Massachusetts State Exposition Building 2022 Military Appreciation Day Application September 16, 2022
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Massachusetts State Exposition Building
2022 Military Appreciation Day Application
September 16, 2022
OVERVIEW
The Eastern States Exposition (“The Big E”) is an annual 17-day event held in West Springfield,
Massachusetts. The Big E is the fifth largest agricultural fair in the United States, attracting over 1.4
million attendees in 2021. This year’s Big E will be held from September 16th through October 2rd, 2022.
The Massachusetts Building, located on the Avenue of States, is one of the Big E’s premier attractions
and provides Commonwealth businesses, non-profits, and other entities an opportunity to showcase
their products and services. One such opportunity will be available at this year’s Big E Military
Appreciation Day (“Event”). The guidelines and application to participate in this one-day Event are
below. Please refer to the 2022 Massachusetts Building Guidelines for complete details.
Military Appreciation Day: Friday, September 16, 2022 from 10:00 A.M. to 5:00 P.M.
Massachusetts organizations providing outreach services to veterans, military personnel, and military
families are invited to showcase their services at the Event on a 10’ x 10’ space on the front lawn of the
Massachusetts Building, for the purposes of outreach and education to the public. There is no cost to
exhibit on Military Day.
HOW TO APPLY
All prospective exhibitors must submit the attached application, a picture of booth design, and ALL signs
to be displayed at the Event to the Massachusetts Department of Agricultural Resources (“MDAR”) by
4:00 P.M. on Friday, August 6, 2022 for consideration. Applicants should submit original proposals by
mail to MDAR, Attn: Phu Mai, 251 Causeway Street, Suite 500, Boston, MA 02114. Proposals must also
be submitted via email to Phu Mai at Phu.Mai@mass.gov. It is recommended that first time applicants
contact Phu at 617-680-4196, prior to submitting an application to further discuss the opportunity.
SELECTION OF EXHIBITORS
While MDAR strives to avoid product and service competition among exhibitors in its booth spaces,
please note there is no assurance of exclusivity for any exhibitor as to particular product or service
offerings made during the Event. Past Massachusetts Building exhibitors are not guaranteed selection
for the Event or exclusivity of their product or service in current or successive years, if selected. All
submitted applications will be reviewed and considered by MDAR, which retains sole discretion as to
which applicants may be selected to participate. All applicants will be notified whether or not they have
been selected to participate. All selected applicants will be required to enter into a license agreement by
August 20, 2022.
HOURS OF OPERATION/ STAFFING
Event set-up on the Massachusetts Building front lawn begins at 7:30 A.M. on September 16, 2022.
Booths must be set up and ready for exhibition no later than 9:00 A.M. and must remain open until at
least 5:00 P.M., with the option of staying open until 9:00 P.M. when the Massachusetts Building closes.
Access to the Massachusetts Building lawn for booth set up ends at 9:00 A.M. and ALL vehicles must be
off the fairgrounds and in parking lots by this time. Vehicles are not allowed back on the fairgrounds
until the fair closes at 10:00 P.M. Assistance to exhibitors via golf cart will be provided for closing based
Page 1 of 6on availability. The Massachusetts Building opens at 10:00 A.M. to the public. Event exhibit booths
MUST be staffed at all times.
PUBLIC HEALTH PERMIT REQUIREMENTS
Please note that effective January 2021, the Town of West Springfield implemented a Single-Use Plastic
ban. Additional information is available at the Department’s website. Please also note that effective
June 2022, the Town of West Springfield will implement a polystyrene ban. As such, no Styrofoam food
containers will be allowed. Additional information can be found on their website by clicking here.
COVID-19 Information
• All Event exhibitors must comply with all applicable federal, state, and local public health orders,
regulations, ordinances, or other guidance issued related to COVID-19 that are in effect at the
time any exhibitor is in or around the Massachusetts Building and throughout the Big E.
Massachusetts Entity Requirements
Applicants must demonstrate that they are a Massachusetts entity that is registered and conducting
business within the Commonwealth. Proof of such is required with the application. Proof may include a
current:
▪ Certificate of Good Standing from the Secretary of the Commonwealth of Massachusetts issued
within the past sixty (60) days;
▪ Business certificate from the Massachusetts city/town in which business is conducted;
▪ Non-Profit 501(c)(3) documentation; or
▪ Supporting documentation that describe the structure of the non-profit organization.
DO NOT send copies of tax returns or other financial information that may include personal information,
as all applications are subject to the Public Records law.
Insurance Requirements
All exhibitors participating in the Event must, at their own expense and in a company rated A or better
by A.M. Best and Company, obtain the following insurance coverage:
General Liability Insurance
Bodily Injury/Property Damage – limits of $1,000,000.00 per occurrence
Products/ Completed Operation – limits of $1,000,000.00 per occurrence
Workers’ Compensation Insurance (if required)
All insurance policies must name the “Commonwealth of Massachusetts, Massachusetts Department
of Agricultural Resources, and Massachusetts State Building” as an additional insured and copies of
such policies must be mailed to MDAR, Attn: Phu Mai, 251 Causeway Street, Suite 500, Boston, MA
02114. The duration of the additional insured status shall be for the day of the event, September 16,
2022. All Certificates of Insurance must provide a thirty (30) day notice of cancellation to the
Massachusetts Department of Agricultural Resources.
