Section 2 of 4: Regulations

Western Montana Fair – Vendor Handbook

The vendor named on the individual contract acknowledges this handbook is incorporated into and made part of their Vendor Contract.

Missoula Fairgrounds Management shall have the absolute right and discretionary power to interpret, alter, add, cancel, relax, or vary any of these standards in individual cases, except where such changes would contravene local or federal statutes.

The Western Montana Fair is an annual event held at the Montana County Fairgrounds that is owned and operated by Missoula County, a political subdivision of the State of Montana.

ALL vendor REGULATIONS

Missoula County Fairgrounds Management reserves the final and absolute right to interpret these rules and to arbitrarily settle and determine all matters, questions, and differences regarding and in connection with the Western Montana Fair. Missoula County Fairgrounds Management also reserves the right to amend or add to these rules as it deems appropriate.

Additional regulations will apply to food concession vendors - see below in FOOD CONCESSION VENDOR.

INSURANCE REQUIREMENTS

  • The individual, partnership, or corporation named on the contract must be the same as the named insured on the policy certificate.

  • Current certificate of product and general liability insurance in the amount of $1,000,000.

  • Missoula County, 1101 South Avenue West, Missoula, MT, 59801, listed as the additional insured on certificate.

  • Vehicle liability insurance in the amount of $500,000 if a commercial business.

  • Personal vehicles comply with State regulations and provide a copy of insurance.

  • Missoula Fairgrounds does not provide insurance to booths that do not have a policy.

CONDUCT CLAUSE

The Western Montana Fair is a community event for children and families of all demographics. Accordingly, all contracted activities must be family friendly and politically and spiritually neutral. Contractor will ensure family friendly messaging from all employees, members, volunteers or subcontractors. Profane, racist, sexist, xenophobic, politically or religiously controversial language or acts will not be tolerated. Fairgrounds management reserves the right to cease activities and terminate the agreement without notice if Contractor is not in compliance.

  • Comply with terms of contract, all rules and attachments, or face revocation of all privileges.

  • Follow all rules and regulations set forth by the Fairgrounds security.

  • Allow inspection by Fairgrounds management whenever requested.

  • Conduct business so as not to interfere with the rights of others.

  • Follow sustainability standards as described by handbook.

  • Behave courteously and kindly – you are representatives of the Western Montana Fair.

  • Indemnify and defend Missoula County for any loss, expense or damage as a result of the exhibitor’s violation of these guarantees.

OPERATIONS CLAUSE

  • Operate in accordance with all applicable federal, state, and local statutes, regulations, and requirements.

  • No beer, wine, intoxicating liquor or controlled substance shall be kept, sold, or consumed by vendors or any employees within their allotted space.

  • Illegal activity by vendor results in expulsion and forfeiture of all monies paid.

  • Illegal activity includes but is not limited to gambling, pirating, extortion, raffles, and misrepresentation.

  • Sell only the goods detailed on the approved application.

  • Prohibited products include knives, ear piercing, permanent tattooing, concealed weapons, firearms including toy guns, lasers, stun guns, switchblades, brass knuckles, water guns, pornographic or drug related items, noise makers, fireworks, stink bombs, self-defense items, any item which could be used as a weapon, confederate insignia items, and all controlled substances.

  • Fairgrounds management reserves the right to limit or restrict any types of products for any reason.

  • Vendors operated by student organizations require adult supervision at all times.

REFUND/CANCELLATION POLICY

  • Refunds will not be issued for cancellations for Commercial Vendors.

  • Written notice of cancellation before June 15 will result in forfeiture of non-refundable $100 application fee for Concessions and Amuseuement Vendors.

FACILITY GUIDELINES

  • No nailing, stapling, bolting, screwing, taping, putty, or tacking meant to secure appliances, notices, or any other items on walls inside or outside of the buildings, permanent food booths, or pantries.

  • Vendor shall not make any alterations or improvements to the facility or appliances.

  • Nothing may touch water pipes, electrical or mechanical piping.

  • Vendor is responsible for cleaning spills in immediate area of use.

  • Cost to repair damages to the facility will be assessed to the vendor.

  • Vendors will be invoiced for booth cleanings and/or assessed a daily fine after Monday, September 2.

TENTS/TEMPORARY STRUCTURES

  • Position tents and canopies within allotted contracted space.

  • Allow space for tie-down of tent or awning.

  • Staking is prohibited; alternatives such as water barrels/buckets or large weights should be used instead to secure structures.

  • Mark tents with name and phone number in case of emergency.

  • Temporary structures must be approved by Fairgrounds management before erecting.

  • Structures and enclosures must be neat in appearance; Fairgrounds management has the right to ask for improvements if deemed necessary.

