Section 4 of 4: Fees & Payments

Western Montana Fair – Vendor Handbook

Payment METHODS

$100 Application Fee (non-refundable):

  • All major credit cards, checks, and cash are accepted.

  • Enter credit card information online before signing online application.

  • Checks payable to “Missoula County Fairgrounds” can be mailed to the Missoula County Fairgrounds, 1101 South Ave. W., Missoula MT 59801.

  • Cash can be delivered to the Fair Office in Building #12. Please call 406.258.3244 to schedule an appointment.

concession vendor deposit | DUE JULY 13

All concession vendors are required to submit a $500 deposit. The deposit will be deducted from the percentage due on gross sales, provided all regulations are followed.

  • Move-In and Move-Out Appointments:

    • Vendors must arrive on time and be fully prepared for their scheduled move-in and move-out appointments.

    • Appointments may be rescheduled with at least 24 hours' notice to avoid penalties.

    • A $100 penalty will apply for missed or late appointments without proper notice.

  • Sustainability Standards

    • Vendors must adhere to all mandatory sustainability standards.

    • A $50 fee will be assessed for each violation of these standards.

  • Safety Regulations:

    • Cords will be continuous, without splices or taps between boxes or fittings.

    • Cover cords accessible to public with nonconductive material (mats) to prevent tripping.

    • Propane tanks must be secured.

    • A $50 fee will be assessed for each violation of these standards.

Amusement & Concession Vendor Fees | Due 5PM Tues. August 14

Amusement and Concession Vendors are charged a percentage of their gross sales. Daily sales reports are required and audited. Missing or late sales reports incur late fees as detailed below. Payment is due by 5 p.m. Thursday, August 15

  • 20% of Gross Sales (for-profit) | 17% of Gross Sales (non-profit)

  • Non-profits must provide 501(c)(3) documentation or a letter stating 5% or more of gross profits will be donated to a local non-profit organization. Once the donation has been made, a copy of the donation receipt must be submitted to the Fair Office.

Daily Sales Reports

The following applies to Amusement & Concession Vendors only:

  • Complete and submit the daily sales report for the previous day of the Fair by 3 p.m. each day.

  • Sunday’s daily sales report is due by 3 p.m. on Monday after the Fair or late fees will apply.

Cash Handling & Point of Sale

The following applies to Amusement & Concession Vendors only:

  • Cash register with cumulative “Z” report or Point of Sale required.

  • Reports must provide a grand total net tips and credit card fees collected.

  • Sales made from open cash drawers or under the counter are prohibited; all sales - including cash, check, or credit card - must be rung in a cash register or Point of Sale.

  • If a cashier makes an error after the sale is finalized, it should be recorded on the final report, and the correct sale must be rung in the cash register or Point of Sale.

Food Vouchers

Food vouchers issued by the Western Montana Fair may be redeemed at any food booth except for carnival concessions.

  • Vouchers have no cash value.

  • Vendors ring up the sale just like a cash sale and keep the voucher in the register.

  • Do not subtract voucher totals from daily sales; vouchers should be recorded on final accounting form.

  • Turn in vouchers with the final accounting form.

  • The value of the voucher(s) is subtracted from percent due of gross sales.

Missoula Fairgrounds