Section 1 of 4: Important Dates & Times

Western Montana Fair Vendor Handbook

Thank you for being a part of the great tradition of the Western Montana Fair. This handbook is essential to a successful vendor experience. You and your employees are responsible for familiarizing yourselves with the information herein. Please clarify all questions prior to occupying your space at the 2025 Fair.

application process

  • April 13 – Application Deadline (Concession Vendors)

  • April 27 – Application Deadline (Amusement Vendors)

  • June 1 – Application Deadline (Commercial Vendors)

contract & Deposit

  • July 13 – Signed contracts due and Concession Vendor deposit due.

Fair Rally

  • TBD, 6 p.m., Home Arts (#35) – Required for all Concession Vendors to attend fire safety training; all other vendors encouraged to attend.

SET UP

Set up is by appointment only.

  • Saturday, July 26 – Monday, August 4 (Permanent Concession Booths)

  • Thursday, August 1 – Monday, August 4 (Portable Concession Booths & Amusement Booths)

  • Sunday, August 3 – Monday, August 4 (Commercial Booths)

  • Tuesday, August 5, 10 a.m. – All mobile booths (food trucks, trailers, equipment, vehicles for display) must be in place; vehicles prohibited.

Fair Operating Hours

  • Tuesday – Saturday, August 5 - 9, 11 a.m. to 10 p.m.

    • Outdoor booths may stay open until 11 p.m. when the carnival is in operation

  • Sunday, August 10, 11 a.m. to 8 p.m.

OFFICE HOURS DURING FAIR WEEK

  • Sunday, August 3, 10 a.m. to 4 p.m.

  • Monday – Saturday, August 4 - 9, 10 a.m. to 8 p.m.

  • Sunday, August 10, 10 a.m. to 7 p.m.

TEAR DOWN

NEW! Portable Concession Vendor move-out is by appointment only.

The following applies to Commercial, Amusement, and Portable Concession Vendors only:

  • Sunday, August 10 after 8 p.m. – Handcarts only may be used to remove booth displays; vehicles prohibited.

  • Monday, August 11, 8 a.m. to 5 p.m. – Vehicle access available; all Commercial Booths must be removed.

  • Wednesday, August 13, 5 p.m. – All Portable Concession Booths and Amusement Booths must be removed.

    • Early departure is considered a breach of contract.

    • All portable booths must remain in place after the Fair closes on Sunday, August 10 until vehicle access is opened.

    • Items remaining after clean-up deadline become the property of Missoula County Fairgrounds.

maintenance shop closed

  • Tuesday, August 12 – Maintenance shop and grounds crew are unavailable.

Final Payment

The following applies to Concession & Amusement Vendors only:

  • Thursday, August 14 by 5 p.m. – Payment for Final Accounting Forms due.

    • Late payments are assessed a $100 per week late fee.

    • Consult with the Fair Office before submitting payment.

    • Booths are subject to audit by the Missoula County Auditor.

    • Records requested may include, but are not limited to, inventory purchase invoices, cash receipts, bank statements, not-for-profit tax returns, receipts, accounting records.

    • These records shall be made available upon request for a period of three years.

FairGrounds Closed

  • Tuesday, August 12 – Fairgrounds Maintenance Shop closed, facilities staff unavailable.

  • Friday, August 15 – Fair Office closed, office staff unavailable.

post-inspection

The following applies to Permanent Concession Vendors only:

  • Sunday, August 24, 5:00 p.m. – All Permanent Concession Booths, appliances, and pantries must be cleaned.

    • Permanent Concession Booths will be notified of any additional cleaning required.

  • Friday, August 29, 5:00 p.m. – All additional cleaning must be completed and keys returned to Fairgrounds office.

  • Monday, September 1 – Fines of $50 per hour will be assessed for any booths requiring additional cleaning. Fines of $200 per door will be assessed for any unreturned keys.

Missoula Fairgrounds