Vendor/Exhibitor Information
Electricity
Tent/trailer fees include electricity. The Fair reserves the right to refuse hookup to any exhibit deemed unsafe. You must provide 100 feet of cord and pigtail if needed to match the size of the drop requested. For your protection, we advise installing surge protection on all computers and sensitive equipment. The Fair is not at fault for improperly requested electrical needs. If you have any additional electrical needs, contact the Fair Office by July 1, 2025 to review with an electrician.
Load-in:
Tuesday, July 22, 2025 between 9 a.m. and 5 p.m. at the west gate/outdoor arena.
-or-
Wednesday, July 23, 2025, between 9 a.m. and 1 p.m. at the west gate/outdoor arena Space assignments will be provided by staff during check-in. Set up must be completed by 2 p.m. on 7/23/25, NO exceptions.
Load-out:
Exhibitor/vendor tent/trailer tear-down is allowed after midnight on closing day Saturday, July 26 or anytime on Sunday, July 27. We will retain 100% of the pre-paid damage deposit for early breakdown (before midnight on 7/26/25). Dismantling a tent/trailer early will disqualify you from being accepted to future fairs.
Hours of Operation:
You are more than welcome to be open outside of the stated hours. All commercial vendor tents/trailers must remain open during these hours, no exceptions.
-Wednesday: 4 p.m. to 10 p.m
-Thursday: 4 p.m. to 10 p.m.
-Friday: 4 p.m. to midnight
-Saturday: 12 p.m. to midnight
Motorized vehicle access:
No motorized vehicles or devices of any kind have access to the grounds is permitted during the event hours. Parking on Rodeo grounds is prohibited. Motorized vehicle access on the grounds is limited to load-in, restocking and tear-down only. Limited shuttle service will be available to accommodate vendors for western parking lot or camping.
Vehicle access hours to tents/trailers are restricted to:
- Wednesday: before 2:00 p.m. or after 11 p.m.
- Thursday: before 2:30 p.m. or after 11 p.m.
- Friday: before 11:00 a.m. or after midnight
- Saturday: before 11:00 a.m. or after midnight
If you have any questions or unique needs please contact us at fairrodeo@eaglecounty.us or 970-328-3646.
Vendor Requirements/Regulations
Conformance to the rules and regulations of the Eagle County Fair & Rodeo is required as stated in the criteria/ regulations and all printed material. Rules are strictly enforced and any violation may result in the termination of the agreement.
Our event is composting!
All vendors are required to only use recyclable and compostable service ware and packaging for attendee use and participate in our event’s composting and recycling program. Requirements:
- All food must be served on fully compostable service ware. Petroleum-based plastic, polystyrene, and other non-compostable utensils and service ware are prohibited.
- All plates, bowls, cups, takeout food containers, other service ware, utensils, and napkins must be made out of approved compostable materials.
- Acceptable compostable plastic items include PLA plastic made from corn, potato starch resin, or bagasse made from sugar cane fibers. All compostable plastic items must be identifiable as compostable and be BPI or ASTM-certified for compostability.
- All vendors must participate in our composting effort, there will be no exceptions. Please reference our guidelines to ensure your products are compliant with our efforts. Please reach out to quinnb@walkingmountains.org for a discount code for EcoProducts.
**Please fill out the Vendor Guidelines Form and submit it. Please email Walking Mountains at quinnb@walkingmountains.org or Fair & Rodeo Event Coordinator at sacha.kostick@eaglecounty.us with any questions or concerns. Failure to submit and follow Zero Waste guidelines will disqualify you from being a vendor at this event and your $200.00 damage deposit will be surrendered.
Food concession space is subject to relocation if deemed necessary by the sole judgment of the Fair Management. Exhibitor/Vendor shall not assign, sublease, or apportion the whole or any part of assigned space unless first obtaining the written permission of Fair. The right to operate a tent/trailer on the Fairgrounds is nontransferable and is nonproprietary.
