154th BELCHERTOWN FAIR
P.O. Box 670, Belchertown, MA 01007

VENDOR PACKET

Printable Version
Vendor Packet

I want to thank you for your interest in our event. Let me tell you a little about it. The Belchertown Fair was started 154 years ago as an agricultural gathering of the community. We have continued that tradition. We offer a variety of agricultural, educational and fun activities. Our goal is family participation in a safe environment at a reasonable cost. We want it to be fun for vendors as well as fair goers. Please take the time to read this info thoroughly. It is essential that you understand exactly what we can and cannot do.

We cannot guarantee that you will have the same space as last year. Because the fair is held on the common, which is populated with new and old trees, we require flexibility in our booth placement. Each year we have new and returning vendors. We do the best we can to place you in a compatible spot. Please do not assume that you can have a bigger space than you have had in past years for the same reasons. We are working with significant limitations. Here are some answers to commonly asked questions.

LOCATION

  • On the Town Common @intersections of RTE 21, Rte 181 and Rte. 202 in Belchertown.

DATES OF OPERATION

  • Friday September 23, 2011- 4 PM-10 PM
  • Saturday September 24, 2011-10 AM-10 PM
  • Sunday September 25, 2011 - 12-6 PM

COST

  • Youth non profit -$50 for 10 feet Frontage & $5.00 per additional foot
  • Adult non profit-$80 for 10 feet frontage & $ 8.00 per additional foot
  • Profiting groups or individuals-$110 for 10 feet Frontage & $11 per additional foot

AVAILABILITY OF ELECTRICITY

  • Vendor must have a 12-3-power cord of sufficient length to connect to the power box
  • Ground rods must be used with every metal-framed vehicle
  • Electrical inspector will review your wiring and setup
  • Cost of connection is $40 for 110 volt-20 amp only-if you draw too much electricity, the circuit breaker will snap off. You may need more than one hookup. However there are limited connections available.
  • Do not assume you can run everything you bring. Give careful thought to your power needs.
  • NO INDIVIDUAL GENERATORS ARE ALLOWED

IS LIGHTING AVAILABLE

  • Light towers for public walkways- insufficient to light your booth
  • NO GASLIGHTS ARE ALLOWED
  • Sales are consistently better when booths are well lit.

KINDS OF BOOTHS ALLOWED

  • Wood or metal framed structure using canvas or plywood as a roof
  • Free standing tents /tents over 120 square feet must be fire retardant
  • Free standing trailer units
  • The Fair Committee reserves the right to deny your application based on its appearance or merchandise sold.

TYPES OF MERCHANDISE ALLOWED

  • Food, craft, public information, T-shirts, leather goods and novelty items for example.
  • The committee reserves the right to stop the sale of offensive or dangerous items. For example, Silly String cannot be sold. It presents a hazard to the public and litters the grounds. Other items NOT TO BE SOLD include fake cigarettes, snap pop rocks, bomb in a bag, potato guns, other types og guns, swords,knives and stink bombs. This is not an inclusive list.
  • If you are found selling something, which we deem problematic, you will be asked to remove them from
    sale. If you do not comply, you will be asked to leave the fair. You will jeopardize future opportunities to participate.
  • You must confine all sales/info to your booth area.

RULES ABOUT RAFFLES &PRIZES

  • Non profit booths must have a clearly visible sign listing beneficiary of raffle
  • Rules of the game, exact prize and method of award must be clearly displayed.
  • Raffles must have a raffle permit, which is obtained from the Town Clerks office
    Telephone # 413-323-0281.

FOOD BOOTHS

  • Must comply with Ma. Law for food handling and Serve Safe certification
  • In town food vendors only until August 15. After this date out of town food vendors may be allowed at the discretion of the booth space coordinator. Commercial space may be available with the amusement vendor.
  • Review the enclosed information re food services and contact the Board of Health directly to discuss your
    operation with them @ 413-323-0406
  • Complete an application and forward it to the Board of Health with your check made out to the Board of Health
  • Booth will be inspected on Friday Sept. 23 between 12 and 4 PM. You must comply with all guidelines or you will not be allowed to open.
  • Make your plans early if you will be selling food.
  • All booths with fryolators will be required to have 1 Class K fire extinguisher with a minimum rating of 2-A:K for each 10 gallons of frying oil in use.

SALE OF ALCOHOL

  • No sale, raffle, give away or use of alcohol permitted
  • Alcohol is not permitted on the Fairground
  • Belchertown has an open container law that is enforced.

