NO FOOD VENDORS THIS YEAR!
MERCHANDISE AND CRAFT FAIR VENDORS (ONLY) REGISTRATION
SCOTT COUNTY BALLOON & SUMMER FEST Event planned for July 9th thru the 12th of 2026 at the Benton Speedway. Vendor load-in will take place Thurs. July 9th, 8AM-3PM and Fri. July 10th, 8AM-1PM. Load-out will commence after the event closes on July 12th at 6PM.
Show Times:
Thursday-----4PM-10PM
Friday----------4PM-10PM
Saturday-----11AM-10PM
Sunday-------10AM-6PM
SCOTT COUNTY BALLOON & SUMMER FEST will be held outdoors at the Benton Speedway, utilizing spaces around the event locations. You will need to bring your own tables, tents, chairs, power and supplies. For inquiries, please contact Paul@bentonspeedway.com.
Vendor Space Pricing Plan
$100 per 10x10 Vendor Space Due at the time of application acceptance.
Each Vendor will receive (2)-Lanyards each for free admission into the park. Additional booth workers will have to purchase a $5 ticket to get into the park.
Terms and Condition
Vendors are responsible for determining their booth space requirements.
A detailed list of products and their monetary worth must be submitted to the event committee by July 6th.
Vendor locations will be determined based on prior participation, sponsorship level, premier vendor, registration date, booth size, and electrical requirements.
All booth items must be contained within the designated booth footprint.
Vendors are responsible for providing and loading in/out all booth-related equipment such as canopies, tables, chairs, and banners.
Vendors are responsible for booth space cleanup and trash disposal at the close of the event.
Vendors are encouraged to advertise the event on their social media sites and other media channels. Benton Speedway is not responsible for theft, lost or stolen goods.
MERCHANDISE AND CRAFT FAIR VENDOR INFORMATION
Booths are 10ft. x 10ft. each in Size.
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MERCHANDISE AND CRAFT FAIR VENDOR AGREEMENT INDEMNITY CLAUSE
The Vendor acknowledges and agrees that Benton Speedway LLC, SCOTT COUNTY BALLOON & SUMMER FESTIVAL, its service contractors, event volunteers, representatives, employees, owners and agents are not liable for any injury, loss, or damage that may occur to the Vendor or the Vendor’s employees, agents, guests, or property from any cause whatsoever, whether occurring before, during, or after the period covered by this Agreement. The Vendor assumes full responsibility and agrees to indemnify, defend, and hold harmless Benton Speedway LLC, its service contractors, event volunteers, representatives, employees, and agents from and against any and all claims, demands, suits, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in connection with the Vendor's use of the exhibition premises. The Vendor accepts all responsibility and liability for any losses, damage, and claims resulting from injury or damage to, or caused by, the Vendor's displays, equipment, employees, or representatives. Under no circumstances shall SCOTT COUNTY BALLOON & SUMMER FEST, Benton Speedway LLC, its service contractors, event volunteers, or any of its affiliates be liable for any special, incidental, indirect, punitive, or consequential damages arising out of or in connection with this Registration.
I have read all parts of this registration form and agree to the terms and conditions contained within. I agree to comply with all state, federal, and local laws, regulations and codes governing vendor activities and the use of space assigned to it. I understand that cancellation prior to the event will result in 0% vendor fee refund. I understand that I cannot sell food.
I also understand that the event host reserves the right to refuse any vendor for any reason. Too many vendors selling the same items could result in vendors being turned away.
The following rules and regulations are part of the rental agreement and are binding on both parties. Both parties agree that the Scott County Balloon & Summer Fest (SCBSF) and Benton Speedway, LLC (BSLLC) reserve the sole and absolute right to construct provisions, rules, and regulations to determine all matters and differences.
(SCBSF) & (BSLLC) will not be responsible for any damage to exhibits, merchandise, or concessions caused by theft, wind, hail, fire, water, or any cause whatsoever. Vendor/Concessionaire agrees to defend at its own expense, indemnify and save harmless the MSF from all liabilities, penalties, damages, costs, expenses, causes of action and claims of every kind arising from illness, death, bodily injury, or property damage to any person whomsoever, occasioned by or growing out of or in any way connected with the occupational use of the leased premises or activities associated therewith.
