Exhibitor Information

Prater’s Mill Country Fair is an invitation-only festival, all crafts must be hand-made out of only natural materials by the exhibitor.  We boast the best Southern food this side of Heaven.  Food items need to fit under the Southern Appalachian Country Fair umbrella.

We do not duplicate food items (breakfast & some beverages exempt

To petition the committee for invitation: complete the appropriate application form (Craft, Food or Author). Include a minimum of three [3] photos of your work (include each type of item to be reviewed – no collages), minimum two [2] photos of you creating your work (with full face or profile) plus a minimum of one [1] photo of your booth or display – if no picture of booth.  The petition form can collect up to 11 photos. Additional photos may be emailed to the fair address. You may also include information on your work, newspaper articles, etc. Include a description of each photo and a $40 one-time, non- refundable,  application fee with your submission.  The Fair Committee will review your submission based only on the photos and information included with your application. We do limit the number of booths in each category as well as craftsmen who create same or similar items. Food items are not duplicated.

The $40 application fee only applies to your first submission, it will not be charged again to returning exhibitors or to add additional items at any time. The online forms will collect $40 from your credit card or PayPal account at the end of the form. We will not be notified of unpaid or incomplete submissions. 
 
Please be very specific describing your craft on the application. For example, “woodcraft” or “barbecue” does not give us enough information. 
 
Online and postal application links are at the bottom of the Craft and Food Exhibitor specific information pages. Choose either Craft, author or Food at the bottom once you’ve reviewed all the information on this page to proceed. 
 
The deadline to apply for the October show is June 25. Once accepted, the deadline to RSVP and pay your booth fee is August 25. A $35 late fee will be charged after August 25 if you were accepted. Late fees are not charged when application ares submitted after August 25. If you miss the June 25 deadline you may apply for the ‘Wait List’ for cancellations.
 
If you mail your application, put your name, address and telephone number with the photo description on the back of [or attach paper to] each photo.  To have your photos returned, enclose a self-addressed, stamped envelope with sufficient postage. Photos will not be returned otherwise. It will take time to scan photos, please be patient.  Include a $40 check or money order payable to Prater’s Mill Foundation.  You may also include information on your work, newspaper articles, etc. with your application for consideration.  Mail to: Prater’s Mill Country Fair, PO Drawer H, Varnell, GA 30756.
 
Submitting online will expedite application review.  Mailing forms may result in missing available spaces.  If you have not received communication after a few weeks please contact as we may not received you submission 

 

 

  • Application Fee is non-refundable, and does not apply towards booth fee.
  • Applications and application fees are a one-time-only requirement 
  • No commission or jury fees. 
  • DO NOT send booth fee with application.

 

First,  all exhibitors in good standing who attended the most recent show, are sent invitations to the next show. After the March 25 deadline passes, then new exhibitors are invited to flesh out the show as needed. For instance if we have 10 returning jewelers we will likely not be accepting more jewelers.
 
We limit the number of exhibitors in each craft. We do not duplicate food items. This strategy helps sales and makes a more interesting show. We try to let new applicants know as soon as possible if we have space for them. However, for some early applicant we won’t know until the meeting after June 25 deadline.
TIME LINE

On the 25 day of:

October: Begin accepting of next years invitation petitions 

November: Invited Exhibitors in good standing are asked to return. 

January:    Ends Full Refund Cancellation

March:       Deadline for returning exhibitors to respond.
                      Late fee applies to returning exhibitors.
                      Existing exhibitors are placed.
                      Begin reviewing applications on hand

June:           NEW Exhibitor Deadline to submit application‡

July:            Invited Exhibitors’ Deadline to add new items 
                       Received applications are reviewed and chosen
                       Remaining and accepted exhibitors are placed

August:      Accepted exhibitor RSVP & Payment Deadline late fees apply
                      End Shared Author Price
                      Wait list started for cancelations

September: Ends Partial Cancellation
 
It’s been over 30 years since Prater’s Mill Country Fair increased Standard Booth Fees. Starting for the 2020 show, the new structure will be as follows:
 
