Prater’s Mill Foundation, Inc. (hereinafter referred to as “Prater’s Mill”), and related entities do hereby enter into this agreement with the undersigned Exhibitor (hereinafter referred to as “Exhibitor”) as follows
For groups, organizations, companies, or other entities acting as artists/vendors, Exhibitor does hereby represent that he/she is authorized to act on behalf of same and bind such artist/vendor to the terms, conditions, release, and consent contained herein
The Exhibitor agrees to present an exhibit of a quality consistent with the qualifications and standards of this event and to obey all regulations and laws of the state of Georgia, the County of Whitfield and the City of Dalton. This contract cannot be assigned, shared, or sublet without the prior written consent of Prater’s Mill.
Furthermore, Exhibitor hereby certifies that all work is handcrafted out of natural materials and created by the Exhibitor. Prater’s Mill reserves the right to demand removal by Exhibitor of any items which may not be in keeping with the show’s image, qualifications, or regulations.
Prater’s Mill reserves the right to make the rules and regulations it deems proper and necessary. The Exhibitor agrees to accept such rules and regulations and any interpretation as is set forth by Prater’s Mill. Prater’s Mill reserves the right to disqualify any exhibitor for failure to comply with rules, regulations, or procedures and shall not be required to return any portion of Exhibitor’s entry fee, costs of exhibition, or projected loss of revenue caused by such removal.
Exhibitor acknowledges receipt of all rules, regulations, and procedures documents–including but not limited to EAEQ◊, Health & Safety Compliance, Placement Policy & Procedures, Coke® Products & Procedures–and agrees to be accountable to the entire content as applicable. Distribution of these documents to all booth participants is the sole responsibility of the Exhibitor.
Set-up of booths must be complete 30 minutes before show opening and must remain set up and open for business until show closing each day. Vehicles are not permitted in the exhibit area 30 minutes prior to through 30 minutes after show hours. Booths and aisles must be kept clear for safe access throughout show hours.
All municipal, state, and federal requirements in the collection and reporting of sales tax are the sole responsibility of Exhibitor; and any assistance offered by Prater’s Mill shall not create any obligation or liability regarding Exhibitor’s compliance with same. GA Dept. of Revenue requires distribution of FORM FS-32 Miscellaneous Sales Event and report of each Exhibitor’s participation.
The use of transportation or porters, if available, to aid in set-up, unloading and loading, and/ or other assistance is at Exhibitor’s own risk. Prater’s Mill shall not be liable for any resulting damage or claim. Prater’s Mill, its agents, officers, or employees shall not be liable for property damage or personal injury to Exhibitor, its agents, or employees which may occur on or about any part of the subject premises, regardless of how such an injury or damage may have occurred.
Exhibitor waives any claim against Prater’s Mill and assumes all liability for loss or damage to Exhibitor’s property entrusted to the premises. Exhibitors shall hold Prater’s Mill harmless and shall indemnify Prater’s Mill against all liability or expenses arising out of any claim of injury or damage to any person or property, together with all cost in connection with the defense thereto.
Exhibitor will adequately secure Exhibitor tent, merchandise, and display. Exhibitor also assumes responsibility for any damage or personal injury caused by Exhibitor negligence. Exhibitor does hereby acknowledge that he/she is responsible for any damage or injury caused by display equipment, tents, cookers, generators, or other such equipment that is utilized in or around the vendor/artist space. Resolution of damages caused between Exhibitors shall be the sole responsibility of the parties, and Prater’s Mill shall not be liable for mediation of such disputes or the collection of any claimed losses.
Prater’s Mill has the Exhibitor’s permission to reproduce Exhibitor work through slides/photos that have been submitted for the purpose of advertising and marketing the festival. Prater’s Mill also has Exhibitor’s permission to publish photographs or videos taken of Exhibitor, Exhibitor’s booth, and Exhibitor’s artwork/merchandise during the festival for purposes related to the promotion of the festival–past or future.
