58th Annual Greater Jacksonville Agricultural Fair
October 31st - November 11th, 2012
Rules For
Outside Food, Merchandise, Trinket or Souvenir Vendors
The Jacksonville Fair is a Pepsi Cola / Sysco Foods Facility
General Information: The Jacksonville Fair has a limited number of exhibit spaces available on the Independent Side of the Fairgrounds, see area "D" near the Entertainment Stage on the Fairground Map . This area is for for food / trinket or souvenir vendors who mainly derive their income from participation in fairs and festivals. This application is not for local or nationally recognized commercial products or companies or product sampling or give aways which is a privilege of sponsorship. Those wishing to inquire about sponsorship opportunities at the Jackssonville fair are encouraged to contact our Marketing Director, Gayle Hart at gayle@jacksonvillefair.com. for more information. In any event, the Association shall make the determination between souvenir, trinket vendor and sponsor. For those that wish to be located on the Midway Side , contact our carnival provider, Belle City Amusements at - http://www.bellecityamusements.com
Applications go through a selection process (not a first-come, first-serve basis.) Acceptance is based on the following criteria:
1. Produce a quality product at a reasonable price
2. Courtesy to our customers
3. Product balance / diversity
4. Experience and financial responsibility
5. Ability to set up a clean, professional, attractive area
6. Space availability
Complete a separate application and a picture of each unit you wish to book. If you have not participated in the Jacksonville Fair before, you must include three (3) references with contact information. For food vendors include a complete menu and price list. For others requesting outside space, include a list of items you wish to sell and price list. Keep in mind, location will be determined by management in order to keep a good product balance.
If accepted, you will be invoiced based on the following: * "Proof of Performance Deposit" ($150,) due upon invoice. This deposit is not a portion of rent, but to insure the vendor follows the rules, if so, it will be returned about three weeks after the Fair. Your invoice will include charges assessed @ $85. a ff, (minimum of 10 ff.,) if you also serve from the side you will be assessed an additional $42.50 for each foot depth. Payments may be charged, (a charge form will be included with invoice,) cash, check or money order. If 50% of the rent is not paid at time of invoice, it is due by July 15th. The balance is due in full no later than October 1st. Space purchased after October 1st must be paid with certified funds. Request for cancellation must be in writing, 60 days prior to opening day of the Fair. An original, not faxed, Certificate of Liability, minimum of $500,000, naming the Greater Jacksonville Fair additionally insured, must be on file in our office prior to set-up.
Product Sales / Restrictions: The Jacksonville Fairgrounds is a Pepsi Cola, Sysco Foods Facility. No other commercial cola products may be displayed or sold and no other supplier may deliver to our facility! Only those products listed with the application may be sold or displayed. An example of some items that may not be sold are guns ( toys, water, stun, etc.,) gum, stickers, knives, swords, brass-knuckles, rubber band toys, products made from any endangered animal or inappropriate or drug related items. The Fair Association reserves the right to decline or prohibit the sale, exhibit in whole or in part of any product deemed in-appropriate. Management must approve any raffles, drawings or give-a-ways, food, toys or otherwise, and reserves the right to determine whether an item is considered offensive or in poor taste and to prohibit the sale / display of such items. Exhibitors do not have exclusivity of any food, product line or merchandise.
Signage: Vendors / Exhibitors must post a sign, visible to the public, with the company name. This name must match the contracted name on file in the Fair Office. The sign must be of a professional nature, hand signs will not be allowed. Prices for merchandise or food must also be tagged or posted. Each exhibitor / vendor must post their policy for credit, check refunds and exchanges so it is visible to the public. The Jacksonville Fairgrounds is a Pepsi Cola / Sysco Food facility. During your stay with us, you may not use/ display or serve any other commercial soda product. Please obscure / eliminate any other soda companies signs, supplies or products.
Subleasing / Booth Sharing: Vendors / Exhibitors are strictly prohibited from strolling the grounds, subleasing, assigning or apportioning whole or part of their assigned space to any other business, group or individual without express approval of the Association.
Water Supply / Tanks: Those requiring water must have a "clean hose," that does not leak, capable of extending 100 ft. from the vendor's site to a designated water supply with safety mats sufficient in length and weight to cover all exposed hoses. If vendor's hose is found to leak at any time, it will be disconnected until such time as the leak is corrected. Gray Water Tanks are required as per the Health Department. Up to three vendors may share a tank if agreeable. Blue Boys may not be used unless approved by the Health Department.
Electric: Vendors / Exhibitors will be furnished with 110 volts/500 watts of electricity. If additional service is required, arrangements must be made with the Fair Electrician. You will be invoiced before the end of the Fair. This invoice must be paid in the Fair Office prior to move out. Vendors requiring over 500 watts must have at their site, electric cables sufficient in length to reach the Fair's power source, a minimum of 200 ft. from the vendor's site and underwriter approved for rough surface usage. The cables should with stand constant foot traffic and exposure to the elements. Vendors must supply safety mats sufficient in length and weight to cover all cables. Vendor's power panel must be Underwriter approved with electric cables that have an capacity rating to meet the vendor's power needs. The cables must be connected into the vendor's power panel, fused with the proper overload protection of the cables and the overload protection for the branch circuits needed by the vendor. For Phase 1, (120/240 volts,) the cable shall be a 4 conductor cable. For Phase 3, a 5 conductor cable. Both shall have a green grounded conductor and be capable of being hard-wired by the electrician into the correct power source. Vendors may not connect or disconnect themselves.
