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Rules and Regulations for Indoor and Outdoor Events

Rules and Regulations for Indoor and Outdoor Events

Adults (18+) only will be required to pay an exhibitor fee (unless otherwise stated in the Class). If in doubt about the Rules and Regulations, contact The Coldwater Fall Fair at coldwaterfallfair@gmail.com

Exhibitor Fee $10.00

Each exhibitor will be provided with a number. All entries will need this number as well as the number of the class and section you are entering. Once you receive your number, it will remain your number thereafter so you may use it every year on your entry forms instead of waiting to receive a different number each year.

1. An exhibitor number can be received before the Fair by e-mailing coldwaterfallfair@gmail.com. or phoning 705-828-4446 or 705-717-5348. Let us know if you are an adult, youth or junior.

2. Entry forms must be filled out clearly and be readable. Make sure to fill in your name, mailing address, telephone number, exhibitor’s number, check box indicating age group, email address, indicate if you are a new exhibitor or a returning exhibitor and sign your name at the bottom of the form. Entry tags require class and section numbers, description of article, exhibitor’s number, exhibitor name, address and signature at the bottom. Samples for both of these can be found on our website: www.coldwaterfallfair.com

3. Extra Entry Forms and Entry Tags will be available starting in July by: phoning Coldwater Fair at 705-828-4446 or 705-717-5348, e-mailing coldwaterfallfair@gmail.com, picking up at the Coldwater Library, Coldwater Home Hardware, Coldwater Foodland, Coldwater Ice Cream Shoppe, TD Canada Trust in Coldwater, Topline Feeds, and Waubaushene, Victoria Harbour, Port McNicoll, Midland, Port Severn, Honey Harbour and Mac Tier Libraries or by printing Entry Forms from our website www.coldwaterfallfair.com. Please bring in all three copies to registration. Please fill in name, exhibitor number, class and section numbers on entry tags. Address and telephone numbers are optional on entry tags, but must be on your entry form

4. There will be no interference with the judges, by conversation or otherwise during the judging. No person will be allowed to act as judge in any class in which he/she is an exhibitor.

5. No prize money shall be awarded or delivered unless the judges deem the article or livestock meritorious, whether or not there is competition.

6. The decision of the judge shall be final in awarding prizes, and no appeal shall be considered, except in the case of protest. For indoor exhibits, all protests must be made in writing during the three days of the Fair. For outdoor events, all protests must be made in writing within ten days after the Fair and mailed to: Coldwater & District Agricultural Society, P. O. Box 339, Coldwater, Ontario L0K 1E0.

7. Any exhibitor or interested person making a protest shall be required to pay a deposit of ten dollars ($10.00), and if the protest is not substantiated, the said amount of $10.00 shall be kept by the Society. The President, Vice-Presidents and the named Coordinator in the section shall constitute the committee to determine resolution of such a protest. The Coordinators reserve the right in all cases to interpret their own rules.8

8. In case of bad weather, or any unforeseen circumstances, this Society only binds itself to pay as much pro rata of the prize money as is consistent with the receipts.

9. Prize Money will be mailed prior to December 31st. Please cash cheques promptly.

10. The Coordinators or a committee appointed by them shall have the power to examine, upon oath, any member of the Society against whom a protest has been entered. If the same has been found guilty of fraud in connection therewith, he/she forfeits the right of membership, as well as any prizes that have been awarded them and their names will be published in the public press.

11. Chapter 47, RES. will be strictly enforced. It reads “The Directors of a Society may by their rules and regulations, prohibit and prevent all kinds of theatrical, circus or acrobatic performance, exhibitions or shows and may also regulate or prevent the huckstering or trafficking of fruits or wares. Any person who, after notice of such rules and regulations, violates the same, shall be liable to be removed by the directors, police or constables of the Society.”

In accordance with the foregoing paragraph, the Society rules that all persons engaged in businesses mentioned must first receive permission from the Society before beginning business.

Indoor Events

1. The time to place the indoor exhibits is from 1:00 p.m. to 8:00 p.m. on Thursday. Please arrive before 7:30 p.m. as the arena doors close at 8:00 p.m. and judging begins for some classes. If you are exhibiting in several classes, please allow yourself plenty of time to place your entries before 8:00 p.m. Exhibitor fee of $10.00 is to be paid on Thursday (cash, debit or credit card). Exhibits are to remain in place until 4:00 p.m. Sunday, unless otherwise stated. The Society is not responsible for any items left after 5:00 p.m. on Sunday.

2. New Exhibitors can receive an Exhibitor number on Thursday from 1:00 p.m. to 8:00 p.m. or by calling 705-828-4446 or 705-717-5348 prior to Thursday. If you were given a number in a previous year, it will remain your number and you may use it on your forms each year when you enter items.

3. Bring safety pins, elastic bands or twist ties, suitable to attach entry tags to exhibits. (Scotch tape is not suitable).

4. Note: Entries must be the work of Amateurs. “An Amateur is one who engages as a pastime hobby and not as a licensed professional. A Professional is anyone who makes 25% of their annual income from their craft.”

5. Every article exhibited must be the bonafide property and work of the exhibitor within the year of the Fair. All agricultural produce must actually be grown and be the property of the exhibitor or the exhibitor shall forfeit all prizes that may have been awarded to him/her.

6. All field produce, grain and seed must be the growth of the present year, except clover and timothy seed, which may be of the previous year. The item must be the product of the exhibitor’s farm or garden and the name and variety of grain stated when the entry is made.

