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2023 Rental Fee Schedule

GHC Fairgrounds & Event Center Fee/Rental Schedule

GRAYS HARBOR COUNTY

FAIRGROUNDS & EVENT CENTER

2023 SUGGESTED FEE AND RENTAL SCHEDULE

Reservation Application Forms will be accepted no sooner than 12 months prior to the date the facility is desired for use. Verbal confirmation of open dates does not guarantee your reservation. Dates will not be secured until full deposit is received, and Rental Agreement has been signed, returned and approved by Fairgrounds Staff.

Rental applications cannot be accepted inside of 10 days prior to planned events, except for emergency situations including, but not limited to, funerals and special meetings.

Rental deposits may be forfeited for event cancelations taking place within 30 days of the scheduled rental. Exceptions may be made, at the sole discretion of Fairgrounds Management, related to special circumstances such as severe weather, acts of God, or public health situations, out of the lessee’s control.

Full Day rental fees cover use of the facility from 6:00am to 12:00 midnight, unless otherwise noted in the event contract. Events running past midnight (including clean-up) will be billed an additional $300 per hour. Stall rental fees are subject to alternate rental policies.

For building rentals, one full day of set up at half price rent is allowed. This applies to set up functions only. Any date when actual event activities take place will be billed at full rental rates.

Fairgrounds & Event Center office hours are 8:30am to 5:00pm, Monday through Friday. Due to staffing numbers, the office may be closed during lunch hours or when duties require staff to leave the office.

Motorsport Events, Concerts, Rodeos, Graduations, and other major events that cannot be scheduled simultaneously with other events must rent entire Pavilion building. Exceptions may be approved at the discretion of Fairgrounds Management, based on the specific needs and structure of the events taking place.

Additional charges, including a percentage of admission fees and product sales, may be assessed for larger events.

Organizations who rent the fairgrounds on a regularly scheduled basis, for more than five (5) events per year, may negotiate a rolling rental deposit, or one-time deposit to cover all scheduled events. In cases of cancellation of a scheduled event, when the deposit is forfeited, a new, rolling deposit must be posted for future events.

A copy of all applicable permits and proof of insurance related to alcohol consumption must be provided 72 hours in advance of the event “set up date”. Security personnel may be required, at the event holder’s expense, during events where alcohol is present. Fairgrounds Management will have the final say on the type of security personnel and minimum number required.

A copy of the event’s insurance certificate with required coverage amounts, naming the Grays Harbor County Fairgrounds as additionally insured must be provided 72 hours in advance of event “set up date”.

The Grays Harbor County Fairgrounds reserves the right to vary rates and fees based on special circumstances associated with each specific event.

The Grays Harbor County Fairgrounds reserves the right to preempt scheduled events or modify the event schedule.At minimum, nine (9) months’ notice must be given to the renter/lessee by the Fairgrounds, in such cases.

The Grays Harbor County Fairgrounds reserves the right to refuse service or rental privileges.

PAVILION

Building rent includes electricity. There is an additional charge for use of the gas heating system.

Pavilion Entire Building - 55,000 sq. ft.(200’ x 275’)Arena grandstand seating capacity 1,800:

THERE WILL BE NO SHORT TERM RENTAL OF THE ENTIRE BUILDING
Free Admission events …………………………………………… $1,250/day
Plus up to 10% of the gross sale of products including, but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.
Ticketed Admission events ……………………………………..... $1,250/day
Deposit Minimum……………..………………………………..$500.00 per event
Any event running after midnight must pay an additional staff rate of $300/hr.
Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.
Deposit Minimum…………………..………………………………….. $150.00 per event

Plus up to 10% of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may also be negotiated in lieu of the percentage rate.

Pavilion Indoor Arena - 21,000 sq. ft. (100’x210’) grandstand seating capacity 1,800:

Full Day (5 hrs. or more)………………………………………….. $575/day
Short term usage (2 hr. minimum, 4 hr. maximum)………………. $150/hr.
Deposit Minimum ……………………………………………..….. $250.00/event
Arena Prep fee (To both pack and restore floor surface)…………...$500.00
Any event running after midnight must pay an additional staff rate of $300/hr.