BOOTH FEES:
Gratis :|:  Demonstrations or Display only (no/minimal sales)
 $35*  :|:  Shared Author Booth
 $35    :|:  Single Non-profit Booth  
 $70    :|:  Double Non-profit Booth  
$150   :|: Single Craft Booth (each). 
$300   :|:  Double Craft Booth
$450   :|:  Triple Craft Booth
$200   :|:  Single Food Booth
$400   :|:  Double Craft Booth
$600   :|:  Triple Craft Booth
$250   :|:   Store Placement   (+$25 Power & +$25 Plumbed Water)
 
OPTIONS FEES:
+$10   :|:  Regular Power
+$25   :|:   Food Power
+$25   :|:   Food Water (plumbed)
+$75   :|:   Extra 5 Foot (over sized 20′ tent) 
+$35   :|:   Late Registration 
  $35   :|:   Cancelation Fee †
$35%  :|:   Returned Check Fee (greater of $35 or 35%) 
  $40   :|:   Application Fee§ (NonRefundable, Not applied to booth or other fees)
  $10   :|:   Author Application Fee §
 $50+  :|:  Booth Cleaning Fees ∞
 
Footnotes:
  • † See Cancellation Policy
  • § Application fees required for first time applicants & previously attended who have missed three [3] consecutive shows.
  • * Shared Author Price expires August 25 – unless a shared spot is open, regular booth fee & placement will apply
  • ∞ Monday morning after the fair any booth found with anything left behind without permission or agreement will be charged a minimum of $50 such as:
    • –Appliance left (with our permission) without proper child proofing
    • –Other potential hazard requiring attention.  
    • –Empty Coke® crates &/or coolers not returned to the proper location.
    • –Boxes/Trash, tar paper or any refuse
    • –Damage to the structure or infrastructure including staples   
January 25      -||-   END Full Refund  (less electronic processing fees)
March 25         -||-   INVITED Exhibitors’  RSVP & Payment†*
June 25            -||-   NEW Exhibitors’ APPLICATION & Payment† 
July 25             -||-   INVITED Exhibitors’ ADD Item Submission
August 25        -||-   ACCEPTED Exhibitors’ RSVP & Payment (notified prior to 8/15)
August 25        -||-   END Shared Author price ends unless spot available
September 25  -||-   END Partial Refunds (less $35 cancellation fee)
 
 
†Incomplete paper submissions will be returned. 
* If you are under hardship – contact the Fair Director and we will work something out.
 
     The primary purpose of the Prater’s Mill Country Fair is to educate the public regarding the property’s historical background and to raise money to preserve and maintain the site.  Locations are designated as “Mill Side” which is on the north side of Highway 2 and the “Store Side” which is south of the road.  In keeping with the Fair’s purpose, vendors are selected and assigned locations on the following basis:
  1. Exhibitors selling items in keeping with the Fair’s focus on artists, craftsmen, music and 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) and not assembled from kits or utilize plastic parts.
  2. Exhibitors selling food will be located on both sides of the property and placement shall be determined by the Fair Director to accommodate electrical and water needs and to provide diversity of food selections.  Food items will be in keeping with the Appalachian Country Fair theme.
  3. Groups and 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 and shall not include information related to political parties, candidates, solicitation of or support for laws or legislation, petitions or the distribution or promotion of a religious organization or materials. 
  4. 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.  Such groups or individuals must provide Prater’s Mill 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 at least 30 days prior to the event.  All amusements utilizing livestock that comes into contact with the public shall provide hand sanitizing facilities.
  5. 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.
  6. 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 the visitors, is strictly prohibited and will result in the organization being required to immediately vacate the premises without refund or consideration of fees paid.
  7. All Exhibitors shall be required to abide by the policies and rules set by the Fair Director, Fair Committee or Foundation Board.  Policies and rules will be published online and provided to the 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 of fees paid.

