2025 Midland County Fair Outdoor Vendor App

We're thrilled you're here and have interest in applying to vend as an outdoor vendor! PLEASE READ the info below BEFORE completing your application.


NOTE: THE FOOD TRUCK COURT IS SOLD OUT!


This is the app is ideal for vendors that sell their wares/services from a tent or just prefer to be outside.


Vendors looking to sell their wares/services that can utilize a booth space ranging from 10X10 to 10X30 should also consider the Indoor Marketplace Vendor app HERE, as outdoor vendor space is extremely limited.


DATES/LOCATION/HOURS

Midland County Fair, or MCF for short, will be held Thursday, Aug 21 through Sunday, Aug 24 at the Midland County Horseshoe Arena & Pavilion. Hours of operation are:


Thursday, Aug 21 | 5-10 PM

Friday, Aug 22 | 5-10 PM

Saturday, Aug 23 | 10 AM-10 PM

Sunday, Aug 24 | 12 PM-6 PM


The Midland County Horseshoe is located at 2514 Arena Trail Drive, Midland, TX 79701.


ABOUT APPLYING

Your application does not guarantee automatic approval. Your application will be reviewed and you will be notified by email of a final decision based on the information presented in your application. Only approved items presented in your application will be permitted to be sold. The Fair reserves the right to restrict items for sale if they are in conflict with policies, rules, regulations or overlap with a privilege or concession granted exclusively to MCF, in which case you will be notified accordingly in your award notice.


If you are selected to vend, you will receive an award notification with a payment link to pay your vendor fee. THE VENDOR FEE FOR ALL OUTDOOR VENDORS IS $450 FOR UP TO A 10X20 SPACE ALLOTMENT.


ABOUT VENDING

Please refer to the layout map HERE for a general reference as to where outdoor vendors will be located during the Fair. Outdoor vendors will be located on the Big Terrace, which is indicated on our layout map with the color red. Hover over the different colored areas for information in the blue panel about what takes place in each area.


NOTE: TO MAKE THE SITE MAP LARGER ON A DESKTOP BROWSER, PRESS THE "+" KEY WHILE HOLDING DOWN THE CONTROL BUTTON ON YOUR KEYBOARD.


INCLUSIONS

Access to 110v power will be provided, but you MUST provide your own extension cords and power strips.


Up to four (4) vendor credentials will be issued per booth. Upon arrival, and prior to commencing move-in, all vendors must check-in at the designated area, which will be advanced to you the week of the Fair. All vendors must wear their badges at all times during the Fair.


ABOUT LOAD-IN

Outdoor vendors may begin arriving the day before the Fair begins on Wednesday, Aug 20 between 8 AM-4 PM. Load-ins will also be received on the first day of the Fair, Thursday Aug 21 between 8 AM-2 PM, but all vendors loading in on Thursday MUST be ready for operation NO LATER THAN 4 PM.


Any vendors arriving late or that miss the move-in window will NOT be permitted to set up until the next day and no partial refund of booth fees will be granted.


Outdoor vendors will be loaded-in on a scheduled basis. All towing vehicles must be unhitched and reparked in designated vendor parking areas.


IMPORTANT: Vendors will NOT be permitted to load-in OR load-out during operational hours. ALL move-ins MUST be completed prior to stated operational hours. NO vendors will be permitted to break down and/or move out during operational hours.


A designated service entrance with vendor parking areas will be available. Vendor badges will be required for entry through these areas.


DOCUMENTATION & CONFIRMATION

Once you are awarded the opportunity to vend and your vendor fees are paid, you will be required to provide the following documentation a minimum of 15 calendar days prior to the first day of the event:


ALL VENDORS

Certificate of Insurance (w/ additional insured named)


Failure to provide these documents by the deadline will result in your booth space not being confirmed. Confirmed in this instance means eligible for load-in.


NOTE: Only confirmed vendors will receive final instructions about check-in procedures, etc. Unconfirmed vendors will NOT be advanced to the setup team and thus will not be allowed to load-in and setup. No refunds will be issued for unconfirmed vendors.


INSURANCE REQUIREMENTS

ALL vendors must provide proof of insurance (minimum $1M aggregate) and provide MCF with a certificate of insurance (COI) naming Midland County Fair, Midland County and Midland County Horseshoe Arena as an additional insured for the dates of the Fair by the specified deadline or load-in will not be permitted. If you need to purchase coverage, here are two options to purchase short term event vendor insurance:


https://securevendorinsurance.com/Kaliff/ApplicantInformation


https://www.kandkinsurance.com/programs/event-insurance/vendor-liability-insurance


RV SPACES

RV spaces are available for rent by contacting the Midland County Horseshoe directly for pricing and availability.