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

(To either pack or restore floor surface)…………...$250.00

*Note: For groups that require more than three workings or re-workings of the arena per day, a grooming fee may also be charged at a rate based on $60/hr. (pro-rate to the nearest ¼ hour). For example, if a working takes 15 minutes the charge would be $15. THE WORKING SCHEDULE MUST BE DISCUSSED AND WORKED OUT DURING CONTRACT NEGOTIATIONS.IF THE GROUP DOES NOT REQUIRE FAIRGROUNDS STAFF TO WORK OR REWORK THE ARENA MORE THAN THREE TIMES PER DAY, OR THEY WISH TO PERFORM SUCH TASKS THEMSELVES, THIS FEE WILL NOT APPLY. Groups wishing to work the arena themselves will be financially responsible for any damage done while performing such tasks.

Pavilion Exhibit Hall-10,000 sq. ft. (50’x200’) Capacity: 1200 dance style, 900 banquet style:

Full Day (5 hrs. or more)………………….….………………........ $500/day
Short term usage (2 hr. minimum, 4 hr. maximum)………………. $125/hr.
Deposit Minimum …………………….…………………………… $250.00 per event
Any event running after midnight must pay an additional staff rate of $300/hr.

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

Pavilion Meeting Room - 5,000 sq. ft. (50’x100’) Capacity 600 dance style, 400 banquet style:

Full Day (5 hrs. or more)……………………….……………… … $425/day
Short term usage (2 hr. minimum, 4 hr. maximum)………………. $115/hr.
Deposit Minimum…………………..………………………………$250.00 per event
Any event running after midnight must pay an additional staff rate of $300/hr.
Deposit Minimum…………………..………………......................$250.00 per event
Any event running after midnight must pay an additional staff rate of $300/hr.
Deposit Minimum………..………………........................................$250.00 per event
Any event running after midnight must pay an additional staff rate of $300/hr.
Deposit Minimum…………..…………………..…………………$200.00
Any event running after midnight must pay an additional staff rate of $300/hr.
Damage Deposit……………..…………………..…………………..$200.00 per event
Any event running after midnight must pay an additional staff rate of $300/hr.
Deposit Minimum…………………..………………………………………$200.00
Any event running after midnight must pay an additional staff rate of $300/hr.

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

BUILDINGS

Borden-Seabert Exhibition Building - 60’x84’ Exhibition Building

Includes restrooms; 60’x72’ usable floor space; Handicap accessible women’s and men’s Restrooms; and small Kitchenette.All utilities including natural gas heat are included in rental fee.

Full day (5 hrs. or more)………………………………………….. $425/day
Short term (2 hr. minimum, 4 hr. maximum)………………… …. $115/hr

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

Agricultural Building2,400 sq. ft. (40’x60’)

Full day (5 hrs. or more)…..………………………………………. $450/day
Short term usage (2 hr. minimum, 4 hr. maximum)………………. $120/hr

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

Crafts & Hobbies Building3,600 sq. ft. (40’x 90’)

Full Day (5 hrs. or more)………………………………………….. $275/day
Short term usage (2 hr. minimum, 4 hr. maximum)………………. $85/hr.

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

4-H Food Booth

Full Day (Only)…………………………………………………… $125 for Building
Full Day (Only)……………………………………………………$125 for Equipment
Refundable $200.00 cleaning/damage deposit is necessary. Half will go to Fair Board to cover equipment. Half will go to the Fairgrounds to cover the building.

Plus up to 20 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

For rentals of two (2) days or more, a reduced rate may be negotiated.

Livestock Barns (four total)

Full Day (5 hrs. or more)……………….…………………………… $275/day
Short term usage (2 hr. minimum, 4 hr. maximum)…………............ $85/hr.

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

Poultry/Rabbit Barn3,290 sq. ft., L shaped (47’x 70’) & (96’x 46’),
Animals of the World Barn 5,760 sq. ft. (48’x 120’) door height 11 ft. 9 in.
Sheep Barn 4,350 sq. ft. (30’x145’) door height 10 ft. 4 in.
Beef-Dairy Barn 10,452 sq. ft. (67’ x 156’) 9 ft. 10 in., 9 ft. 8 in., (2) 9 ft. 6 in.
FFA Barn door height (1) 10 ft., (1) 10 ft. 10 in.

door height (2)11 ft., (2) 9 ft 9 in.

Pavilion Annex 8,640 sq. ft

Full Day (5 hrs. or more)
Short Term…………………………………………………………………. $100/hr.

Whole Building ………………………………………………. $325/day
Half Building…………………………………………………. $200/day

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

ARENA / EQUINE FACILITIES

Horse Barn Stalls (10 x 10)

Unbedded:
Cleaning – All uncleaned stalls will result in a $50 stall cleaning fee per stall.This fee will be billed to show management.