TRASH DISPOSAL

  • You are responsible for the removal of ALL trash from your booth area
  • A dumpster is located near the exhibit hall for your convenience -trash includes such items as paper,
    cardboard, grease, animal manure and hay
  • A grease barrel is provided near the dumpster
  • Your area should be in the same condition when you leave as when you arrived

SECURITY

  • Police patrol the Fair grounds during the fair
  • During off-hours, some lighting is provided
  • We have had few problems with loss from booths in past years. However, you should take all reasonable
    precautions leaving nothing of great value overnight or unprotected.
  • Anything you leave is at your own risk .

LIABILITY INSURANCE-PLEASE READ CAREFULLY

  • Mandatory for most vendors . Exceptions will be made for vendors considered low risk on a case by case basis.
    No exception will be made for food that is not commercially prepackaged.
  • It may be part of your homeowner’s policy, a separate business policy or an extension of a parent non-profit organization. The policy must be a general liability policy with a minimum coverage limit of $1,000,000 (combined single limit) for bodily injury and property damage. The Town of Belchertown should be listed as an additional insured with the dates of participation in the fair noted.
  • For PROFIT groups or Business must have proof of Certificate of Liability Insurance with a minimum of $1,000,000 (combined single limit) for bodily injury and property damage, and that the Town of Belchertown is listed as an additional insured on all policies.
  • All other organizations (including churches, charitable and civic organizations) and individuals that have such a policy in place provide the Town with a certificate of liability insurance with the same policy limits and conditions noted previously.
  • Most Town related groups are covered under the Town liability policy.
  • These Certificates must be received prior to set up of booths on the Fairgrounds.
  • The Town of Belchertown and the Fair Committee reserve the RIGHT to REQUIRE proof of coverage from any vendor based on a determination of Risk that particular booth may exhibit.
  • The Booth space coordinator and Town Administrator may waive the requirement for a particular vendor based on a determination that the vendor is considered low risk.

OTHER SAFETY CONCERNS

  • Any booth that utilizes anything that creates heat with the potential to start a fire or if in your booth space, you store or utilize any combustible or flammable while on the common, you must
  • Complete a Fire Department permit application. (One per booth) Applications are submitted to the Fire Department headquarters along with a check if/as necessary made out to “The Town of Belchertown” . (maximum of $25.00 per booth) - If you have any questions please call us at (413) 323-7571.
  • Install and maintain a Fire Extinguisher
  • All extinguishers must be clearly tagged or dated with certification within the last 12 months.
    Anything with no date or dated over one year old will not be considered compliant.
  • Fire extinguishers must have a minimum of at least five- (5) pound capacity for each appliance.
  • All booths with fryolators will be required to have a Class K fire extinguisher with a minimum rating
    of 2-A:K for each 10 gallons of frying oil in use.
  • Booth will be inspected on Friday Sept. 23 between 12 and 4 PM. You must comply with all guidelines or you will not be allowed to open.
  • Heating / cooking appliance
  • Your heating / cooking appliance must have a nationally recognized tag for safety compliance for ex. UL listing or factorv mutual.
  • Homemade appliance must have approval from the fire department. Prior to its use at the fair.
  • All appliances must be securely placed in a level position with a stable base and protected from harm.
  • All appliances must be properly vented.
  • Equipment without pre- fire department inspection or labeled UL approval will not be allowed on the common
  • Propane - Propane tanks must be five feet from an ignition source including heating appliance, vents and air conditioners. Must be firmly attached to a fixed object. Must be inspected by the fire department.
  • Tents - Tents under 120 square feet do not require proof of being fire retardant
  • Two tents that cover a combined area will be considered individually as long as each tent is self-supporting with its own frame.
  • A tent with floor area greater than 120 square feet (approx. 10x12), must be labeled as fire retardant meeting NFPA 701 standards.
  • If the tent has been treated to make it fire retardant, then all documentation must be available to show it is current and within manufactures’ recommendations (date of treatment, name of chemical, name of person treating, testing agency, manufactures’ identification, and serial number)
  • Flashlights are handy items to have for personal safety.
  • Adult supervision is necessary in booths operated by students.

SETUP TIME

  • Weds-September 21 Noon till dark
  • Thursday-September 22 8AM till dark
  • Friday-September 23 - 8 AM till NOON
  • Inspections of all booths take place NOON till 3 PM on Friday September 24.

PARKING

  • During setup, you may be able to drive on the common
  • You may park near your booth to load/unload during the event.
  • Vehicles parked on the street during the event will be towed at your expense
  • There is no on street parking. Parking is available from a variety of individuals around the common at a reasonable expense to you.
  • We cannot guarantee there is parking by your booth.
  • It is possible to drive on and off the common each of the days but only when the fair is NOT open and running.

