VENDOR SETUP & Instructions

Saratoga Balloon and BBQ Festival 

August 27 – 29, 2021 

Saratoga County Fairgrounds 

162 Prospect Street 

Ballston Spa, NY 12020 

SETUP: Hours for setup are Friday from 8am to 2:30pm. You will enter the site from Gate 6. Fairgrounds Avenue. When you enter there will be a reception table and a person will be there to give you your exhibitor packet, which will include badges and your booth number. Do not set up until you have checked in. 

Drive your vehicle to your spot and pull in perpendicular to the building. Someone should be inside it to help you find your space, and your space will be marked with chalk with your booth number . Unload then move your car to the approved parking area. AFTER parking, you may start to set up. 

Do not park near the building as it may be too crowded to leave from there in the evenings. 

SHOW HOURS: Friday 3pm – 9pm and Saturday 11am – 8pm and Sunday 11am – 5pm. These are the hours for the Marketplace Building. There are longer hours for other balloon related activities. We expect you to be open on time and to be on the premises throughout the show. It is fine to take a short break, but it is unprofessional to leave your booth unattended for any length of time. Please get a neighbor or friend to cover for you. 

LIABILITY INS: You must have liability insurance. This has been covered in detail in previous communications. Please refer to them. 

TAX INFO: Read because Fairgrounds is very strict. To set up you must comply

You MUST have an NYS Sales Tax ID. You MUST send a copy of the ID to us via mail or email by Aug 15, 2021. You MUST display the certificate in your booth. If you need more info on sales tax, contact NYS Dept of Taxation. There is more info here. We must give this info to the Fairgrounds. Please do not fax the forms to us as they come through blurry and illegible. Without the Certificate or exemption, you will not be able to set up. 

ELECTRIC INFO: In order to plug into the electric at the fairgrounds, you MUST have a minimum 14 gauge, grounded cord approved for outdoor use. They MUST be embossed with a

“W” showing they are for outdoor use. NO EXCEPTIONS. Please see attached electrical notes for more information. 

If you do not have an approved cord you will NOT be allowed to plug in. 

ADDITIONAL OR OUTDOOR POWER is available for $50/400 watts. Let us know in advance. Additional power requests made during setup/after the cables have been laid will cost $100/400 watts and will not be available for outdoor booths. By default 10×10 booths in buildings get 400 watts of power, 15X10 600 watts, and 20X10 800 watts. 

HOTELS: There are numerous hotels in the Saratoga area in all price ranges. We cannot compete with internet sites like and 

CAMPING: Camping is available on the site Friday and Saturday. The cost is $10 for tent/car camping and $50 for RV with hookups. There are showers on the site. If you spend the night on site, that is considered camping. 

If you intend to camp, please complete the attached camping form and return with payment to us by Aug 1, 2021. 

BUILDINGS: The buildings have cement floors. You may need weights to hold down tents, etc. in the buildings. It can be windy in this building as it is a large barn with a covered roof and no walls. 


MUSIC: Playing music in your booth is not allowed. 

PETS ARE NOT ALLOWED ON THE SITE. This is a Fairgrounds rule. (Campers may have a pet but only if it is limited to the camping area, not on the public spaces of Festival.) 

SECURITY: No one may enter the buildings before 9:00 am on Saturday, and Sunday. If your morning setup requires earlier entry, ask for permission from Charley or Tim. After the show closes in the evening, you may not enter the building without being escorted by security personnel. 

Cell phone from Wednesday of the week of the show between 9am and 6pm ONLY: Charley: 802-922-1859 and Tim: 802-489-6650


Tim Cianciola/ Charley Dooley Craftproducers 

Office number: 802.316-5019 Email: Website: