Marketplace Form - DC Fair & Rodeo

Marketplace Vendor Application

Vendor Application for the Marketplace area at the Douglas County Fair & Rodeo.

Step 1 of 2

Contact Details

Vendor, Business or Organization Name(Required)

Business Name

Contact Name(Required)

First Last

Email(Required)

Enter Email Confirm Email

Phone(Required)

Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Website

Social Media

Vendor Fees & Details

First Weekend: Fee for artisan and retail booths: $250 per 10'x10' space. For information booths (ie., political, education, promotional in nature): $500 per 10'x10'. Vendors requesting end cap locations will be charged an additional $50. Second weekend: Fee for artisan and retail booths: $250 per 10'x 10' space. Vendors requesting end cap locations will be charged an additional $50. Second weekend fee for information booths (ie., political, education, promotional in nature): $500 per 10'x10'.

In 2025, we will offer vendor space during the first and second weekend, please select your preferred weekend. We encourage vendors to be at both weekends.(Required)

FIRST WEEKEND (Fri., July 25 open 4 pm - 8 pm; Sat. July 26 open 11 am - 8 pm; Sun. July 27 open 11 am - 8 pm)

SECOND WEEKEND (Thurs., July 31 open 3 - 8 pm; Fri., Aug. 1 open 11 am - 8 pm; Sat, Aug. 2 open 11 am - 8 pm; Sun., Aug. 3 open 10 am - 6 pm)

BOTH WEEKENDS! Vendors selecting both weekends will have first opportunity for end cap locations.

Number of 10'x10' booths per weekend.(Required)

Please enter a number from 1 to 4.

Number of Requested End Caps (Additional $50 and Limited Availability)

End cap locations are limited and not guaranteed.

Please enter a number greater than or equal to 1.

Does your booth require electrical power?(Required)

Yes

PRODUCTS TO BE SOLD OR PROMOTED. Please list all products that will be sold. Only items on this application will be permitted.)(Required)

How did you hear about this event?

Policies and Procedures(Required)

General Policies
Douglas County Government always retains control and management of the Douglas County Fairgrounds and shall have the right at all times to enforce all policies and procedures described hereto and shall have the right to eject all persons who fail or refuse to comply with the policies and procedures.

Accident Management
In the case of an accident or emergency, vendor agrees to cooperate with Fair and Fairgrounds Management.
All accidents, occurrences, and incidents must be reported to Douglas County Fairgrounds Management as soon as possible, but not later than the next business day. Reports must include:
1. Name, address and telephone number of the injured person or persons.
2. Name, address and telephone number of any witnesses.
3. A description of the accident (how, when, and where it happened).
4. A description of the extent of bodily injury or property damage.

Admission
The Fair will charge gate admission on designated days. Douglas County Fair will provide four (4) vendor wristbands to allow admittance into the grounds. Additional wristbands may be purchased if needed.

Advertising
Vendors shall not hang signs, bunt, or any other advertising materials anywhere on the fairgrounds other than their assigned booth. Additional banner space can be purchased.

Alcoholic Beverages
Marketplace Vendors will not be permitted to sell alcohol of any kind.
Alcoholic beverages will be sold in designated areas of the Fairgrounds during the Fair. Designated areas include Midway, Indoor Arena, and Events Center. Alcohol cannot be brought onto the Fairgrounds and cannot be removed from the Fairgrounds. No open containers of alcoholic beverages are allowed in any areas of the Fairgrounds including the livestock barns other than the herein-described designated areas. All alcohol must be consumed within the boundaries of each designated area.

Animals
Animals and pets are not permitted on the Fairgrounds or in the Events Center during the County Fair other than those participating in a Fair event or service animals as defined by Federal Regulations.

Cancellation / Vendor No Show
Douglas County is not responsible for any consequences, monetary or otherwise, due to cancellation by Vendor. In the event of a cancellation for any reason by the Vendor, a $75 cancellation fee may be applied if the cancellation occurs before June 23, 2025. If the cancellation occurs after June 23, 2025, any other monies paid may be forfeited at the discretion of Douglas County Fairgrounds Management. If Douglas County cancels this Agreement for any unforeseen reason or act of God, then all monies paid to Douglas County by the Vendor shall be refunded. Remedies for such cancellations shall be limited to the amount received under this agreement.

Certificate of Insurance
The Vendor shall provide at Vendor’s expense a commercial general liability insurance in the amount of $1,000,000.00 to provide coverage for all phases of the County Fair. A certificate of insurance must be provided to Fairgrounds Management at the time of submitting the signed agreement. The certificate of insurance must name Douglas County, as additional insured. To the fullest extent permitted by law, the Vendor agrees to save and hold harmless Douglas County from all claims, losses, damages, liabilities, expenses, and attorney's fees of any kind, resulting from any phase of the conduct of the Fair except as otherwise stated herein.

