VENDOR RULES & REGULATIONS GUIDE & CONTRACT
You are welcome to submit an application to become a Vendor at the Michigan State Fair. However, submitting an application does not guarantee a booth space. Management will review all applications based on available space and specific requirements.
If your application is accepted, you will receive a notification with further instructions. Please note that your booth space is not secured until full payment is received. Without payment, your booth is not secured.
Final booth locations will be assigned and sent out two weeks prior to the start of the Fair.
· All booth payments must be received by July 28, 2025. Payments submitted after this date will incur a $50 late fee.
· New vendors submitting applications after July 28, 2025, will also be subject to a $50 late application fee.
· For enhanced safety measures, the entire fairgrounds will be fully enclosed with fencing. Vendors must enter or re-enter through one of two designated re-entry points: the Main entrance or the Barn Entrance, located near the Carnival Area.
· Vendor booths must remain open for the entire duration of the Fair as per the hours listed below. Packing up early may result in not being invited back for future fairs.
· Cancellations:
o If canceled 90 days or more prior to the State Fair, a full refund will be provided, minus processing fees.
o If canceled 31 to 60 days prior to the State Fair, a 50% refund will be provided, minus processing fees.
o No refunds will be issued for cancellations made 30 days or less before the Fair.
o No refunds will be issued for unused or partially used exhibit space.
· Personal Vehicle Restrictions: Beginning Wednesday, August 27th, 2025, at 1:00 PM, personal vehicles are prohibited on the fairgrounds, except in designated parking lots. Vehicles will not be allowed in the building or Carnival Area after this time. All unloading and restocking must be done using a cart or by hand.
· Restock Procedure for Indoor Vendors: Indoor vendors needing to restock their booths with products must contact Fair Management in advance to coordinate restocking arrangements.
· Stock Trailer Parking: Limited stock trailer parking is available within the fairgrounds. Please contact Fair Management to reserve a space.
FAIR LOCATION:
Suburban Collection Showplace
46100 Grand River Avenue
Novi, Michigan 48374
Phone: 248.348.5600
www.SuburbanCollectionShowplace.com
FAIR DATES & HOURS:
Thursday, August 28th - 11:00am - 8:00pm
Friday, August 29th - 11:00am - 8:00pm
Saturday, August 30th - 10:00am - 8:00pm
Sunday, August 31st - 10:00am - 8:00pm
Monday, September 1st - 10:00am - 8:00pm*
*Our Indoor Livestock Halls directly next to the Vendor Hall will close at 5:00pm on Monday, September 1st. However, Vendors in the Vendor Hall MUST remain open till 8:00pm. If you pack up early, you may risk not being invited back for future events.
CHARITY PREVIEW NIGHT:
On Wednesday, August 27th, the Michigan State Fair will host a Charity Sneak Preview and Press Preview Night from 5:30pm to 9:30pm. During this special event, the vendor area and entire fairgrounds will be open to a select group of the public and media, offering them an exclusive opportunity to experience the fair before its official opening.
We kindly request that you have your booth staffed, as this will be your chance to sell to the attendees. If you're unable to man your booth, it should remain open and uncovered, as we aim to present the best possible experience for the media.
IMPORTANT NOTE: Please refrain from leaving any valuables behind. If you choose not to staff your booth, the Michigan State Fair is not responsible for any lost, damaged, or stolen items.
PROMOTIONS:
The Michigan State Fair offers posters, flyers, and email blast content for you to share with your clients. Plus, we have exclusive coupon codes for discounted tickets! For more information on how to promote, please reach out to us at info@michiganstatefairllc.com.
SPACE REQUIREMENTS:
All exhibit space – indoor and outdoor – is contracted for the entire run of the Fair (6 days) on a per booth basis and may not be resold or leased to any other person/business/organization without notification and approval.
All vendors must complete their move-in by 1:00pm on Wednesday, August 27, unless prior approval has been granted by the Vendor Manager. Vendors who fail to move in by this deadline are not guaranteed the booth space assigned to them via email. If another vendor on-site wishes to swap locations with a vendor who has not moved in by the deadline, they may be permitted to do so.
Vendors arriving after Wednesday, August 27th at 1:00pm who require assistance to adjust or fit into their space and are unable to do so themselves will be subject to a $50 per hour labor fee.
Liability: The Fair, its management, and staff are not liable for any damages to your booth or any other vendors' booths during the move-in process.
