New Innovations Area at the KY State Fair

Thursday August 15th – Sunday August 25th 2024

Vendor Registration Application

Unlike other trade shows where new innovations are displayed for show and tell only, this will be a show booth where the intention will be for you to give you the ability to sell your products and come back with actual real revenue from the endeavor. Our intention is for you to actually sell your product at the booth and take orders once you run out of inventory.  We will even be able to take care of the transactions for your product with our own sales checkout area.

There is no up-front cost for exhibiting at this event, but we do ask that you donate 10% of the sales you make at this venue to the Inventors Network KY.  You can also adjust your price with a 10% increase to cover this donation. (The Inventors Network KY is a 501c3 nonprofit organization so your donation may also be tax-deductible.)

Please submit your application before August 8th, 2024

Information, Rules and Requirements

About the Exhibit Area:

• We will have a 20’ x 20’ booth that should be able to accommodate 5 or more participant vendor spaces, each with a 6 foot table to set up a display.  

• There is no up-front cost for this space.  We will maintain one sales check-out system set up to accept all cash and credit card transactions for your product.  We will take care of your product transaction, track your sales and disburse the funds back to you.  We do ask for a 10% donation of all sales at this venue that may be tax deductible. When giving us your product and pricing information, you can increase your product price to cover this donation.

• If you need additional exhibitor products or services (forklift, electricity, furnishings, etc.), you will need to provide for them or request them from the exhibitor services area, but are NOT authorized to make any purchase and charge it to the booth. You will be solely responsible for anything you order, rent or purchase from Exhibitor Services or anyone else at this venue. 

• Participant vendors are responsible for all travel and lodging arrangements and costs associated with this event. 

• Depending on the size of your display, sales area needed and number of participant vendors on a given day, you may be asked to share your table with another vendor. Please be courteous and respectful of your booth partner’s display and area.  Help out others when you can.  

• All participants are required to be at their assigned booth area on the assigned time and dates they have committed to for this show.  

• Once you sell out of your inventory, you must agree to be able to produce and ship the product to the customers that ordered within 4 weeks or less of the time of purchase. 

• You will need to coordinate with us on the days you sign up for at the show.  There is a minimum participation of 3 days up to the maximum of the 11 day event.  

• Exhibit Days are Thu Aug 15th – Sun Aug 25th 

• Exhibit hours are Sun-Thu 10:00am – 8:00pm and Fri-Sat 10:00am – 9:00pm

• All displays must be disassembled and moved out of the booth at the end of your time slot.

• All Vendor Participants must abide by the rules and regulations set by the KY State Fair organizers.  These rules are listed below. 

Please contact us with any questions, concerns or issues you may have.  We will try to be at the booth for help as much as possible, or have volunteers there to assist from the Inventors Network. 

Out Contact Information:

Don Skaggs Email: don.skaggs@kyinventors.org

Leo York Email: leo.york@kyinventors.org

You can also call us at 859-201-1311 and leave a message.

Disclaimer

 "In consideration for acceptance of your invention for display, you agree to indemnify and hold harmless The Inventors Network, its officers and directors, from injury to persons or damage to property as a consequence, directly or indirectly, of the display, or demonstration of your invention, including any loss in economic value or protection of your invention from its disclosure in public."

From Kentucky State Fair – August 15 – 25, 2024

Exhibitor / Concessionaire General Terms & Conditions

For the complete list of KY State Fair Terms and Conditions, please request the full Manual from us and we will send it to you.

Admission/Non-Show Hours. Entry to the Exhibit area during non-show hours will be permitted by Exhibitor badge only and will be limited to two hours before and one hour after show hours.

Booth Contents. In order to provide a diverse and varied experience for show patrons, certain limits may be placed on the type, character and uniqueness on some items. Exclusive contracts may be issued by Show Management for certain items in order to encourage a variety of offerings. Products displayed are at the discretion of Show Management and anything deemed unsuitable for the show will not be allowed.

Force Majeure. Should performance of its obligations by Exhibitor or the Kentucky State Fair be prevented as a result of an event beyond its control, including but not limited to, acts of God, war, national emergency, acts or threats of terrorism, compliance with government orders or regulations, disaster, fire, strikes, civil disorder, pandemic, which makes it impossible or illegal for either party to perform its obligations hereunder (“Force Majeure Condition”), either party may, upon written notice to the other, cancel this Contract without penalty. Any deposit for EXIBITOR booth space will be refunded within ten (10) days following written notice of termination pursuant to a Force Majeure Condition.

Displays and Construction.