Check-in, Move-in
All Vendors must check-in before setting up.
On Friday, July 25: 10:00am-3:00pm- Check-in will take place in the back of the event center.
On Thursday, July 31: 8:00am-1:00pm- Check-in will take place in the back of the event center.
Move-in will be limited to the back side and east side of the Events Center, please refer to map and follow move-in directions. Booths will be set up no later than 3:00 pm on Friday, July 25 and no later than 2:00 pm on Thursday, July 31, 2025.

All booths will be located in the Events Center and have the option of having electricity with proper notice. Vendors must supply their own equipment including extension cords, tables, chairs, partitions, special lighting, or any other items needed for Vendor booth. No tents or canopies allowed inside the Marketplace.

Marketplace Hours
The Marketplace is open to the public:

First Weekend
Friday, July 25: 4:00 pm-8:00 pm
Saturday, July 26: 11:00 am-8:00 pm
Sunday, July 27: 11:00 am-8:00 pm

Second Weekend
Thursday, July 31: 3:00 pm-8:00 pm
Friday, August 1: 11:00 pm-8:00 pm
Saturday, August 2: 11:00 am-8:00 pm
Sunday, August 3: 10:00 am-6:00 pm

Vendors agree to be present during all designated Marketplace Hours listed above. Violators of this rule may not be permitted to return the following year.

Tear-Down, Move-out
Vendors must check out with the Marketplace liaison before loading out of the Events Center on either Sunday, July 27, or Sunday, August 3. The Fair & Rodeo liaison will collect taxes owed to submit to the Town of Castle Rock.
Tear-down must be completed between 8:00 pm-10:00 pm on Sunday, July 27 (unless the vendor is staying for the second weekend) or between 6:00 pm and 9:00 pm on Sunday, August 3. Designated loading zones will be available on a limited basis. Vendors must have their belongings packed and ready to be loaded before moving their vehicles to designated loading zones. Vendors are responsible for keeping the immediate area clean and free of trash and debris.

Damage Costs
Each vendor shall be held responsible for any damages to the Douglas County Fairgrounds and property. All costs deemed necessary and incurred by Douglas County for replacement and/or repairs caused on behalf of the Vendor will be billed to the Vendor within ten (10) working days after the Fair. Payment must be made within fifteen (15) days after receipt of billing.

Deliveries
Merchandise deliveries will not be accepted by any Douglas County employee for any Vendor. Do not ship your merchandise to the Fairgrounds.

Facility Alterations
Vendors may not undertake any plumbing, electrical, telephone - communications, carpentry, or mechanical work on any of the facilities. Decorations, signs, banners and all similar materials shall not be nailed, taped, stapled or otherwise fastened to ceilings, doors, walls, glass, columns or painted surfaces.

Fire Safety Standards
All fire regulations in the Uniform Fire Code (UFC) as amended and adopted by The Town of Castle Rock Fire & Rescue Department shall be strictly observed. Fairgrounds Management will work with each vendor during set-up times to ensure compliance with the UFC. Castle Rock Fire and Rescue Department will perform an inspection of the vendor area prior to booths opening. They will be inspecting all electrical cords (cords must be indoor/outdoor type with a grounding plug). Additionally, a fire extinguisher (provided by Vendor) with a current inspection and positive charge is required for any booth that is cooking.

General Compliance
Vendor agrees to comply with all applicable local, state, or federal government ordinances and statutes.

Glass Containers
Glass drinking containers are not permitted at the Douglas County Fairgrounds.

Hazardous Waste
Vendor always agrees that Vendor is on Douglas County property, not to have in its possession, collect, distribute, dispose, release or otherwise discharge any toxic or hazardous waste as defined by Douglas County Local, State and Federal law. In the event the vendor shall be in possession of such hazardous or toxic waste, the Vendor shall immediately notify Fairgrounds and Fair Management and the Colorado Department of Environmental Protection as well as the Federal Environmental Protection Agency and such other governmental agency or body as may be required by law, relative to such materials. Additionally, Vendor agrees not to dispose of any refuse or empty any fluids on Douglas County property. In the event the Vendor, or its agents, sub licensees or employees dump grease or other hazardous waste in the facility sewer system, or at locations not authorized by Fairgrounds Management, or shall otherwise violate the provisions of this paragraph, Douglas County Fairgrounds Management will hold the Vendor responsible and shall subject the Vendor to a fine of $1,000.00 by Fairgrounds Management for each infraction and Vendor shall be deemed in material breach of the use Agreement and subject to immediate termination of the use Agreement and expulsion from the property.

Health Permit Requirements
All Food Vendors are required to obtain a permit from the Douglas County Health Department and submit a copy to Douglas County. Inspections will take place prior to booth opening for business. Farmers Markets and Cottage Foods - Douglas County

Colorado Equine Law
Please familiarize with the Colorado law pertaining to equine professionals. Under Colorado Law, an equine professional is not liable for an injury to or the death of a participant in equine activities resulting from the inherent risks of equine activities, pursuant to section 13-21-119, Colorado Revised Statutes.