7. Note: Cannabis entries WILL NOT be accepted.

8. No person shall be allowed to enter more than one exhibit per section in any of the indoor classes, unless otherwise specified. Check individual classes for the rules.

9. Juniors and youth are welcome to enter all classes. Each exhibitor will be responsible for their exhibits.

10. Only judges, coordinators and/or volunteers assisting will be allowed in the arena on Friday morning during the judging process. Arena doors are locked during this time from 8:00 a.m. until 2:00 p.m.

11. If any exhibit is removed before 4:00 p.m. Sunday, all prize money awarded to the exhibitor will be cancelled.

12. Arena doors close at 7:00 p.m. on Friday and Saturday evenings.

13. The Coordinators will take every reasonable and responsible precaution to ensure the safety of articles exhibited. The Coordinators wish it to be distinctly understood that the owners must take the risk of exhibiting them. Should any article be lost, damaged or stolen, the Coordinators will give every assistance within their power towards the recovery of said article, but will make no payment in whole or in part value thereof. The Coordinators will take every precaution to prevent accidents, but will not be responsible for any accident in or on the Fairgrounds. The exhibitor will be solely responsible for any loss, injury or damage done to, occasioned by or arising from their participation in the Coldwater Agricultural Fall Fair and shall indemnify the Society against all legal or other proceedings in regard thereto.

14. For 1st place winners eligible to advance to the District and Provincial Competition the rules can be found at ontarioagsocieties.com/district-and-provincial-competition-rules

Outdoor Events

1. Admission to the Fair for all outdoor events must be paid at the gate by exhibitors, but will be reimbursed when registering with their wrist bands.

2. Entry forms will be accepted in advance and up until the time of judging the class showing.

3. Those entering 4H Sheep and 4H Cattle classes are not required to pay at the gates but must show their 4H card.

4. For the Cattle classes, entry passes issued after registration: 1 to 5 cattle – 1 pass; 6 to 10 cattle – 2 passes.

5. Do not list your animals’ names in the description section of the entry form. Please list numbers according to the book.

6. Collection of exhibitor fees will be done by the Coordinator in charge of the class showing. Please make sure name and address are readable.

7. Every animal exhibited must be the bonafide property of the exhibitor (or the exhibitor shall forfeit all prizes that may have been awarded to them).

8. Only entries in livestock, horses/ponies may compete for more than one prize. Check individual classes for the rules of the particular event.

9. Exhibitors travelling from a distance, with livestock, will be permitted to leave the grounds at the end of their show judging.

10. No animal shall be allowed to roam at large on the Fairgrounds.

11. The judge has the right to disqualify any exhibitor under the influence of alcohol.

Privacy Policy

  • Any information collected by the Coldwater & District Agricultural Society regarding members, exhibitors, commercial exhibitors, sponsors, coordinators and any other persons related directly to the business of the Coldwater Fair, will be solely used for the purpose of promotion and for the maintenance of their files and data base. Any member, exhibitor, commercial exhibitor, sponsor or coordinator realizes that when they agree to take part in the Coldwater Fair, their names may be published for these reasons only. None of this information will be sold or transferred to any outside party for that reason.

Hold Harmless Agreement

  • Upon making an entry, the exhibitor shall indemnify and hold harmless the Coldwater & District Agricultural Society, their members, agents and employees from and against all claims, demands, losses, costs, damages, actions, suits or proceedings by any third parties that may arise out of, or may attribute to, all operations performed by or carried out by the exhibitor, his agents, employees, or servants or anyone for whose acts he may be liable, howsoever caused.

Photography and Videography Disclaimer

  • The Coldwater Fall Fair will be captured through photography, videography, and aerial for promotional, marketing, or documentation purposes.
    By attending the Coldwater Fall Fair, you acknowledge and consent to being photographed, filmed, or recorded for the use in any such materials, including but not limited to websites, social media, brochures, advertisements, and other promotional outlets.
    If you do not wish to be included in any photographs, videos, or recordings, please notify the event organizers prior to the event. While every effort will be made to accommodate your preferences, we cannot guarantee exclusion from all captured media.
    Any questions, please email the Coldwater Fall Fair media department at coldwaterfallfairmedia@gmail.com.

Judges

  • Each of these people has attended the Ontario Association of Agricultural Societies (OAAS) Judging Schools (or in the case of Plants and Flowers, Ontario Horticultural Society Judging Schools), where those judging schools exist. For those Classes that do not have OAAS Judging Schools, the judges utilized have equivalent qualifications in the field of study related to the Class. The coordinators and committee members listed for each class are all volunteers who ensure that the judge sees all the entries in a Class/Section, filling in the appropriate paperwork, attaching the prize ribbons and displaying the entries for our Coldwater Fall Fair visitors.

Dogs & Horses

  • Absolutely no horses or dogs (with the exception of Service Dogs) will be allowed on the grounds during the Fair unless they are being exhibited.

Pet Policy

To ensure the safety and well-being of the animals being shown at the Fair, pets are not permitted on the Fairgrounds. The only exception is Service Dogs. Any pets being shown in a competition should be brought to the Fairgrounds just prior to the event, leashed or crated and under control at all times, and must leave the Fairgrounds immediately after their event, unless otherwise stated. Please do not leave your pet unattended in your vehicle at any time.

**** Coldwater Fall Fair is an ALCOHOL FREE EVENT! ****