Section 3 of 4: Procedures During Fair Week

Western Montana Fair – Vendor Handbook

For vendor check-in and inquiries, go to the Fair Office. Entrance is on the east end of Building 12, just south of the Commercial Building (Building 13).

PARKING

  • Vendors receive one (1) Parking Permit.

  • Parking is first come, first served.

  • Additional parking permits can be purchased at the Fair Office. Cost: $50 each.

  • Parking allowed only in designated areas.

  • Trailers parked in areas not designated specifically for trailers will be towed at owner’s expense.

  • Any vehicle or trailer parking without a permit will be towed at owner’s expense.

VEHICLE ACCESS/UNLOADING PERMITS

  • Vehicles unloading will park as directed by security for a maximum of 15 minutes.

  • Vehicle access is 6 to 10 a.m., and again 11 p.m. to 12 p.m.

  • Vehicles are subject to towing outside of these hours at the owner’s expense.

  • Hand carts only from 10 a.m. to 11 p.m.

  • Vehicle access is controlled by security.

DELIVERIES

  • Schedule all deliveries before 10:00 a.m.

  • UPS and others deliver to the Fair Office Monday – Friday: schedule for early A.M. delivery, do not require signature.

  • Packages will not be delivered to vendor booth; be present to accept your packages.

  • Fair staff will not unlock booths for deliveries.

  • Delivery vehicles are not to block access to hand-cart traffic.

EMERGENCY MEDICAL SERVICES

  • EMS is located in the parking lot north of the Commercial Building (#13) and is open during public hours of the Fair.

  • For medical emergencies call 911.

SECURITY

  • 24-hour grounds security starts Sunday, August 3 and ends at 6 a.m. on Monday, August 11.

  • Security is provided as a deterrent only.

  • Fairgrounds Management assumes no responsibility for materials left in booths

  • Fair is not responsible for any loss or damage.

BOOTH APPEARANCE

  • Booths are required to remain open for business between the hours of 11 a.m. to 10 p.m. Tuesday through Saturday, and 11 a.m. to 8 p.m. on Sunday.

  • Post prices of items sold in and obvious location in a professional manner. Price signs should be clearly visible from a distance of thirty feet.

  • Do not block the view of a bordering booth.

  • All non-profits are required to post a readable sign listing how proceeds from the Fair are distributed.

  • Post vendor marketing materials within rented space only, violations may result in removal from the grounds. Advertise your participation at the Western Montana Fair independently.

  • Storage or office space is considered part of the booth.

  • Stock supplies, product inventories, and boxes must stay within allotted booth space and must be attractively concealed or covered.

  • Fair Management has final approval of storage.

  • All equipment must be kept in working condition and adhere to fire and health codes.

  • Obstructions or obstacles deemed a hazard by Fair Management will be immediately corrected.

  • Ensure that booth is left in a clean and orderly state.

  • Leave booth in place until security authorizes move out after 11 p.m. on Sunday, August 10.

ATM

  • ATM’s are located in five (5) high traffic areas

ANIMALS

  • Animals permitted include show or service animals only.

  • Service animals must be on a leash.

WASTE DISPOSAL

  • Vendor back-of-house waste disposal procedures will be updated for the 2025 Fair.

GREASE AND GRAY WATER DISPOSAL

  • Place used grease in a lidded container outside your booth before 10 a.m. for daily pick-up. The Fairgrounds will not return to your booth if grease is not ready for pick-up by 10 a.m.

  • Holding tank for gray water disposal available.

  • Vendors may use Concession Washroom to dump gray water tank.

  • Sweet Pea will pump gray water, but booth must have operator present and coordinate with Sweet Pea in advance to determine day and time of service.

CONCESSIONS WASHROOM

  • Washroom is available to all concessions without a three (3) compartment sink.

  • The first vendor to arrive at the concession washroom each morning must visit the Security Office in Building 9 to request the washroom be unlocked.

  • Vendors may use this washroom to dump gray water tank.

  • Concession washroom is located on the northwest side of the main restrooms.

  • Clean this area after each use.

 ICE

  • Tickets for ice may be purchased from the Fair Office during Fair week.

  • Tickets may be redeemed for ice Tuesday, August 5 – Sunday, August 10.

  • Any unused tickets may be turned in on Monday, August 11 and will be refunded.

Missoula Fairgrounds