Midland County Horseshoe

432-682-1300

Office Hours: M-F 8a-5p | Closed 12n-1p


OTHER TERMS & CONDITIONS

Any vendor rights awarded are contracted for the specified period of the Fair only and do not carry over to subsequent events or years.


It is understood by making this Application that if awarded vendor rights, MCF is in effect leasing space to you as a vendor exclusively for the stated purpose herein this Application and that no other activity outside the scope of this purpose shall be conducted either within the confines of your allotted space or anywhere on the Fair grounds or Midland County Horseshoe property during the Fair.


Vendors must confine their activities to within the limits immediately surrounding their tent.


MCF reserves the right to require modifications to your displays and/or selling techniques, if necessary. Non-compliance will result in dismissal from the premises.


The Midland County Fair, Midland County Horseshoe Arena and Midland County are not responsible for theft or loss of property left unattended.


It is your responsibility as a Vendor to know and comply with the terms of this Application, which by extension, serves as the agreements that will be enforced should you be awarded vendor rights. MCF reserves the right to immediately cancel your vendor privileges if you fail to comply with any violations after being notified.

Contact Info

Role*

Please select the option that best describes your role in the company:

Phone

Please indicate the city/state where your business operates:

About Your Company

Did you vend at the Midland County Fair last year?*
Have you vended at other events in the Permian Basin?*

Please list other events where you've recently vended.

Vendor Requirements

Please indicate the size of your tent. Example: 10X10

Outdoor vendors are allotted up to a 10X20 space.


NOTE: It is your responsibility to properly and safely secure and anchor your tent.

Please list any special requirements you may have that have not been covered in this section.

Vending at MCF

You must list all the items/services you plan to sell or offer with related price points.


Items not listed here will NOT be eligible for sale during the Fair.


NOTE: The Fair reserves the right to restrict certain items you may list if they are in conflict with policies, rules and regulations or overlap with a privilege or concession granted exclusively to MCF. In such an instance, you will be notified accordingly in your approval notice to vend.

STATEMENT OF AGREEMENT: Products & Prices*

As per the terms and conditions of being awarded vendor rights at Midland County Fair, I understand that my vendor application is being evaluated based on what I list above and thus by checking "I agree" I understand that I will NOT be allowed to sell items I do not list and likewise, I agree that if the Fair restricts me from selling any items as part of its awarding me vendor rights, I agree to comply if I accept the award.

Pics of BOTH your booth space/truck AND your menu items are required to be considered as a vendor.

Drag and drop files here or
STATEMENT OF AGREEMENT: Vendor Rules*

I understand that vendor rights are awarded and contracted solely for the purpose of vending my approved items during the Midland County Fair.


I agree to follow all policies and procedures as outlined herein the entirety of this Application.

Do you have a valid Texas sales tax permit?*

MCF requires all approved vendors to have a valid sales tax permit with the Texas State Comptroller.

Do you have, or will you be able to provide, proof of liability insurance coverage?*

MCF requires all approved vendors to provide proof of liability coverage with a minimum aggregate limit of $1,000,000 and to name Midland County Fair, Midland County and Midland County Horseshoe Arena as additional insured for the dates of the Fair.


To purchase short term event vendor insurance, here are two options:


https://securevendorinsurance.com/Kaliff/ApplicantInformation


https://www.kandkinsurance.com/programs/event-insurance/vendor-liability-insurance

STATEMENT OF AGREEMENT: Documentation*

I agree to provide the following documents in a timely manner when requested and no later than 15 calendar days prior to the start of the event:


ALL VENDORS

Certificate of Insurance, naming Midland County Fair and Midland County Horseshoe Arena as additional insured for the dates of the Fair.

STATEMENT OF AGREEMENT: Vendor Payment*

I understand payment is what secures my right to vend at the Midland County Fair 2025 and that I will receive a payment link provided in my award notification. The offer of rights to vend will be revoked if payment is not received within five (5) calendar days of the date of award notification.


I further understand that paying my vendor fee is only the first step in the process of being confirmed as a 2025 vendor and that if I am not confirmed as a vendor by providing all of the necessary and required documentation by the specified deadline, my vendor fee will NOT be refunded.


Finally, I understand that no other forms of payment for booth spaces will be accepted this year other than through the payment link provided in my award notification. Checks, Venmo, CashApp or any other form of payment will NOT be accepted.

GENERAL ACKNOWLEDGEMENT & AGREEMENT*

I acknowledge that I have read all the terms, conditions and information within this Application and that I am making this Application "eyes wide open" and fully informed.


Further, I agree to abide by all policies, procedures, terms and conditions set forth herein the entirety of this Application, including the "Other Terms & Conditions".


Finally, I agree and acknowledge that by making this Application, I am knowingly entering into a contract with Midland County Fair should I be awarded vendor rights and that the language herein this Application shall suffice to warrant and uphold an enforceable contract.

Please include any additional information or comments you would like us to consider or know about your business:

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