Exhibitor does RSVP to the Invitation for exhibition space at Prater’s Mill Country Fair, encloses full payment (or agrees to payment plan) herein, and agrees to pay booth rent, utility, late and penalty fees in full prior to show date. This contract is not binding until Prater’s Mill has issued written confirmation verifying that Exhibitor’s registration has been processed. All contracts are subject to cancellation by Prater’s Mill up to 48 hours before the event date due to unforeseen circumstances or necessary business accommodations. In the event of any such cancellation, Exhibitor’s sole remedy shall be the refund of registration and entry fees.
†LIABILITY INSURANCE REQUIRED: Prater’s Mill must be provided with proof of liability insurance certificate reflecting coverage in an amount of no less than $1,000,000.00 naming “Prater’s Mill Foundation, Inc.” as additional insured no later than August 25. The main categories are: food for human consumption, interaction with water, animals or equipment, any direct contact with attendee. These include, but are not limited to, food cooked or otherwise prepared on site (for sale or sample), all ‘rides,’ boating, petting zoo, tractors, cars, plows, wagons, face-painting – any contact with the human body, inside or out. These booths that come into contact with the public shall provide hand-sanitizing facilities.
There is a $35 fee for all returned checks, cancellations, and foreign funds.
EXHIBITOR CANCELLATION POLICY: Completed Cancellation Form Required: LINK TO: Cancellation Form. $35 Fee after January 25 • No refund after September 25. Cancellation Form and Phone Call Required after September 25. Call the Office Voicemail (706-694-6455) and/or call/text the Fair Director to communicate the cancellation. Emails alone are not accepted as adequate notification.
Except in case of emergency,‡ exhibitors failing to notify Prater’s Mill and/or Fair Director in advance of any cancellation, absence, late arrival, or early departure will be considered a No Show and not invited back. Refunds are paid within 45 days. Penalty and application charges are not refundable. Any payment processing fees incurred when providing a refund will be deducted from the amount returned.
◊EAEQ: Every Answer to Every Question Ever Asked
‡ In case of emergency, notify Mikey Sims, Fair Director (404-451-3549), as soon as you can; & leave message on office # after hours.
Every Answer To Every Question Asked
When Do I Need to Be There?
- Held rain or shine – No refunds due to rain
- Attendance with booths open & manned required all day both days
⚬ 9:00 a.m. – 6:00 p.m. Saturday
⚬ 9:00 a.m. – 5:00 p.m. Sunday
- Failure to notify if tardy, absence or early departure is considered no-show
- No-shows and blacklisted will not return
- Complete set-up 30 minutes before show opening and remain until closing
- No Vehicles 30 minutes prior until 30 minutes after show hours
What about Refunds & Cancellation?
- Cancellation Form Required: $35 Fee after January 25
- Form on pratersmill.org
- No refund after September 25. Cancellation Form and Phone Call Required – Full details in Exhibitor Agreement
What Can I Bring?
- Crafts must be handmade out of natural materials by exhibitor
- Food fits Southern Appalachian Country Fair theme – prefer from scratch
⚬ Details: pratersmill.org – ‘NEW EXHIBITORS APPLY’ under ‘FAIR’ menu
- Only approved items described on your placement letter are allowed
- Submit new items by July 25. – Use Add Item Form on pratersmill.org
- NO FAIR TRADE
- NO PLASTIC – only plastic in packaging is allowed
- Demonstrations encouraged
What’s Provided? – Any Booth Limitations?
- 15’ x 15’ reasonably flat outside area
- Some have trees near corner
- No tents, tables, chairs or other items furnished outside
- Exhibitor responsibility to provide ground cover inside space
⚬ PM will provide hay &/or shavings in muddy aisle – After 8:30 am1
- Tent Size Limit:
⚬ 15’x15’ secured inside
⚬ 12’x12’ secured outside
- Extra fee for oversized tents [$75 for extra 5 foot – if available]
- No restrictions on size or color
- Funeral tents strictly prohibited
- Secure tents against mother nature. Recommend weights over tie downs
- Hard, gravel-filled ground defeats plastic stakes
- Extra long metal stakes & heavy hammer needed to tie down tents
- Buried electrical lines – take care driving stakes
- Interior/covered spaces: size & amenities vary by location (if available)
When & Where Can I Check-In?
