Commercial Vendor applications for the upcoming 2023 Washington County Fair can be submitted online from March 1st through August 1st, 2023. All applications will be processed and responded to with acceptance/denial by August 1st, 2023. Please do not submit payment until your application has been approved. Verbal approval will be made by phone. Additional information will be communicated by email. Please make sure you provide a good contact phone number and email address on your application.
Commercial Vendors include but are not limited to the following categories:
• Food Vendors
• Clothing/Gift Boutiques
• Farmers Market
• Craft/Handmade Artisans
• Product/Service Sales
• Charitable Organizations/Church Groups
Non-Food Vendor Base Price
A 10 x 10 non-food vendor space is $150 for the week of the fair and must be paid IN FULL by August 1st, 2023. Larger custom-size spaces will be priced by the square footage of the commercial vendor superintendent.
Food Vendor Base Price
A 10 x 30 food vendor space is $300 for the week of the fair and must be paid IN FULL by August 1st, 2023. Larger custom sizes will be priced by the square footage of the commercial vendor superintendent.
Extra Workers Passes $5.00 ea.
Water Hookup $25.00
110 Electric $25.00
30 Amp Electric $100.00
50 Amp Electric $200.00
100 Amp Electric $300.00
Commercial Vendor Rules
- Each vendor must confine themselves to the assigned space. All vendors will be under the control and supervision of the fair management and commercial vendor superintendent, including the right to control signs and arrangements of vendor displays/setup.
- In no event, shall the Fair Association officers, directors, members, or the commercial vendor superintendent be held responsible for any loss or damage to the property or person of vendor or other people while on the fairgrounds whether loss or damage arose from accident, or any cause whatever. All diligence will be used by the officials, but they shall not be responsible for any loss or mishap that may occur.
- All contracts must be in writing. The price named in the contract is for immediate acceptance and unless a signed copy of the contract is delivered to the commercial vendor superintendent at the time required therein and accompanied by the specified vendor fees, it shall be subject to cancellation without further notice. Verbal agreements or amendments to contracts will not be recognized.
- The fair association reserves the right to cancel all contracts by public notice should an act of providence, such as a flood, storm, pestilence, or any outbreak of war or rioting, prevent holding the fair.
- All vendors must move in on Monday of fair week between 8 a.m. – 8 p.m. Vendor packets with passes will be available at check-in. Any vendor needing to move in over the weekend prior to the fair, must make special arrangements with the commercial vendor superintendent in advance. No late arrivals will be accepted or refunded.
- Non-food vendors must be open for business each day by 3:00 p.m. and remain open until 10:00 p.m. each day except Saturday. Hours Saturday, are 10-10.
- Food vendors must be open, and ready to serve food by 11:00 a.m. and remain open until 10:00 p.m. each night, except Saturday. Saturday hours will be 10-10.
- All vendors are required to stay for the entire duration of the fair week. At the WCF, we strive to provide the same quality product Tuesday through Saturday. If a vendor leaves early, they will be subject to denial of future events.
- All vendor property remaining on the fairgrounds after the Sunday of the fair week will become property of the Fair Association to be disposed of as it sees fit. This includes but is not limited to: trailers, vehicles, canopies, tents, merchandise, extension cords, and water hoses.
- The Washington County Fair will require that all food and drink vendors sell PepsiCo., Inc. products. Failure to do so will result in immediate dismissal from the fairgrounds without a refund of your rental fee.
- Food and drink vendors are required to have a permit to sell/serve food in Washington County. Temporary food permits can be purchased from the county health department prior to the start of the fair as long as they meet the health requirements. A health department representative will come to check permits during the fair. The Washington County Fair is not responsible for making these arrangements.
- Vendors are required by the state to pay taxes on sales made during the fair. A representative from the tax office will come around during the fair to collect sales tax on-site. It is the vendor’s responsibility to collect and pay taxes.
- All rules and regulations published in the catalog are automatically made a part of all contracts with the fair.
- Failure of vendors to comply with the Commercial Vendor Rules published in this catalog shall be subject to contract cancellation without reimbursement. Failure to comply with rules will also subject vendors to denial of participation in future events.