1. Standard Exhibit. (One or more exhibit units in a straight line and no deeper than ten feet). All standard exhibits will be confined to a maximum height of eight feet. All display fixtures over four feet in height and within ten feet of an adjoining booth(s), must be confined to that area of the Exhibitor’s space within five feet of the backline. Show Management must approve any exceptions.

2. Bulk Exhibit. (Exhibit unit deeper than ten feet). All bulk exhibits will be confined to a

maximum height of twelve feet in any portion of the exhibit. Bulk exhibits may be allowed a higher height limitation with special permission by Show Management. All display fixtures over four feet in height and within ten feet of an adjoining booth, must be confined to that area of the Exhibitors space within five feet of the backline. Please note that no divider drapes between bulk exhibits shall exceed 3 feet in height. Taller drapes may be used for cosmetic reasons only and must be pre-approved by Show Management.

3. Signs. Exhibitors/Concessionaires are permitted to hang overhead signage within the confines of their booth. However, signs may be hung from structural steel only. Hanging signs from sprinkler lines, water lines, gas or air lines, HVAC ductwork, electrical BUSS ducts or lines is strictly prohibited and will be removed at the owner’s expense. All privately contracted signs on site must be approved by Show Management. Fern Expo, the official Kentucky State Fair decorator is the only authorized contractor to hang signs from structural steel. Exhibitors must order this service from them if needed. Two sided signs are strictly prohibited.

Character of Exhibits. Show Management reserves the right to approve the character of all displays and to prohibit any display which, because of noise or other objectionable features, detracts from the general character of the exhibit. Advertising signs and stunts which are aggressively promotional in nature, intended for use in the booths, the exhibit hall, or the approaches thereto, must be submitted to Show Management for approval. Canopies, tents, or overhead awnings, flammable or non-flammable, cannot be used in any manner during the show. Also, bales of hay, treated or untreated, are not acceptable. Shredded mulch cannot be used in any landscaping or decorative manner. Large bark nuggets are to be used only.

Prohibited Sale Items. Displaying or offering for sale any type of drug paraphernalia is prohibited. Some examples of such paraphernalia are as follows: Any instrument used, designated for use, or intended for use in ingesting, smoking, administering, or preparing marijuana, hashish, hashish oil or cocaine; and includes: metal, wooden, acrylic, glass, stone, plastic or ceramic marijuana or hashish pipes with or without screens, hashish heads or punctured metal bowls; water pipes designated for use or intended for use with marijuana, hashish, hashish oil, or cocaine; carburetion tubes and devices; smoking and carburetion masks; roach clips; separation gins designed for use or intended for use in cleaning marijuana; cocaine spoons and vials; chamber pipes; carburetor pipes; electric pipes; air driven pipes; chilams; bongs; ice pipes or chillers etc. The provisions of Chapter 218A of Kentucky Revised Statues are vigorously enforced on the grounds. The title of this chapter is “Controlled Substances”. Switchblade knives, stilettos, pinpoint laser lights, pepper spray, smoke bombs, stun guns, butterfly knives and any items that resemble or bear the image of

the Confederate Battle Flag are also prohibited. These items will be confiscated, and your location may be in jeopardy of closure. Items that clearly represent racist ideology including but not limited to Ku Klux Klan items, items reproduced since World War II denoting swastikas are prohibited. The KSFB hereby prohibits the sale or giveaway of any merchandise on its premises that resembles the aforementioned items.

Exhibitor/Concessionaire Conduct. Show Management reserves the right to modulate or remove any amplification equipment, including public address systems, television, phonographs, stereos, or organs. Coin or token operated games or machines, demonstrations, microphones, must be specifically authorized in writing by Show Management.

1. Food Samples. Any Exhibitor/Concessionaire handing out food samples must obtain a food permit from the Louisville Metro Health Department, which has an office located by the Midway. The Exhibitor/Concessionaire must also attend a health class within the first three days of the show. Any Exhibitor/Concessionaire without a permit will not be permitted to hand out their samples. All Exhibitors/Concessionaire must follow all Louisville Metro Health Department guidelines. The Louisville Metro Department of Health’s website is: https://louisvilleky.gov/government/health-wellness/welcome-food-safety-program

2. Paint and Adhesives. No paint, cement or mastics may be applied to the building floor.

3. Noise and Interference. Noise, demonstrations or blocking of other Exhibitors displays or views will not be tolerated. Consideration will be given to Exhibitors for special set-up, if requested.

4. Roving Solicitations. ROVING SOLICITATION IS STRICTLY PROHIBITED

ANYWHERE ON THE GROUNDS. No soliciting of registrants shall be permitted in the aisles or in other Exhibitors booths. Samples, catalogues, pamphlets, souvenirs, and other promotional items may be distributed by Exhibitors and their representatives (including models) only within the confines of their own booths. No roving vendor or solicitor, acting from a profit, non-profit, religious, or other organization, or on its behalf, shall be permitted on the grounds.

