CHOWCHILLA-MADERA COUNTY FAIR P.O. BOX 597 CHOWCHILLA, CA PHONE: FAX: MAY 17-20, 2012

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1 CHOWCHILLA-MADERA COUNTY FAIR P.O. BOX 597 CHOWCHILLA, CA PHONE: FAX: MAY 17-20, 2012 COMMERCIAL EXHIBITORS APPLICATION This application must be filled out completely by all exhibitors and returned to the Chowchilla- Madera County Fair with a deposit of $50 to guarantee your space. If your application is not accepted your deposit will be returned to you. If exhibitor cancels, the deposit will be refunded as follows: Cancellation 75 Days prior to fair opening = 30% refunded Cancellation 60 Days prior to fair opening = 20% refunded Cancellation 30 Days prior to fair opening = 10% refunded Cancellation LESS THAN 30 Days prior to fair opening = NO REFUND List all items to be sold (include prices) and/or displayed at your booth or stand. Attach a separate page if necessary. INSIDE OUTSIDE 10 x10 In-line = $ x10 = $ x10 Corner = $ x20 = $ Describe Describe Utility requirements: Volts # of Amps Name of Business: Please include photographs of your booth. Contact: Mailing Address: Phone # City State Zip Code PLEASE NOTE: THIS APPLICATION IS NOT A CONTRACT, NOR A GUARANTEE OF THE SAME. ALL EXHIBITORS ARE REQUIRED TO CARRY A $1,000,000 LIABILITY INSURANCE POLICY. YOU MAY PURCHASE INSURANCE THROUGH THE FAIR.

2 TO: FROM: ALL EXHIBITORS & CONCESSIONAIRES JOHN SCURFIELD, C.E.O., CHOWCHILLA-MADERA COUNTY FAIR Welcome the 2012 Chowchilla-Madera County Fair. We are enclosing some information and guidelines that we hope will answer any questions, as well as assure equitable showing for all exhibitors/concessionaires. You are responsible for seeing to it that all personnel in your booth are familiar with these rules. SET UP & CLOSING: 1. A time schedule of the hours is attached. 2. The grounds and buildings will be available for set up starting May 15, 2012 from 12:00 PM to 5:00 PM and May 16, 2012 from 9:00 AM to 5:00 PM. Please call for special arrangements. 3. All outdoor exhibitors/concession stands must be set back from walkways. 4. Before staking out fencing check with Concession Manager for exact dimensions to be fenced. Due to underground utilities, any display requiring stakes to be driven into the ground must have supervision of maintenance personnel during the driving of stakes. 5. All sides of booths visible to public must be in a finished condition as to paint, covering, etc. 6. Indoor booths: The booths consist of drape covered pipe frames. The back drape is 8ft. high and the side drapes are 3ft. high. Nothing may be attached to the drapery frame, except for support rods and other small items that do not hinder the view of adjoining booths, the height of the front of the booth must not exceed 3ft. All furnishings must be flameproof. 7. Fair management WILL NOT be responsible for pre-shipped goods. 8. Without exception, exhibits and concessions MUST remain in place until closing time of the fair (Sunday May 20, 2012 at 10:00 PM). USE OF BOOTH: 1. No sub-leasing is allowed. An assigned space is to be used by original lessee only. 2. Items to be sold will be confined to items on contract. We are trying to control duplication of items. 3. Define your give-away policy. If you give-away something and ask for donations, you are selling and therefore must have a Concession Selling Contract. 4. Any free drawing must be approved in advanced by management. If there is a drawing to be done during the fair, time of drawing must be posted conspicuously and the name of the winner(s) must be posted, as well as submitted to the Fair office before the Fair closes. All drawings must be done PRIOR to closing day of the Fair. All names collected must be turned in no later than one week after fair. 5. Booths serving beer or wine must announce LAST CALL 15 minutes PRIOR to closing. 6. Food booths must close down at designated time and no AFTER HOUR sales. 7. Any percentage due to the Fair office must be reported the following day after the close of each business day. As per reporting procedures. 8. Video projections are subject to prior approval of Fair Manager. 9. No balloons or bumper stickers may be given away by any exhibitor. Fair Manager must know before run of the Fair what is to be handed out. 10. Amplified sound systems must not be so loud as to distract from other booths. 11. Use sewer drains provided, DO NOT overflow hoses onto grounds surface. CONDUCT OF BOOTH PERSONNEL: 1. All displays, booth personnel and soliciting activities will be confined to their assigned space. No moving down aisles or leaning out into aisles to seek patronage. 2. Booths must be manned at all times during Fair open hours. 3. Any service vehicle permitted on the grounds will be expected to abide the 2012 grounds rules. The rules will be strictly enforced and violation of these rules will be cause for removal of privilege. 4. Handouts are to be handed out by booth personnel; they are not to be stacked for people to pick-up at random. 5. Keep smaller items off front counter locations to discourage pilfering. 6. Assume the responsibility of keeping the area around your space clean. 7. Working credentials will be issued by the Fair office. Each commercial concession will be issued Two (2) Credential wristbands or eight (8) one day passes. Additional worker passes/wristbands can be purchased in advance. Re-sale of these worker passes is strictly prohibited. Failure to comply with this regulation will result in dismissal from the grounds. We do hope the above information will be helpful to you and your staff for an enjoyable time at the 2012 Chowchilla-Madera County Fair. 1. Commercial Buildings will open to vendor s one (1) hour prior to opening daily. 2. Years of experience have shown the value of a uniform schedule for closing down the grounds. We therefore expect all parties concerned to carry out the following program without further notification. Beer/Wine Booths Thurs Fri. Sat. Sun. Close 10 PM 11 PM 11 PM 9 PM Outside Exhibits and Concessions Close 11 PM 11 PM 11 PM 10 PM