Updated 1/1/2019 for 2019

When Do I Need to Be There?
  • Held rain or shine – No refunds due to rain
  • Booths open & manned during show hours 
    • 9:00 a.m. – 6:00 p.m. Saturday 
    • 9:00 a.m. – 5:00 p.m. Sunday
  • Attendance required all day both days
  • Failure to notify of tardiness, absence or early departure considered “No Show”
  • “No Shows” and those “Blacklisted” will not be invited back
How do I Cancel? - requires completion of online form
  • Before January 25 – full refund (less processing fees – if apply) 
  • Before September 25 – refund booth fees less $35 fee 
  • After September 25 – no refund –  + call 706-694-6455
  • FORM Location: select ‘cancellation’ from ‘INVITED EXHIBITORS’ under ‘FAIR’ menu
What Can I Bring?
  • Crafts must be handmade out of natural materials by exhibitor
  • Food fits Southern Appalachian Country Fair theme – prefer from scratch
    • Food details: pratersmill.org – ‘NEW EXHIBITORS APPLY ’ in FAIR menu  
  • Only items as described on your placement letter and herein are allowed   
  • Add item by July 25 – description & photo to fair@pratersmill.org 
  • NO FAIR TRADE • NO PLASTIC – allowed only as plastic packaging 
  • Demonstrations encouraged
What’s Provided? - Any Booth Restrictions?
  • 15’ x 15’ reasonably flat outside area
  • No tents, tables or other items furnished outside
  • Tents not to exceed 12’x12’ – no other restrictions on size or color
    • Extra fee for oversized tents [+5 foot]
    • Funeral tents strictly prohibited
  • Secure tents against mother nature. Recommend weights for 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 & disperse badge/passes 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 Exit process [SEP] & amenities quick-view
  • Program                    • 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)
How Do I Find My Booth?
  • Booth number highlighted on map
  • 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 – Thursday set-up allowed – no security provided until Friday
  • Officially begins Friday 9:00 a.m. with check-in
  • Gain exhibit area access Friday night via security
  • Call before 7:00 p.m. Friday for booth set-up information or questions
  • Complete set-up by 8:30 a.m. each morning
  • 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 – 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 in next column
    • Fair Committee determines proper attire and behavior
    • PMCF sole decision of acceptability – may remove booth, items or signs
May I Hand Out Flyers etc.?
  • NO: Strictly prohibited – Persons caught distributing will be removed
  • Literature, pamphlet, promo etc. may be displayed
    • Must be picked up or requested by visitor 
What Amenities are Available to Exhibitors?
  • Security provided – 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 before entry 
    • Flat walkway under bridge for easy access or use ramped crosswalk
  • Exhibitor only port-o-lets inside fence behind food shed & behind Store
  • Booth sitters will visit booths to check on you
  • volunteers@pratersmill.org to arrange advance help
  • Prater’s Mill Information Booth (#025) 
  • Exhibitor Revitalization Room – soda, water, coffee, tea, table & microwave
    • First room, right side-entrance, upstairs granary
Can I Camp Onsite for Free?
  • 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 RSVP & payment
  • Crafter access +$10 – Food access +$25
  • Amperages limited & not guaranteed. < 20 amps per booth – many booths 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
Do I Need a Fire Extinguisher?
  • Fire Marshal requires minimum one fully-charged, working fire extinguisher in each booth using open flame
  • WCFD will verify adherence to this and extension cord requirements 
Is There Access to Water?
  • Booths with plumbed water +$25
  • City water but only two access points 
    • 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 my Trash?
  • Small items – use trash cans with liner
  • Larger items – boxes etc. – use dumpsters – break-down all boxes
  • Plastic bottles & cans – use wire baskets or blue bins with liners
  • Minimum $50 charge to clean booth [trash, coke crates &/or coolers]
What is the Local Sales Tax Rate?
  • It is your business so you decide when to collect
  • Use FS-32 form in exhibitor packet to remit collected 6% sales tax