IMPORTANT INFORMATION
Page 2 of 6• Booth set-up and break down instructions will be distributed to applicants upon acceptance
• Event exhibitors are responsible for bringing all supplies required for exhibition, including a 10’ x
10’ pop-up tent, folding table, chairs, coolers,tablecloths, and any other supplies exhibitor might
require. Tents must be weighted down or staked into ground. Hand trucks are recommended for
carting supplies to and from vehicle.
• Limited electricity is available. Please contact Phu Mai at 617-680-4196 to discuss availability
and potential use.
• Subject to availability, two (2) admission passes and one (1) parking pass is allotted per Event
exhibitor. Additional passes are available for purchase.
• Licensing, sub-licensing, leasing, and/or sub-leasing any or part of exhibitor’s Event booth area
without approval of Massachusetts Building Manager is prohibited.
• Applicants with services that compete with exhibitors inside the Massachusetts Building
including exhibitors on the side porches will be ineligible for participation in the Event.
• All Event exhibition space must be professional and must encourage visitors to stop by, learn,
interact, and purchase services, where applicable.
• Additional information and complete Event Exhibitor Guidelines are available at MDAR’s
website.
• Event exhibitor’s failure to comply with any of the provisions detailed in the application or in the
license may result in the forfeiture of booth space and/or denial of exhibitor’s application to
participate in the Event in successive years.
TIMELINE (TENTATIVE, SUBJECT TO CHANGE)
▪ Application deadline Friday, August 6, 2022
▪ Notification to applicants Friday, August 13, 2022
▪ License Agreement & Insurance Friday, August 20, 2022
▪ 2022 Big E September 16 - October 2, 2022
▪ Military Appreciation Day Friday, September 16, 2022
Page 3 of 6Massachusetts State Exposition Building
Military Appreciation Day Exhibitor Application
September 16, 2022
Application Due Date: 4:00 P.M. Friday, August 6, 2022
Mission: The mission of the Massachusetts State Exposition Building is to showcase Massachusetts
agriculture, commerce, culture, and tourism through informational, educational, promotional, and retail
exhibits. The Massachusetts Department of Agricultural Resources (“MDAR”) invites Massachusetts
organizations and businesses (“Applicants”) to apply for the opportunity to exhibit for a single day at the
Massachusetts Building (“Building”) at the Eastern States Exposition (“Exposition”) located in West
Springfield, Massachusetts.
THIS APPLICATION MUST BE TYPED NOT HANDWRITTEN. EVERY BLANK MUST BE FILLED IN
(OR INDICATE N/A) IN ORDER FOR THIS FORM TO BE CONSIDERED COMPLETE
Business/ Association Name:__________________________________________________________
Contact Person:____________________________________________________________________
Address: __________________________________________________________________________
Telephone: _____________________________ Fax: ______________________________________
Email: ____________________________________________________________________________
Website: _________________________________________________________________________
Facebook page: ____________________________________________________________________
Business Tax # or Tax Emempt # _______________________________________________________
Business Type (Corporation, Partnership, Sole Proprietor, etc.)________________________________
Note: All applicants must provide proof that they are a Massachusetts entity that is registered and
operating in good standing within the Commonwealth of Massachusetts. See Exhibitor Guidelines for
additional information/examples.
What makes your organization suited to participate on Military Appreciation Day?
Describe the services and/or resources your organization provides to help veterans, active servicemen
and women and their families?
Page 4 of 6Booth space: Describe in detail your booth design, concept, layout, fabrication materials and any other
relevant display features. (Please include a picture of all signs: you may include drawings, diagrams,
and/or photographs of your exhibit with your application.)
Mission: Company/association/agency mission: Describe in detail the intended message of your exhibit
and how you intend to convey that message. Highlight any educational opportunities you will provide
fairgoers.
ALL APPLICANTS MUST SIGN AND COMPLETE THE FOLLOWING.
I believe the above to be an accurate and true description of my proposed exhibit area. I
understand that the decision of the Massachusetts Building Advisory Committee and the
MDAR will be based upon the content of this application. I understand any proposed
changes to this application after submission to MDAR are subject to review before being
approved.
I have read, understand, and agree to the above statements and to all provisions in the
above “Massachusetts Exposition Building Exhibitor Application Form and Exhibitor
Guidelines” and “Operating Rules for Exhibitors.”
Acknowledgement
Type your First and Last Name Date
I understand that checking this box constitutes a legal signature confirming that I
acknowledge and warrant the truthfulness and accuracy of the information provided in this
document and hereby agree to be bound by the terms and conditions set forth herein.
Signature
Printed Name: Title:
Business/Association Name: Phone:
The application should be submitted via email to Phu Mai at Phu.Mai@mass.gov and mail the original to
MDAR, Attn: Phu Mai, 251 Causeway Street, Suite 500, Boston, MA 02114.
*** Refer to separate Exhibitor Guidelines for additional selection criteria and resources.
Page 5 of 6FOR OFFICE USE ONLY
Date rec’d:_______________
Emailed completed application
Mailed completed/signed original
Proof of Mass. business/organization
COMPLETE APPLICATION CHECKLIST
Applications missing any of the following items will be deemed incomplete and will not be
considered.
Email a completed electronic application directly to phu.mai@mass.gov
Mail a completed and signed original copy of the application to MDAR at the address
on the application, Attn: Phu Mai. No faxed applications will be accepted.
Submit proof of Massachusetts business or non-profit
(copies of tax returns are not valid and should NOT be submitted)
o Certificate of Good Standing;
o Business certificate;
o 501(c)(3) status; or
o Other non-profit designation.
Submit drawings, diagrams, and/or photographs of proposed exhibit
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