ELECTRICAL/MAINTENANCE REQUIREMENTS

  • Fairgrounds is not responsible for vendor changes or increased electrical needs after application. Fees or termination of contract may occur if energy consumption exceeds designated amount.

  • Generators are prohibited.

  • Extension cords are not provided.

  • All power cords and plug connectors shall be of the grounding type.

  • Cords must be heavy duty, 10- or 12- gauge types W, O, FT2, CL2, SRDT, or HPA.

  • Cords will be continuous, without splices or taps between boxes or fittings.

  • Cord connectors shall not be laid on the ground.

  • Cover cords accessible to public with nonconductive material (mats) to prevent tripping.

  • Use neoprene, rubber, or equivalent power cords from electrical sources.

  • Electrical wiring within the booth will be done by the Fairgrounds electrician.

  • Wiring, adaptors, cords, motors, and other electrical installations will be subject to approval by Fairgrounds and meet state and local codes and ordinances.

  • If in violation, item(s) will be disconnected, marked “not approved” and left for removal.

MANDATORY SUSTAINABILITY STANDARDS

  • Recycling and composting receptacles are located throughout the Fairgrounds.

  • Review and comply with the following sustainability standards:

  • No styrofoam of any kind – no exceptions.

  • No plastic bags (BPI-certified compostable paper or reusable/durable only).

  • No single use glass bottles or containers.

  • Offer only BPI-certified compostable plates bowls, cups, and utensils.

  • Offer only BPI-certified unbleached, compostable napkins.

  • Adopt aluminum cans instead of single use plastic bottles for all beverages.

  • No plastic straws (compostable straws or straw alternatives, such as stick of pasta, are acceptable).

  • Provide incentives for Bring Your Own (BYO) straws and utensils.

  • Reduce food service packaging in general.

  • Offer portion size options (e.g., small and large) to reduce food waste.

  • Utilize a food recovery program – coordinate with the Missoula Food Bank Food Circle program ahead of time to have edible leftover food recovered at the end of the event.

  • THANK YOUR CUSTOMERS when they choose to reuse, reduce, or recycle.

  • Use social media to promote your Zero Waste efforts.

  • Agree to a short interview and write up about ZERO by FIFTY efforts at your business for recognition and as a community business leader.

SOUND DEVICES

  • Any use of radios, televisions, microphones, public address systems, and other sound-producing devices must be pre-approved by Fair management.

  • Fair management reserves the right to revoke permission to use sound devises for any reason.

FOOD CONCESSION VENDOR – ADDITIONAL REGULATIONS

All food concession vendors must be licensed in the State of Montana.

Required Documents

  • Certificate of General Liability Insurance (information above under insurance requirements)

  • Temporary Food Service Permit from the Missoula City-County Health Department, if required by Missoula City-County Health Department

  • Proof of Certified Food Protection Manager

  • 501(c)(3) documentation (if your organization is a 501(c)(3)

CONCESSION GUIDELINES

  • Follow health department operating requirements.

  • Fair closes at 8 p.m. Sunday, but food concession vendors are permitted to stay open later.

  • Ice available for purchase.

  • Used grease will be picked up each day at 10 a.m. for disposal. All grease for pick-up must be stored in a container with a lid.

  • Holding tank for gray water disposal available.

  • Sweet Pea will pump gray water, but booth must have operator present and coordinate with Sweet Pea in advance to determine day and time of service.

Permanent Concession Booth REQUIREMENTS

  • Food concession vendor is responsible for cleaning hood, appliances, sinks, floor, drains, counters, walls, fridge/freezer, and soda dispenser.

  • Use only approved cleaning supplies to perform clean up and sanitation in the permanent food booths and pantries. A recommended list will be provided.

  • Work cooperatively with fellow vendors to utilize, maintain, and clean pantry area.

  • Use only the chalkboard provided for posting menu and pricing.

FIRE SAFETY AND EQUIPMENT REQUIRED

  • Minimum of one fully charged and operational UL rated, class K, wet-chemical fire extinguisher.

  • Minimum of 2 ½ lbs. net capacity.

  • Fire extinguisher(s) present and accessible in each booth.

  • Knowledgeable operators of fire safety equipment required to be present.

  • Contact the local fire department to ensure your space is up to code.

MENUS & PRICING

  • Food truck vendors must post prices in an obvious location in a professional manner.

  • Price signs should be clearly visible from a distance of thirty feet.

  • Indicate the size, in ounces, for carbonated drinks.

CONCESSION WASHROOM

  • Washroom is available to all concessions without a three (3) compartment sink.

  • Vendors may use this washroom to dump gray water tank.

  • Concession washroom is located on the northwest side of the main restrooms.

  • Clean this area after each use.

  • Improper disposal of waste or not cleaning the washroom results in a $100.00 fine per violation.

Missoula Fairgrounds