FAQs: DACF's Maine Building at ESE's Big E Fair

A. A committee reviews applications for eligibility. At the Department's discretion, agreements are awarded based on priorities and space availability. Late applications may be accepted as part of the rolling application.

The Maine Building specifically prioritizes the following when inviting applicants to Exhibit:

• Applicants who meet eligibility criteria,
• Applicants who can demonstrate they sell or promote items that are produced, grown, crafted, manufactured, or significantly altered in Maine and/or utilize predominantly Maine ingredients,
• Applicants whose services promote Maine brands, natural resources, or visitor experiences in regions throughout Maine,
• Applicants who have the capability to encourage Maine Building visitors to purchase their products and/or visit Maine year-round,
• Applicants who are currently participating in the State of Maine-supported business and promotional development program, which aims to enhance business opportunities and market development related to the Maine Building's focus areas.

A. The State of Maine Building is an exhibition venue open during the Big E Fair, which the state has participated in since 1925. The Building is managed and owned by the Maine Department of Agriculture, Conservation, and Forestry (DACF). It is one of seven buildings on the Avenue of States—including one for each New England state and one for the Grange—located on the Eastern States Exposition (ESE) grounds in West Springfield, MA. The Agricultural Resource and Development Division of DACF independently manages the Maine Building. DACF operates and maintains the building to " exhibit, publicize and advertise Maine's products and resources in agriculture, industry, fisheries, forests, wildlife and recreation."

A. The Eastern States Exposition is a Massachusetts-based non-profit that organizes the Big E Fair and has separate staff, plus volunteer board members (Trustees) representing each New England state.

A. Generally, this annual event attracts more than 1 million attendees for 17 days each September. The Fair records daily attendance and publishes updates throughout the fair. An estimated 15- to 18- percent of fairgoers visit the Avenue of States.

A. The Department provides print, radio, web, and social media promotions featuring Exhibitors and works with The Big E and regional news outlets to provide media alerts for targeted publicity.

A. The fair is a busy, time-intensive, and often hot experience that draws heavy foot traffic. With proper preparation and planning, this can be a financially successful event for Exhibitors.
Here are some examples of various products that have been featured and displayed successfully:

• Those that can be purchased with a credit card (or card tap at the point of sale)
• Products where the customer perceives a good value for the price
• Unique gifts that offer a memorable keepsake represent quality craftsmanship
• Easy to carry (or receive a text reminder for pickup before departure or no later than 7 PM)
• Non-alcoholic, simple, refreshing beverages
• Food that is quickly and safely prepared, easily ordered, and convenient to eat while walking
• A product line that could interest a variety of shoppers
• Products and experiences or services that can be sought year-round—especially e-commerce

A. There are plusses and minuses to any direct marketing and promotional event. Here are a few reasons previous Exhibitors have mentioned that this venue is beneficial compared to other local events:

• The venue is a regional destination
• In a 17-day time frame, it attracts more visitors than the population of the state of Maine
• This scale provides different marketing, promotional, and sales opportunities
• Exhibitors can plan for and use this event to achieve similar, and sometimes even more goals than they might if they participate in frequent, multiple and different events throughout the year.

A. The State of Maine underwrites most of the expenses for the permanent exhibit space. Specifically, the Maine Department of Agriculture, Conservation & Forestry manages the venue, and State of Maine funds are budgeted for operations, property and event management, electrical, sewage, and to comply with municipal regulations. It also supports coordinated publicity and outreach. Exhibitor booth fees help defer some of these operational services (i.e., custodial support and supplies).

A. Public health and safety are important parts of event management like any large-scale event. The fairgrounds provide public safety in coordination with local and state emergency management personnel. A fire department, an EMT/nursing station, and a designated public health official are on-site for fairgoers and exhibitors. Certain items are prohibited from being used on the grounds. It's recommended that Exhibitors stay home if ill. All Exhibitors should communicate their emergency evacuation plan with all staff, including head counts and meet-ups at designated places, as communicated by local officials.

