Toole
President / General Manager
Gina Ritter
Assistant General Manager
State Fair Division
Laura Jarvis
Director of Commercial Exhibits and Concessions
Oklahoma State Fair, Inc.
P.O. Box 74943
Oklahoma City, Oklahoma 73147
Phone: (405) 948-6700
Fax: (405) 948-6828
www.okstatefair.com
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2007 Oklahoma State Fair
Commercial Concessionaire Handbook
April 27, 2007 Table of Contents IMPORTANT DATES TO REMEMBER ................................................................................. 3 The Oklahoma State Fair, Inc. reserves the right to add, delete, interpret or amend rules and regulations contained herein as it deems necessary. ADMINISTRATIVE OPERATING HOURS.............................................................................. 4 CONCESSIONAIRE OPERATING HOURS ............................................................................ 4 RESTOCKING HOURS......................................................................................................... 4 MOVE-IN.............................................................................................................................. 5 MOVE-OUT .......................................................................................................................... 6 GENERAL RULES AND GUIDELINES.................................................................................. 7 BOOTH DESIGN AND STANDARDS.................................................................................... 8 QUALITY EVALUATION PROGRAM...................................................................................... 9 GOLF CARTS / MOTORIZED VEHICLES ........................................................................... 10 TRAFFIC PATTERNS / PARKING ...................................................................................... 11 ADMISSION / PARKING CREDENTIALS........................................................................... 12 FEES, PERMITS AND LICENSES ...................................................................................... 13 SALES TAX ........................................................................................................................ 14 LIABILITY AND RESPONSIBILITY...................................................................................... 14 INSURANCE ...................................................................................................................... 15 SERVICES.......................................................................................................................... 16 ADDITIONAL GUIDELINES FOR ATTRACTION CONCESSIONAIRES ............................. 18 SALES REPORTING REQUIREMENTS .............................................................................. 19 EXCLUSIVE SUPPLIERS.................................................................................................... 20 FIRE MARSHAL RULES AND REGULATIONS ................................................................... 22 THE OKLAHOMA CITY-COUNTY HEALTH DEPARTMENT ................................................. 24 FOOD SAMPLING REQUIREMENTS ................................................................................. 27 OKLAHOMA PUBLIC WORKS DEPARTMENT (STORM WATER QUALITY)...28
OKLAHOMA ALCOHOLIC BEVERAGE LAWS ENFORCEMENT ......................................... 29 2 2007 Oklahoma State Fair Commercial Concessionaire Handbook April 27, 2007
IMPORTANT DATES TO REMEMBER March 5: Renewal invitations, signed with corrections or requests, are due with 50% deposit, less any
deposit on file, if applicable.
Any space without a signed renewal form and 50% deposit on file will be made available for other
renewal concessionaire requests and / or new applicants.
OSF will begin considering renewal concessionaire requests for change in location, additional space at
the same location, and/or additional locations in the order they were received in writing.
Last day for full refund of any good faith deposit money on account. Any other refunds requested after
this date will be subject to fees or penalties as outlined below.
March 6:
Requests, received in writing for refund of any money, are subject to a cancellation fee of
$100.00. Refunds may not be issued until after completion of 2007 OSF.
Additional locations for renewing concessionaires, if offered, will be treated as new applicant space.
Any new applicant offers extended will require payment in full at the time the offer is made.
May 15:
Contracts and Service Order forms will be mailed.
July 2:
Contracts are due with payment in full. For a contract to be secure, it must include all of the
following:
1) Payment in full
2) Signed contract and addendum page(s)
3) Cash register order form with payment
4) Menus with pricing
5) Workers compensation information, exemption form, or order form with payment as outlined in
workers compensation packet
6) General liability insurance information (including additional insureds)
*If you are pre-qualified to sell beer, you must provide proof of liquor liability coverage to receive
final approval from the OSF to sell beer.
July 3:
Written requests for refunds of money on file will not be honored unless the full space is resold. A
cancellation fee of $200.00 will be assessed to any eligible refund.
August 1:
Service order forms are due with payment(s) in full. Service order refunds are subject to
individual circumstance.
Any space cancellation after this date is non-refundable under any circumstance.