-Day Rate (O-24 hours)……………………………………………………….......$15.00/day

-Event Rate (Anytime between 6:00am Sat. and 8:00pm. Sun.)………………….$25.00

-Weekend Rate (Anytime between 6:00am Fri. and 8:00pm Sun.)….....................$35.00

-Extended Weekend Rate (Anytime between 6:00am Thurs. and 8:00pm Sun.)…$45.00

-Weekly Rate (Up to seven (7) consecutive days)………………………………...$85

*Due to the occasional lack of availability and the volatile market for shavings, the Grays Harbor County Fairgrounds will no longer be providing bedded stalls or bedding material unless specifically requested under the terms of a special event contract.The cost of such services will be based on market price and staffing costs, with a minimum base rate of $40/stall/day.Any period of time between 0 and 24 hours constitutes a “day” of rental. Customers will be billed at the least expensive applicable rate, according to actual hours of stall use.

Pavilion Outdoor Arena240’ x 150’

Full Day Only…………………………………...................................... $200/day
Deposit Minimum…………………..………………………………….. $100.00 per event
Full Day (5 hrs. or more)………………………………………………. $350/day
Full Day rental in conjunction with Indoor Arena rental… $175; $100 Youth Rate
Deposit Minimum……………….……$200.00 per event; $50 if with Arena rental
Short Term Group Rent by Reservation ………………… $100/hr. (lights not included)
Lights with Group Rental ………………………………… $30.00/hr.
Short Term Individual Open Riding ………………........... $ 5.00/hr./rider
Folding Tables .………………………………… .…………… $4 ea.
Chairs ……….………………………………………………… $2 ea.; $1 ea. if over 50 chairs are rented during same event
Picnic Tables (If placed in your rental area by request)………..$5.00 ea.
Bleachers ……………………………………………... $75/set
Portable Stage………………………………………….$50 or $10/piece/event
Ticket Booths ………………………………………….$50 ea./event
Cash Registers (Limited Availability).. $10/day + $100 refundable damage deposit
Portable P.A. System………………...$25/day + $100 refundable damage deposit
Curtain Dividers (Can be rented only for Pavilion Events)…$10 per 10 ft. section, per event. A flat fee can be negotiated if over 100 ft. of curtains are used.
$15.00 per building, unit, room, or area; Plus, $45/Hour Utility Fee (2-hour minimum usage); Plus, any other applicable costs that are incurred by the fairgrounds during usage.
Friday is considered the weekend

*Included free of charge with Pavilion Arena Horse Shows

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

Montesano Farm & Home Arena160’ x 60’

*Included with full Pavilion building rental.

*Not included with Pavilion Arena shows that only rent Indoor Arena.

Plus up to 10 % of admission fees and/or the gross sale of products including but not limited to food, alcohol and novelties. A flat fee may be negotiated in lieu of the percentage rate.

*If lights are used ………………………..ADDITIONAL $ 5.00/hr./rider

*During Normal Business hours, Monday through Friday, 8:00am to 5:00pm,customers must pay in the Fairgrounds Office prior to riding.Gates will be opened by staff at that time. Customers arriving after normal business hours and on weekends must contact the Fairgrounds Caretaker at (360)722-6555. The caretaker will meet riders at the arena to collect fees and open gates. Note: The caretaker is not always available to provide assistance.

*Bulk Riding Rate – Riders who use the arena on a regular basis can benefit by purchasing a bulk riding voucher that will reduce the cost of use.The bulk riding rate is $50 per month.A person taking advantage of this option will be issued a key that is good for one calendar month.Locks will be rotated on the 1^st of each month.Keys must be returned by the riders at month’s end, before the key for the next month can be issued.A $50 fee will be assessed as penalty in the case that a key is lost or not returned.

OUTDOOR AREAS

Pavilion Lawn Area: Includes stage, power and lights……………………..$375.00/day

Midway Lawn Area: Includes power, overhead lights and water hook-ups..$350.00/day

Carnival Lot Area: Includes power and water hook-ups……………..…… $350.00/day

Parking Lots (one paved lot, one grass lot)…………………………….…...... $350.00 ea./day

Lots must be rented if parking is charged, or 15% of total parking fees collected, must be paid to the Fairgrounds, whichever is greater.

Note: The Fairgrounds retains first-rights for parking lot fees.The County may, at its sole discretion, assign its parking lot fee collection rights to any group, by written contract.Such groups may receive, for their exclusive benefit, all or a shared portion of such fees.