Exhibitors should be proactive by taking care of valuables and managing cash—don't leave them unattended at any time. There is a dedicated emergency number at the fair.

Required by W. Springfield Fire Department

• Fire Prevention Regulations Ag Events (DOCX)
• Fire Prevention Regulations Exhibit Spaces (DOCX)
• Gas and Electric Regulations (PDF)
• Email questions to W. Springfield Fire Prevention Office

A. The application collects important contact information, preliminary logistical, operational, and staffing details for event preparation, and insight about the applicant's brand, business, or organization and uniquely Maine connections.

A. Not all applicants are awarded or guaranteed space. Those awarded space must agree to the terms and conditions. Initial selections are announced in the late winter, early spring.

A. Available space is dependent upon booth size requirements from year to year. Approximately 15 to 25 Exhibitors are present daily. Most Exhibitors set up for all 17 days of the fair.

A. Yes. There is an introductory, lower-cost option for those who aspire to fulfill a longer-term rental. The short-term option is a fit for those curious about ways to participate in the exhibit space and conduct outreach, promotions, and sales prospecting without committing to the full 17-day schedule.

A.  Access to electrical outlets within the display area, sewage and plumbing utilities, break room/Exhibitor lounge, coordination, and event organization, plus overall custodial support. Exhibitor's expenses include, and are not limited to the following list; to help plan, you may use the income and expense spreadsheet in the Exhibitor Resources Library, which includes some pre-filled estimates:

• Lodging
• Staffing
• Display supplies and set up
• Promotional collateral
• Admission tickets to the Big E
• Parking
• Cleaning within booth space
• Maintenance, cleaning, and inspection of exhaust hood and fire suppression systems, if applicable
• Propane, if applicable
• Storage on the Big E grounds (known as "dead storage"), if needed
• Required permits from the West Springfield Health Department, plus related trainings, if applicable
• Required permits from the West Springfield Fire Department, if applicable
• Any modifications required by the Town of West Springfield's Health Department, Fire Department, and Building Inspector, if applicable
• Installation of special electrical outlets or additional voltage, if applicable
• Wi-Fi service provided by Eastern States Exposition, if needed
• Installation of hard-wire for internet service, if needed

A. Yes. Use the Exhibitor Resources Library to view, bookmark or print the grounds map.

A. Forms requesting services such as your internet, phone line, extra storage, etc., are online under Exhibitor Resources. During the fair, there is on-site banking (via Westfield Bank), a print shop, and package receipt and delivery.

A. You must use the ESE ice, gas, and waste purveyors. Otherwise, you may choose purveyors, including Maine businesses. You must complete ESE's temporary storage and delivery form.
NOTE: The fair/ESE requests delivery purveyors have proof of insurance, with ESE as additional insured for the event.

A. There is a break room with a shared kitchen and bathrooms available exclusively for building personnel and Exhibitors. These are not open to the public. There is a small workspace for more privacy for urgent business matters. Exhibitors are expected to clean and tidy areas after each use. Please do not invite visitors or guests to use the second floor spaces.

A. Yes. It's generally along the back wall of the assigned stall. All appliances, equipment, and utilities must be submitted as part of your application. Exhibitors have access to an electrical outlet for 110 for normal use only. We recommend that you supply surge protectors and electrical cords for your booth. Upgraded electricity may be available, and additional outlets and/or voltage will be considered only if it can be supported by the Building's electrical system and approved by the State's contracted electrician. Upgrades are at the expense of the Exhibitor unless otherwise stated.

A. Exhibitors may find success if they have the planning, support, and logistics to complete the following:

• Submit a thorough application – do not leave reviewers guessing about your credibility and goals
• Fully stock (or resupply) inventory for the duration of exhibiting at the event.
• Budget for expenses: booth rental, staffing, lodging, certifications, and amenities
• Coordinate backup staffing to ensure adequate rest, care, and nutrition
• Use best practices for food and beverage sampling and sales
• Integrate a promotional outreach tied to the event (i.e., collect email addresses, offer a discount for use at the fair, offer complimentary shipping, etc.)
• Budget adequate time for designing booth layout and flow, reviewing the Exhibitor Resource Library and submitting required forms at least five days before the posted deadlines.

