Operational Policies | Fairground Rentals | Reservations | Required Fees and Forms | Event Advertising | General Liability Insurance | Fire Safety Standards | Food and Beverage Service | Event Personnel | Vehicle Use and Parking | Buildings and Grounds Use| County Hazardous Materials Program
A. Non-Discrimination - No organization or person will be discriminated against
belief or affiliation, medical condition, physical or mental disability, sex, sexual orientation or marital status. Any person or organization entering into a rental agreement with the El Dorado County Fair Association is required to comply with this non-discrimination policy. Any person or organization entering into a rental agreement with the El Dorado County Fair Association will be required to execute a statement agreeing to indemnify and hold harmless the El Dorado County Fair Association, its Board of Directors, the County of El Dorado, its Board of Supervisors, and the officers, agents and employees of these agencies for any failure to comply with this non-discrimination
policy.
B. Americans with Disabilities Act - It is the policy of the El Dorado County Fair Association to provide reasonable accommodations to individuals with disabilities and to comply with the Americans with Disabilities Act.
All persons and organizations entering into a rental agreement with the El Dorado County Fair are required to provide access and reasonable accommodations to individuals with disabilities and will be required to execute a statement agreeing to comply with all provisions of the Americans with Disabilities Act. Renters will also be required to indemnify and hold harmless the El Dorado County Fair Association, its Board of Directors, the County of El Dorado, its Board of Supervisors, and the officers, agents and employees of these agencies for any failure to comply with the Americans with Disabilities Act.
The Renter agrees to fulfill the terms and conditions of the “Rental Agreement” relating to the use of facilities as they are now in effect or as they may be adopted hereafter. The Association reserves the right to modify or to change policies or rental rates. Every effort will be made to notify the Renter of changes as they are made.
Facilities will be rented based on the availability of dates, type of show, number of show days, and past performance of the renter. The Association reserves the right to deny and/or cancel applications for rental of its facilities when, in the opinion of management, such events may conflict with similar events previously scheduled or are not in the best interests of the Association, the County of El Dorado, or the general public. In addition, the Association reserves the right to base rental decisions on the best utilization of the facilities, greatest public interest, or highest revenues for the Fair Association. The Association may refuse an event booking when, in its sole opinion, the event may cause undue or unusual damage to the facilities, or cause or have the potential to cause cancellation of other events due to excessive cleaning or repair time.
1. Rental Conditions: Rental of the facility will include general floor space, stocked restrooms, lined garbage cans and utilities for normal electricity and lights. Basic rental fees do not include kitchen or concession area usage, adjoining walkways or patio areas, storage facilities, nor Association labor, materials, equipment, or parking privileges.
2. Refundable Security Deposit - All rentals require a deposit to guarantee against additional equipment, clean up, loss, damage, and labor, incurred during the rental. A deposit (50% of total rental rate) must be provided when the reservation is made. All costs deemed necessary and incurred by the Association on behalf of the event will be billed to the Renter and deducted from the amount of the deposit as well as any additional labor or equipment requested by the Renter. Any unused portion of the deposit will be returned to the renter.
3. Usage Hours - Rental fees cover the use of the facility from 7:30 a.m. to midnight, unless otherwise stipulated in the Rental Agreement. No event will be permitted to continue after midnight without prior written agreement from the Association.
4. RV parking is limited to fourteen (14) CONSECUTIVE DAYS.
First-time Renters are not permitted to reserve future facility usage dates until completion of the Renter's first event. The term “event date” is used when facilities are used for an event attended by the general public and/or invited guests.
1. Association Events - No event will be scheduled which is in conflict with events scheduled by the association.
2. Scheduling of Events - Overtime costs will be charged for pertinent Fair personnel unless attendees, exhibitors, and Renter’s staff are vacated and the facilities secured by the time specified in the Rental Agreement. Overtime rates are $50 per person, per hour.