5. Prize Drawings. No Exhibitor will be permitted to conduct any prize drawings or awards for signing of names and addresses without prior written approval from Show Management.

6. Signage. All signs, advertising, literature, and other promotional material must directly relate to the exhibitor’s name, product and service as set forth and approved in the exhibit space contract. Gummed labels, bumper stickers or stickers for promotion are prohibited.

7. Lighter than Air Balloons. Helium balloons are also prohibited unless they are used for decorating purposes only and attached to Exhibitor’s space.

8. Exhibitor Decorum. Show Management will not allow argumentative, confrontational, and hostile disregard for the show, the Rules & Regulations in the Exhibitor Services Manual, the Terms & Conditions of the exhibit contract, or Show Management personnel.

Indemnity. Exhibitor/Concessionaire agrees to assume, defend at all times, indemnify, protect, save and hold harmless the Kentucky State Fair Board and all its members, agents, servants and employees against claims or demands arising or resulting from the use by Exhibitor/Concessionaire of the space provided by Show Management, including without limitation the claims of any employee or agent of the Exhibitor/ Concessionaire, the claims of anyone attending the contracted space, and the claims of any other person for damages, for bodily injury, sickness, mental anguish or death, and claims for damages to the property of any such employee, agent or persons. Show Management shall not be liable for any loss, damage, or injury to the property of the Exhibitor/Concessionaire which is sustained during the use by the Exhibitor/Concessionaire of the space provided by Show Management.

Management. Show Management reserves the right to close any Exhibit space without liability, should Exhibitor/Concessionaire or any employee thereof engage in acts that are substantially disruptive and against the best interests of the show.

Sound Amplification. No voice or sound amplification, amateur or professional entertainment, shall be used without consent from Show Management. Such permission, if granted, may be rescinded at any time by Show Management.

Damage. Exhibitor/Concessionaire will be liable for any damage caused by fastening fixtures to floors, walls, or columns of the Exposition Center and for any damages to equipment furnished by Show Management or service suppliers designated by them.

Amendment. Show Management, its representative, agent, or employee reserves the right to amend, add to, define, and decide all issues arising as a direct result of any policy or procedure. All decisions shall be final, and the Exhibitor/Concessionaire agrees to abide by such decision.

Fire Marshal Requirements. All Exhibitors must know and follow all Kentucky State Fair Marshall guidelines. The following are the State Fire Marshal's minimum fire safety requirements and shall be applied at all shows; trade, commercial or otherwise, and shall apply whether the exhibit is open or closed to the public.

1. The display and operation of any cooking or heat producing appliances, pyrotechnics, use or storage of flammable liquids, compressed gases, or any other item or process deemed hazardous by the State Fire Marshal must have advance approval by the State Fire Marshal's representatives.

2. Any motor vehicle, gasoline powered equipment, tools, etc. on display shall have their batteries disconnected. All fuel tanks that are not equipped with locking gas caps are to be sealed with tape. All such fuel tanks shall be less than one-fourth full.

3. Parking of any vehicle in the building without prior approval is strictly prohibited. Cars and trucks shall be removed immediately after loading or unloading.

4. Decorations and displays shall not block or impede access to fire protection equipment (sprinklers, exit markings, exit doors or emergency lighting equipment).

5. Aisles and exit doors shall be maintained free of all obstructions and unlocked for

immediate use in the event of an emergency, during hours of occupancy. The use of chains and locks on doors equipped with panic hardware is prohibited.

6. Signs approved by the representative designating exits and the direction of travel to exits will be designated and clearly marked prior to the show opening.

7. Additional fire extinguishers may be required at the discretion of the State Fire Marshal’s representatives.

8. All electrical devices and installations shall be made in accordance with the applicable provisions of the National Electrical Code. All devices must be listed by Underwriters Laboratories.

9. Household type extension cords have minimal current carrying capabilities, and are subject to physical damage, which can result in electrical shock. Only heavy-duty extension cords, (those with a second covering, or those having heavier insulation) may be used.

10. All decorations shall be fire retardant. The decorating companies shall be prepared to provide certificates of flame spread on all decorating items. Items that are not properly fire retardant shall be removed. No straw or hay, flame retardant or not, is allowed on the exhibit floor. When landscaping, please use LARGE BARK NUGGETS ONLY. SHREDDED MULCH IS PROHIBITED.

11. No open flame of any type is permitted on the exhibit floor for any reason. This includes open-flame stoves and flammable or combustible items to demonstrate any product.

For the complete list of KY State Fair Terms and Conditions, please request the full Manual from us and we will send it to you.