Vendors/concessionaires must grant the (SCBSF) & (BSLLC) its agents and representatives, at reasonable times and places, inspection and audit of all records concerning its operations.
Vendors/Concessionaires must remain open until at least the time indicated below.
Hours may be extended if you wish to open earlier or stay open until the carnival closes if the traffic warrants & security is available.
Please ask if you need clarification.
WANT TO STAY LATER, REQUEST IN VENDOR PACKET SO WE CAN POSSIBLY PLACE VENDORS TOGETHER.
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Any space that is not intact and open for business or does not have an attendant at the space during the hours of operation specified by the (SCBSF) & (BSLLC) during all days of the Fair shall forfeit all rights to that space.
Please request coverage from the vendor coordinator or a vendor nearby if you require to leave your area for over fifteen minutes.
NO exhibit may be removed prior to 6 P.M. on the last day of the Fair.
Exhibit or part thereof is not to be dismantled or removed before final closing time. This constitutes a breach of contract and, therefore, eliminates opportunities for renewal options for a period of two years for future events.
No vendor/concession/exhibit may operate prior to or after the agreement period without written consent.
All ground leases or space contracts, unless otherwise specified, will expire with the closing of the Fair each year.
The space rental agreement indicates the total size allotted for the unit or display.
(Tent weights, trailer hitches, awnings, signs, etc. must not extend beyond the designated areas.)
STOCKING HOURS
Wednesday, July 8,2026 2:00 P.M. to 7:00 P.M.
Thursday, July 9, 2026, 10:00 A.M. to 1:00 P.M
Friday, July 10, 2026, 10:00 A.M. to 1:00 P.M
Saturday, July 11, 2026, 8:00 A.M. to 9:00 A.M.
Sunday, July 12, 2026, 8:30 A.M. to 9:30 A.M
All vendors must enter the fairgrounds through designated vendor gate during these times.
Booths should be restocked during these times; vendors must have proper credentials to enter the grounds.
Option 1: An approved vehicle used only in approved areas and must be accompanied by
Parking/Admissions staff and properly permitted by the Vendor Coordinator. (see below)
Option 2: During fair hours, you must use wagons or dollies to transport items.
Got stocking questions?
Paul 573-587-1404 Donna 573-579-1359
Use of golf carts or similar motorized vehicles are limited to utilization during restocking times and with their vendor gate vehicle passes. Only a licensed or permitted driver shall operate vehicle and must have 8.5”x 11” printed sign with business name, booth number and contact information taped on front and rear of cart for entire time of the fair. (provided by owner)
(Recommend using vinyl supplies due to moisture and inclement weather)
The (SCBSF) & (BSLLC) Committees at their sole discretion, authorize only such privileges as are required to supply the necessary wants of the fairgoers, or which may add to their comfort, convenience, and pleasure. Under no circumstances, however, will privileges of a questionable nature or a demoralizing tendency be tolerated upon the fairgrounds.
Businesses operating in other than a legitimate manner will be removed from the grounds.
The (SCBSF) & (BSLLC) reserves the right to request that certain vendors comply with additional conditions and rules specific to the nature and type of the services provided.
General wording such as “hats, clothing, novelties, gifts, accessories” etc. is not acceptable. Specific, descriptive terms should be used upon final vendor submission. Items not listed on the vendor agreement and that are carried in the display or unit are subject to removal without recourse.
Changes to product listing, items for sale, or other products. Will not be allowed after July 1st.
There will be no exceptions to this regulation.
No game of chance, raffles, or gambling device will be allowed without proper licensing through the State of Missouri and Scott County, Missouri. Licensing credentials must be filed with the location/vendor manager along with being posted in their vending area according to appropriate regulations for final approval.
The selling of items with violent, graphic, obscene, or vulgar wording will be forbidden. The selling of items negatively depicting race, religion, ethnicity, and gender will likewise be removed. In addition, offensive artwork, including but not limited to t-shirts and cartoons, will not be tolerated. Failure to comply with this section will subject lessee to immediate forfeiture of space privileges without fee reimbursement along with permanently not being included for future events.
Weapons, mace, or any other self-protection device that can incapacitate is also prohibited. Firearms, fixed-blade knives, tasers, explosive devices, and fireworks. This includes toy, look-alike, or imitation firearms and weaponry. Die-cast scale collection models are subject to law enforcement signed document approval prior to July 8th
Odorous products are grounds for termination of lease (stink bombs, fart spray, etc.)