A. Yes. Maine products and services are featured. All Exhibitors must comply with local regulations regarding product preparation and sales, plus follow fire safety precautions for booth design and set up.

A. Please refer to the Exhibitor Resources library to locate the published calendars, planning guides, and important dates.

A. Every Exhibitor is different. Based upon historical experience, we ask that Exhibitors have at least 2 staff members; this helps you plan breaks, manage your customer and cashiering flow, and product sales. Exhibitors are responsible for managing their staffing needs. Some Exhibitors provide local staff, others use their Maine network for staffing. In some cases, Exhibitors work together to share staffing support at different locations (i.e., within the Building).

A. A local hotel room block is available at the Exhibitor's expense, first come, first serve. There is limited availability for campers to rent in rental lots outside the fairgrounds. There is no on-site camping available. Some use temporary rentals in the area. For reference, the fair's address for Gate 1 is 1761 Memorial Ave, West Springfield, MA 01089.

A. Yes. Use the Exhibitor Resources library to view a suggested packing list. You should adjust to meet your needs.

A. The Terms and Conditions are published in the Exhibitor Resources Library.

A. You know your product and business best. Provide enough inventory for the duration of your time (with a little bit left over). Some Exhibitors use formulas that consider sales and traffic, or event fees and profit, event duration, and product or revenue goals. Trade groups may have guides to help you, too.

A. Refer to the Fire Safety Rules and Exhibit Design Ideas on the Exhibitor Resources webpage for your setup and decorations. Here are tips from Exhibitors and Building Management:

• You know your workflow best. Use past experiences as a guide.
• This is a temporary space. Make it easy to load in/out and adjust if needed during the event.
• Use easy-to-read, visually appealing signage (e.g., prices, products, logos). Use a letter height visibility chart to guide your typography and signage. Avoid hand-written signage.
• Use a simple but pleasing, cohesive setup. Don't overshadow the product or obstruct workflow.
• Make use of the space. Draw a map of your booth design. Consider length, width, depth, and vertical 'levels' to create an inviting space, manage inventory, and ensure an efficient workflow. Group checkout supplies and the cash register in one area.
• Pretend you are a visitor—how does the experience look or feel for them? Do they have space to step into your booth (if you're planning to sell or sample products)? If you're planning to feature services or hand out collateral, is it easy to access?

A. There is a lot of traffic due to the size and scope of the fair. Exhibitors and fairgoers are encouraged to use the shuttle and carpool services to reduce congestion. It can take up to 30-90 minutes more than the typical GPS predictions to get across town. Exhibitors need to plan vehicle travel routes accordingly.

A. Operating hours for the buildings and grounds are:

• State Building Hours: 10:00 am – 9:00 pm. Building opens to exhibitors at 9:30 a.m.
• Sunday through Friday Gate Hours: 8:00 a.m. – 10 p.m.
• Saturday Gate Hours: 8:00 a.m. – 11:00 p.m.

A. Generally, load in/out and inventory stocking must happen according to the Fair's schedule for safety reasons. You should only load in/out during your assigned time.

A. Each Exhibitor Group has a different load-in and load-out schedule.

• 17-Day Exhibitors – Group E can begin load-in four days before the Fair opens to the public. They can begin load-out after the last day of the Fair, and it needs to be done by noon on Tuesday. Building Management may announce and invite 17-day Exhibitors to a work-day to set up booth displays in early August. To participate, you need to be a 17-day Exhibitor, paid in full, and ready to Exhibit. You cannot bring inventory until load-in week.
• Single Day – Group E short term should expect to load in/out on the same day, before 9 AM, and after 6 PM (if outside, otherwise after 9 PM if inside).
• 5-6 Day Short Term – Groups B, C, and D can expect the following load in/out times.
• The day before the exhibit date: 9 PM to 10:30 PM
• The day of exhibit date: 6 AM to 8:30 AM