- Check-in BEFORE setting up booth (call ahead for late arrival)
- Use contact’s last name [or booth#] to check-in – no paperwork required
- Pick-up exhibitor packet prior to show
⚬ Friday 9:00 a.m. – 7:00 p.m. (Mill Porch)
⚬ Saturday 6:30 – 8:30 a.m. (Main Entrance Drive)
⚬ Saturday after 9:00 a.m. (Information Booth #025)
What is in my Exhibitor Packet?
- Booth sign
- Sunday Breakdown and Booth Access
- Art Fair Source Book survey/feedback card
- Name badges
- GA Sales Tax Collection Form FS-32
- Name badge holders
- Exhibit Map – exhibitor version
- Parking passes
- Every Answer to Every Question Ever Asked (EAEQ)
Do I Need a Fire Extinguisher?
- Fire Marshal requires minimum one fully-charged, working fire extinguisher in each booth using open flame of any kind
How Do I Find My Booth?
- Booth number highlighted on map on placement letter
- Booth corners & numbers marked on ground in orange paint
- Guidance to booth location available during Friday check-in hours
When can I Set-Up?
- Tuesday – Friday set-up is allowed – no security provided until Friday
- Set up officially begins Friday 9:00 a.m. with check-in
- After 7:00 p.m. Friday, gain access to exhibit area via security
- Call before 7:00 p.m. Friday for booth set-up information or questions
- Limit set-up to booth boundaries
- Encroachment violations noted – warnings will be issued and recorded
- Space use violations may yield immediate expulsion without refund
- Exhibit area gates close 8:30 a.m. – no access – NO EXCEPTIONS
- All vehicles removed from exhibit areas by 8:30 a.m. – NO EXCEPTIONS
What is Acceptable Conduct & Demeanor?
- Discounted signage strictly prohibited – such as “50% off” or “2 for 1”
- Overt solicitation & selling outside your area strictly prohibited
- Subletting or apportioned space to others strictly prohibited
- EAEQ violation is adequate grounds for prompt expulsion
- Exhibitor’s attire & behavior must reflect overall family-oriented theme
- Conduct of harassing nature towards mill staff or volunteers is not tolerated
- See ‘Important Information’ in red on page 2, bottom of first column
- Fair Committee determines proper attire and behavior
- PMCF sole decision of acceptability & may remove booth, items or signs
What Amenities are Available to Exhibitors?
- Security Fri.-Sun. – not responsible for lost, stolen or damaged items
⚬ Gates locked & guarded 7:00 p.m. – 7:00 a.m. Friday – Sunday nights
- Exhibitor Parking Lot across street – PARKING PASS REQUIRED
⚬ Flat walkway under bridge for easy access or use ramped crosswalk
- Exhibitor only port-o-lets inside fence behind food shed & behind Store, plus one with the main public group near Gin and one on the Store Side
- Booth Sitters will visit to check on your needs. Plus Assistance as needed.
⚬ email@example.com to arrange advance help
- Prater’s Mill Information Booth (#025) for help or call 706.694.MILL
- Exhibitor Revitalization Room – soda, water, coffee, tea, table & microwave
⚬ First room, right side-entrance, upstairs granary
- Loading Zone Across GA2 by the Exit Ramp for Customer Pick Up
- Bagged Ice for sale On the Grounds (#133)
- Conveniently Located Walk-In Dumpsters
- On Site Coke® Warehouse&
Can I Camp On-Site for Free?
- Yes. In exhibitor parking lot ONLY – creek side preferred – first-come basis
- No hookups – fresh water available at red pump house by store
- Temporary, after-hours power may be arranged with Fair Director – your
cord must reach Prater’s Store Exterior
Can I Get Electricity?
- Limited booth locations have electricity – advance request on registration
- Crafter access +$10 – Food access +$25
- Amperages limited & not guaranteed. Max < 20 amps per booth most share 20 amps – food shed area has significantly lower amps & high use
- Extension cords MUST be Medium to Heavy-Duty (12 or 14 gauge wire)
- Coordinate usage with neighbors
- Quiet generators allowed
Is There Access to Water?