INDOOR VENDORS MOVE-IN HOURS & DETAILS:
Tuesday, August 26th 9:00am – 7:00pm
Wednesday, August 27th 9:00am – 1:00pm
Move-In Guidelines
· All vendors must complete their move-in by 1:00pm on Wednesday, August 27, unless prior approval has been granted by the Vendor Manager.
· Vendors who fail to meet this deadline are not guaranteed the booth space assigned to them via email. If another vendor on-site requests to swap locations with a vendor who has not moved in by the deadline, they may be allowed to do so.
Vehicle Access:
o Vehicles will only be permitted inside the facility on Tuesday, August 26.
o Absolutely no vehicles will be allowed to drive inside the building on Wednesday, August 27.
· Special Accommodations:
Requests to move in after 1:00pm on Wednesday will be considered on a case-by-case basis. These requests must be arranged at least four days in advance by calling 248-348-6942.
· Move-In Process:
o All load-ins must occur through the rear of the facility at Door #3.
o Check in at the vendor registration desk upon arrival to receive badges and additional information.
o Assistance will be available during this time from ArtCraft Display, BoCo Enterprises, and Fair Management.
· Vehicles will be allowed into the venue on a first-come, first-served basis for unloading. Venue Staff and Security will coordinate vehicle movement to ensure safety. Please remain patient during this process; failure to comply may result in you being required to cart in your items.
· No EZ Up/Pop-Up Tents Allowed Indoors Without Fair Management Approval
· Each 10’ x 10’ booth includes two vendor badges, one 6’ skirted table, two chairs, and an 8’ back drape with 3’ side drapes. Additional equipment can be ordered through ArtCraft Display, Inc. Please note that electrical and internet services are not included. If you require these, kindly complete the necessary form(s).
MOVE-OUT HOURS:
Monday, September 1st 8:00pm – 11:59pm
Patience and cooperation are appreciated during the move-out process to ensure everything runs smoothly. All booths must be moved-out by midnight.
LABOR, ARTCRAFT DISPLAY – DECORATOR:
Vendors are responsible for providing their own labor, dollies, and carts for setup, unloading, and dismantling. Additional labor, forklift services, and banner hanging can be arranged through ArtCraft Display, Inc., the exclusive decorator for the Michigan State Fair. For additional furnishings, labor, and freight services, vendors can contact ArtCraft Display, Inc. at (248) 380-0843 or visit their website at https://www.artcraftdisplay.com/ to access the necessary forms.
VENDOR RE-ENTRY:
For enhanced safety measures, the entire fairgrounds will be fully enclosed with fencing. Vendors must enter or re-enter through one of two designated re-entry points: the Main entrance or the Barn Entrance, located near the Carnival Area.
Vendors may access the Fairgrounds one hour before opening each day. Vendor badges must be worn at all times to enter the fairgrounds, load-in entrances, and re-entry points.
During load-in and setup days, vendors must enter through Door 3 at the back of the building. After setup is complete, no vendor access or parking will be allowed at the back of the building until the Fair closes or on the final day during move-out.
Once the fair is active, all vendors must use the designated re-entry doors at the front of the building. Vendors entering here may have to pass through metal detectors and can proceed directly to their booths. For badge pickup, vendors should use the hallway leading to the Fair Office after entering through the re-entry doors.
VENDOR PARKING:
Parking is free and available on a first-come, first-served basis, with limited trailer parking provided. All vehicles must park in marked spaces; parking in fire lanes, in front of exits, on islands, or non-paved areas is prohibited. Improperly parked vehicles may be towed at the owner's expense without notice. Overnight parking requires prior authorization, and parking behind the Suburban Collection Showplace Exposition Hall is not allowed.
VENDOR BADGES:
Vendor badges will be available for pickup during move-in/check-in at the Michigan State Fair or at the Fair Office. Each 10’x10' booth will receive 2 Vendor badges, and bulk spaces larger than (4)10'x10' booths will receive 6 badges. Additional badges can be purchased for $15 each, either in person at check in or at the Fair office or online during the application process.
Vendors must wear their badges at all times to gain access to the fairgrounds and load-in entrances. Security will strictly enforce entry, and individuals without proper credentials will not be permitted access. Please note that Vendor badges do not include access to carnival rides or the BMX/FMX Performances. However, a daily Ultimate Admission can be purchased at a discounted rate in the Fair Office, allowing access to rides and the BMX/FMX Performances.