- During the Washington County Fair all Auxiliary Vehicles must have permits. Auxiliary vehicles, including but not limited to, golf carts, service carts, utility vehicles, off-road vehicles, and other four-wheeled vehicles UTV/ATV. All AVs used in connection with the Washington County Fairgrounds (“WCF”) are required to have a Washington County Fair Association (“WCFA”) issued operation permit while on the WCF grounds, parking lots, and campground. Permits are required during move-in, the WCF, and move-out. Permits are only issued for AVs that serve to advance the operation of the WCF or that provide service to WCF vendors, exhibitors, administration staff, etc. Permits are not issued to the general public attending the fair. The following requirements exist in order to receive an AV permit:
a. Must pre-register by august 1st. Please send the form available online and payment to Washington County Farm Bureau Attn: Curtis Moore
1165 N. Meadowlands Dr., Fayetteville, Ar 72704
b. The Fair must have a proof of liability insurance ($1,000,000) for all vehicles before a permit can be issued.
c. Drivers must be 16 years or older with a valid driver’s license. Must have a copy filed with the fair office.
d. Permits must be displayed on the vehicle and be visible.
e. No more than the allotted number of people can ride on the vehicle than the available seating.
f. Lights must be on the front and rear with proper intensity and must be operating after dark.
g. Only AVs with official business permits can be used after 6:00 PM.
h. Sign and abide by the WCFA/WCF Auxiliary Vehicle Rules and Regulations Agreement, which includes a pedestrian always have the right of way,
i. Pay a $25.00 permit fee.
j. The following do not need to register their golf cart or ATV, but must sign the AV Rules and Regulations Agreement: All Emergency vehicles, Fair Maintenance Staff, Garbage Collectors, WCFA Board of Directors, Personal Handicap Carts
k. AVs without a permit will not be allowed on WCF grounds at any time. WCFA/WCF and WCFA Contracted Security each have the authority to revoke AV permits, impound any AV, and require any privately owned AVs to be removed from the WCF grounds, in their sole discretion.
Dogs and Pets: The following policy is in place not only for the safety of our visitors but for the welfare of the animals.
a. No pets are permitted on the Washington County Fairgrounds during the Fair. This includes, but is not limited to, dogs, cats, ferrets, reptiles, primates, etc., and pertains to all WCF guests, exhibitors, vendors, staff, and partners. Individuals found with pets will be asked to remove them from the fairgrounds. Animals are not to be left unattended in vehicles in the parking lot under any circumstances. Animals found unattended in vehicles will be reported to the authorities. Dogs that are part of an exhibit or demonstration will be permitted.
b. Dogs or miniature horses that meet the ADA definition of a “service animal” will be permitted. The ADA defines a service animal as:
i.“Dogs that are individually trained to do work or perform tasks for people with disabilities. Examples of such work or tasks include guiding people who are blind, alerting people who are deaf, pulling a wheelchair, alerting and protecting a person who is having a seizure, reminding a person with mental illness to take prescribed medications, calming a person with Post Traumatic Stress Disorder (PTSD) during an anxiety attack, or performing other duties. Service animals are working animals, not pets. The work or task a dog has been trained to provide must be directly related to a person’s disability. Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA.”
ii.“Miniature horses that have been individually trained to do work or perform tasks for people with disabilities.”
iii. Service Animals must be kept under the control of the owner.” Under the ADA, service animals must be harnessed, leashed, or tethered, unless these devices interfere with the service animal’s work or the individual’s disability prevents using these devices. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.”
Fair Pass Information:
a. Each vendor will receive 1 vendor pass good for the entire fair week.
i. Additional vendor passes can be purchased from the commercial vendor superintendent at the time the vendor fees are paid. Additional vendor passes are for workers only. These passes are $5 per pass. The additional passes will not be available to purchase during the week of the fair.
b. Each vendor will receive 1 drive-in pass.
i. No additional drive-in passes will be sold, no exceptions.
ii. The drive-in pass is only valid between 6:00 a.m. – 10:00 a.m. each day, for the purposes of restocking supplies and merchandise.
iii. There will be no parking allowed inside the fairgrounds gate. This means no parking by your vendor spot. Vehicles left inside the fairgrounds after 10:00 a.m. will be towed.
iv. Vendors must park in the northeast fenced-in lot, between AAO and the rodeo arena.
v. Handicap individuals may park on the south side of the horticulture building. A handicap tag must be visibly displayed to park in handicapped parking.