Important Exhibitor Information
Computer software is being used this year. Some items of interest are in the following areas:
- Assigning one exhibitor number to you – that same number will be used for all your entries;
- Requiring additional exhibitor information, e.g. county name, so that the fair can obtain better statistical data about our exhibitors and to be more precise in evaluating this part of our fair program;
- Requiring information about an item you want entered be placed on the ENTRY FORM using DEPARTMENT, SECTION/DIVISION/BREED, CLASS, DESCRIPTION and ID (where required). At many places, examples are given as to how to place an entry on the ENTRY FORM.
If you have any questions, comments, or concerns, please call the phone number or email as listed on the ENTRY FORM.
Reminder – please take note of the ENTRY FORM deadline(s); also, when the items you entered are to be brought to the fair – date, time, place.
Order of Exhibition and Rules and Regulations
- Entry Form(s) will be furnished by the Premium Exhibits Committee Contact Person or Chairperson on request and are to be filled out by the exhibitor giving: name(an individual’s name acceptable only; exceptions are Groups [Art, Industrial Art, etc.] use group name), address, county, phone number, email, school district name and your current grade (if student), 4-H club name and your current age (if 4-H member), department, section/division/breed, class, description of the article, animal, etc. and ID (where required). One exhibitor number will be assigned to be used by the exhibitor in all departments entered.
- See EXHIBITS FORM, ENTRY and RELEASE concerning registration fees and deadline. Registration means that the article or animal must be placed on an Entry Form and received by mail or in person by the appropriate date(s) above. Do not mail or give to the Chairperson; that will cause a delay in registration.
- Changes will be accepted until the date of delivery for an article or animal entered in the wrong class or being substituted. However, no additional animals or articles will be accepted after the deadline as stated in B above.
- Right is reserved to close entries before specified closing date. NO REFUNDS on entry fees.
- Entry fees MUST be paid at the time of registration and payable to the Gratz Fair Association.
- A premium check must be cashed within 60 days from the date on the check; otherwise, your premium will be declared as a donation to the Gratz Fair.
- All articles entered for exhibition must have cards or tags attached with the exhibitor’s name. In all classes, these cards must correspond to the entry lists. Cards and tags will be supplied by the fair. It shall be the responsibility of the exhibitor to properly name the ARTICLE or BREED OF LIVESTOCK that is being entered. Any exhibit improperly entered will be disqualified to receive a premium, but the judges will make the correction on the entry tag for the benefit of the owner so the same mistake in entering need not be made the second time.
- Reasonable care will be taken to protect all exhibits on display from all injury and damage but the fair is not, in any way, to be held responsible for accidents, loss or damage by water, fire, theft, or otherwise, whatever may be the cause or extent of the damage or loss.
- Any article which receives a distinct premium cannot compete in general display nor shall any one article receive two premiums. No entry for the same article will be made in more than one department. An entry can draw just one 1st prize.(Only exception: “4-H and FFA” livestock exhibitors may also enter their animals in “open” class if they pay the entry fee.) Individual exhibitor entries are limited to two (2) per class except where noted. Group exhibitor entries are limited to one (1) per class.
- Any article or exhibit placed in an “Other” class, will all be judged together for that class except where noted.
- Chairpersons reserve the right to bar from competition animals or articles of decidedly inferior quality and those not possessing sufficient merit to warrant recognition. The fair reserves the right to remove any exhibit not worthy of viewing by the public.
- Food products cannot be polluted with any substance or chemical that causes them to become poisonous and unfit to be used as food. Any such incidents must be reported to the Pennsylvania Agricultural Fair Program for further review.
- All entries must have been grown, produced, or made since the last fair, except as noted, by the person or group whose name appears on the tag as exhibitor. Photographs, etc. will be taken of exhibits (for internal use only) and will be used to identify exhibits so they are not exhibited in succeeding year(s). If entries are to be limited to residents of the county, or to a specified area, this will be stated in the appropriate rules section. Any exhibitor may be required to prove ability to reproduce entry in any department in the presence of a qualified person.
- No exhibit may be removed at any time before the close of the fair except by consent of management. Also, any exhibit remaining more than 30 days beyond the close of the fair becomes the property of the fair.
- Where award ribbons are stolen or destroyed, the exhibitor may receive a duplicate at the close of the fair or show which will be supplied by the fair free-of-charge.
- The fair management reserves the right to amend or add to these rules and regulations as its judgement may determine.
- In cases where there is no competition, judges may give an award such as they deem the exhibit is worthy to receive. Same rule applies where there are fewer entries in any class than the number of premiums offered. The judges may, at their discretion, award a ribbon or rosette. The decision of the judges shall be final in all cases except where mistakes, fraud, misrepresentation, or collusion – not discovered at the time of the award – is proved. In such cases, the chairperson will make a decision.
- Appeals Process – if an exhibitor wishes to make an appeal or complaint, written notice (stating plainly the cause of the complaint or appeal) must be filed at the fair office within 24 hours of the occurrence. Order of appeal or complaint for resolution: 1) Exhibits Committee or Livestock Committee [as appropriate], 2) Appeals Committee [this committee will only deal with the appeal or complaint if unresolved by the Exhibits Committee or Livestock Committee]. Any appeal or complaint will be dealt with in a timely manner.
NOTE: Considerable time and effort was put into the revision of the premium list and the fair association will appreciate the whole-hearted cooperation of the exhibitors in classifying and numbering the various exhibits in accordance with the Premium Tabloid. A Premium Tabloid may be secured from Gratz Fair, PO Box 204, Gratz, PA 17030. Phone (717) 365-3441.
Some Advice To Exhibitors
Make your entries early either by mail or in person, and take your exhibits to the grounds at the time designated in the rules, and don’t ask to remove them until the time specified in that particular department.
Upon arrival at the grounds with stock or articles for exhibition, proceed to appropriate check- in, then to the appropriate building and inquire for the Chairperson of the Department in which you are an exhibitor, who will conduct you to the stall or space your stock or exhibits are to occupy. It is the responsibility of every exhibitor to select the proper class for each exhibit.
The ORDER OF EXHIBITION AND RULES AND REGULATIONS stated above must be followed.
If you desire any information in regard to the business of the exhibition pay no attention to rumors or here-say, but go to the Chairperson of the Department in which you are an exhibitor, who will take pleasure in giving you all desired information.
By following these suggestions you will save yourself much disappointment and trouble, and you will go home with better feeling and conscience of having made friends and having contributed to the enjoyment of others.
During the judging, the buildings are to be closed to everyone except Gratz Fair officials, PA State Fair Fund officials, judges and necessary attendants. Any exhibitor interfering with the judges while making awards shall forfeit any premium to which he otherwise is entitled.
In paying premiums, no evidence of awards will be recognized except the entry lists signed by the chairpersons and judges. Ribbons, cards and labels that may be attached to exhibits will not be recognized.
The fair opens as noted on the schedule in our brochure or on our website.
A security force will be on the grounds during fair week to preserve order.
Pets Not Permitted – Service Animals Only
Arrangements and provisions are being made to accommodate more exhibits than ever. The buildings will be cleaned and renovated and all available space utilized. Committees will be on hand to receive, protect and display articles left in their care to the best advantage. The management trusts that the people of Dauphin and adjoining counties will give this coming fair their hearty cooperation, encouragement and support by taking an active interest in its welfare by exhibiting their choicest articles, wares, and products from their stores, homes, gardens and farms, and by attending its meetings. A fair successfully conducted is an educational source of great value to all those engaged in mechanical or agricultural pursuits.
updated for 2017 Fair