Here is a detailed load-in/load-out chart for Exhibit groups:

A. Re-stocking should be coordinated and done before the Building and grounds open to the public, at the latest by 9 AM. Avoid times when there is heavy foot traffic, including the daily parade line-up. There is a shared golf cart, which may be used for short durations to pick up packages and inventory from other parts of the grounds.
Any Exhibitor receiving inventory or related deliveries during the Fair will need to submit a delivery request form to allow their delivery drivers to access the fairgrounds during delivery hours.

Items mailed or shipped to the fair do not require a delivery card.

Grounds access delivery times typically follow this schedule, which is determined by the Fair:

• Morning: daily 7:00 a.m. – 9:00 a.m. Vehicles must be off the grounds by 9:30 a.m.
• Evening: 15 minutes after fair closes—this time varies by operating hours. Typically, access is Sunday – Friday at 10:15 p.m. and Saturday at 11:15 p.m.

A. Mail and packages may be received during the fair. Address as follows: Your Company Name, Exhibitor Name– Booth Name ME Bldg C/O Eastern States Exposition. 1305 Memorial Ave. West Springfield, MA 01089.

A. Please refer to the grounds map for a point of reference to the Transportation Center and limited grounds parking. Gate 1 is the closest to the Transportation Center and Avenue of States buildings. Exhibitors and their staff are encouraged to use the free satellite lot parking and shuttle services; they must display their admission badges to use the shuttle service. On-site parking is limited based on the Fair's allocation and distribution of parking passes. Gate 1 fills quickly and overflows to Gates 8 and 9.

• Map of satellite parking, Pajers lot
• Map of satellite parking, Sullivan lot

A. The Big E! marketing department offers print and web advertising. Exhibitors are invited to contact the Big E media center for more info. If you want content re-shared, tag the Big E fair from your social media page.

A. The Big E! tracks daily attendance numbers, which the fair publishes online

A. Yes. There are several nationwide shipping services in the area. Some Exhibitors offer discounted shipping for purchases made during or after the fair. Some ship products during the fair. Others ship orders from their headquarters in Maine after the fair (or during the fair if they have this capability).

A. Offering this service can help your sales. Best practices and tips:

• Obtain the buyer's number—send a test text before they leave your booth. (This will be useful if you need to send a reminder.)
• Set aside the purchase, labeled with the contact number, name, and estimated pick-up time.
• Create a script you can copy and send. Include your booth name and building location (e.g., Hi!

We have your purchase for pick up from Exhibit Name in the Maine Building.

• Text a reminder by 8 p.m. (if you are still holding items).
• There are apps that offer automated reminders—similar to curbside pickup.

A. Yes. Remember to review the fire code compliance items for acceptable display materials before you order and/or design your display or Exhibit area. Local code enforcement representatives visit the Building throughout set-up and the Fair. You are responsible for promptly complying with requests to meet requirements.

A. Proof of Insurance is a requirement. Work with your insurance agent about your liability coverage, and to include endorsements or additional insured for a Certificate of Insurance for the duration of the fair. The additional insured are: State of Maine, DACF, and Eastern States Exposition (ESE). The address information is:

• MDACF 90 BLOSSOM LANE AUGUSTA, ME 04330
• ESE, Inc. 1305 MEMORIAL AVE. W. SPRINGFIELD, MA 01089

A. You should refer to subject matter experts. The Maine Bureau of Insurance has information about Workers' Compensation. You can also reach out to the Workers Compensation Board, which has information for Insurer/Self-Insurers, Independent Contractors, and Employers.

A. Consulting a qualified tax professional to discuss your situation may be helpful. If you have questions about Maine or Massachusetts laws regarding taxable and exempt sales, please contact the respective revenue departments:

• Mass Revenue has a sales and use guide for collecting taxes and lists tax-exempt.
• Maine Revenue information is available online.