- Booths with plumbed water +$25
- City water available – but only two access points, one each side
- Store side at Red Well House by Store
- Mill side at hand-washing station by port-o-lets near Cotton Gin
Where Do I Put Trash?
- Small items – use local trash cans with liner
- Larger items – boxes etc. – use dumpsters and break down any boxes
- Plastic bottles & cans – use wire baskets or marked recycle bins w/ liners
- Minimum $50 charge to clean booth [trash, coke crates &/or coolers]
Event Sales Tax Collection:
- Exhibitor responsible for Sales Tax Collection and Reporting
- GA DOR requires us to report your participation and contact details
- Miscellaneous Sales Event FORM FS-32 distributed in Exhibitor Packet
- What you do after that is your business — not ours!
Do I Get Name Badges, Holders & Parking Passes
- Preprinted with names & details provided before August 1
- Distribute name badges (NB) & parking passes (PP) before fair hours
- Name Badge, Holders & Parking Passes in exhibitor packet at check-in
- Request pick-up or mailing of badges & passes before September 25
⚬ Holders cannot be mailed – pick-up in packet or PM Info booth (#025)
More on Exhibitor Name Badges:
- Valid badge requires booth # & individual’s name (written or printed)
- Required to be worn at all times for access, recognition and free entry
More on Parking Passes:
- Valid pass requires booth #, name & owner’s name (written or printed)
- Required for access to exhibitor parking lot, Saturday & Sunday
- Display on the driver’s side dash with all contact information visible
- Dropped trailers also require pass attached – zip ties available at check-in
- Vehicles without parking pass, removed at owner’s expense
What Do I Do on Friday & Saturday Nights?
- Required to secure items, tents & displays against mother nature
- Pack up everything or leave all or part in place – your choice
- On site security provided 7:00 p.m. – 7:00 a.m. Friday – Sunday nights
Can I RSVP in Advance for Next Year? – Yes
- LOCATION: Prater’s Mill Information Booth (#025) next to main gate
- DAY/TIME: Sunday of the Fair between 8:00 – 11:00 a.m.
⚬ SUNDAY MORNING ONLY – for on-site preregistration
- Mark form for booth visit to advance RSVP
How May I Submit My Point of View?
- Art Fair Source Book: mail postcard in exhibitor packet or use link thereon
- Prater’s Mill: online only at pratersmill.org
- Select ‘REPORT CARD’ from ‘INVITED EXHIBITORS’ under ‘FAIR’ menu
- Links to both AFSB & PMCF surveys emailed to you after fair
CLOSING ACCESS PROCEDURES
- Visitors must be clear before we begin. Plan on 5:30 start time Sunday.
- Access Mill Side from Exhibitor Parking Lot only — No Access from GA2
- Follow directions of traffic control volunteers
- KEEP one lane CLEAR around perimeter of Center Exhibit Area
- USE YOUR BLINKER to indicate turn direction
- Dive over after the visitors have left (about 6:20 p.m.)
- No Line Pass required
- Stress Free Suggestion: Have dinner at several close restaurants. It will all be
over by the time you get back.
- STEP 1: After 5:00 p.m. -Break Down Booth and Pack It Up.
- STEP 2: With Step 1 complete and visitors clear,
- Request a Line Pass from Volunteers in main drives.
- STEP 3: With pass, get vehicle(s) – wave pass at Boy Scouts
- STEP 4: ONE-WAY traffic: Follow Arrows on map to booth & exit
- If you need to make 2 trips or exceptions – give notice by 9/25
- Passes distributed in this order:
- Group A: anything smaller than (<) a Suburban
- Group B: Suburban size or larger (≥), yet smaller than (<) a Truck
- Group C: Group A or B pulling a (+) trailer
- Group D: (=) Box Truck or Mini Bus
- Group E: (=) RV or Motor Home (use it to hang out while you wait)
- WHY: Space and Maneuverability. Larger vehicles need more space.
- DO NOT GET IN LINE
- Tell Boy Scouts your are going home.