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 20
    • 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 recognition and free entry
More on Exhibitor 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 information visible
  • Dropped trailers also require pass attached
    • Zip ties available at check-in to attach to tongue
  • Vehicles without parking pass, removed at owner’s expense
Do I Pack Up on Friday & Saturday Nights?
  • Secure items, tents & displays against mother nature – required
  • 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?
  • 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
  • Give Fair Director advance notice to visit your booth to 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
Important Notice
  • 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
  • Conduct of a harassing nature towards Mill staff or volunteers is not tolerated
    • Videoed/photographed
    • Listed on shared blacklist
    • May result in immediate expulsion without refund
    • Will jeopardize your exhibitor status
EXHIBIT AREA ACCESS PROCEDURES After Closing
Can I Drive in SATURDAY NIGHT?
  • No vehicles in exhibit areas while visitors are present 
  • Breaking down allowed after 6:00 p.m.  
  • Closed or abandoned booths are in violation of exhibitor agreement
  • No Exit Pass needed for Saturday access
  • Required line-up in exhibitor parking lot after 6:15 p.m. for Mill side access
  • At streets USE YOUR blinker to indicate turn direction non to cross
  • Do not block any main driveways 
  • MILL SIDE: 
    • ONE-WAY TRAFFIC : enter stage side drive, exit outside drives 
    • One clear lane required around perimeter
SUNDAY EXIT PROCEDURE [SEP] - All Locations
  • No vehicles in exhibit areas while visitors are present 
  • Breaking down allowed after 5:00 p.m.  
  • Closed or abandoned booths are in violation of exhibitor agreement
  • Attendants will help direct you in exhibit area & parking lot
  • Park/drive to side, leave plenty of room for other vehicles 
    • Move over, it’s further than you think 
SUNDAY EXIT PROCEDURE [SEP] - Just Going Home
  • No Sunday Exit Pass needed 
  • DO NOT GET IN LINE FOR MILL SIDE ACCESS
  • Boy Scouts will direct you to either EXIT ONLY line
  • LEFT TURN EXIT ONLY using cross walk driveway
  • USE YOUR BLINKER to indicate turn direction
SUNDAY EXIT PROCEDURE [SEP] - Store Side
  • No Sunday Exit Pass needed
  • Antique cars & tractors notified by Jeff Gowan when to load & leave
  • Line up at back-gate to access exhibit area at 5:15 p.m.
  • Tell Boy Scouts you are going to store side exhibit area
SUNDAY EXIT PROCEDURE [SEP] - Mill Side
  • Break down/pack up at 5:00 p.m.
  • Both Sunday Exit Pass & Exhibitor Parking Pass required to:
    • Get in the line to access mill side exhibit area
    • Be visibly displayed in driver side window
  • Get Sunday Exit Pass from volunteer in your row after 5:15 p.m.
    • Each driver must get a Sunday Exit Pass
  • Booth broken down & load ready required for pass – Exceptions see Mikey
  • Assigned group/vehicle type verified multiple times prior to line access
  • Sunday Exit Procedurevehicle access sequence
    1. Group A (Pickup/Car) is anything smaller than a Suburban
    2. Group B (CargoVan) Suburban to Box Truck/RV-MH
    3. Group D (Bus/BoxTruck/RV/MH) held until last – requires more room
    4. Group CA (+Trailer) group A w/ trailer, check both
    5. Group CB (+Trailer) group B w/ trailer, check both
    6. Group CD (+Trailer) group D w/ trailer, check both
  • Each group above must be across before we provide next group passes
  • All must line-up in exhibitor parking lot to access Mill side exhibit area
    • Including vehicles parked elsewhere or showing up just to load
    • Vehicles not crossing to Mill side allowed ahead of any Group to exit
    • ALL Group A passes distributed before Group B passes 
    • ALL Group B passes distributed before Group C passes 
    • ALL Group C passes distributed before Group D passes
  • ONE-way traffic: enter stage side drive, exit outside drives
  • One clear lane required around perimeter
  • Do not block main driveways – move over, it’s further than you think
  • USE YOUR BLINKER to indicate turn direction
  • HAVE PATIENCE – adhere to exit procedure gets everyone out faster

Choose CRAFT,  FOOD  or  AUTHORS buttons below for type specific information and application form.