3. Set-Up and Teardown - The terms "set-up" and "tear-down" shall include the use of the facilities for moving in and out equipment, and preparation and clean up of the facilities for the event. Time required for set-up and teardown must be included in the rental period; facilities will not be available prior to the start time indicated in the Rental Agreement.
1. Payment - Payment for facility rental and for any additional personnel or equipment needed for the event must be made at the time the contract is signed. Renter will be billed following the event for any additional expenses incurred during the event.
2. Forms and Fees - If Renter fails to submit the required payments and documents as stated herein, Association reserves the right to cancel Rental Agreement without further notice. The following fees and forms must be submitted to the Fair Office prior to Renter's event:
1. Rental Agreement - Due as indicated on contract.
2. Additional Rules and Regulations (other than those on standard contract) which become a part of rental Agreement.
3. Rental fees - Due as indicated on contract.
4. Certificate of Insurance -Due 30 days prior to event.
5. Floor Plan and Building Layout - Due 30 days prior to event.
6. RV payments - Due on or before the last day of event, if specified in the Rental Agreement.
7. Percentage payments - Due within 48 hours after closing of event.
8. Expenses incurred during event - Payable within thirty days of billing.
3. Amendments to Rental Agreement - No additions or deletions to the Rental Agreement will be permitted unless made in writing and approved in writing by the Association prior to the scheduled event.
4. Cancellations - The El Dorado County Fair Association will retain 50% of the total facility user fee if cancellation of the License Agreement is made within 30 days of the event, and 25% of the total facility user fee or $200, whichever is greater, if event is canceled more than 30 days before the event.
5. Returned Checks - If a check is returned for any reason, the Renter will be required to make all future payments in cash or by cashiers check. A $40 fee will be charged on all returned checks.
6. Refundable Cleaning and/or Damage Deposits may be required.
1. Signs and Banners - All advertising space on the premises of the Fairgrounds is the exclusive property of the Association. The Renter must receive prior approval from Fair management for any signage on the Fairgrounds.
The Renter is responsible for placement of signs and/or banners and must follow Association guidelines for location and installation methods. The use of adhesive tape or any kind of staple for the attachment of signs to any non-designated signage location is prohibited. Signs and/or banners put up without prior permission will be removed at the Renter’s expense.
The Renter must remove all signs and/or banners immediately after the event or labor charges for Fair personnel will be charged. Any damage to Fair Association property due to the installation, display or removal of approved signage is the responsibility of the Renter.
Most cities prohibit the posting of signs in the public right-of-way. This includes street medians, parkways, utility poles, traffic signs, and streetlights. It also includes signs placed on private property in such a way that any part of the sign projects over the sidewalk or property line. Cities can assess fines for the removal, storage and disposal of signs removed by city personnel. The Renter shall be solely responsible for any such fees or fines.
Placerville City has a very strict sign ordinance. No signs may be posted in the City on private or public property without prior written approval from the City of Placerville. Contact Placerville City @ (530) 642-5200.
E. GENERAL LIABILITY INSURANCE
A valid certificate of insurance must be submitted before any portion of the fairgrounds is occupied. Commercial general liability insurance shall be in effect at all times during the rental period indicated in the Rental Agreement.
A separate certificate of insurance is required from any individual or entities participating in any event if they are providing the following during the Renter's event: carnival ride operators, pony rides, petting zoos, children’s amusements, bounce houses, dunk tanks, motor sports activities, first aid and security services. This list is not all-inclusive. The Association reserves the right to require a certificate of insurance from any exhibitor or service provider on fair property. Any individual or entity from which a certificate of insurance is required will not be permitted to provide services until such a valid certificate of insurance has been received.
1. Certificate of Insurance Requirements - The Renter shall provide evidence of authorized insurance for the term of the agreement protecting the Association’s legal liability by naming the County of El Dorado, its Board of Supervisors, the El Dorado County Fair Association, its Board of Directors, and the officers, agents, and employees of these agencies as additional insured. Specific requirements include:
A. Cancellation Clause - Certificate must provide for a minimum ten-day period prior to any cancellation affecting insurance coverage of the event.