DISCOUNTED ULTIMATE ADMISSION:
Vendors can purchase a discounted Ultimate Admission Pass for $30 at the Hall B Fair Office. This pass includes unlimited carnival rides and access to BMX/FMX performances but is only valid on the day of purchase. A valid vendor badge and vendor name are required to complete the purchase.
SALES TAX:
The Michigan State Fair does not collect taxes on behalf of the State of Michigan and it is the Vendor’s responsibility to understand all tax regulations as it applies to them. Fair Management is not allowed to answer questions about taxes for Vendors. To apply for a State Tax Identification number for sales tax on merchandise sold, collecting, and remitting at your booth, contact the Department of Treasury, Treasury Building, Lansing, MI 48922 or call 517-373-3200. You can also find more information at www.michigan.gov/taxes/.
CARS, TRUCKS, GOLF CARTS & SIMILAR VEHICLES:
Only carts with a valid permit, approved by Fair management, will be allowed to operate on the grounds and must comply with the following guidelines:
a) The permit and number must be prominently displayed.
b) Golf carts must be operated by a responsible, licensed driver at safe, reasonable speeds.
c) All carts, including first aid, must cease operation on all main walkways when these areas become overly crowded, unless responding to an injury.
Carts operating in violation of these rules may be impounded for the duration of the Fair, and future contracts or privileges may be jeopardized.
Refer to the IMPORTANT NOTES section for additional details regarding vehicle guidelines.
UTILITIES & ELECTRICAL – All Utilities through BoCo ENTERPRISES, INC:
Electrical Connection Charges are not included in the space rental rates. To arrange for electrical services, please complete the Electrical Form and mail it in. Payments for electrical services should be made to BoCo Enterprises, INC, as they are the exclusive provider of all utilities for the Michigan State Fair.
Please Note: If payment is not received and we find your booth connected to electricity on the fairgrounds, we will disconnect your power and confiscate the cord until payment is made.
We have strict electrical requirements that must be followed. The Fire Marshall will inspect each booth/trailer at the start of the Fair to ensure all regulations are adhered to. Please review the guidelines below to ensure your booth or trailer is compliant with fire code. You will be responsible for any additional charges resulting from changes required by the Fire Marshall.
Interior Electrical Requirements (Indoor Vendors):
- No cords are allowed on the ground in foot traffic areas or under carpet.
- Cords without a ground are not permitted.
- All cords must have 3 prongs and must be undamaged.
- Fusible power strips must be used in any multi-plug setup.
- Cube taps are prohibited.
- Any display using water must have a G.F.I.
The following extension cords are NOT permitted:
- Any extension cord without 3 prongs.
- Multi-plug cords can only be used if they include a fused breaker.
Acceptable cords:
- Outdoor-rated extension cords.
- Computer-type power strips are recommended for safely plugging multiple items into the end of extension cords.
For further questions regarding electrical connections, please contact:
- Dawn Thomas (Utilities Department): 248-348-5600 ext. 206 or dthomas@suburbanshowplace.com
- For other connection-related inquiries, please contact Mary Alice Mirochna (M.A.D. Power) at 586-215-1927 or maryalice@madpowerinc.com
CLEANING:
The building cleaning staff will remove all bulk trash, crates, pallets, packing materials, and lumber before the Fair opens and after move-out. They will also empty trash containers and small bins placed in the aisles by vendors during non-public hours.
It is the vendor’s responsibility to clearly mark any cartons, literature, or similar items they wish to retain. The Suburban Collection Showplace and the Michigan State Fair are not responsible for removing unmarked items as trash.
BOCO Enterprises, INC is the exclusive provider of all cleaning services at the Suburban Collection Showplace. For your convenience, we offer an optional individual booth cleaning service, which can be purchased through the BOCO Enterprises, INC form included in this packet.
CLEANLINESS:
We take great pride in the appearance of our buildings and grounds, and we rely on your cooperation to maintain the facility in excellent condition. All Vendors, Exhibitors, and Concessionaires are responsible for keeping their booth and the area immediately around it clean and free of trash. Each night, immediately after closing, all booths should be thoroughly cleaned. For your convenience, trash can be swept into the aisles or left on the roadway for the night cleanup crew to collect. Empty boxes must be collapsed.
For security reasons, cleanup crews are not permitted to enter or clean the inside of any booth, concession, ride, or game—this responsibility falls to the booth staff.