White vinyl panels must be used to screen offensive views or to safeguard the public. Orange construction fencing is not acceptable for use on the Jacksonville Fairgrounds.
Safety / Security: A Fire Suppression System is required, by order of the Jacksonville Fire Marshal,Code NFPA-96, phone - (904-630-0445,) in trailers or closed environments where cooking equipment produces grease-laden vapors. LP Tanks must be secured at all times. Exhibitors/ Vendors are required to furnish their own secure tent or trailer, signs, tables, table coverings, flooring, chairs, lighting, extension cords, hoses, etc. Although there may be security on the grounds, security is not furnished for individual exhibitor / vendors or their merchandise, this is the vendors / exhibitors responsibility. Exhibitors / vendors may wish to arrange for additional lighting and security for their specific needs. Motorized Vehicles of any kind, (save for the disabled,) may not be used during open hours of the fair; this includes golf carts, skate boards, mopeds, etc. Vendors / Exhibitors may not move vehicles about the fairgrounds until all guests have safely left, to do so is a violation of the rules which will result in forfeiture of deposit and not being invited back.
Credentials: Upon arrival, proceed to the Fair Office where you will receive one (1) parking pass and Photo I.D. Reasonable request for single day entry tickets may be purchased at the Fair Office for the price of advanced gate admission. The City of Jacksonville may have additional parking available in the lots around the Fair for $5.00 per day.
Set-up: Exhibitors / vendors may not drop their rigs before noon Monday, October 29th, but should be in place no later than 3:00 p.m. opening day, October31st. Any space not occupied by this time will be forfeited to the fair along with any and all payments including the * "Proof of Performance Deposit".
Gate Hours of the Fair: (May be Subject to Change)
| Wednesday & Thursday | Oct 31st & Nov 1st | 5:00 pm - 11:00 pm | |
| Friday | Nov 2nd | 3:00 pm - 11:00 pm | |
| Saturday | Nov 3rd | 10:00 am - 11:00 pm | |
| Sunday | Nov 4th | 10:00 am - 10:00 pm | |
| Mon / Tues / Wed/ Thurs | Nov 5th / 6th / 7th / 8th | 5:00 pm - 11:00 pm | |
| Friday | Nov 9th | 3:00 pm - 11:00 pm | |
| Saturday | Nov 10th | 10:00 am -11:00 pm | |
| Sunday | Nov 11th | 10:00 am - 10:00 pm | |
Set-up: |
Tuesday | Oct 30th | 9:30 am - 5:00 p.m. |
| Wednesday | Oct 31st | 9:30 am - 3:00 pm | |
Breakdown: Exhibitors / vendors shall not break down in whole or in part prior to the close of the fair, Sunday, November 11th. Failure to remain until this time shall constitute a breach of contract and result in forfeiture of the Proof of Performance Deposit. Exhibitor / vendor may not move any vehicle on the fairgrounds until all guests have safely left, to do so would be a violation of the rules which will result in deposit forfeiture and not being invited back. All trailers, tents, merchandise must be removed by 12:00 noon, Monday, November 12th. Items / equipment remaining after this time shall become the property of the Jacksonville Fairgrounds with the cost of removing any remaining exhibits being charged to the exhibitor / vendor.
Accommodations: Are not available on the Fairgrounds. For RVs and motor homes, contact Hanna Park Campgrounds, 7 miles east in Atlantic Beach, 904-249-4700 or Flamingo Lakes Resort, 7 miles N. off I-95, 904-766-0672. For hotel accommodations contact the Crowne Plaza , 1201 Riverplace Blvd., 904-398-8800. Ask for the Fair rate.
Tent Rentals: Kirby Rental (904) 739-1312
Hold Harmless: by your application, exhibitor / vendor hereby agrees to indemnify and save harmless the Fair Association, its agents and employees from and against all claims, suits, actions and damages and/or causes or actions arising during the period of use and occupancy by exhibitor/vendor from the date of entry upon fairgrounds to and including date of departure, for any personal injury, loss of life, and/or damages or property, including the vendor's property or employees, sustained in and about the premises or that portion of the buildings or any appurtenances thereto, used by the exhibitor/vendor, occuring during such time as they may be using said premises, and from and against all costs, legal fees, expenses and liabilities incurred in and about any action thereon, and from and against any order, judgement and/or decrees which may be entered therein when any of the aforesaid are caused by negligence of the exhibitor/vendor, its agents, subcontractors or employees or persons attending the premises by reason of the use thereof by the vendor. Property taken into the fairgrounds by vendor is taken there at the vendors own risk. The fairground, it's personal, etc, shall not be responsible for any loss due to damage from fire, theft, windstorm, repossession or from any other cause whatsoever, nor for failure upon its part to perform this agreement, should officers of the law seize, stop or prevent vendor from operating under this agreement.
Questions? Contact: Jeannie Wells Yonge, Exhibit Coordinator - (904) 353-0535 or - e-mail. - jeannie@jacksonvillefair.com
To Apply: Complete this application
fax (904-353-5458)
or mail to
The Jacksonville Fairgrounds
510 Fairgrounds Place
Jacksonville, FL 32202
Outside Merchandise / Food Vendor Application
Inside Commercial Exhibit Space Application
Inside Exhibit Hall "A" Lay-out