Exotic smoking equipment, Kratom, and/or other substances that imitate other types of drugs will not be sold or displayed. Doing so is grounds of forfeiture of space privilege & fees. Forfeiture to attend future events.
Silly string, noisemakers, airsoft/foam/gel blasters, water, and cap guns will not be tolerated on the grounds.
Laser pointers, aerosol cans, unauthorized licensed drones, bicycles of any kind, skateboards, rollerblades, scooters, and ATVs, will be grounds for removal from the festival.
Latex & helium-filled mylar balloons are to NOT to be distributed, Balloons on sticks are subject to approval.
Political parties, non-profit organizations and religious groups are welcome and must buy commercial exhibit space at the established rate; however, they will only be permitted to solicit donations or support in their contracted vendor location, NOT roaming the festival grounds, parking lots, or walkways without prior approval.
No secondhand articles shall be sold unless they are in the category of antique, vintage, and approved by the (SCBSF) & (BSLLC) committees.
SAFETY
NO PETS ARE ALLOWED ON GROUNDS, except 1) Service Animals for the Disabled; 2) Police Dogs on Duty; Trained Animals in Scheduled Acts or Pets Entered into Competitions must have proper credentials from the front gate.
Rental agreements with multiple 10' x 10’ contracts. MUST submit layout design diagram with vendor packet before JUNE 20, 2026, to be considered. Vendors will not be allowed to move locations after 4PM, July 8, 2026.
All vendors using portable propane and fuel gas tanks of 100-pounds and smaller shall secure all tanks (full or empty) using mechanical devices, steel chain, or steel cable. Securing it will be to a trailer or 5ft. T-post. Vendors should see to it that the proper equipment is mounted in an easily accessible location and ready for inspection.
Tents and structures with propane or generator usage are required to have an ABC fire extinguisher.
All units will be inspected for proper equipment by the Fire Marshal’s Office.
ABC coded fire extinguishers & first aid kits are encouraged for all vendor booth areas but not mandatory.
All canopies or tents are MANDATORY to be weighted down with over 50 pounds on each corner.
(Kettle and barbell weights are highly recommended to achieve this result.)
ELECTRICAL SERVICES
NO ELECTRICITY WILL BE PROVIDED!
Vendors must bring their own 50-60 dB inverter generator and commercial grade extension cords.
Solar lighting or USB rechargeable camping lights are recommended to vend without generator.
The (SCBSF) & (BSLLC) reserves the right to refuse the connected electrical service equipment
if not considered safe upon inspections by fire department and the fair committees.
DECORATING OF VENDING AREA
Vendors are responsible for their own signs. Signs must be of professional quality.
Vendor must provide all fixtures required for the booth at his/her expense.
All tables used should have neatly draped clothes on all sides exposed to the public.
Carpeting must be secured on all edges and must not exceed the contracted booth size.
Crepe paper, corrugated paper decorations, or magic marker signs are prohibited.
Items used as decoration must meet the (SCBSF) & (BSLLC) committee inspection standards.
NOTE: There will be a Decorating contest for one free 2027 10’x10’ booth space.
THEME: “BALLOONS, RIDES, SKY HIGH MEMORIES”
Judging will be Thursday after 6pm.
COMMUNICATION & MARKETING
It is the vendor/concessionaire responsibility to maintain up-to-date contract contact information.
Communication will be primarily through email and text messages.
Be sure to keep up to date contact names & numbers are on file for emergency contacts not at the festival.
No person shall distribute advertising matters, handbills, fliers, tokens, or other material at the festival, except from their leased exhibit booth or display space. Tacking or posting any advertisement, bill, sign, banner, or printed matter other than within the contracted space is prohibited. Anyone violating this rule is subject to immediate removal from the grounds and forfeiture of future events for two years.
Pornographic or obscene literature of any kind is not permitted, even from within licensed space. Failure to comply with this section will subject lessee to immediate forfeiture of space privileges without reimbursement along with being barred from the grounds for three years.
VENDOR PASSES & PARKING
Area civic organizations are selling discounted advanced $3.00 Thursday and $3.00 Sunday admission until July 7th.