If additional cleanup is required during the day, it is the responsibility of those manning the booth to clean the area and place trash in the available receptacles. All wastewater must be disposed of properly using a holding tank.
HELIUM:
The Suburban Collection Showplace prohibits the use of helium tanks within the building and on the premises. Vendors are not permitted to use helium balloons for booth decoration or to distribute them to attendees.
FLIES:
Please be aware that due to the unique nature of hosting various exhibits, including animal displays, within the same venue, flies may be present. In some cases, flies may leave spots on merchandise, and in rare instances, could cause damage. We recommend taking appropriate preventive measures to protect your merchandise and equipment, as the Michigan State Fair is not responsible for any resulting damage.
NOISE:
Please be aware that as part of the fair environment, noise levels around your booth may vary depending on your location and nearby activities. We appreciate your understanding and encourage you to consider this when selecting your booth space.
SOUND USE:
Amplified sound is not allowed in any concession or exhibit area unless prior written approval is granted by Fair Management. If approved, the sound must be kept at a level that does not disturb or annoy other vendors, exhibitors, or concessionaires. A second violation will result in the removal of the sound equipment or termination of the license agreement.
SMOKING:
In an effort to create a healthier environment for everyone at the State Fair, the Fair has been designated as a smoke free fairground.
SIGNS & TAPE:
All exhibitor signage must be professionally produced, including the required booth identification signs featuring the company and/or organization name. Handwritten signs of any kind are strictly prohibited.
All signs and banners must be hung exclusively by authorized personnel unless installed within the booth space in accordance with display guidelines. Vendors are not permitted to attach any items to walls or columns under any circumstances. The use of unauthorized tape or adhesive substances within the facility, including the show floor, is strictly prohibited.
Specifically, the following are not allowed:
- Tape or adhesives on walls and columns.
- Duct tape, plastic double-sided tape, or masking tape on any surfaces.
Only cloth-backed carpet tape is permitted for use on the floors and is available for purchase at the service desk. Vendors will be held responsible for any repair costs resulting from damage caused by the use of unauthorized adhesives.
VEHICLES ON DISPLAY:
Vendors who will have a display vehicle in the exhibition hall within their booth must adhere to the following:
Combustion Vehicle Displays
1. All GASOLINE fuel powered vehicles openings shall be locked and sealed in an approved manner to prevent the escape of vapors. Gasoline fuel tanks shall not contain in excess of one-quarter their capacity or contain in excess of 5 gallons of fuel, whichever is less.
2. All DIESEL fuel powered vehicles fuel tank shall be locked and sealed in an approved manner to prevent the escape of vapor. Diesel fuel tanks shall not contain in excess of one-half their capacity or contain in excess of 20 gallons of fuel, whichever is less.
3. Fueling or de-fueling of vehicles is prohibited inside the building.
4. At least one battery cable shall be removed from the batteries used to start the vehicle engine. The disconnected battery cable shall then be taped.
5. Batteries used to power auxiliary equipment shall be permitted to be kept in service.
6. Vehicles shall not be moved during exhibition hours.
Electric Vehicle Displays
1. All electric vehicles battery state of charge SHALL be no more than 30%.
2. Emergency plans for an electric vehicle that starts to off gas.
3. Dedicate an area outside in the parking lot to put an electric vehicle that is off gassing.
4. All main aisleways SHALL be wide enough to allow the forklift that Suburban Collections has or a wrecker vehicle to drive down to remove the electric vehicle that is off gassing to the burn area out in parking lot.
INTERIOR EXHIBITION HALL DISPLAY SPACE:
Each booth in the Indoor booth includes 8-foot-high back draping, 3-foot-high side draping, one 6-foot skirted table, and two folding chairs. Additional items such as tables, chairs, carpeting, and more can be rented from Suburban Collection Showplace's contracted service provider, ArtCraft Display.
Please note the following booth setup guidelines:
· No items in the front portion of your booth (or within 5 feet of the front) may exceed the height restriction.
· Exhibits must not obstruct the view of adjoining vendors’ spaces.
· Exhibits must not be operated in any manner deemed objectionable by the Fair Management to neighboring vendors.
If you have questions or need clarification about the setup guidelines shown in the photos below, please email us.
FLAMMABLES:
Vendors are not permitted to bring flammable advertising or decorating materials into the facility. Any materials intended for decorative or advertising purposes must be treated with a flame-retardant and comply with all relevant federal, state, and local fire and safety regulations. The use of flammable liquids or gases is strictly prohibited unless prior written consent is obtained from Suburban Collection Showplace.