3 Commercial Building Thurs. Fri. Sat. Sun. Close 10 PM 11 PM 11 PM 9 PM Carnival Close 11 PM 12 AM 12 AM 10 PM Concessionaires remaining in booths after closing time for clean-up, etc., are expected to do so with subdued lighting, with flaps at least partially closed and to transact NO business. 3. Each year we have worked toward the elimination of all vehicle traffic in the central grounds during peak hours. THE GROUNDS RULES POLICY IS: ALL VEHICLES MUST BE OFF THE GROUNDS BY AM NO EXCEPTIONS. (Special arrangements may be made with John Scurfield, C.E.O. for perimeter parking and hand deliveries after 10 AM) Unattended vehicles without proper credentials WILL BE ticketed or towed away at the Owner s expense. 4. The fair guards and the rest of the staff will be working hard this week to make the fair go right for you and in return we ask that Sunday night you stay in place until 11:00 PM so that we can control traffic and safety. 5. Insurance Certificates must be in our office prior to May 1, 2012, or you will not be allowed to operate. 6. Food Vendors Only We will have Livestock Exhibitors on the grounds beginning Monday May 14, You will be allowed to sell Monday, Tuesday & Wednesday however you must report these figures to the office daily. All Food Concessions will be required to have cash registers that meet or exceed the following criteria: 1. a. Electronic Operation b. Front and Rear Display c. Impact Printer d. Numerical/Time Transaction Record e. Grand Total Meter f. Consecutive Z Reading 2. All cash registers will be inspected by Management prior to operational use. 3. Register must have a removable tape. 4. Register display shall be visible to customers when placing an order. 5. All Food Concessions must report daily Z total by bringing tape to Fair Main Office: a. The tape will be initialed by Concessionaire Representative and Management. b. Tape will be returned following review by management. 6. All Sales must be rung on the cash register. 7. Over rings must be circled and initialed on the tape. 8. Downtime on registers must be reported to Concession Manager immediately. 9. Cash register maintenance is concessionaire s responsibility. Payment Procedure and Penalties 1. Report figures daily prior to opening of the Fair in Fair Main Office. You will be reporting previous days figures 2. (i.e.: Friday AM you are reporting Thursday sales). 3. Failure to report before opening of Fair may result in a $50.00 fine per day. 4. Final day of Fair the option will be given to report your figures after closing or by returning the following morning (Monday). Notify the office of your choice when you report on Sunday, May 20, THANK YOU FOR YOUR COOPERATION.

4 California Fair Services Authority INSURANCE REQUIREMENTS I. Evidence of Coverage The contractor/renter shall provide a signed original evidence of coverage form for the term of the agreement protecting the legal liability of the State of California, District Agricultural Associations, County Fairs, Counties in which County Fairs are located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fairs, or California Exposition and State Fair, their directors, officers, agents, servants, and employees, from occurrences related to operations under the contract. This may be provided by: A. Insurance Certificate - The contractor/renter provides the fair with a signed original certificate of insurance (the ACORD form is acceptable), lawfully transacted, which sets forth the following: 1. List as the Additional Insured: "That the State of California, the District Agricultural Association, County Fair, the County in which the County Fair is located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fair, or California Exposition and State Fair, their directors, officers, agents, servants, and employees are made additional insured, but only insofar as the operations under this contract are concerned." 2. Dates: The dates of inception and expiration of the insurance. For individual events, the specific event dates must be listed, along with all set-up and tear down dates. 3. Coverages: a. General Liability - Commercial General Liability coverage, on an occurrence basis, at least as broad as the current Insurance Service Office (ISO) policy form #CG Limits shall be not less than $5,000,000 per occurrence for Fairtime Carnival Rides; $3,000,000 per occurrence for Motorized Events All Types except arena or track motorcycle racing and go-cart racing; $3,000,000 per occurrence for Rodeo Events all types with a paid gate and any Rough Stock events; $2,000,000 per occurrence for Rodeo Events All Types without a paid gate and with any Rough Stock events; $1,000,000 per occurrence for Rodeo Events All Types without any Rough Stock Events; $2,000,000 per occurrence for Interim Carnival Rides, Fairtime Kiddie Carnival Rides of up to 6 rides, Concerts with over 5,000 attendees, Rave Type Events All Types, Mechanical Bulls, Extreme Attractions All Types, Orbitrons, Simulators, and Motorized Events of arena or track motorcycle racing and go-cart racing; $1,000,000 per occurrence for all other contracts for which liability insurance (and liquor liability, if applicable) is required. b. Automobile Liability - Commercial Automobile Liability coverage, on a per accident basis, at least as broad as the current ISO policy form # CA 0001, Symbol #1 (Any Auto) with limits of not less than $1,000,000 combined single limits per accident for contracts involving use of contractor vehicles (autos, trucks or other licensed vehicles) on fairgrounds. c. Workers Compensation - Workers Compensation coverage shall be maintained covering contractor/renter's employees, as required by law.