Intellectual Property
Vendor will assume all costs, expenses and damages arising from the use of patented, trademarked, franchised or copyrighted music, materials, devices, processes or dramatic rights used at or incorporated in the Fair and Rodeo. Vendor agrees to indemnify, defend and hold Douglas County harmless from any claims or costs, including legal fees, which might arise from use of any such material.

Douglas County Logo
The Douglas County Government logo and the Douglas County Fair & Rodeo logo may not be used on any promotional material without the express written consent of Douglas County.

Liability Limitations of Parking
Douglas County shall not be responsible for fire, theft, damage to or loss of vehicles or articles left therein parked on County property or at any location for the purpose of attending the Douglas County Fair and Rodeo. Vendors who park in any non-designated area do so at their own risk and may be ticketed and/or towed at their own expense.

Limitation of Liabilities
Users of Douglas County facilities are advised to procure event cancellation insurance. Notwithstanding anything herein to the contrary, Douglas County will not be liable for any indirect, incidental, special, consequential damages, or damages resulting from the use of the Douglas County facilities however arising, even if Douglas County has been advised of the possibility of such damages. Douglas County liability will in no event exceed the amount received under the Marketplace Booth Vendor Agreement for damages arising out of, relating to, or in any way connected with this use agreement. Douglas County will not assume liability for cancellation due to emergencies or unforeseen circumstances. Recovery under such circumstances shall be limited to the amount of rental fees paid under this agreement.

Lost or Stolen Articles
Douglas County shall not be responsible, under any circumstances, for property of the Vendor while on the Douglas County Fairgrounds. Douglas County is not responsible for any loss of articles or equipment left unattended in any facility. Vendor assumes all responsibility for any goods or material, which may be misplaced before, during, or after the Fair.

Merchandise – Restricted
Vendors may NOT sell tobacco, marijuana, firearms, ammunition, fireworks or other potentially dangerous or offensive merchandise. This includes "cap snappers". Vendor space will not be rented to sell food other than packaged nuts, candies, etc.…Flyers and/or sale bills may not be passed out in any areas of the Fairgrounds except within a paid vendor booth space. Placing flyers on automobiles is prohibited. Parking vehicles for advertising purposes or sale of a car is prohibited.

No Smoking
Pursuant to Resolution No. R-013-153, smoking is always prohibited within 100 feet of all buildings owned, leased, or operated by Douglas County.

Parking
No parking permits will be provided. Vendors are welcome to park vehicles in the closest lot available upon arrival. If you have a trailer, you must park in area designated by Douglas County for trailers.

Camping
Camping and/or sleeping in booth areas is NOT permitted. RVS/Campers are NOT permitted.

Photos
Douglas County Fairgrounds may take photos of the County Fair and participants. These photos shall be the property of Douglas County and may be used by Douglas County for educational or promotional materials. Any public display of photos or video of any Douglas County Fair event, concert or rodeo for public dissemination without express written consent from the Douglas County Fair is strictly prohibited.

Re-Stocking
Marketplace Vendors may re-stock 1-hour before posted Marketplace hours.

Sales Tax Collection
Vendors are responsible for payment of all sales, use, assessments and/or fees in compliance with Douglas County, the Town of Castle Rock, and the State of Colorado. It is the Vendor’s responsibility to collect sales tax. ALL Vendors selling retail at the Fair are required to have a Colorado State Sales Tax License and Special Events Sales Tax number as assigned by the Colorado Department of Revenue and must provide proof to County. The amount of tax to be collected by retail booths is 7.9%. You can and may be contacted by local sales tax representatives during the Fair. Contact the nearest Colorado Department of Revenue office for further information. Each vendor must submit all applicable monies to the Town of Castle Rock. Each Vendor will be responsible for submitting the appropriate County and State taxes directly to the Department of Revenue. If you have any questions regarding the collection of sales tax, please get in touch with the Douglas County Fairgrounds office.

Security
Security will be provided 24 hours each day of the Fair and every effort will be made to keep the grounds secure and equipment safe. Security personnel are assigned to the Events Center during open hours. The facility will remain locked and secured during all other hours. Douglas County is not responsible for any theft, or damage of any property or items owned or leased by the Vendor or brought to the Fairgrounds by the Vendor.

Sub-Leasing
Vendor shall not, under any circumstances, sub-lease booth space without the express written consent of Douglas County. Douglas County has the sole authority for renting booth space during the Douglas County Fair.

Vendors
Douglas County reserves the right to reject the services of any vendor.

Payment Procedure
Method of Payment
Payment must be remitted upon return of the signed Marketplace Vendor Booth Agreement. Douglas County accepts personal, business, and cashier checks; cash; money orders; or credit cards. There is an additional fee if paid by Credit Card. No fee if using an e-check.

Bad Check Policy
Any checks returned by the bank for any reason will be assessed the actual return fees charged to Douglas County. Vendor will then be required to make all future payments with certified bank check.

I agree to the policies and procedures of the Marketplace. I acknowledge that tents and canopies are not allowed in the Marketplace. A final policies and procedures will be provided with the vendor contract.

Comments

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