B. Signature - Certificate must include an original signature by the authorized insurance agent. Certificates may not be faxed or photocopied.
C. Event dates - The precise rental dates including set-up and teardown times.
D. Contractual Coverage - Policy must include contractual coverage as well as general liability.
E. Broad Form Property Damage - Policy must include Broad Form Property Damage coverage on Fairground facilities.
F. Riot and Civil Commotion Coverage - Policy will not be accepted if riots and/or civil commotion are excluded from coverage.
G. Coverage Amounts - Public Liability coverage of not less than $1,000,000 per occurrence and Property Damage coverage of not less than $1,000,000 per occurrence. If alcohol will be served, insurance must include Liquor Liability coverage of not less than $500,000 per occurrence.
The Association recommends that a copy of the Rental Agreement and these policies be provided to the Renter's insurance agent for review.
2. Special Events Liability Insurance - The Renter may qualify for reasonably priced Special Events Liability Insurance offered through the California Fair Services Authority. The Special Events Liability Insurance (SELI) is general liability insurance that covers and protects Renter against bodily injury and property damage liability. The insurance does not cover the property or liability of any exhibitors. A $25.00 administrative fee may be assessed in addition to the premium payment if Renter elects to obtain SELI through the Association.
All fire regulations prescribed by the Fire Marshal of El Dorado County shall be strictly observed. The following must be observed and hazards corrected before the event opens to the public.
1. Special Permits - The Fire Marshal shall be advised of any of the following at least 30 days prior to an exhibit or show. A Fire Permit will be required for any of the following:
- Use of canvas tents or other similar fabric enclosures or overhead cover by 10 or more persons for any purpose.
- Demonstration or operation of any heat producing device or sources of ignition, including but not limited to: heaters, stoves, barbecues, candles, torches, lanterns, internal combustion engines, any other open flame device.
- Display demonstration or operation of any electrical, chemical or mechanical device.
- Display or use of any motor vehicle within a building, tent or similar fabric enclosure or overhead cover.
NOTE: All motor vehicles on display shall have battery cables disconnected and taped. Fuel tanks must not be more than 3/4 full and provided with locked caps or sealed in a manner approved by the Fire Marshal. Wheel locks may be required.
2. Set-up Layouts - Floor plans shall be submitted to the Association for approval at least 30 days prior to the opening of the event. Copies may be forwarded to the Fire Marshal. Plans shall indicate:
- The dimension of all aisles, exits, exhibits, booths, tables, and displays.
- Brief description of the event.
The event may not open without an approved floor plan on file.
3. Aisles and Exit Ways - Aisles are to be eight feet in width.
- Aisles and exit ways are to be kept clear at all times.
- A 20-foot clearance is to be maintained at all illuminated exit doors.
- No chairs are allowed in the aisles.
- All exit doors shall be able to be opened from the inside without any special effort or knowledge. All locks and chains shall be removed during public hours.
4. Decorative Materials - All decorative material including, but not limited to, drapes, hangings, curtains and table covers with overhangs, shall be made from non-flammable material, or rendered and maintained in a flame retardant condition in a manner approved by the Fire Marshal. Copies of approved certificates of flame resistance covering all treated materials shall be available at the exhibitor's site.
Except for fabric made of 100% glass fiber, a special permit from the Fire Marshal will be required for decorative material, non-flammable or treated, when suspended horizontally as an overhead cover.
NOTE: Exits, exit lights, fire alarm sending stations, wet standpipe hose cabinets, and fire extinguisher, electrical panel locations must remain accessible and not be concealed by any exhibit or decorative material.
5. Theater Seating
- Assembly seating will be set in compliance with Fire Marshal regulations.
- Minimum aisle width between rows of chairs: 42".
- Chairs must be connected when more than 299 chairs are used.