2011 DECORATED BOOTH CONTEST
“Celebrate Belchertown”


We offer a theme booth decorating contest. This years theme has special significance. It is the 250th anniversary of Belchertown as a town. The celebration started on New Years Eve . A series of events are planned with a culmination at the 154th Belchertown Fair. Some people are celebrating where Belchertown has come from. Others are celebrating the great community it currently is. The winner in both youth and adult receive $50. Categories in the parade and the Exhibit Hall offer opportunities for special entries. It adds another element of fun to the Fair going experience. Competing is optional for vendors. The interpretation of the theme is up to you.Say the theme with your eyes closed. Be creative. Not only do you have the ability to win part of your entry space back but it creates interest in your booth. Every year more people get into the theme in their booth or the parade entry or the specialty category in the Exhibit Hall. We say go for it!!!The theme is meant to be fun so have a great time decorating your space.

DON’T WAIT TOO LONG - SPACE SELLS OUT QUICKLY

Please submit your applications complete with a check payable to Donation Belchertown Fair . Board of Health applications must go to them. A self addressed stamped envelope must be included for a confirmation. First Application Deadline is August 1, 2011 Any questions should be directed to Cindy Brown booth space coordinator @ 413-323-6654 after 5:30PM.

154th BELCHERTOWN FAIR
BOOTH SPACE APPLICATION

Name of Group/Booth __________________________________________________________

Address __________________________________________________________

Contact person _______________________ Phone ___________________________

E-mail address _______________________ Emergency Phone _________________

Electrical and Other Requirements

  • 110 Volt – 20 Amp ONLY per connection
  • #12/3 power wire is required for all extension cords
  • Ground rods must be used with any booth structure on wheels (ground rods are available)
  • All flammable liquids will be inspected at a charge of $10.00 Any cooking appliance that does not have a UL listing must be pre-approved by
    the fire dept. Booths with fryolators must have Class K fire extinguisher with a minimum rating of 2-AK. 1 extinguisher per fryolator.
    (see application for details)
  • Any booth that utilizes anything that creates heat with the potential to start a fire or if in your booth space you store or utilize any combustible
    or flammable products while on the common, a Fire Department Permit application must be completed with the Belchertown Fire Department
    before opening day. (see application for details)
  • Raffle permits must be obtained from the Town Clerks offices
  • A board of health permit must be completed with the Board of Health before opening day
  • Applications are approved by the jury system
  • The fair committee does reserve the right to limit what is sold
  • Refer to the vendor information concerning specific safety mandates and necessary compliance
  • Liability insurance is required for most groups / individuals participating
  • No camping is allowed on the fairgrounds
  • No variance from these requirements is permitted!

The Belchertown Fair Committee, in its sole discretion, reserves the right to terminate this agreement for failure to comply with the
general rules and regulations as set forth by the Belchertown Fair Committee. Shall the Committee be forced to exercise this right,
the responsible parties or vendors will be ordered to cease operations and their property removed from the fairground without
reimbursement of any fees paid. In addition, failure to comply will result in non-participation in subsequent years.

FIRSTAPPLICATION DEADLINE AUGUST 1, 2011

PLEASE COMPLETE THIS PAGE CAREFULLY AND COMPLETELY

CHECK ALL THAT APPLY

  • Non Profit youth group $50.00/10’ min _____ $5.00 per additional ft.X_____FT= $_______
  • Non Profit adult group $80.00/10’ min______$8.00 per additional ft.X_____FT= $_______
  • Profiting group/individual $110.00/10’min_____$11.00 per additional ft X_____FT=$_______
  • Electrical connection $40.00 per connection X____-# connections =$_______
  • Check enclosed Payable to DONATION BELCHERTOWN FAIR Total Due $________
  • ALL applications must be submitted by August 1, 2011 with 50% of total payment
  • Remainder of payment by September 1,2011
  • Proof of liability insurance should be included with the application ____or forwarded ____ to Cindy Brown
    (please refer any questions to Cindy at 413-323-6654 after 5:30pm)
  • Booth Type (Food, Raffle, Craft. Ect.) _______________________________________________
  • Booth structure (Tent, Free Standing Structure, Mobile home) ____________________________
  • Will you enter the decorated booth contest? Yes No
  • Do you operate out of your vehicle? Yes No
  • Fire Department permit/check forwarded to Fire Department Yes No
  • Food permit Check forwarded to Board of Health for food permit Yes No
  • Detail All Merchandise to be Sold ______________________________________________________________________
  • Self addressed stamped envelope or EMAIL is included for confirmation_______________________
  • M Y SIGNATURE INDICATES I HAVE READ,UNDERSTAND, and AGREE TO ALL THE GUIDELINES
    PUT FORTH BY THE BELCHERTOWN FAIR

Name__________________________________________ Date________________

Belchertown Fair Committee, PO Box 670,Belchertown,Ma 01007