Section 1 of 4: Important Dates & Times
Western Montana Fair Vendor Handbook
Thank you for being a part of the great tradition of the Western Montana Fair. This handbook is essential to a successful vendor experience. You and your employees are responsible for familiarizing yourselves with the information herein. Please clarify all questions prior to occupying your space at the 2026 Fair.
Application Process
April 5 – Application Deadline (Concession Vendors)
April 19 – Application Deadline (Amusement Vendors)
May 31 – Application Deadline (Commercial Vendors)
Contract & Deposit
June 28 – Signed contracts due and Concession Vendor deposit due.
Concession Vendor Food Safety & Compost Course
Tuesday, June 2, 6 p.m., Home Arts (#35) – Required for all Concession Vendors to attend.
Fair Rally
Tuesday, July 14, 6 p.m., Home Arts (#35) – Required for all Concession Vendors to attend fire safety training; all other vendors encouraged to attend.
Set Up
Set up is by appointment only.
Monday, July 20 – Thursday, July 30 (Permanent Concession Booths)
Saturday, July 26 – Thursday, July 30 (Portable Concession Booths & Amusement Booths)
Sunday, August 3 – Thursday, July 30 (Commercial Booths)
Friday, July 31, 11 a.m. – All mobile booths (food trucks, trailers, equipment, vehicles for display) must be in place; vehicles prohibited.
Fair Operating Hours
Friday – Sunday, July 31 - August 2, 12 p.m. to 10 p.m.
Tuesday - Saturday, August 4 - 8, 12 p.m. to 10 p.m.
Outdoor booths may stay open until 11 p.m. when the carnival is in operation
Office Hours During Fair Week
Friday – Sunday, July 31 - August 2, 10 a.m. to 8 p.m.
Monday, August 3, 12 p.m. to 5 p.m.
Tuesday - Saturday, August 4 - 8, 10 a.m. to 8 p.m.
Tear Down
Portable Concession Vendor move-out is by appointment only.
The following applies to Commercial, Amusement, and Portable Concession Vendors only:
Saturday, August 8 after 10 p.m. – Handcarts only may be used to remove booth displays; vehicles prohibited.
Sunday, August 9, 8 a.m. to 5 p.m. – Vehicle access available; all Commercial Booths must be removed.
Wednesday, August 12, 5 p.m. – All Portable Concession Booths and Amusement Booths must be removed.
Early departure is considered a breach of contract.
All portable booths must remain in place after the Fair closes on Saturday, August 8 until vehicle access is opened.
Items remaining after clean-up deadline become the property of Missoula County Fairgrounds.
Maintenance Shop Closed
Tuesday, August 11 – Maintenance shop and grounds crew are unavailable.
Final Payment
The following applies to Concession & Amusement Vendors only:
Thursday, August 13 by 5 p.m. – Payment for Final Accounting Forms due.
Late payments are assessed a $100 per week late fee.
Consult with the Fair Office before submitting payment.
Booths are subject to audit by the Missoula County Auditor.
Records requested may include, but are not limited to, inventory purchase invoices, cash receipts, bank statements, not-for-profit tax returns, receipts, accounting records.
These records shall be made available upon request for a period of three years.
Fairgrounds Closed
Tuesday, August 11 – Fairgrounds Maintenance Shop closed, facilities staff unavailable.
Friday, August 14 – Fair Office closed, office staff unavailable.
Post Inspection
The following applies to Permanent Concession Vendors only:
Sunday, August 23, 5:00 p.m. – All Permanent Concession Booths, appliances, and pantries must be cleaned.
Permanent Concession Booths will be notified of any additional cleaning required.
Friday, August 31, 5:00 p.m. – All additional cleaning must be completed and keys returned to Fairgrounds office.
Friday, September 4 – Fines of $50 per hour will be assessed for any booths requiring additional cleaning. Fines of $200 per door will be assessed for any unreturned keys.