.
Conduct of Business
It is understood and agreed that the Exhibitor shall have only the herein granted and that Exhibitor shall not be exclusive
unless this contract so provides. All Exhibitors are expected to conduct themselves in a professional manner and
according to the Rules and Regulations. Any unruly conduct, refusal to follow rules, or use of foul language to Fair
patrons or Fair personnel will be considered grounds for expulsion from the Fair.
Exhibitors must have at least one representative present at their booth at all times during regular
operating hours (see “Fair Dates and Commercial Booth Operating Hours” below) , must care for and keep in good
order the space occupied by them, and take every precaution against possible injury to visitors, guests or employees. For
security reasons, all personnel must leave the Indoor Commercial Building within 30 minutes after closing time each
night. No one is allowed to stay overnight in his or her booth. If an Exhibitor fails or refuses to abide by these rules, the
Fair reserves the right to terminate the contract and to take possession of the exhibit. The Fair will retain any money paid
by the Exhibitor to the Fair.
With the exception of authorized vendors, any person selling, giving away, using or otherwise disposing of, or having in
his or her possession, any intoxicating liquor or controlled substance, will be immediately removed from the grounds and
the amount paid for the exhibit space and all rights will be forfeited to the Fair.
The Deschutes County Fair provides a service to both Exhibitors and Fairgoers. It is Fair policy to maintain clean facilities,
neat grounds, and respect for Fairgoers and Exhibitors. For the mutual benefit of all, Management retains the right to
remove any Exhibitor and his or her exhibit from the Fairgrounds for violating Fair policy or not complying with these
Rules and Regulations.
Relationship
It is understood and agreed that the Fair shall have no control or management over Exhibitor, his or her agents or
employees, and the relationship shall be construed as that of an Independent Contractor. The parties agree that any
agent or employee of the Exhibitor is employed in the business of and subject to the exclusive direction, guidance and
control of Exhibitor as to the details of the specific act for which the employee or agent was employed. Any consumer
complaints received will be communicated to Exhibitor and the Fair has the right to arbitrate conditions for a satisfactory
conclusion to all parties concerned. In the event Exhibitor takes issue with, contests, or has disagreement with any rule
or regulation of the Fair, then Exhibitor agrees to submit the grievance to Fair Management and use all due diligence to
resolve the matter with the Fair.
Expenses
Exhibitor is entirely responsible for the space assigned to him/her and agrees to reimburse fair for any damage to the real
property, equipment, or grounds used in connection with the space assigned to Exhibitor, reasonable wear and tear and
damage from causes beyond Exhibitor’s control excepted.
Exhibitor agrees to bear and be responsible for any and all expenses in connection with the decoration, equipment, or
occupancy of the space named, except 20 amps of 110 volt electrical power provided to each booth by Fair. Exhibitor
further agrees to pay Fair the present established rate for electrical current used in special lighting, heating, or for special
power purposes (any booth requiring more than 20 amps of 110 volt power).
If telephone lines are required, Exhibitor must fill out a Telephone Order Form. Return the order form and payment with
the signed contract. The cost for one telephone line is $150 plus the cost of cable, if needed.
Signs and Advertising
The Fair can demand and effect the removal of any advertising matter that, in the sole discretion of Fair Management, is
considered objectionable. No Exhibitor shall display any form of political advertising or disseminate political propaganda
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RULES AND REGULATIONS
unless his or her individual contract permits such a privilege. Manufacturers and distributors must not display their
advertising banners in any building, stand, enclosure, or ground space anywhere on the Fairgrounds, unless said premises
are leased from the Fair.
Passes, Tickets and Credentials
Each Exhibitor will receive up to twenty (20) one-day passes per booth space. Any additional passes requested must
be purchased at the regular admission price. NO EXCEPTIONS. Please ask for only the amount of passes needed
to properly man your booth.