Camping –Overnight - per space (hook-up, non-hook-ups or tent) ………... $30/night

Special Events (Fairgrounds will make determination) ……. $35/night

Note:

Event related camping has a higher priority that non-event camping
Campers are limited to seven (7) nights of continuous stay. They may return for additional stay, after a seven (7) day, off period.
A special “TENT ONLY” dry camping area may be set up during certain large events at a reduced nightly rate of…………………………………………....... $25/night
A bulk group camping rate may be negotiated in certain camping areas for larger events.

FOOD CONCESSIONS

The County retains all rights for the sale of food and beverages during all events.The Grays Harbor County Fairgrounds may also, at its sole discretion, assign food and beverage concession rights to anyone and receive, for its exclusive benefit, a percentage of, or all monetary and other benefits.If the County elects not to exercise these rights, other groups may offer concessions, if prior permission is given by the Fairgrounds.During externally ran events, the event organizer will have the second right of refusal in regard to concession operations.

Fair Commercial Food Booths…………………………………...Flat fee of up to $400.00 or up to 22% of Gross sales, whichever is greater.
Commercial Booths during Internally Ran Events………………Negotiated flat fee of up to $100.00 or up to 15% of Gross sales, whichever is greater.
Commercial Booth during Externally Ran Events……………… Negotiated flat fee of up to $100.00 or up to 20% of Gross sales, whichever is greater.

Non-Profit Groups during Internally Ran Events.……Negotiated flat fee of up to $100.00
Non-Profit Groups during Externally Ran Events……Negotiated flat fee of up to $100.00

*Note: Non-Profit Youth Groups who wish to operate a food concession during small, externally ran youth events may qualify for a special concession rate of 10% or a negotiated flat fee of, at minimum, $25 when the Fairgrounds is not running its Concession Stand.Prior permission must be granted at least one week in advance of the event by Fairgrounds Management.All applicable permits and licenses are required.

RV/BOAT STORAGE

Per Month Storage Fees, plus Leasehold Excise tax of 12.84% (locked buildings - no heat)

0’ – 19’…………………………………………………………………….. $110

20’ – 24’…..……………………………………………………………….. $115

25’ – 30’…………………………………………………………………… $120

31’ – 40’…………………..……………………………………………….. $125

41’ & Up……………..……………………………………………………. $135

LABOR

If fairgrounds staff is used beyond what is included with building and equipment rental services there will be a charge equal to the actual Cost of wages and benefits plus 10%. This includes all event labor such as, but not limited to: set-up, clean-up, bedding & cleaning of stalls, extra working of arena, security, etc.

EQUIPMENT

*Note: Those renting the entire Pavilion Building for a “Full Day Rental” will be allowed the use of 25 tables and 100 chairs at no charge, as part of their rental package.

*A $50 Cleaning Fee may also be charged if curtains are used on dirt floor, or outdoors.

*One set consists oftwo (2) base plates; two (2) – 8’ Uprights;two (2) ExtendablePoles; and three (3) curtains)

GAS HEATING FEES

Gas Heat

Pavilion Meeting Room - $40/hr. with a 2 hr. minimum charge

Pavilion Exhibit Hall - $40/hr. with a 2 hr. minimum charge

Pavilion Indoor Arena - $45/hr. with a 2 hr. minimum charge

OTHER UTILITY FEES

Utilities - (electricity, water, sewer, garbage)

4-H, FFA, & other Youth Groups paying youth rate……………... $45/hr.

GRAYS HARBOR COUNTY YOUTH RATES

A special youth rate is available for Grays Harbor 4-H Youth Program and Grays Harbor FFA Chapters. Groups qualifying can rent facilities at youth rates on weekdays and/or weeknights only (if available and not desired for use by full paying events) at the rate of:

Other non-profit, youth groups may also be granted the youth rate for rentals held Monday through Thursday only.Weekends (Fri., Sat., Sun.) are at the published rate.

To be granted the youth rate, events must be free of charge, with no admission collected. If the event wishes to collect donations the following statement must be included in advertising and posted at the event: “Donations are strictly voluntary and are not required to spectate and/or participate in this event”.

Special - Washington High School Equestrian Team (WAHSET) Meet Youth Rate Package

Includes Pavilion Arena, Covered Arena Warm-up Area, Monte Farm and Home Covered Arena ………………………………………………………….. $1,750
Plus, Stall Rental and other applicable fees/charges

Updated 12/10/22