6. Housekeeping - Every building, tent, or enclosure and every exhibitor booth therein shall be maintained in a neat and orderly manner, free from any condition which would contribute to the rapid spread of fire. All combustible waste material and rubbish within the building(s) shall be stored in approved containers. All waste shall be emptied at the close of each day into approved containers outside.
Waste material and rubbish containers located outside of buildings shall not block exit passageways or fire lanes, nor shall they be located where an external fire hazard to any building or structure is created.
7. Exhibit Installation and Removal - No installation or removal of exhibits shall be permitted during hours when event is open to the public.
8. Electrical Installation - The Renter is required to provide extension cords to connect to the Association's electrical outlets. Extension cords shall be rated 15 AMPS minimum and contain ground wire. Cords not meeting these requirements shall be confiscated for the duration of the event.
Electrical cords will not be permitted to run freely across any public access way including aisle ways and roadways. They may be secured with tape. Electrical installations shall be in conformance with Government Agency Building Code. Fair personnel must perform all electrical work on the grounds.
9. Fire Extinguishers - Fire extinguishers are provided in major buildings. At other locations or where special hazards are created, the Renter may be required by the Fire Marshal to provide additional extinguishers. Fire extinguishers must remain accessible at all times.
10. Flammable Liquids - Flammable liquids and other flammable substances are not allowed within any building or tent. The only exception to this section is alcoholic beverages served by the Association's exclusive provider as set forth in these policies.
11. Smoking - All buildings on the industry grandstands are considered SMOKE FREE facilities. Smoking is permitted outside, 20 feet from any door or open window.
1. A food facility serving to the public shall not be open for business without a valid permit from El Dorado County Environmental Management. Food means any raw or processed substance, ice, beverage, including water, or ingredient intended to be used as food, drink confection, or condiment. A permit is required for any cooking demonstrators, cookware dealers, or health demonstrators serving to the public. An application for a food facility permit must be approved by:
El Dorado County Environmental Management
2850 Fairlane Ct.
Placerville, CA 95667
(530) 621-5300
A permit to operate will not be issued until all requirements are met.
2. All food and beverage concessions will be charged 20% of gross sales after sales tax has been deducted, except that for beer kegs, that fee is a flat rate based on number of kegs taped.
3. All renters intending to serve liquor at their events shall meet State legal requirements as established by the Department of Alcohol Beverage Control. Staff will also recommend the renter securing liquor liability.
The following Association personnel are required for all events and paid for by the Renter. The Association will determine all personnel requirements.
1. Building Attendant (mandatory) - A minimum of one attendant is scheduled for each event and included in the facility rental fee. The attendant will unlock rental facilities at the time indicated in the Rental Agreement and will close them at the end of the rental period. Attendants are responsible for maintaining all public aisles and roadways, restrooms, trash receptacles, and entrances to the event. They are not permitted inside exhibitor booths.
2. Electrician - An electrician is available upon request at the expense of Renter. The Association may require an electrician to be present, at the Renter's expense, where extraordinary electrical demand is present. A minimum of a four-hour commitment is required. Only association electricians or those hired by associations may have access to electrical boxes.
3. Parking Attendants (Mandatory) - Only the Association's personnel will be used for Parking Attendants. Parking attendants are scheduled two hours prior to exhibitor or guest arrival.
4. First Aid Services - At the Renter's expense, first aid services may be required. The company providing such services must be licensed and provide a certificate of insurance.
1. Vehicles
- In all cases, parking lots and roadways will be under the exclusive direction of the Association;
- Motor-driven vehicles, such as mopeds and ATV's, are not permitted on the Fairgrounds. Golf carts are permitted with prior written approval. Proof of insurance and a copy of a valid driver's license must be submitted to the Association in advance for approval. Only authorized drivers shall operate golf carts on the grounds. Any violations will result in revocation of approval for use;
- All vehicles must comply with directions of Association personnel and obey all Association regulations;
- Parking is restricted to specific areas set aside by the Association;
- Vehicles must park in designated areas only. Vehicles may not be parked in or around the buildings, except for unloading and loading. Fire lanes shall be maintained at all times;
- Speed limit on the Fairgrounds is 10 MPH; and,
- Designated disabled parking areas are set aside for vehicles displaying current and valid disabled placards/ licenses only.