INSPECTION:
The Suburban Collection Showplace reserves the right to inspect all cartons, packages, containers or coolers brought in or out of the facility at any time.
SECURITY:
Vendors and exhibitors are responsible for ensuring their booths are properly staffed at all times. Security of booth contents is the sole responsibility of the vendor. The Michigan State Fair will not be held liable for any loss or damage to vendor, exhibitor, or concessionaire property.
Valuable merchandise should be secured under lock and key overnight or removed to a safe location. Vendors are required to purchase insurance coverage. While on-site security will be provided throughout the event, the Michigan State Fair cannot be held liable for any items stolen or removed from booth spaces.
FOOD & BEVERAGE:
Outside food and beverages are not permitted within the Suburban Collection Showplace at any time, except during move-in hours.
Outside alcohol is strictly prohibited on the fairgrounds, including both indoor and outdoor areas.
There are a variety of food options available near the venue during move-in hours. Concessions and other food vendors will be open during the active fair hours, and alcohol will be served during these times. Vendors are permitted to bring a sandwich in a brown paper bag or within a small (personal size) insulated lunch bag or lunch box-sized cooler. Lunch box-sized coolers will be inspected for alcohol, and coolers larger than this size are not allowed.
When concessions are closed during non-active fair hours and move-in days, vendors may bring food for their employees. However, no outside food or food deliveries will be permitted within 2 hours prior to the start of the fair.
FOOD SAMPLING IN YOUR BOOTH:
Any vendor offering food or beverages for sale must be either a Michigan Cottage Food Vendor or licensed through the Michigan Department of Agriculture and Rural Development (MDARD) or the Oakland County Health Department (OCHD). Most State Fair food vendors will need to be licensed through MDARD. To determine if your business falls under the Michigan Cottage Food Law, visit MDARD - Michigan Cottage Foods Information. Cottage food vendors do not require a license, but must comply with all requirements of the Cottage Food Law.
For licensed vendors operating at a different location, please bring your license for review by an MDARD inspector, who will be onsite during the fair. Vendors who are not under the Cottage Food Law or who operate as a special transitory food unit (STFU), or those not already licensed with MDARD, must complete a temporary fair license application prior to the fair to avoid any operational issues. Prepayment is required online at MDARD - Licensing Portal System (michigan.gov). For assistance, contact State Inspector Fierra Harris at harrisf5@michigan.gov or 313-378-2038 or Sara Jones at joness99@michigan.gov 810-623-5652.
Food Safety Requirements to be reviewed by MDARD Inspectors include:
- Handwashing: If any exposed food or beverages are handled, a hand sink must be conveniently located. Vendors preparing samples at their booth will need to have a hand sink available. If none is nearby, you may set up a portable hand sink with an igloo water container, bucket, and handwash supplies. Vendors without access to a hand sink will have their exposed food operations suspended by an MDARD Inspector.
- Food Sample Protection: Samples must be covered and protected from contamination (e.g., sneezing, coughing, or touching) by any appropriate means.
- Equipment and Utensils: Single-service equipment and utensils are preferred. Non-dispensable equipment may be used but must be washable, rinsible, and sanitized according to proper time/temperature parameters. Vendors should wear gloves when handling exposed food and beverages, and appropriate personal protective equipment (e.g., hairnets, aprons) should be worn as needed.
- Temperature Control: All coolers and hot holding units must have air thermometers to monitor temperature. Vendors must also bring an internal food thermometer to ensure proper temperature control for food or beverage items.
- Food Trucks & Vendors: Food trucks and other applicable vendors must have adequate water drainage, backflow prevention, and hot water capacity.
All food products and sampling items must be stored within your designated booth space. Please ensure that your booth is large enough to accommodate the storage of your items. The fair cannot offer additional storage space outside of your booth.
MICHIGAN STATE FAIR EXCLUSIVE VENDOR CONTRACT
1. Exhibit Space: As the Exhibitor, you will be assigned a designated Exhibit Space within the Michigan State Fair (hereinafter, "State Fair") at the Suburban Collection Showplace, operated by BoCo Enterprises, Inc., and owned by TBON, LLC (hereinafter, collectively, "Sponsors"). The Exhibitor must always conform to the size and boundaries of their assigned space. No exhibit shall obstruct the view or interfere with other Exhibitors’ displays and must never extend into any aisles. No exhibit shall exceed eight (8) feet in height without express written consent from Michigan State Fair Show Management (hereinafter, “Show Management”). Additionally, no part of any exhibit or signage may be posted, nailed, or otherwise attached to the walls, doors, windows, or any other surfaces of the Suburban Collection Showplace (hereinafter, "The Facility"). All interviews, demonstrations, literature distribution, and marketing activities must take place within the assigned Exhibit Space. If video or audio is used in the booth, volume must be kept at a level that does not disturb other Exhibitors.