Employees must have their passes before they can be admitted to the Fairgrounds. Please make this clear to
your personnel. Credential packets may be picked up at the Fair Office MONDAY AND TUESDAY, AUGUST 1ST AND 2ND, FROM 8:00
AM TO 5:00 PM. TICKETS WILL NOT BE MAILED AND EXHIBITORS WHO DO NOT HAVE A PASS ONCE THE FAIR OPENS TO THE PUBLIC WILL PAY
THE REGULAR ADMISSION PRICE TO ENTER.
Any attempt on the part of Exhibitor, or any of his or her employees or agents, to sell, exchange or barter any privilege of
credentials issued by the Fair, will result in cancellation of this contract. All credentials allotted are specifically for the use
of Exhibitors and their employees and representatives only.
Once the Fair opens, Exhibitors are to enter the fairgrounds through the North Gate and must present proper credentials.
Move In/Set Up
Upon arrival to the Fairgrounds for set-up please report to the Fair office to verify your space location and obtain your
credentials. Please do not attempt to set up your booth first! Exhibitors may set up from 8:00 AM TO 8:00 PM ON
MONDAY, AUGUST 1ST AND TUESDAY, AUGUST 2ND, 2016. Exhibitors requiring earlier entry must obtain approval from Fair
Management. BOOTHS NEED TO BE COMPLETELY SET UP BY 9:00 AM OPENING DAY OF THE FAIR.
Fair Dates and Commercial Booth Operating Hours
The 2016 Deschutes County Fair dates are: Wednesday, August 3rd through Sunday, August 7th.
Indoor commercial booth hours are: Wednesday through Saturday, 10:00 am to 10:00 pm and Sunday from 10 am –
5pm. The exhibit building will be open at 8:00 am each day for Exhibitors to restock their booths. The building will not be
open to the public until 10:00 am.
Outdoor commercial booth hours are: 10:00 am to 10:00 pm, Wednesday and Thursday; and, 10:00 am to 11:00 pm,
Friday and Saturday, 10am – 5pm on Sunday.
Exhibitors are required to man their booths all five (5) days of the Fair, and shall open their booths on time
and remain open until the specified closing times. If Exhibitor wants to appeal this rule, the request must
be made in writing and submitted with the signed contract.
Freight Deliveries
All freight companies must hold shipments to the Deschutes County Fair until move-in days. All freight must be
delivered to the North Gate entrance. Exhibitors and/or freight companies must provide sufficient labor
and equipment (i.e. forklift) to unload and move goods to booth locations. Exhibitors or their representatives
must receive deliveries. Freight is delivered between 8am to 10am each day at the North Gate entrance.
Spas and Pools
Companies selling and/or displaying hot tubs, spas, pools, saunas or any products requiring 30 amps or more of power or
having 220 volt requirements, will be responsible for and must have a licensed electrician complete all electrical work
necessary.
All spa companies will be charged $100 for each spa and/or pool hooked up to electricity. Spas and pools filled with
water are to maintain the same water in each tub throughout the duration of the Fair. Filtration equipment and chemicals
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RULES AND REGULATIONS
must be used to keep water clean. A $50 fee per spa and $75 fee per swim spa or pool will be charged to fill with water.
It is illegal to discharge spa or pool water (chemicals) into a storm drain. This water must be disposed of in a sanitary
sewer.
Vehicle Unloading Procedures – During Fair
The Deschutes County Fair is continually striving to make set-up safer and more efficient for everyone entering the
Fairgrounds to unload merchandise. Fair Management asks for full cooperation in this safety program. If it is not
necessary to drive on the grounds to unload, please park in Fair Parking Lot D and hand truck or walk in. If it is
necessary to drive in and unload, do so as quickly as possible and exit. Enter through the North Gate entrance only. Gate
will be open at 6:00 AM each morning. ALL VEHICLES MUST BE OFF THE FAIRGROUNDS BY 9:00 AM EACH DAY OF
THE FAIR.
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