Every vendor doing business on the MontanaFair fairgrounds must have a current, signed contract authorizing that activity.
MontanaFair management will exercise every precaution to guard against any illegal activities including but not limited to: gambling, pirating, extortion or any form of misrepresentation. Determination of any illegal activity could result in expulsion from the grounds and forfeiture of all monies paid.
The following criteria will be considered by the MontanaFair management when determining whether a vendor will return next year.
Failure to comply with MontanaFair’s rules and regulations as outlined or failure to abide by all conditions listed on the Privilege Agreement in previous year’s Fair(s),
Participating or knowingly allowing illegal or fraudulent activities while vending at MontanaFair during previous years, Misrepresentation or misleading communication regarding products and/or services at previous year’s Fair(s), Failure to obtain or show evidence of proper insurance coverage, Fair patron complaints regarding vendor’s business practices, quality of products and/or service, Unfavorable reports from any independent agency (i.e. State Health Department) or fellow vendors, fair patrons, carnival or MontanaFair staff, Failure of employees to be courteous to Fair patrons or MontanaFair staff, Once an inquiry is triggered, the MontanaFair management will conduct a fact finding process to determine whether grounds exist for refusal. After reasonable inquiry, the MontanaFair management will make a determination based on all factors drawn from the inquiry. The decision to not issue a permit and space will then be promptly communicated to the applicant in writing.
Allocation of Space
MontanaFair management will determine space allocation. When practical, space will be allotted on a first-come, first-serve basis. MontanaFair will make every effort to provide successful MontanaFair exhibitors from previous year’s fair first choice on exhibit space. MontanaFair management reserves the right to rearrange location of any and all booths or displays when in its judgment such action would be in the best interest of the Fair. Exhibitors will be chosen and placed in a manner that the management considers conducive to a successful Fair for both exhibitors and patrons.
Badges will now be issued directly to the vendor in the form of generic badges listing only the vendor’s business name. Each vendor will then be responsible for managing their allotment of badges among their staff. Up to ten (10) badges will be allowed per leased space. Additional badges will be available for $20 per badge. Please see the enclosed “Worker Badge and Vehicle Passes” form to obtain your badges.
If you require additional admissions, you may purchase discounted gate tickets for $5.00 each. All orders for discounted tickets must be received on or before August 9, 2019. No discounted tickets may be purchased after August 9.
All vendors must wear ID badges to gain admittance to the audit room for banking.
Commercial Vendor shall maintain at its sole cost and expense commercial general liability insurance naming MontanaFair as additional insured for the period of the engagement, (including moving in/out days), against damage for bodily injuries, including death and property damages in a minimum amount of Seven Hundred Fifty Thousand Dollars ($750,000.00) for each claim and One Million Five Hundred Thousand Dollars ($1,500,000.00)in the aggregate arising from incidents that occur as a result of commercial vendors negligence during the period of this engagement and for which MontanaFair’s sole basis of liability is vicarious liability for the acts or omissions of Commercial Vendors. In addition, Commercial Vendors shall include Yellowstone County/MetraPark as an additional insured within the policy of insurance as an endorsement to the policy of insurance. A separate standalone endorsement page indicating Yellowstone County/MetraPark is a named insured under Commercial Vendors policy of insurance. Commercial Vender shall defend, indemnify and hold harmless MontanaFair from and against any and all claims, demands, obligations causes of action and lawsuits and all damages and liabilities, fines, judgments, costs (including settlement costs) and expenses associated therewith (including reasonable attorney fees and disbursements), arising from incidents which occur the result of Commercial Venders negligence during the period of this engagement for which MontanaFair’s sole basis for liability is vicarious liability for the acts or omissions of Commercial Vendor. The defense and indemnification obligations under this paragraph of the Commercial Exhibitor Permit for MontanaFair, shall not be limited by any assertions or finding that MontanaFair is liable for any damages by reason of a non-delegable duty.
If you are unable to provide proof of your own insurance, or you wish to purchase a rider on our policy, you may do so at a cost of $135.00.
Booths may be set up beginning Wednesday, August 7 from 9:00 a.m. to 6:00 p.m. Early booth construction can help you avoid much of the last minute confusion. All booths must be in place by 4:00 p.m., Friday, August 9, 2019 and must remain in place until 11:00 p.m. Saturday, August 19, 2019. Exhibitors located in the Montana Pavilion must use the roll up door on the parking lot side of the building. Please do not use the front doors for loading and unloading. The front doors must remain locked until gates open.