2. Load In/Load Out
- Load in and load out is under the exclusive direction of Association. The Renter shall cooperate with Association staff regarding the enforcement of policies;
- Exhibitor load in and load out will be restricted to the sides and rear entrances of all buildings and will be under the direction of Association personnel;
- Unloading shall be limited to 60 minutes per vehicle and will be monitored by Association personnel. All vehicles and trailers must be moved to the exhibitor parking area immediately after unloading;
- Vehicles may not block any entry/exit door at any time;
- For safety reasons, emergency flashers must remain on while loading and unloading;
- All vehicles must be removed from load in areas to the exhibitor parking area before the event will be permitted to open to the public;
- Access to the loading area will not be permitted until the show is officially closed to the public and vehicle traffic is no longer a danger to pedestrians;
3. General Policies
- The Association will issue all parking passes. In the event that the Renter requires a special exhibitor-parking pass, the Association will have the exclusive right to print the parking passes. Passes may be limited and will be allocated according to available parking.
- Parking for RV's is restricted to assigned areas. Renter may choose to pay $20.00 per night per RV parked on the Fairgrounds in conjunction with the event or to have RV parking fees collected by Fair personnel.
- Bicycles, roller blades, skates, scooters, and skateboards are prohibited anywhere on the grounds.
- Association is not responsible for theft or damage incurred to vehicles parked on the Fairgrounds.
- Parking Fees - The Association retains all rights and privileges to parking areas, including the right to charge a parking fee to all users. Interim event parking fees are established at the current parking rate.
1. Conditions of Grounds - The Renter accepts the grounds as they exist. The Renter should immediately report any area that requires attention to the Association.
2. Facilities - The Renter must discuss the nature of the event and facility requirements with the Event Staff to determine feasibility; some uses may not be appropriate for specific sites.
If tents will be used, an additional deposit may be required to cover the cost of restoring a tented area to its pre-event condition. The Association will contract for any necessary repairs and pay for them out of the renter's security deposit. All tent locations must be approved in advance by the Fair's Maintenance Supervisor before any tents are erected. Tent stakes are permitted on lawn areas only under direction of Fair staff. Any tents set up on asphalt must be secured using weighted buckets.
3. Alterations/Decorations - The Renter, exhibitors, or their authorized representatives shall not paint, change, alter, or tamper with any Association property, including buildings, floors, asphalt in roadways or parking areas, signs, piping, locks, conduits, and electrical or gas connections.
At the conclusion of the event, the Renter must remove all decorating materials. The use of staples, nails, tacks, or any kind of tape for the attachment of decorations to the facilities or equipment is prohibited. Decorations may be installed in designated areas only.
4. Equipment/Services - Equipment provided (tables, chairs, garbage cans, etc.) will be available in the building or rental area. It is the Renter’s responsibility to position any equipment as desired. Any set-up or moving of equipment or any materials by Fair personnel will be considered a Fair service and charges will be assessed. Any missing or damaged equipment will be charged to the Renter.
Requests for equipment rental or additional personnel must be made between 9:00 a.m. and 4:00 p.m. Monday through Friday. This request must come from the Renter or an authorized representative, as all pertinent charges will be billed to the Renter. With advance notice, forklift services are available at a 1 hour minimum charge. Contact the Fair Office for information and current pricing on additional items available for rent including tables, folding chairs, barricades, etc.
* Equipment shall not be made available for use outside of the Fairgrounds.
5. Outside Equipment Rentals - The Renter may employ any
decorating or equipment rental firm. The Renter will be
responsible for renting, re-stacking and clearing equipment
rented from an outside source upon conclusion of the event.