2. Deposits: Any deposit funds for Exhibit Space will be forfeited if the Exhibitor fails to fulfill the agreement, violates terms, or cancels the Exhibit Space.
3. Payment: Exhibitor shall pay their invoiced Exhibit Space fee on or before July 28, 2025. All charges for the Exhibit Space must be paid in full in U.S. dollars by the date specified herein. Exhibitors understand and agree that the State Fair, Sponsors, and their agents or representatives cannot guarantee financial gain from exhibiting, nor can they guarantee attendance at the State Fair.
4. Refunds; Liquidated Damages: No refunds will be issued for unused or partially used Exhibit Space. However, if the Exhibitor notifies Show Management of their intent to cancel the Exhibit Space more than ninety (90) days before the State Fair’s occurrence, Show Management will return all payments made. If cancellation is made between thirty (30) and sixty (60) days before the Fair, Show Management will return fifty percent (50%) of payments. No refunds will be issued if cancellation occurs thirty (30) days or less prior to the State Fair.
5. Release and Waiver; Indemnification; Liability for Loss, Theft, Property Damage, or Personal Injury: Exhibitor acknowledges and agrees that The State Fair, Sponsor’s, and/or the Additional Indemnities are not responsible for any damage to property, theft, or personal injuries, whether the property or person harmed be Exhibitor’s or a third party, which may arise out of or relate to Exhibitor’s activities contemplated by this Agreement. Exhibitor hereby releases and waives any and all claims, damages, fees, costs, or expenses against the entities listed in Section 7 of this Agreement and/or Sponsors, Show Management, their employees, agents, or representatives related to any loss, theft, damage, or destruction of property, or personal injuries arising from the Exhibitor’s actions contemplated or necessary under this Agreement. Exhibitors are advised to secure and safeguard their property and ensure that their Exhibit Space is safe for public attendees and Exhibitor and/or Exhibitor’s agents, contractors, invitees, or employees. Exhibitors agree to indemnify, defend, and hold harmless the Sponsors, State Fair, and Show Management, their employees, agents, and representatives, from any and all claims, losses, damages, and expenses arising out of the Exhibitor's use of the Exhibit Space. Exhibitors will be held liable for any claims, damages, fees, costs, or expenses caused Exhibitor and/or Exhibitor’s agents, contractors, invitees, or employees.
6. Insurance: It is the Exhibitor's responsibility to secure insurance coverage for their activities during the State Fair. Sponsors, Show Management, and their representatives are not responsible for obtaining insurance for the Exhibitor. The Exhibitor must maintain commercial general liability insurance with the following minimum coverage:
a. Comprehensive General Liability: $1,000,000.00 per occurrence
b. Employer’s Liability: $100,000.00 per accident
c. Worker’s Compensation Insurance (as required by law)
d. Comprehensive General Automobile Liability: $250,000/$500,000 for bodily injury and $100,000 for property damage.
A certificate of insurance must be provided to the State Fair within ten days of the agreement’s execution.
7. Additional Insureds and Indemnities: The Exhibitor’s insurance policies must list the following entities as additional insureds:
o (a) BoCo Enterprises, Inc. (46100 Grand River Avenue, Novi, MI 48374)
o (b) TBON, L.L.C. (46100 Grand River Avenue, Novi, MI 48374)
o (c) Epoch Hospitality, LLC dba Epoch Catering (46700 Grand River Ave, Novi, MI 48374)
o (d) Lithia Motors, Inc. and its affiliated companies (150 North Bartlett, Medford, OR 97501)
o (e) Avalon Hospitality Group (9555 Chesapeake Drive, Suite 202, San Diego, CA 92123)
o (f) The Michigan State Fair, a private entity, LLC (46100 Grand River Ave., Novi, MI 48374)
o The Michigan State Fair Foundation (46100 Grand River Ave., Novi, MI 48374)
Indemnification: The Exhibitor is responsible for any injuries, property damage, or losses resulting from their activities at the State Fair. The Exhibitor agrees to indemnify defend, release, and hold harmless the above entities from any liability, claims, damages, or expenses (including attorney fees) arising from their participation in the event.
