Fallon Cantaloupe Festival & County Fair Frequently Asked Questions: Vendors 

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WHAT IS MY SPACE NUMBER?

• Visit this link to see current space assignments of paid vendors and to view the grounds map: https://www.falloncantaloupefestival.com/vendors

• Note: Applicants were asked to select a primary and secondary spot on their application, however, indicating primary and secondary space location choice DID NOT guarantee the vendor has been placed in those spaces, as vendors were placed on a first apply(pay)-first choice basis.

WHEN CAN WE SET-UP?

• Check-in will begin on Wednesday, August 21st from 9:00 a.m. to 6:00 p.m.

• Spaces will be outlined and numbered on the ground with chalk paint.

• We ask that all vendors with trailers set-up their trailer on Wednesday prior to 6:00 p.m., unless otherwise arranged, so that other vendors may begin filling in around them on Thursday morning.

• Vendor set-up on Thursday, August 22nd will be from 9:00 a.m. to 5:00 p.m.

• Vendors must have their booths set-up on Thursday, as the festival will be hosting field trips to the event on Friday morning, prior to the official open of the event. 

HOW DO WE CHECK-IN?

• All Exhibitors must report to Fair Management to verify space assignments prior to set-up.

• Festival badges, tax documents, and hold harmless documents will be included in the vendor packet at the start of the event.

 

WHAT ARE THE EVENT HOURS OF OPERATION?

• Booths must be open and staffed during festival hours. We ask that vendors have their booths set-up on Thursday, as the festival will be hosting field trips to the event on Friday morning, prior to the official opening of the event. 

• All vendors will be required to be set up no later than 5:00 PM on Thursday, August 22nd, stay for all three (3) days, and tear down no earlier than Sunday, August 25th at 5:00 PM, unless prior arrangements are made with the Fair Committee.

• The Festival will be open to the public: Friday, August 23: 1:00 PM - Midnight; Saturday, August 24: 9:00 AM - Midnight; Sunday, August 25: 9:00 AM - 5:00 PM

 

 

HOW BIG IS MY SPACE?

• Each Booth is 10' wide and 12' deep, unless you have indicated special size requirements on your vendor application due to trailers or other special equipment needs.

 

HOW MANY BADGES WILL I RECEIVE?

• Each vendor will receive two (2) vendor badges at check-in, plus any additional amount that has been indicated on your application. If your invoice indicates that you have purchased additional badges, that number is in addition to the two that come with each space.

• Food vendors in Zone 3  are allocated 3 badges with their space, plus any additional requested (see application for badge pricing).

 

WILL MY BOOTH HAVE ELECTRICITY?

• Electricity has been allocated based on the location of the booth and is indicated by a "P" at the end of the booth number.  Those booth numbers without a "P" do NOT have power access.

• Vendors have been placed in their location based on electricity needs, requested spaces, and availability.

• Vendors must supply their own extension cords, compatible plugs, and adapters.

 

Space location on the grounds map dictates electricity and pricing, please reference the breakdown below to see details about space types:

• ZONES 1,2,4,5 are open to retail vendors, craft vendors, non-profit, service, and educational booths

• ZONE 3 is for FOOD vendors only.  ALL spaces in zone 3 have power and do have the additional "P" indicator.

• Pricing in retail zone spaces is dictated by booths that have access to power, which are indicated by a "P" after the booth number.  If the booth number does not have a "P", it does not have power. 

 

 

IS THERE VENDOR VEHICLE ACCESS ON THE GROUNDS?

• Vendors may use vehicles for restocking purposes before the festival opens on respective days.

• Vehicle access to vendors will be restricted during festival hours of operation.

• NO VEHICLES may enter the festival area (except for the fire lane prior to festival open) for any reason, unless arranged prior to the event.

 

HOW DO VENDORS CHECK-OUT AT THE END OF THE EVENT?

• Vendors will be required to clean their areas (subject to inspection).

• ALL VENDORS must report sales taxes to the Festival staff, even if they are non-profit or self-file taxes, a return document must be turned into event staff.

 

HOW DO WE REPORT SALES TAX?

• All for-profit vendors must have a valid Nevada State Sales permit and tax ID.

• Vendors are required to collect 7.60% sales tax on their gross sales; the provided ONE TIME SALES TAX RETURN must be turned in by 5:00 p.m. on Sunday, August 25th, to the Multi-Purpose Building, accompanied by a payment (if vendor does not self-file).

• If a vendor does not have a Nevada State Sales Permit, they may remit tax payment to the festival, with the tax return provided and social security number in place of a tax ID.

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DO WE NEED INSURANCE?

• Yes! Insurance is required to protect you and the festival. Please add FALLON FESTIVAL ASSOCIATION to your insurance policy.

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I HAVE NOT PAID MY FEE? WHERE IS MY INVOICE?

• All vendors that have applied will be sent an emailed invoice through Paypal within three business days. Please double check your email to see if the invoice was sent or possibly sent to the spam inbox. The message should be from  Paypal or falloncantaloupefestival@gmail.com . If you are unable to find it in your inbox, please email us with the email address you would like it sent to and we will have it resent.

 

 

ADDITIONAL ITEMS

 

CAMPING ACCESS

• Vendors wishing to utilize campgrounds will utilize the online system located here:   

 

REFUND AND CANCELLATION POLICY

• Exhibitors canceling a space once a deposit has been made will be entitled to a refund of all money paid of the exhibit or concession space fee up to 5:00 p.m., on August 9, 2024. Exhibitors wishing to cancel a space must submit a written request for refund. All refunds are subject to approval by representatives of Fallon Festival Association, Inc.

 

SOCIAL MEDIA

• Vendors are welcome and encouraged to share any event posts that the Festival publishes on our social media sites. PLEASE DO NOT create any Facebook events for the 2024 Fallon Cantaloupe Festival & Country Fair. Creating a duplicate event negatively affects our media analytics, causing watered down marketing messages and skewed data for our grant reporting. The most effective procedure is to use the "add to my page" function. Duplicate events will be asked to be removed.

 

The Fair Management reserves the right to refuse exhibits which would in any way detract from the dignity of the Fair; all booth items must be approved by the Fallon Festival Association Vendor Committee. Advertising of candidates for public office may be displayed only in a booth rented for that purpose. If you are a non-profit and require more than 2 passes, please contact the fair coordinator. Vendor badges are only to be used to gain entry to vendor’s space only. The owner or custodian of property brought to the fairground either for exhibit or for other purposes, assumes as a condition of its admission to the grounds, all risk of, and responsibility for, its loss, damage, or theft. The Fallon Festival Association, Inc. and its officers and employees are indemnified and cannot and will not accept responsibility or liability for any damage or injury resulting from theft, fire, the elements, accidents or other conditions or causes, to exhibits, property of concessionaires, vehicles, and articles left therein, or any other property of any nature whatsoever. By checking "I agree," vendor signifies agreement to the above and to the outlined vendor policies. Please print a copy of this application for your records

PLEASE CHECK YOUR EMAIL AND PAY YOUR INVOICE IF YOU HAVE NOT DONE SO ALREADY!

Applications are still incoming, and for any vendor that is past due on their invoice there is a possibility of forfeiture of space if it is unpaid for.