The Association will not be responsible for rented equipment
lost or damaged before, during or after the event.
6. Damages/Loss - The Renter agrees to restore facilities used to the same condition in which they existed prior to the rental. If any portion of the premises is damaged, the Renter will be responsible for the Association’s labor and/or material costs to restore property to its pre-event condition. Damages caused by the elements, acts of God, or casualties beyond the control of the Renter are exempted from charges.
Any Association equipment or materials lost during the contracted times will be billed at the prevailing replacement cost.
7. Clean Up Service - The Renter is expected to leave premises in their pre-event condition. If additional cleaning is required, the Renter will be charged at the rate of $50 per person, per hour. The Renter may also be charged for unusual quantities of trash left behind.
8. Injuries - All injuries must be reported immediately to the Building Attendant. The Renter must report the name of the injured individual, type of injury, location of injury, and a description of how the injury occurred.
If an injury requires medical attention, call paramedics at 9-1-1 immediately. If paramedics are called to the grounds, the patient may be responsible for the transport fee.
9. Lost and Found - Lost and found items should be turned in to the Fair Office during regular business hours.
10. Courtesy Credentials - A reasonable number of courtesy credentials may be made available to enable the Association's Board of Directors, management, and staff to view the event.
11. Keys - Keys to facilities will not be made available. If using a building with an office, the Renter may provide a padlock for the door for the duration of the event.
12. Shipments - Shipments should be scheduled to arrive at the Fairgrounds no earlier than the first day of occupancy. The Association will not accept deliveries made in advance.
All deliveries sent to the Fairgrounds must be clearly marked with the name of the event and the building. Any freight or packages left for pick-up and shipment after the show ends must be arranged in advance with the Fair Office. The El Dorado County Fair is not responsible for any property left on the fairgrounds by the renter, exhibitors, participants, or the general public. Any materials left on the fairgrounds after move-out will be removed by the Fair and the renter will be charged for any subsequent storage or removal at prevailing rates.
13. Telephone Service - Phone service at an event is the sole responsibility of the Renter. Lines must be ordered from Pacific Bell no later than two weeks prior to the events to ensure service. Telephones and extension cords are not provided.
14. Sound Systems - The Association's
sound system is for public address use only
and is not available for music amplification.
Any sound system in use on the Fairgrounds (sponsored by the Association and/or an outside source) will be set at a decibel level specified by the Association. The use of the sound system in an outside area on the Fairgrounds shall not be permitted to continue after 11:00 p.m. Renters who violate the decibel level or shut off time will lose the use of the sound system for the remainder of the event.
15. Sound Standards - No event may cause noise levels to exceed the noise ordinances established by El Dorado County.
16. All dogs kept by RV users shall never be permitted to roam. They must be penned or on a leash at all times. Persons having dogs on the grounds must use every care to assure the safety of all visitors on the Fairgrounds. Anyone in violation of this policy will be asked to remove the animal(s) from the grounds.
All sanitary needs for permitted animals will be the sole responsibility of the Renter; sanitary needs for guide, signal or service dogs will be the patron's responsibility.
17. Games of Chance - "Games of Chance" or any other related activities are prohibited if the activity is played for commercial purposes or for profit. If a "raffle" or "free drawing" is to be conducted during the event by the Renter and/or exhibitors, it must be called an "opportunity drawing."
18. Concerts/Dances/Parties - Dances and concerts must have additional approval of the Placerville Police Department. The renter must submit a detailed proposal of the event, including a security plan, to the Placerville Police Department no less than 30 days prior to the event.
19. Because of the importance of the safety of children; no alcohol is allowed in a non-public event if guest of honor is less than 21 years old. Event will be cancelled if alcohol is served at one of these events.
20. Weapons - Weapons, including
knives and firearms, are prohibited on the grounds. Exhibitors
participating in an organized gun show may have unloaded
firearms within the confines of their rented space.