8. Compliance with Facility Rules and Regulations: The Exhibitor agrees to comply with all rules and regulations of the Sponsors and Facility, a copy of which is attached and incorporated into this Agreement. No "E-Z Up" tents are allowed without written permission from Show Management. Advertising materials or signs for entities not engaged with the State Fair are prohibited. Exhibitors must remain present during all active fair hours and cannot dismantle their exhibits before the fair closes. Failure to comply with these regulations may result in expulsion with no refund.
9. Exhibit Space Equipment: Exhibitors are responsible for providing all necessary equipment. Equipment must comply with fire safety regulations. Noise from equipment, such as loudspeakers, must not disturb other Exhibitors. All display materials must be fire retardant before entering the Exhibit Space.
10. Expulsion and Right of Refusal: Show Management has the right to refuse any Exhibitor based on event compatibility. Unethical conduct, unsafe behavior, or failure to comply with rules may result in immediate expulsion from the event, with no refund. Only registered Exhibitors and their representatives will be admitted to the event.
11. Floor Plan and Event Times: Show Management reserves the right to alter the event schedule and floor plan. Exhibitors must be present during all event hours, including the VIP Reception and Charity Preview.
12. Subletting of Space: Exhibitors cannot sublet or assign their Exhibit Space or allow non-registered organizations or persons to occupy their space without written consent from Show Management.
13. Legal Compliance: Exhibitors must comply with all applicable laws and regulations, including licensing and permits. It is the Exhibitor’s responsibility to understand and comply with health, fire, and safety laws relevant to their participation.
14. Intellectual Property: The Exhibitor is responsible for paying any fees related to the use of music, patented materials, or copyrighted material in their Exhibit Space. The Exhibitor agrees to indemnify, defend, and hold harmless the Additional Insured entities, Sponsors and Show Management from any legal claims related to intellectual property rights. Additionally, by executing this Agreement and participating in the State Fair as an Exhibitor, Show Management may use the Exhibitor's name and likeness to promote future events.
15. Force Majeure: Sponsors and Show Management are not liable for failure to fulfill this contract due to circumstances beyond their control, including but not limited to acts of God, strikes, natural disasters or weather impacts, acts of violence, civil unrest, government actions, or destruction of the venue. In such cases, neither the Fair nor the exhibitors will be entitled to refunds or compensation. The Fair will make every reasonable effort to minimize disruption, but unforeseen circumstances may arise that are beyond the control of all parties. While the Fair invests significant resources and takes every precaution to ensure safety and a successful event, it is understood that both the Fair and exhibitors are exposed to risks that may impact the event’s execution.
16. Official Trade Show Services Contractor: Exhibitors must use the official Trade Show Services Contractor for utilities and equipment unless prior written permission is granted to use an alternate contractor.
17. Disputes: Exhibitors agree to accept Show Management’s resolution on all disputes not covered by the contract.
18. Joint and Several Liability: Exhibitors and their representatives are jointly and severally responsible for all debts and obligations under this agreement.
19. Conduct of Vendors/Exhibitors/Concessionaires: Exhibitors must conduct themselves professionally and respectfully. Any attempts at fraud, deception, or misrepresentation will result in the revocation of the contract. Smoking, alcohol consumption, and unprofessional behavior are strictly prohibited. Booths must be manned at all times during operating hours to prevent theft or pilferage.
20. Exclusivity: Item and category exclusivity is not offered unless you are a Major Sponsor of the Fair. These opportunities are secured by Fair Management. If you are a Face Painter, Caricature Artist, or sell Novelty Products, Fair Management will strive to limit the number of vendors offering similar services or products within the inside vendors booths and within the outside vendors booths. However, this is not guaranteed and will be monitored. Please understand that there may be other vendors selling similar or identical items. The Fair is not responsible for any potential conflicts, and by applying, you acknowledge this possibility and choose to proceed accordingly.
Thank you for apply to be a Vendor at the Michigan State Fair. We look forward to working in partnership with you to create the best State Fair experience in the country.
By applying, you confirm that you have read, understood, and agree to all terms, conditions, rules, and regulations outlined in this contract and the detailed vendor guide. Additionally, you acknowledge the associated risks of participation and confirm your understanding of the refund policy.