September 1: Checks will no longer be accepted. Payments must be made by cash, cashier check
or money order.
September 5:
Outdoor Concessionaire move-in begins.
September 8:
Indoor Concessionaire move-in begins.
September 10:
City - County official entities are available in the west end of Administrative Building for any
permits or information Concessionaires may need.
September 10:
Health Department Meetings start (Food/Beverage Concessionaires MUST attend one of
the classes per schedule in THE OKLAHOMA CITY-COUNTY HEALTH DEPARTMENT section.)
September 13-23:
Oklahoma State Fair
®
dates. Any Concessionaires on percentage MUST report final-
day sales and settle accounts no later than 5 p.m., September 24.
November 1:
If you are eligible for a refund from the OSF and have not yet received it, contact the office.
No refunds will be processed after November 15.
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2007 Oklahoma State Fair
Commercial Concessionaire Handbook
April 27, 2007 ADMINISTRATIVE OPERATING HOURS Concessionaire /Cashier Office Hours
Non-Fair (Monday through Friday through 9/7)
8:00 a.m. to 5:00 p.m.
Move-in (Saturday, 9/8 and Sunday, 9/9)
9:00 a.m. to 4:00 p.m.
Move-in (Monday, 9/10 and Tuesday, 9/11)
8:00 a.m. to 6:00 p.m.
Move-in (Wednesday, 9/12)
8:00 a.m. to 9:00 p.m.
During the Fair (Thursday, 9/13 Saturday, 9/22)
8:00 a.m. to 7:00 p.m.
Closing night (Sunday, 9/23)
8:00 a.m. to 10:00 p.m.
The Fair offices will open at 8:00 a.m. on the Monday following the Fair and will resume regular
business hours (8:00 a.m. to 5:00 p.m.).
¾ Returned checks are subject to a fee of $30 per item.
¾ Checks will not be accepted after September 1. Payments will be accepted in the form of
cash, cashiers check or money order only.
CONCESSIONAIRE OPERATING HOURS (Please remember that we have other PUBLIC events happening at hours prior to and after these.)
All
(Sunday through Thursday)
10:00 a.m. to 9:00 p.m.
Buildings (Fridays and Saturdays)
10:00 a.m. to 10:00 p.m.
Outside
(Sunday through Thursday)
10:00 a.m. to 9:30 p.m.
(Fridays and Saturdays)
10:00 a.m. to 10:30 p.m.
An employee/representative of each booth must be in the space during all of these hours.
Late openings, early closings or a lack of presence in your booth will not be tolerated.
These are the MINIMUM operating hours. Outside Concessionaires may open earlier or stay open
later to service your customers; HOWEVER, when the Ferris Wheel lights are turned off, you have 30
minutes to close and clear your exhibit space.
RESTOCKING HOURS Vehicular restocking must happen between the hours of 7:00 a.m. and 9:30 a.m. Vehicles are not
allowed in after 9:15 a.m. ALL VEHICLES must be cleared from the Fair operating areas prior to
9:30 a.m. Your vehicles should NEVER block the established fire lanes.
Golf carts will be restricted to certain streets/routes during operating hours (specifics will be
provided with golf cart permit).
Drive thru access is limited to Gates 3, 5, 9 and 10. Twenty-four hour access is available at Gates
5 and 9 only. Gate numbers are subject to change; please ask at the Concessionaire office if you
have any questions.
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2007 Oklahoma State Fair
Commercial Concessionaire Handbook
April 27, 2007 MOVE-IN ***** Upon arrival and before you begin move in, all
Concessionaires must check in at the Concessionaire office located in the Administrative Building
(west end of old Garden & Flower Building).
Concessionaires who have not completed all requirements will not be permitted to move in. *****
No exhibit, trailer or concession may be placed on its assigned space until the specified date.
Should any concessionaire need to leave equipment prior to the specified date, written permission must
be obtained from the OSF office. Instructions on where to place items in question will be given at that
time. Unauthorized equipment/trailers will be towed/impounded.
Outside locations may begin Move-in on Wednesday, September 5, 2007 at 9:00 a.m.
Inside locations may begin Move-in on Saturday, September 8, 2007 at 9:00 a.m. All building hosts will
have maps of their buildings