Wholesale Vendor Supplier Application

Welcome to the NC Mountain State Fair!  

Please read through all the information attached below.  It is your responsibility to read through the Rate Book and other fair information before submitting the application.  This is an electronic agreement and by submitting the application, you are validating and approving this agreement electronically. If your company wishes to be a Wholesale Vendor Supplier during the 2025 NC Mountain State Fair, please complete this application, and return with appropriate payment by July 31, 2025.   The permit will allow placement and delivery to vendors participating in the Fair.  If you just make deliveries:

• Need to come to Gate 6B - NO Parking Lot deliveries
• Wholesale Delivery Pass will be issued to you. 
• The pass will allow the driver and one (1) helper through Gate 6, Entrance B.  

 Those of you who want to keep your truck inside the fair grounds in the Exhibitor Parking Lot:

• Must park in the designated parking area
• will get a Parking Pass for your truck(s) and two (2) books of ten (10) passes each for daily admittance to inside the fair grounds.  
• Additional books of passes are available  
• Electrical Hookups are optional

 A certificate of liability insurance that includes product liability is required showing the NC Mountain State Fair as additional insured with a minimum coverage of $1,000,000.00.  Product liability is required of anyone selling a consumable food or drink and others such as propane vendor (s).  The Certificate of Insurance is due no later than July 15, 2025. Deliveries onto the grounds must be made before the gates open each day.  For safety reasons, NO vehicles are allowed on the grounds once the gates open.

