For county and local fair boards
Your fair board's paperwork, ready before opening day.
Policy manual, sponsor and vendor agreements, volunteer waivers, a premium book, meeting minutes, a grounds rental agreement and a fair week emergency plan. Free to fill in, print and copy.
Free, with no account. Starting drafts, not legal advice.
What's in the kit
9 templates for the paperwork that comes back every year
Fair board policy manual
A plain policy manual covering board roles, meetings, money handling, records and complaints.
Fill in and printSponsor packet and sponsorship agreement
A sponsor letter, level outline and a short agreement that spells out what each side gives.
Fill in and printVendor and concession agreement
A numbered agreement for food stands, merchants and concessions: space, fees, hours, rules and insurance.
Fill in and printCertificate of insurance (COI) tracker
A tracker for the insurance certificates you collect from vendors, sponsors, carnivals and contractors.
Fill in and printVolunteer waiver and sign-in sheet
A volunteer acknowledgment and release form, with a parent section for minors and a shift sign-in sheet.
Fill in and printPremium book template
An outline for your fair's premium book: welcome, general rules, entries, judging, premiums and department pages.
Fill in and printBoard meeting agenda and minutes
A standing agenda and a minutes form, so every meeting covers the same ground and leaves a clear record.
Fill in and printFairgrounds rental agreement
A rental agreement for renting your buildings or grounds to outside groups between fairs: dates, fees, deposit, rules and insurance.
Fill in and printFair week emergency and severe weather plan
A one-binder plan for who does what when weather turns, someone is hurt, a child is lost or the grounds must be cleared.
Fill in and print
Who it's for
Boards that change hands
Many fair boards are run by volunteers, and members turn over. New officers often start with a box of old files. These templates give the next board a clean place to start.
Board members and officers
Presidents, secretaries and treasurers who keep the records.
Fair managers and office staff
The people who collect sponsor forms, vendor paperwork and volunteer sign-ins.
How it works
Three steps, all in your browser
- 1
Pick a template
Open the library and choose the document your board needs this season.
- 2
Fill in the blanks
Type your fair's name, dates and contacts. The document updates as you type.
- 3
Print and review
Print it or save it as a PDF. Then have your attorney or agency review it.
Not an entries tool. Keep using your entry software for entries and results.
Complete Kit, $149
Want every template as a Word file?
Every template is free to fill in and print on this site. The Complete Kit adds:
- Every template as an editable Word (.docx) file
- Updates for one year: for 12 months after you buy, your download page has the latest version of every template we've updated.
Event staffing
Need hands on the grounds?
Fairs can request off-duty EMS, security, nurses and event staff through Off Duty, a separate Roofus Ventures service.
Starting drafts, not legal advice.
Every template is a place to start. Have your attorney or agency review it before your board uses it. Questions or a template you'd like to see? Email info@roofusventures.com.