A. Yes. You should be aware that surcharges are not allowed. In accordance with Massachusetts General Laws Chapter 140D, section 28A(2) provides: (2) No seller in any sales transaction may impose a surcharge on a cardholder who elects to use a credit card in lieu of payment by cash, check, or similar means.

A. Eastern States Exposition prohibits all sale and use of all products that contain Cannabidiol (CBD) on the property of Eastern States Exposition. The fairgrounds, including the Avenue of States and all State Buildings, are no smoking or vaping areas. The Maine Building is a State of Maine property following state agency requirements. Any Exhibitor and/or staff not complying is violating their agreed terms and conditions.

A. The Town of W. Springfield ordinances address shopping bags and containers.

• Shopping bags: either a recyclable paper bag, a compostable and marine-degradable plastic bag, or a reusable checkout bag.
• Styrofoam containers: No food and/or beverage is placed, packaged, or wrapped in disposable food containers made from polystyrene foam.

A. Credentials are gate admission and parking. ESE/Big E allocates limited complimentary credentials for State Building Exhibitors; requests above the limit may be assessed a fee that the Exhibitor pays. On-site parking is limited; most Exhibitors will need to use the satellite parking. Maine Building Management assigns credentials based on ESE allocation and staffing count.

The credentials are given to Exhibitors by Management on site (at the Maine Building – as soon as Wednesday before the fair or via pick-up in an envelope at Gate 1 for short-term Exhibitors).

A. Exhibitors get a voucher to obtain a photo ID badge. Bring your voucher and photo identification to the Coliseum on the fairgrounds. You must be present to obtain your badge. Use the grounds map to locate the Coliseum. Badges are not transferrable. If lost, you will need to pay for a replacement.

A. Please refer to forms and requirements in the Exhibitor Resources Library. Avoid processing errors and delays by starting the application process as soon as you receive confirmation of acceptance. You can submit payments at a later date.

The Town of West Springfield Health Department authorizes temporary food permitting. Any Exhibitor who sells a food or beverage product must comply. Complete the application and necessary training payment at least 30 days beforethe Town's deadlines.

The Town of West Springfield Licensing Commission reviews temporary licenses for alcoholic beverage sales during Commission hearings—typically, those occur in August.

Exhibitors are responsible for cold storage (unit and storage payment, freight, etc.). There is limited space for electrical hookups and cold storage next to the Maine Building. Temporary storage and auxiliary power (e.g., generators) may be necessary, which is the Exhibitor's responsibility. See the storage forms under Exhibitor Resources.

The Fair provides a list of approved purveyors. State Buildings may use Maine-based purveyors for some products. However, the following items must use the Fair's pre-approved purveyors:

• Ice - Set up your account during load-in week, on-site, Tuesday through Thursday before the Fair opens.
• Grease barrels/dumpsters – Request a barrel from the Fair's operational staff, during load-in week, on- site, Tuesday through Thursday before the Fair opens.
• Propane - Set up your account during load-in week, on-site, Tuesday through Thursday before the Fair opens.

A. In any emergency, including police, fire & medical, call 413-205-5555

The Big E! provides a list of important numbers as well. This document is updated annually and is posted for Exhibitor reference on bulletin boards in the Maine Building when the fair happens.

A. The Big E! has additional resources for all exhibitors on its website.

A. Exhibitors should use designated load-in dates to prepare their booth. Advance access is granted on a limited basis to 17-day Exhibitors who are paid in full and have completed all required paperwork.

A. The Building does not have on-site, year-round storage. Exhibitors should plan to remove supplies, inventory, decorations, and signage during designated load-out dates and times. Rented space should be left free of clutter and tidied.

A. The Big E website lists schedules and calendars.

A. Please use the reference guides published in the Exhibitor Resource Library. These include images with diagrams, maps, and a rental fee chart that details different spaces and their suitability.