- USE YOUR BLINKER to indicate turns
- No Line Pass needed
- Tell Boy Scouts your Booth is in Store Side exhibit area
- Notify everyone with your booth of all information contained herein
- Professional behavior is expected
- Failure of exhibitor or associate to comply regarding use of space may result in immediate expulsion without refund & will jeopardize your exhibitor status
- Closed or abandoned booths are in violation of exhibitor agreement
- Conduct of a harassing nature towards Mill staff or volunteers is not tolerated
⚬ MAY RESULT IN:
→ Immediate expulsion without refund
→ Listed on shared blacklist
→ Will jeopardize your exhibitor status
The primary purposes of the Prater’s Mill Country Fair are to educate the public regarding the property’s historical background & to raise money to preserve & maintain the site. Proceeds from the Fair fund the Foundation’s mission “to protect, preserve, & present the heritage of the Prater’s Mill Historic Site for future generations.”
Locations are designated as “Mill Side”–the north side of Highway 2–& the “Store Side”—the south of the road. In keeping with the Fair’s purpose, vendors are selected & assigned locations on the following basis:
- Vendors selling items in keeping with the Fair’s focus on artists, craftsmen, music, & food which adhere to the guidelines contained in the application information shall be located on the Mill Side of the property. Items for sale must be hand-made out of natural materials by the vendor (or family) & not assembled from kits or utilize plastic parts.
- Vendors selling food will be located on both sides of the property. Placement will be determined by the Fair Director to accommodate electrical & water needs & to provide diversity of food selections. Food items will be in keeping with the Appalachian Country Fair theme & may require insurance.†
- Groups & organizations who wish to provide information to the general public shall be located on the Store Side of the property. Such service shall be confined to those rendered in the public interest & shall not include information related to political parties, candidates, solicitation of or support for laws or legislation, petitions, or the distribution of materials or promotion of a religious organization.
- Amusements provided by groups, companies, or individuals shall be placed on the Store Side. Amusements shall be those in keeping with an agricultural setting with maintaining public safety of primary importance. All amusements utilizing livestock that comes into contact with the public shall provide hand-sanitizing facilities. Requires Insurance.†
- Fair sponsors are those businesses, individuals, or organizations which provide money, services, or supplies to support the promotion or operation of the fair. The Fair Director shall be authorized to provide such space or acknowledgment in such location as may be required in exchange for the Sponsor’s support.
- Approved groups shall be permitted to display information, literature, promotional items, or signs at their booth or table. In accordance with our handout policy, handing out any material–unless requested by visitors–is strictly prohibited & will result in the organization being required to immediately vacate the premises without refund or consideration of fees paid.
- All vendors shall be required to abide by the policies & rules set by the Fair Director, Fair Committee, or Foundation Board. Policies & rules will be published online & provided to vendors in the Guidelines & Information / Rules & Regulations (G&I/R&R) sheet. Exhibitor spaces are clearly marked by staff prior to arrival. Exhibitors may be warned of encroachment violations. Failure to comply with directions regarding use of space or conduct of a harassing nature toward staff or Mill volunteers may result in immediate expulsion without refund or consideration.
†LIABILITY INSURANCE REQUIRED: Prater’s Mill must be provided with proof of liability insurance certificate reflecting coverage in an amount of no less than $1,000,000.00 naming “Prater’s Mill Foundation, Inc.” as additional insured no later than August 25. The main categories are: food for human consumption (Food Menu); interaction with water, animals or equipment; & any direct contact with attendees. These include–but are not limited to–food cooked or otherwise prepared on site (for sale or sample), all “rides,” boating, petting zoo, tractors, cars, plows, wagons, face-painting – any contact with the human body, inside or out. These booths that come in to contact with the public shall provide hand- sanitizing facilities
Health & Safety Compliance
- All foods, including ice, shall be in sound condition, free from spoilage, filth, or other contamination, & shall be safe for human consumption.
- Refrigerated food must be maintained at 45° F or below. Hot foods must maintain a temperature of 140° or above. All booths serving meat products must have MEAT THERMOMETERS.
- Food will be protected from contamination, including dust, insects, rodents, unclean equipment & utensils, unnecessary handling, drainage, & overhead leakage during transportation, preparation & serving.