5 d. Medical Malpractice - Medical Malpractice coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving medical services. e. Liquor Liability - Liquor Liability coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving the sale of alcoholic beverages. 4. Cancellation Notice: A statement by the insurance company that it will not cancel or reduce the limits or coverages of said policy or policies without giving 30 days prior written notice to the named certificate holder. 5. Certificate Holder: For Individual Events Only - Fair, along with fair=s address, is listed as the certificate holder. For Master Insurance Certificates Only - California Fair Services Authority, Attn: Risk Management, 1776 Tribute Road, Suite 100, Sacramento, CA is listed as the certificate holder. 6. Insurance Company: The company providing insurance coverage must be acceptable to the California Department of Insurance. 7. Insured: The contractor/renter must be specifically listed as the Insured. OR B. CFSA Special Events Program - The contractor/renter obtains liability protection through the California Fair Services Authority (CFSA) Special Events Program, when applicable. OR Master Certificates - A current master certificate of insurance for the contractor/renter has been approved by and is on file with California Fair Services Authority (CFSA). OR D. Self-Insurance - The contractor/renter is self-insured and acceptable evidence of self-insurance has been approved by California Fair Services Authority (CFSA). II. General Provisions Maintenance of Coverage - The contractor/renter agrees that the commercial general liability (and automobile liability, workers compensation, medical malpractice and/or liquor liability, if applicable) insurance coverage herein provided for shall be in effect at all times during the term of this contract. In the event said insurance coverage expires or is cancelled at any time or times prior to or during the term of this contract, contractor/renter agrees to provide the fair, prior to said expiration date, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the contract, or for a period of not less than one (1) year. New certificates of insurance are subject to the approval of California Fair Services Authority, and contractor/renter agrees that no work or services shall be performed prior to the giving of such approval. In the event the contractor/renter fails to keep in effect at all

6 times insurance coverage as herein provided, the fair may, in addition to any other remedies it may have, take any of the following actions: (1) declare a material breach by contractor/renter and terminate this contract; (2) withhold all payments due to contractor/renter until notice is received that such insurance coverage is in effect; and (3) obtain such insurance coverage and deduct premiums for same from any sums due or which become due to contractor/renter under the terms of this contract. Primary Coverage - The contractor/renter s insurance coverage shall be primary and any separate coverage or protection available to the fair or any other additional insured shall be secondary. Contractor s Responsibility - Nothing herein shall be construed as limiting in any way the extent to which contractor/renter may be held responsible for damages resulting from contractor/renter s operations, acts, omissions or negligence. Insurance coverage obtained in the minimum amounts specified above shall not relieve contractor/renter of liability in excess of such minimum coverage, nor shall it preclude the fair from taking other actions available to it under contract documents or by law, including, but not limited to, actions pursuant to contractor/renter s indemnity obligations. Certified Copies of Policies - Upon request by fair, contractor/renter shall immediately furnish a complete copy of any policy required hereunder, with said copy certified by the underwriter to be a true and correct copy of the original policy. Fairtime Carnival Ride contractors must submit copies of actual liability insurance policies, certified by an underwriter, to California Fair Services Authority (CFSA). III. Participant Waivers For hazardous participant events, the contractor/renter agrees to obtain a properly executed release and waiver of liability agreement (Form required by contractor/renter s insurance company or CFSA Release and Waiver Form) from each participant prior to his/her participation in the events sponsored by contractor/renter. Hazardous participant events include but are not limited to any event within the following broad categories: Athletic Team Events; Equestrian-related Events; Motorized Events; Rodeo Events; and Wheeled Events, including bicycle, skates, skateboard, or scooter. Contact California Fair Services Authority at (916) for further information.