Rules and Regulations for Exhibitors and Concessionaires

• Fair Management, without prior notice, reserves the right to close any concession, vendor booth, or exhibit not being operated in accordance with the provisions of this Contract; or if, in the sole discretion of the manager, the exhibit is not in the best interest of the Fair and it’s patrons.  Fair Management reserves the right to disallow the display and sale of any item of questionable taste, inconsistent with a family fair.
•  At the discretion of Fair Management, any space location assignment could be changed at any time as deemed necessary by Fair Management.
• Due to grounds lay-out, Fair Management shall have the authority to eliminate previously available space from year to year.  In such cases the right to offer substitute locations or to discontinue contracts entirely is solely Management’s discretion.
• Under provisions of N.C. Gen. Stat. 105-164.4, every retailer “engaged in business” in North Carolina must collect and remit appropriate tax.  Vendors should register at http://dornc.com/electronic/registration/index.html.
• No water may be aerosolized by any means including but not limited to hot tubs, spas, misters, diffusers, cooling fans or fountains.  Violations will result in immediate removal from the grounds of the WNC Agricultural Center.
• Retail Vendors selling trademarked products, upon request, must show your license to sell same to inspectors.  This includes but is not limited to DISNEY, JOHN DEERE, NASCAR, SUNGLASSES, POCKETBOOKS, CAPS, or any other trademarked items.
• Every Lessee/vendor location is to provide hand sanitizer for public use.
• Anyone selling or exhibiting anything at the N.C. Mountain State Fair shall comply with all Federal, State and local laws, regulations, rules and ordinances. 
• All tents must be anchored and secured. The WNC Agricultural Center is not responsible for tents that are damaged or blown away nor damage resulting from malicious intent. Lessee is responsible for damage to property resulting from or incident to contracted use. 
• Tents/canopies are not allowed inside of any building due to Fire Marshall regulations.  Frames may be used without canopy top for hanging items. 
• All business is to be conducted in an ethical and professional manner. 
• All business is to be conducted within the boundaries of the booth or designated space.  This includes any tent stakes, storage containers, awnings, lights, etc. Vendors are not allowed in the aisles to promote their product(s).  This applies to inside booth spaces and outside spaces.
• Only approved Got To Be NC members/vendors are allowed alcoholic items for sample and for sale for off property consumption. 
• No Alcoholic Beverages allowed on the grounds of the WNC Agricultural Center, including camping and parking areas.
• No space may be sub-leased either in whole or part. 
• Lessee will have exhibit(s) or concession(s) in place and completed by 7:00 p.m., Thursday, Sept. 4, 2025. At the discretion of Fair Management, if paid leased space is not occupied by 11:00 a.m. on September 4, 2025, the Contract for Space will be subject to cancellation with no refund. 
• Spaces are subject to measurement by authorized personnel. Any footage used outside of the space described on the contract will be charged a penalty of $25.00 in addition to the excess footage charge.  Included are tent anchors, storage containers, awnings, signs, lights, or any decoration.  The invoiced amount is due and payable in the Exhibits and Concessions Office upon receipt of the invoice.  Failure to pay by 6:00PM, Saturday, Sept. 14, 2025, may preclude a contract being offered the following year.
• The Lessee, if a food concessionaire, will be permitted to open their concession prior to September 5, 2025, for an additional Early Opening Fee and approval by the Buncombe County Health Department.
• Lessee will keep their leased area, as well as the area surrounding the leased area for a distance of ten (10) feet in all directions, free of bottles, rubbish, and debris.  All trash will be bagged or boxed by Lessee to be picked up by maintenance staff.
• Lessee will use professional signage that is easily seen by the public.  All signage shall contain only the name, type and price of merchandise offered for sale.  Concession stands shall contain a Fire Extinguisher, minimum size of 10 lbs., to combat Type A, B, and C fires.  All decorations must be fireproof.
• Food Concessions must list each item sold and the price of each. All selling prices must be prominently displayed where patrons can see without obstruction.
• No dogs allowed on the fairgrounds or in the Exhibitors Parking lots except “service dogs”.
• Permits are required for RV parking in designated areas; no camping allowed in parking lots.
• No laser lights are to be sold or used on the fairgrounds.
• No “Walk-arounds”, outside posters, handbills, sales information or soliciting, distributing of literature, car stickers, etc. is permitted outside of the exhibitor’s or concessionaires’ paid leased space.
• No speakers or signs shall be placed outside your designated paid leased space.
• Lessee will not use any Loudspeaker System, radio, or other broadcasting device without express written permission of Fair Management.  Fair Management reserves the right to determine at its discretion the proper volume decibels.  Approved loudspeakers must not disturb normal business transactions in adjoining exhibits nor the general public.  Failure to comply may result in contract cancellation.
• Inside Booths have 3’ sides and 8’ backdrops. Side partitions and display material may not exceed 46” in height, for a distance of 5’ from the aisle.  You should be able to stand in the front 5’ of your booth and look left to right and clearly see the neighboring exhibitors.  Approval must be obtained in advance from Fair Management for any item or display that exceeds these dimensions.
• Propane tanks will be inspected and must meet all requirements.
• No movement/transporting of propane tanks on fairgrounds during Operating Hours, this must be done before Gates open to the public and after Gates close.
• Propane tanks on fairgrounds must be secured in an upright position when transported.
• All containers filled in place will be located so the fill valve is 10 feet from any ignition source.
• No flammable gas or combustibles will be allowed inside of any building or tent except by management permission.
• All outside food concessionaires will be required to use propane, and/or charcoal for cooking.
• NO SMOKING allowed inside any building or tent on the grounds of the WNC Agricultural Center.
• All vehicles making deliveries must be off the Independent Midway thirty (30) minutes prior to the opening of the Fair gates each day.  After this time, vehicles will be allowed only in the designated parking area.   This rule will be strictly enforced for your own well- being as well as the safety of visitors and workers. 
• Roving vendors/solicitors, acting on behalf of either a for-profit or nonprofit organization, or on his or her own behalf, are not permitted on the grounds.  If you observe solicitation, please tell Fair Staff.
• Lessees and their staff must be clean and neatly attired.  Proper hygiene and dress are required at all times during operating hours.  Persons found working who are not in compliance may be asked to leave their space.
• The State Auditor shall have access to persons’ records related to this Contract to verify accounts and data affecting fees or performance under the Contract as provided in G.S. 143-49. 

 Insurance Requirements  

• All Concessionaires and Exhibitors must provide a Certificate of General Liability Insurance listing the North Carolina Mountain State Fair as Additional Insured in the amount of $1,000,000.00 due by July 15, 2025.  (Animal Exhibits are required to have $2,000,000.00 in Liability coverage.)

• The N.C. Mountain State Fair MUST BE LISTED AS ADDITIONAL INSURED on the certificate.  

• The dates of coverage under the policy must include set up and break down/move out dates.  

• Product Liability is required for Food Concessionaires and Wholesale Vendor Suppliers who are selling or giving away any consumable food product.  This includes products that are applied to the skin, service providers such as chiropractors, those doing blood pressure checks and any type of massage, as well as anyone selling magnets or items used on the body.  The company affording the coverage must be licensed to do business in the State of North Carolina and is to be countersigned by an agent of record, approved by the Commissioner of Insurance, State of North Carolina.  
• Lessee will not be allowed to open or set up unless a copy of the Certificate has been received in the Exhibits and Concessions office.  Please follow the check off information to be certain that your agent will have what is needed.