Promotional vendor packets will have two 4-Day passes/identification badges for the fair,
Vendor packets submitted June 1, will have passes/identification badges according to their fees paid or sponsorship.
All personnel staffing in the vendor contracted area are required to have said identification vendor badges visible while on the fairgrounds. Additional admission tickets for staff will need to be purchased daily at the main gate for $5.
The Fest has designated vendor credentials to utilize the vendor gate prior to the public gates opening.
Vendors with proper credentials may enter through any public gate during hours the Fair is open to the public,
As all public, vendors may be subject to security screening for probable cause by law enforcement security.
Free Public parking is available with unscheduled shuttle transport.
Restricted secured fenced area VIP parking is available near vendors row (under 100’) at a $10 daily fee per vehicle.
Vendor supply vehicles will have a choice between secured paid or unpaid designated lot provided on festival grounds.
Parking rates will vary depending upon the size of the supply vehicle.
DRAWINGS/GIVEAWAYS
All give-away items must first be approved by the Vendor Department. Those offering registration for prizes must also provide a list of winners, their addresses, and details of prizes won prior to leaving the grounds.
The following will apply to those holding a sign-up prize drawing for the Fair:
Failure to comply with the requirements could result in loss of future renewal opportunities for two years.
Any vendor wishing to issue samples may not exceed 3 ounces. sample size of product.
All vendors that intend to hold a prize drawing must get consent from the Vendor Committee.
Please submit a request with the vendor packet before JUNE 20,2026.
Drawings must be completed during the period of the Fair. The contact info & prize delivery status to each winner must be submitted to the Vendor Department. It is the vendors’ responsibility to facilitate getting the prize to the winner.
A sign must be posted next to the drawing box informing persons signing up for a prize drawing they are subject to sales appointments, contacts, or calls because of completing the entry form and establishing a relationship that removes the patron from the “do not call” list.
INSURANCE & ACCOUNTING
The vendor/concessionaire may purchase insurance through the company of their choice. The following are ones that were recommended by other vendors. These are not endorsed by the committee, director or individuals they are purely suggested.
ACT INSURANCE, https://www. act.org,
NEXT INSURANCE www.nestinsurance,com
SIMPLE BUSINESS www.simplybusiness,com
The (SCBSF) & (BSLLC) will assume no liability for injury to property or person, or death of any person or persons on or about the premises. Likewise, Lessee must obtain at his own expense and submit to the (SCBSF) & (BSLLC) committee directly from their insurance agent, one or more policies of insurance that will afford protection coverage for the duration of Fair (including set-up before and tear-down after the Fair) in accordance with the requirements set forth below:
(SCBSF) & (BSLLC) will not be responsible for any damage to exhibits, merchandise, or concessions caused by theft, wind, hail, fire, water, or any cause whatsoever. Vendor/concessionaire agrees to defend at his/her own expense, indemnify and hold harmless (SCBSF) & (BSLLC) from any and all liabilities, penalties, damages, costs, expenses, causes of action and claims of every kind arising from illness, death, bodily injury or property damage to any person whomsoever, occasioned by or growing out of or in any way connected with the occupation or use of the leased premises or activities associated with the display/booth.
Lessee must obtain at his own expense and submit to the (SCBSF) & (BSLLC) committee directly from their insurance agent, one or more policies of insurance that will afford protection coverage for the duration of Fair (including set-up before and tear-down after the Fair) in accordance with the requirements set forth below:
A. Public liability and property damage insurance: Vendor shall obtain public liability and property damage insurance in comprehensive general liability form as shall protect them, The (SCBSF) & (BSLLC) owners, committee, and their elected and appointed officers, commissioners, agents, and employees, from claims for personal injury, including wrongful death, and from claims for property damage, which may arise from the existence, construction, operation, removal, or products of the vendor/concession. Comprehensive general liability coverage shall include product liability insurance coverage on all foodstuffs, beverages, and merchandise sold. Bodily injury: each person, $1,000,000; each occurrence, $1,000,000; property damage: each occurrence, $1,000,000; aggregate, $2,000,000. B. All vendors are required to have minimum general public liability insurance coverage on the Fair operation. The Vendor/Concessions Department requires a certificate of insurance or a copy of that policy. The Certificate of Insurance must include the statement “The Scott County Balloon Spring Fest & Benton Speedway, LLC., AS ADDITIONAL INSURED"