- Tobacco use is not allowed within food preparation & service areas.
- Hand-washing facility must be provided for workers. Compliance is easily achieved by providing a 5-gallon Igloo-type container filled with warm water, draining into a large trash can, & liquid antibacterial soap for cleaning. Paper towels are satisfactory for hand drying. Water dispensers shall have a spigot that can be turned on & off, not a push-button type held with one hand.
- NEW: Two additional portable restrooms marked ‘EXHIBITOR ONLY’ by public units; designated baby changing station; hand sanitizer at gates & other locations. See Exhibitor Map for complete list of exhibitor amenities & locations.
- Easily cleanable, nonabrasive countertops (no bare wood) must be used to prepare food on site. This can be as simple as oil cloth or vinyl, or as elaborate as stainless steel.
- Wiping cloths shall be kept in a container of sanitizing solution, consisting of 2 teaspoons of household bleach per gallon of water. This solution shall be changed as often as necessary.
- All cleaning supplies shall be kept separate from foods & food preparation areas.
- Equipment must be cleaned & sanitized daily (at a minimum).
- Dirt floors must be covered with tar paper where food prep occurs.
- Pump-style hand sanitizer (provided by the exhibitor) is to be available, placed where visible, & marked to indicate public use. NOTE: Public hand-washing stations with ‘city’ water are located at the port-o-lets near the cotton gin & planned for the side room of the store.
- Food booths & those with open flame are required to have at least one (1) charged & working Fire Extinguisher rated to potential fire hazards. The Fire Department will be checking that each booth complies.
- All extension cords must be of outdoor quality, 25 feet or less in length, & of medium, heavy, or extra heavy duty. The Fire Department will be checking that exhibitors comply to these requirements. See chart below.
Details of Selling Coke® Products & Procedures
Prater’s Mill Acts as creditor and distributor, representing all exhibitors together allowing us to receive discounted fundraiser rate on 20 oz bottled beverages. Coke® Products MUST be purchased through Prater’s Mill.
Exhibitor may NOT SELL any drinks purchased from outside vendors.
Booths can offer regular coffee, brewed tea (hot, cold, sweet, un-), lemonade, limeade, Coke® products and drinks as approved by the Fair Committee.
All Coke Products sell for $2/bottle which returns about 46% profit (based on 2021 prices).
➤ Prater’s Mill is Not Tax Exempt. The required Sales Tax is included in the case price provided.
Exact prices and percentages for each show will be provided with order form.
PRODUCTS AVAILABLE: Coke, Diet Coke, Sprite, Dr. Pepper, Dasani Water, and 4 flavors of Powerade: Lemon-Lime, Mountain Berry Blast, Fruit Punch and Grape.
EXHIBITOR IS SOLELY RESPONSIBLE FOR TRANSPORTING DRINK CASES FROM THE COKE TRAILER TO THEIR BOOTH & BACK (if needed).
Place drink order with us prior to the show on credit. Order more to have more available if needed.
FRIDAY pick up initial drink cases to sell Saturday. [it is not required to pick up every case ordered].
There are a variety of top access coolers you may on a first come basis use located back stage.
Exhibitor is responsible for cleaning coolers before and after use and must return them back stage at shows end.
There is a minimum $50 booth clean up fee if trash, crates and/or coolers are left in your booth.
SATURDAY evening, the trailer will be manned to pickup more and/or swap/return full matched cases.
SUNDAY evening, you may return any full matched case for credit.
Full payment (cash or check) for products sold is due no later than 6 pm Sunday.
Checks: PAY TO THE ORDER OF: Prater’s Mill Foundation, Inc.
️ YOU MAY NOT BRING VEHICLES INTO THE EXHIBIT AREA TO MOVE BEVERAGES PRIOR TO SHOW CLOSE.
If you need a vehicle to transport Coke returns before 6 pm Sunday, contact Mikey Sims PRIOR TO Sunday.
Coke Trailer is ONLY manned at these times: FRIDAY 9-11am & 4-7pm • SATURDAY 5-7pm • SUNDAY 4-6pm
This is the two-page Exhibitor version and includes amenities and Sunday Exit Directions.