Fairtime Vendor Information

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Important Information for All Participating
2023 New York State Fair Concessionaires & Exhibitors

General State Fair Terms, Conditions and Information:

 

State Fair Contract Information:

 

State Fair Move-In, Set-Up & Move-Out Details:

Exhibit License Agreements, payments and all appropriate paperwork for your Concession or Exhibit location must be completed and paid in full before move-in will be allowed.

 

EARLY MOVE-IN

We welcome and encourage early set-up.  All license holders may bring their stands, exhibits, trailers, structures, and equipment onto the fairgrounds by appointment only starting Starting Monday, August 14, 2023 through Saturday, August 19, 2023, 8:30am to 4:30pm. Please email the Concessions & Exhibits office to request set up at a day/time at nysfairconcessions@agriculture.ny.gov.

 

REGULAR MOVE-IN

All buildings and grounds will be open and ready for move-in and set-up on:

  • Sunday, August 20 to Tuesday, August 22 from 8:00am to 8:00pm, arriving after 8pm will require permission and an appointment.
  • All Concessionaires and Exhibitors (with the exception of those occupying permanent structures) shall first check-in with the Concessions and Exhibits Office. A representative from the Concessions and Exhibits Office will guide you to your designated location.
  • Vehicles may not be driven into Fair exhibit buildings - this includes the Center of Progress, Horticulture Building, Eatery, Science & Industry Building and Dairy Products Building.
  • In the event any concessionaire or exhibitor fails to occupy a leased space by 8:00pm, Tuesday, August 22, 2023, State Fair Management may terminate the contract unless prior permission has been obtained. No refund will be made in such a case, and the Fair will be authorized to reallocate said space to another Concessionaire or Exhibitor.

 

MOVE-OUT

Under the terms of your Exhibit License Agreement, all exhibits and displays must remain open and in place until close of business Monday, September 4, 2023 Labor Day (this is 9:00 pm - closing includes buildings, outside locations, beer, wine and distilled spirits sales).

  • Indoor and outdoor concessionaires and exhibitors will be monitored by State Fair personnel on Monday, September 4, 2023. Dismantling of your concession/exhibit area before 9:00pm in buildings and outside locations will be cause for adverse documentation in your Exhibit License Agreement file.
  • Early dismantling of a concession/exhibit area will be taken into consideration for future Exhibit License Agreements with the New York State Fair.
  • Vehicles are not allowed on the Fairgrounds until 11:00pm on Monday, September 4, 2023. The New York State Police and New York State Fair Security will enforce this policy.
  • For move-out, all buildings will be open from 8:30am to 4:30pm only on Tuesday and Wednesday following Labor Day. There will be no access to buildings after 4:30pm.
  • Congestion in the buildings at the time of move-out can be kept at a minimum if no vehicles may not be driven into Fair exhibit buildings - this includes the Center of Progress, Horticulture Building, Eatery, Science & Industry Building and Dairy Products Building.
  • Cooperation among vendors is expected and appreciated.
  • Due to the fact that the grounds are leased immediately after the New York State Fair, all belongings, this includes propane tanks, tents, equipment, trash, cardboard must be removed from the Fairgrounds by 4:30 pm, Wednesday, September 6, 2023, or the remaining items will be removed by the Fair at the owner’s expense.
  • Vendors are responsible for assuring that they leave their site as clean as they found it. Violations will result in fines, future consideration to participate in the annual New York State Fair.

 

State Fair Vendor Fire Training:

• TBA at 1:00pm  –  Art & Home Center Theatre

• TBA at 10:00am, 1:00pm, 4:00pm  –  Art & Home Center Theatre

• TBA at 10:00am  –  Fire House by Maintenance Office