The Fair Management reserves the right to prohibit an exhibit/concession or any part thereof which by the sole judgment of the Fair detracts from the character of the exhibit or which may be objectionable or offensive to neighboring stands or the public. This restriction extends without limitation to persons, things, conduct, signage, or printed matter.
The prompt and friendly answer to any complaints by directors, management, customers, and all others who might have an active and direct interest in the ongoing well-being of the Fair, as well as the prompt replacement of a damaged article, or refund of a customer's money if requested, will be used to determine whether a vendor will be asked to return.
Vendors may only sell items that are pre-approved by Fair Management. Spot checks will be made throughout the Fair for violations. You will be asked to remove any items that are not approved. No substitutions without prior approval.
Fair Management will have the final say during all disputes. All decisions made by Fair Management are final. Any issues should be brought to the attention of Fair Management.
Vendors are fully responsible for the installation, maintenance, and disassembly of their exhibits. No Fairgrounds personnel, materials, tools, equipment, fixtures, etc. may be used. Upgrades in tent/trailer design may be asked of vendors. Vendors must comply with these requests.
Vendors must at all times keep their exhibit space properly cleaned and arranged. If grease is found on the ground after the teardown, your $200.00 space deposit will be surrendered..
Each tent/trailer must supply and maintain a trash container in front of and behind their tent/trailer throughout the fair. The tent/trailers will be inspected to ensure compliance with these rules. A recycling and trash dumpster will be available on-site.
Vendors must not dump grease or food in their tent/trailer area, fairgrounds sinks, area foliage or waterways. Vendors are responsible for disposing of grease, oil, and trash in the proper receptacles provided for the event. Violations will immediately disqualify you from being a vendor at this event (at the time of violation) and your $200.00 damage deposit will be surrendered.
No dogs are allowed on the Fairgrounds at any time, with the exception of service dogs. Dogs are only allowed in the defined camping area.
Smoking is strictly prohibited. Eagle County Fairgrounds is a non-smoking facility.
Outside alcohol is prohibited. No outside alcohol will be allowed in the Fairgrounds.
No copy services permitted. Fairground personnel are not obligated to take messages for vendors nor provide copy services.
Shipments to the Fairgrounds must be made in the name of the vendor and be addressed to the Eagle County Fairgrounds. Shipments must have the Name of Vendor and Name of Event, 0426 Fairgrounds Rd., Eagle CO 81631. Shipments must be prepaid, and will be accepted only at the vendor's risk. Shipments must be picked up at the Fair Office on the east end. Please note that USPS does not deliver to our physical address (FedEx, UPS, DHL only). We do not provide storage for deliveries. Packages will not be accepted after July 23, 2025.
Overnight security will be present from July 22 - July 26, 2025. Theft and loss are the responsibility of the Vendor/Exhibitor. If you have an item of high value, plan on taking it with you at closing each night of the event.
No refunds due to inclement weather. Cancellations must be made in writing and received by 06/30/25.
Application Acknowledgement
Certificate of Insurance If my application is accepted, I will furnish a Certificate of Liability Insurance ($1,000,000 for each occurrence, $2,000,000 in the aggregate) with Eagle County Fair & Rodeo named as additional insured.
2025 State Sales Tax License If my application is accepted, I will furnish a 2025 Colorado State Sales Tax License.
At its sole discretion, Eagle County Fair & Rodeo Management may select or reject any application. The decision of the Fair & Rodeo Management is final. Your submission of a signed application for participation is your consent to be governed by the process and the rules stated within. By signing below you are waiving any right to challenge the rejection of your application or the acceptance of another vendor.
By signing below you certify that you have read the Eagle County Fair & Rodeo vendor information, procedures and regulations and will adhere to them. You further agree that your refusal to comply with these procedures, rules and regulations may result in your being removed from the Fair & Rodeo with forfeiture of all fees and eligibility for participation in future fairs.
By signing below you acknowledge and agree that the contractor shall fully defend, indemnify and release the County, its officers and agents from any and all liability or loss that may arise, in any manner, as a result of this application or participation in the Eagle County Fair & Rodeo by the contractor, its employees, agents, subcontractors or invitees.
