Vendor Rules 2013

1.     Fairgrounds Rules & Policies: Vendors are responsible for the behavior and actions of themselves, their employees, staff, vendors and personal guests.  Removal by the Fairgrounds staff for violation of the Grant County Fairgrounds Guest Code of Conduct will not be a reason for a refund in whole or in part. 

2.     Payment:  Failure to make required payment(s) on time may or can cause failure to miss some or all the benefits of participation in the INWHE.  These can include, but not limited to: Failure to appear in Expo Program, advertising, booth space, signage or other activity of the Expo.  This will be determined at the sole discretion of Expo Management.

3.     Delivery/Storage:  INWHE will not be responsible for any lost or stolen materials.  No deliveries will be accepted more than 24 hours prior to the scheduled Expo load-in.  If additional labor, equipment or storage is needed for receiving or shipping of materials, advanced arrangements with INWHE Management is required.

4.     WIFI:  The Fairgrounds has a WIFI system on grounds at no charge.  The venues on the Fairgrounds have no additional capacities for phone or Internet lines.  Use of cellular phone technology is recommended for phone, Internet and credit card processing. 

5.     Security:  The venue(s) used for the INWHE will provide limited security during the event and the buildings will be locked one hour after closing time Friday and Saturday and opened at least 90 minutes prior to show scheduled start time for restocking.  INWHE will have a security guard on duty overnight at the site(s).  Vendors are responsible for any loss due to theft, accidental damage, natural disaster, fire or act(s) of God and will hold harmless the INWHE and the Fairgrounds from further liability; this is to include merchandise, display materials, promotional items and all other items brought to the venue by the vendor, employees, staff, guests or suppliers. 

6.     Parking:  The parking at the Grant County Fairgrounds for this event will be free, however failure to park in designated areas can, at the discretion of the INWHE Management will be considered a violation of the rules and policies of the event and may result in vendor removal from the event with no refund.

7.     Fire & Safety:  For the safety of vendors, staff and guest of the Expo, all materials used at the INWHE must comply with Federal, State and Local Fire & Safety Codes.  Vendors will make available upon request of INWHE and regulatory authorities certification of compliance with Fire and Safety code and regulations. 

8.     Signage Limitations:  Vendors will not install or erect signage that is vulgar, profane or politicking for an individual candidates or parties.  Signage for causes supported by the vendor must be for legal non- profit cause(s), legibly and visible state that; “Display of this promotional item doesn’t imply support by Expo Management”.  Any and all signage shall not obstruct the view of, cause injury to, or obstruct the view to other vendors’ booths, building signage or INWHE Signage.

9.     Samples or Giveaways:  Sampling or giveaway of food products must comply with State law and the Grant County Health Department (GCHD) regulations.  Any permit or fee required for food handling activities is the sole responsibility of the Vendor.  For inquiries regarding food handling please contact GCHD Moses Lake office 1038 W. Ivy Street, Moses Lake, WA  98837, phone 509-766-7960 fax: 509-766-6519. NOTE:  Food sampling permits are unavailable on the weekends and are far more costly if not purchased in advanced.  Please contact the Health Department for details. If a Vendor offers a Raffle, Prize Drawing, Lottery or other game of chance it must fully comply with all laws and regulations of Washington State Gaming Commission.  Failure to comply with any governmental requirements will not be grounds for refund of booth fee.  NOTE: Food Sampling permits are unavailable on the weekends and are far more costly if not purchased in advanced.  Please contact the Health Department for details.

10.  Prohibited Items:  The following items are not permitted at INWHE for promotion, display or sale; a) sticky-backed giveaway or sale items b) firearms c) alcoholic beverages and d) any product deemed illegal by the Local, State or Federal Government.

11.  Sound Devices:  Any and all equipment to amply sound for any purpose or entertainment must not interfere with the activities and sales of other Vendors or production of the INWHE.  Expo Management will be the sole arbitrator of volume levels and have the authority to adjust or turn off any device deemed disruptive to other vendors or other INWHE activities. 

12.  Booth Space & Decorating:  The pipe and drape provided to the vendor will be will consist of 8’ back and 3’ sides.  Each booth space includes one table and 2 chairs.  Pipe & Drape, Tables and Chairs are for the use of the Vendor and do not become the Vendors Property.  Removal of these items will result in a charge commensurate to the retail value of replacement items.  Additional tables and chairs are available with 10 days advanced notice to the Expo.  The Pavilion floor is a rolled hard dirt floor for most of the surface.  Each Vendor is responsible for providing carpet or tarp to cover the floor if desired.  The Vendor is responsible for the prevention of trip and fall accidents resulting from any use of flooring.

13.  Gift Bag Inserts:  Any Vendor who wishes to have a printed item inserted in the Gift Bags must the items delivered to the Herald office, 813 W. Third Ave, Moses Lake, WA 98837, no later than Friday, April 26th by 5pm.  Four Thousand (4000) gift bags will be distributed during the Expo.  The first 20 guests each day will receive a Early Bird Bonus Gift bag with special prizes.

14.  Camping:  The Fairgrounds has ample camping types from dry to full hook-ups.  For information and prices, specs or to make a reservation please contact the Fairgrounds office: 509-765-3581.