Fair on the Square is the largest fundraising event for Danville Tri Kappa, a not-for-profit organization of volunteers committed to charity, culture, and education/scholarships in Indiana.
NOTE: You are not an approved vendor until you receive confirmation from Danville Tri Kappa Fair on the Square that your application has been approved and paid.
Event InformationFair on the Square will be held Saturday, September 7, from 9 a.m. to 6 p.m. and Sunday, September 8, from 10 a.m. to 4 p.m. The event will be located on the streets surrounding the Hendricks County Courthouse in Danville, Indiana.
The Fair on the Square Half Marathon and 5K will be held on Saturday, September 7th. The Half Marathon will start at 8:30 a.m. with the 5K following at 8:45 a.m. from the Courthouse Square.
· We will be giving priority to those exhibitors that feature fine arts, fine crafts, crafts/handmade items, homegrown products, antiques, collectibles, and unique items for sale.
· We will not be guaranteeing return exhibitors.
· We will not be guaranteeing exhibitors the same booth locations as they have had in the past or as they have made special request.
· We will only accept one exhibitor for each brand of direct sales as space permits.
· General liability insurance is always good to have in the event someone slips, falls, or somehow gets hurt in your booth and the liability falls on you or if they or you cause damage. More than likely you are a small business and having the burden of paying out a claim could be detrimental. It is not required; although we strongly suggest that if you do not have general liability insurance, you obtain it.
· If you have available, provide a copy of Certificate of Liability Insurance with Danville Tri Kappa as the Certificate Holder.
· Concessions Booths must have electric cord appropriate length for booth requested. No loud generators will be allowed unless further discussed with the Fair on the Square committee. The Town of Danville will provide converter plugs for electric.
· Electrical hook up will be provided when requested but you are responsible for bringing your own extension cords. Hook ups are not always close by, so it is recommended that you have 100ft.
NEW IN 2024!!! As of 4/1/2024 we will be able to accept online payment through our website at www.Danvilletrikappa.com
Important Dates · Completed application and payment by online system, check, or money order must be mailed by 7/1/2024 to:
Danville Tri Kappa
P.O. Box 254
Danville, IN 46122
· Confirmation of acceptance for the event will be sent by 8/1/2024 via email.
. Booth space assignments will be sent via email on or about September 1st.
· NO refunds will be made after August 1st unless Danville Tri Kappa has denied your application.
Booth Set Up · All booths will be placed on streets made of concrete, asphalt and/or brick.
· Single booth spaces are 11 feet wide (side open to customer) and 11 feet deep. Double booth spaces are 22 feet wide and 11 feet deep (This allows for you to have some space between you and the vendor beside you).
· All exhibitors must provide their own tables, chairs, tents, signage, extension cords, tent weights and other equipment as desired.
· All tents must be secured with at least 40-pound weights attached to each pole.
· Each exhibitor will receive a confirmation e-mail that specifies arrival and set up time specific to the exhibitor’s booth location. Fair Committee members will schedule set up times that will allow for efficient set up.
· All exhibitors will be assigned a Friday evening set up time starting in 30 minute intervals between 4:30 p.m. and 8 p.m. with confirmation e-mail to arrive by the Wednesday before the event.
· Each exhibitor shall arrive and set up at the designated time. Please do NOT arrive earlier than the time specified in the confirmation e-mail.
· Exhibitors may choose to set up on Saturday morning between 7 and 8 a.m. instead of their assigned Friday time. However, be aware that the Hendricks County Half Marathon will be occurring that morning with the starting line located at the corner of Washington and Marion Streets. Plan for extra foot traffic, congestion and nearby street closures during the early morning hours on Saturday.
· Booths are welcome to open early for the Fair on the Square Half Marathon and 5K shoppers.
· Each exhibitor must unload his or her vehicle at the booth space and then remove his or her vehicle from the Square immediately. Do NOT attempt to set up the booth with your vehicle present. Being able to access your booth by vehicle is not guaranteed if you do not set up during your allotted Friday time.
· Tri Kappa will have representatives available during Friday and Saturday set up times. Those representatives will have a complete list of all participating exhibitors, as well as their booth space assignments and locations. Booth assignments are subject to change without prior notice.
· All exhibitors should keep their booths clear of trash throughout the fair.
· Exhibitors will not be allowed to smoke or vape within 8ft of vendor tents or square businesses.
Booth Tear Down Requirements · Exhibitors must not begin tearing down their booths prior to the end of the Fair at 4 p.m. on Sunday or you will be subject to booth space being denied in the future.
· No vehicles will be allowed on the Square until after 4 p.m. on Sunday.
· Booths must be torn down prior to driving your vehicle on the Square.
· All exhibitors MUST be completely cleared off the Danville Town Square by 6 p.m. on Sunday. NO EXCEPTIONS. Any items remaining on the Danville Town Square become the property of Danville Tri Kappa.
· Exhibitors should clear their booth spaces of all trash at the end of the fair and place in dumpster. Exhibitors are responsible for disposing of unwanted items in the appropriate containers provided in the fair area.
Information for All Booths Selling Food Items · All exhibitors offering food items for sale will be required to make application and payment – if applicable and at their own expense – for the appropriate health permit through the Hendricks County Health Department in Danville, Indiana.
· Health permits are required for not-for-profit organizations. Not-for-profit booths are fee exempt, unless otherwise mandated by the Health Department.
· Due to the complexity of exemptions, please contact the Hendricks County Health Department food specialist before applying for a health permit. Contact Lisa Chandler at lchandler@co.hendricks.in.us OR 317-745-9217.
· Exhibitors selling food items must have a receipt that they have paid for their health permit. A Health Department representative will make inspections starting Saturday 9:00 - 9:30 a.m. and issue permits after inspection has been completed.
· Concession items for sale are approved on a first come, first serve basis. There will be NO exact duplication of food items in concession booths.
Staffing of Booths · All booths must be set up, staffed and ready for business by 9 a.m. on Saturday and 10 a.m. on Sunday.
· All exhibitors are required to man their booths at all times throughout the fair.
· Danville Tri Kappa will have booth sitters available to assist you when needed.
· All exhibitors must be 18 years old or older.
· Exhibitors will not be allowed to smoke or vape within 8 ft of any vendor tent or square business.
Other Important Information · Full-time official security will be provided 8 p.m. Friday to 7 a.m. Saturday. Security will also be present from 7 p.m. Saturday to 8 a.m. Sunday.
· Motorized and Non-Motorized modes of transportation are prohibited on any street occupied by pedestrians on Saturday 8 a.m. to 6 p.m. and Sunday 9 a.m. to 4 p.m.
· Vehicles restocking booths on Sunday morning must be off the Square by 9 a.m.
· Portable restrooms will be available south on Marion Street and east of Washington Street beside Danville Dips.
Event ContactsDelta Kappa Chapter of Kappa Kappa Kappa, Inc.
DBA Danville Tri Kappa
P.O. Box 254
Danville, IN 46122
Email:
TKFairontheSquare@gmail.com Facebook: www.facebook.com/DanvilleTriKappaFairontheSquare