Outside booths must be placed within their allotted space. Please be sure you have enough space to allow for tie-down of your tent or awning as some tie-downs do not extend straight down. Any stock supplies or boxes must be within the allotted space, and areas must be kept clean and attractive. All booths must be able to withstand 40 mph winds without presenting a danger to the public. NO TRAILERS WILL BE ALLOWED TO BE PARKED ADJACENT TO COMMERCIAL BOOTH SPACE
All excess storage items must be stored inside booth space and must be attractively concealed or covered. Vendors are not allowed to utilize any space behind or around their marked booth area. NO TRAILERS WILL BE ALLOWED TO BE PARKED ADJACENT TO COMMERCIAL BOOTH SPACE. Storage considerations must be planned in advance. Any special requests to place a storage trailer on the property must be discussed with Fair staff for approval.
Trailers cannot be parked in public parking lots or adjacent to rented commercial booth space. Trailer storage is located at Gate 1. See MontanaFair Map
Vendor’s Entrance Times and Hours of Operation
MontanaFair entrances at the Pavilion and Metra main gates will be open to the public from Noon to 11:00 p.m. each day of the Fair. All booths must be staffed during these hours. You must be in your space and ready for business at 4:00 p.m. Friday, August 9 and Noon subsequent days. Outside booths are required to be open the same hours. The carnival does not close until midnight. Outside exhibitors may wish to stay open until that time although are only required to be open until 11:00 p.m. The Fair staff will be monitoring all booths to assure they are staffed during the required hours. Any violators will receive warnings about lateness or proper staffing of booths. Exhibitors receiving warnings run the risk of not being invited back to MontanaFair.
Vendors may begin to tear down at 11:00 p.m. on Saturday, August 17. ABSOLUTELY NO TEAR DOWN MAY BEGIN BEFORE THAT TIME. MontanaFair ends at 12:00 midnight, and vehicles will be allowed in at that time for load out. The Montana Pavilion will remain open until 1:00 a.m. If you prefer to move out on Sunday, no security will be provided. The building will be opened from 8:00 am to noon on Sunday. All merchandise and equipment must be removed from the grounds no later than noon on Sunday. Any items remaining on the grounds or in the buildings after this time become the property of MontanaFair.
The Montana Pavilion will be secured at 11:00 p.m. each night of the Fair. During set-up security starts at 7pm Thursday, August 8. There will be no restocking after closing time. MontanaFair assumes no responsibility for materials left in booths. If you have anything in your display of value that could be carried away, it is suggested that you take it with you each night when you leave the grounds.
There will be grounds security on a 24 hour basis starting at 2:00 p.m. Friday, August 9. Please report any theft or vandalism to MontanaFair management. MontanaFair is not responsible for any loss or damage.
UPS and Fed Ex shipments arrive in the Montana Pavilion about 10:30 a.m. each day. The exhibitor’s superintendent will receive those shipments and will see that you get them. If you have items shipped C.O.D., you will need to receive delivery yourself in order to handle payment.
Deliveries or any re-stocking must be done before 11:00 a.m. every morning of the Fair. The Montana Pavilion will open at 9:00 a.m. Vendors with parking passes appropriately displayed in their vehicles will be allowed on the grounds between 7:00 a.m. and 11:00 a.m. for deliveries or unloading only. All vehicles must be off the grounds by 11:00 a.m. After 11:00 a.m. the grounds are closed to traffic and you may park your vehicle in any public parking lot and enter at the admission gate.
It is expressly understood that exhibitors are prohibited from selling any articles or products or rendering any services except those specifically listed on their Privilege Agreement. MontanaFair management reserves the right to require removal of any objects which are not listed on your contract or are in the opinion of management deemed to be offensive, hazardous or might adversely affect the Fair’s image. The Fair management will determine whether an item is considered offensive or in poor taste and can prohibit the sale/display of any such items.
Products and services that are NOT allowed to be sold by vendors or brought into the Fair include: knives (cookware exhibitors prohibited from distributing knives of any kind as promotional items), ear piercing, permanent tattooing, concealed weapons not allowed (even with permit), firearms, lasers, stun guns, switchblades, brass knuckles, high-powered water guns, pornographic or drug related items and fireworks of any nature.
No beer, wine, intoxicating liquor or controlled substance of any kind shall be kept, sold or consumed by the vendors or their employees within their allotted space.
Pets will not be permitted on the grounds during the Fair with the exception of disability-related service dogs (on a leash) or pets entered in the 4-H shows or exhibits. At no time are pets allowed to be unattended during the fair.
Please respect our staff and regulations. Discourtesy or ill treatment of staff, late arrival, leaving early or failure to abide by the terms of the contract will result in not being offered a contract for next year’s fair.
Commercial Vendors: Darcie Winkler 406-256-2409 or firstname.lastname@example.org
Food Vendors: Sam Merrick 406-256-2465 or email@example.com