I want to thank you for your interest in our event. Let me tell you a little about it. The Belchertown Fair was started 151 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 biggerspace 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 26, 2008- 4 PM-10 PM
- Saturday September 27, 2008 -10 AM-10 PM
- Sunday September 28, 2008 - 12-6 PM
COST
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Youth non profit -$50 for 10 feet Frontage & $5.00 per additional foot
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Adult non profit-$80 for 10 feet frontage & $ 8.00 per additional foot
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Profiting groups or individuals-$110 for 10 feet Frontage & $11 per additional foot
AVALABILTY OF ELECTRICITY
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
TYPES OF MERCHANDISE ALLOWED
- Food, craft, public information, T-shirts, leather goods and novelty items for example.
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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, and stink bombs. This is not an inclusive list.
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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
FOOD BOOTHS
- Must comply with Ma. Law for food handling and Serve Safe certification
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In town food vendors only until August 27. 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.
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Review the enclosed information printed on pink sheet and contact the Board of Health directly to discuss your operation with them @ 413-323-0406
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Complete an application and forward it to the Board of Health with your check made out to the Board of Health
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Booth will be inspected on Friday Sept. 26 between 12 and 4 PM. You must comply with all guidelines or you will not be allowed to open.
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Make your plans early if you will be selling food.
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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 with a functioning heating/cooking appliance must have a fire extinguisher of at least five- (5) pound capacity for each appliance. Fryolators require 1 K fire extinguisher per 10 gallons of oil. All extinguishers must have a certification tag dated within the last 12 months. There must also be the appropriate type of extinguisher for any other type of fire possible i.e. water for wood not oil.
- Your appliance must have a nationally recognized tag for compliance for ex. UL listing or factory mutual.
- Homemade appliance must have prior approval from the fire department each year
- All appliances must be securely place in a level position with a stable base.
- Pre-approval for non-UL design must be obtained before the start of the fair. If you fall into this category call the Belchertown Fire Department Monday-Friday 8:30- noon to set up an inspection appointment. Telephone number is 413-323-7571.
- Equipment without inspection or UL approval will not be allowed on the common
- Propane tanks must be five feet from an ignition source including heating appliance vents and air conditioners. They must be firmly attached to a fixed object .All flammable storage will be inspected. There is a ten- (10) dollar permit fee per booth payable to the Town of Belchertown. This fee will be waived for non profit Belchertown vendors. Call 323-7571.
- Any tent with a floor area over 120 square feet (10x12) must be fire retardant. Documentation on the label must include certification that flame retardant meets NFPA 701compliance. (date of treatment, name of chemical, name of person treating, testing agency, manufactures identification, and serial number) Two tents that cover a combined area will be considered individually as long as each tent is self-supporting with its own frame. For clarification call 413-323-7571or 323-0402.
- Flashlights are handy items to have for personal safety.
- Adult supervision is necessary in booths operated by students.
SETUP TIME
- Weds-September 24 Noon till dark
- Thursday-September 25 8AM till dark
- Friday-September 26 - 8 AM till NOON
- Inspections of all booths take place NOON till 3 PM on Friday September 26.
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.
2008 DECORATED BOOTH CONTEST
“There’s Magic at the Fair”
We offer a theme booth decorating contest. 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. To some it describes just how the Fair, which hosts thousand of people, appears and disappears transforming a quiet New England common to a fun filled diverse event. To others it is the sparkle in the kid’s eyes as they look at the rides. It might describe the beginning of new friendships as people work together for a common fund raising project. What does it mean to you? Be creative. Not only do you have the ability to win part of your entry space back but it creates interest in your booth. The theme of “There’s Magic at the Fair” 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, 2008. Any questions should be directed to Cindy Brown booth space coordinator @ 413-323-6654 after 5:30 PM.
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