The Big E: Maine Building Participants

The Maine Department of Agriculture, Conservation and Forestry (DACF) owns the Maine Building. The exhibit Building is on the Eastern States Exposition (ESE) fairgrounds in West Springfield, Massachusetts. The Building opens each fall as part of the 17-day Big E Fair.

Since 1925, the Building has showcased Maine products, industries, and visitor experiences. It is one of seven state buildings on Fair’s Avenue of States.

DACF’s Agricultural Resource and Development Division manages Building operations and event coordination. Eastern States Exposition oversees the fairgrounds and the Big E Fair.

The Eastern States Exposition is an events complex in West Springfield, Massachusetts. It organizes and hosts The Big E Fair each fall, and other events year-round.

The LOI is governed by Maine state law, including Title 7,  �403, which authorizes DACF to operate the Maine Building at the Eastern States Exposition.

Products that highlight Maine and are easy to buy, carry, or link to year-round sales usually do best. The event is a high-traffic location – more than 1 million people visit the fair from across the region. Approximately 15–18% of fairgoers visit the Avenue of States buildings.

Availability varies by year, and opportunities may include:

• Big E parades – Read the application and details
• Agricultural Competitions – Learn more about opportunities
• Big E! Retail Store of New England farm and food products – Connect with the agricultural department
• Collaborative promotions with the Fair, including experiential marketing activities

The State of Maine covers most expenses for the permanent exhibit space. DACF oversees the Building. State funds pay for event management, staffing, travel, operations (custodial, utilities, health, and safety compliance), and outreach. Exhibitor rental fees help cover basic such as basic operating services and utilities.

You are eligible if you:

• Are headquartered in Maine (sole proprietors must live in Maine)
• Are registered and in good standing with the Maine Secretary of State
• Sell or promote Maine-grown, Maine-processed, or Maine-based products or services, including:
• Agriculture and specialty crops
• Food and beverages
• Forestry and forest products
• Marine and aquaculture products
• Maine-based retail or commerce
• Tourism services

You are not eligible if you:

• Represent a franchise or subcontractor headquartered outside Maine
• Sell products or services that do not promote Maine
• Only distribute products from out-of-state companies
• Failed to follow Maine Building terms and conditions

A review committee scores applications based on eligibility, and Department priorities. The committee uses these points to make recommendations. The Department Commissioner, or their designee, approves the final exhibitor roster.
DACF prioritizes applicants who:

• Sell or promote Maine-produced or Maine-branded goods or services
• Use Maine ingredients or materials
• Promote Maine’s natural resources or visitor experiences
• Show they are ready to staff, stock, and operate a booth for the full exhibit period

Use the online application to enter your contact information, how you want to participate, preliminary logistics needs, Maine connections, and acknowledge the agreement terms & conditions. It takes applicants 30 to 120 minutes to complete their application.

Any Maine-based entity or individual who would like to participate in the Maine Building or related programming:

• Maine Building Exhibitor: Rent short- or long-term space (single day, 5–6 days, or 17 days) to sell, promote, or do outreach.
• Special Event Days: Maine Day and/or Harvest New England ambassador or entertainment.
• Business-to-Business & Wholesale: Coordinate product sales, consignments, services, online orders, or delivery. Includes indications of interest to supply Maine Building Exhibitors.
• Maine Building Featured Artists: Display artwork, installations, or exhibits along pathways, inside, or outside the Building.
• Referrals to the Fair: Entertainment, parades, or other vendor opportunities outside the Maine Building.

No. The Maine Building does not guarantee exclusivity for any product or service. Past participation does not guarantee future selection or placement.

17-day exhibits (entire fair) and short-term options (1 day or 5–6 days), with various sizes.

*Notes

• Booths 1–7 are for makers and non-food exhibits.
• Booths 8–22 are for ready-to-eat food, and beverage exhibits. This helps meet safety and utility requirements.
• Sizes are approximate and may vary. Structural features, utilities, and traffic flow may impact usable space.

Booth rental fees include:

• Access to standard electrical outlets (120) within the exhibit space
• Sewage and plumbing utilities
• Access to exhibitor break room and bathrooms
• Event coordination and organization
• General custodial services for common areas
• Limited storage -- your booth footprint only
• Shared Wi-Fi

Exhibitors are responsible for booth operating costs. This includes, but is not limited to:

• Lodging and staffing
• Display material (shelving, signage), booth setup, and teardown
• Promotional and marketing materials
• Big E admission tickets and parking
• Cleaning and maintenance within the booth space
• Appropriate ANSI First Aid kit for your booth space
• Maintenance, cleaning, and inspection of exhaust hoods and fire suppression systems (if applicable)
• Propane (if applicable)
• Grease container (if applicable)
• Graywater pumping (if applicable)
• Extra storage (dry or cold) and on-site lot access if applicable
• Any modifications required by local Health, Fire, or Building officials
• Special electrical installations, additional outlets, or increased voltage
• Hard-wired internet installation, if needed

You may request a space in your application. Building Management makes final assignments based on fit, availability, and logistics.

Choose based on your goals, staffing capacity, and inventory:

• 1-day: Outreach or learning about future opportunities
• 5–6 days: New exhibitors or limited inventory; introductory
• 17 days: Full-capacity operation
• Exterior: Assigned food trucks & craft beverages

Maine Building Exhibitor Tasks Checklist

Application & Pre-Approval Tasks

• Submit application – By January 31 for priority review
• Watch orientation video
• Review and sign Terms and Conditions
• If accepted, plan to attend Exhibitor call ( March / April)

Site Visit Tasks

• RSVP for site visit (17-day exhibitors)
• Site visit set-up day (17-day exhibitors)

Logistics & Paperwork

• Submit electrical requests (if needs will be different from application) – July 1
• Submit final Logistics Information – July 1
• Provide final staffing headcount – July 1

Payments

• Booth rental payment (State of Maine) – July 1
• Dead storage payment (Eastern States Exposition) – July 1

Permits & Compliance

• Submit West Springfield permit paperwork – July 1
• Temporary Food/Beverage Permits Distributed (Thu–Sat before Opening Day)
• Review applicable labor, tax, and compliance regulations

Preparation Tasks (10 Days Before Fair)

• Review packing list & confirm supplies
• Save and share emergency contact number (413-205-5555)
• Review and pack your ANSII First Aid kit
• Print (or digitally save) essential On-Site Documents (e.g., certificates for insurance, food, etc.)
• Review emergency evacuation map and plan with staff
• Review potential traffic routes, maps, getting to Gate 1 etc.
• Share relevant informational resources with staff (operating hours, key contacts, directions, etc.)

At-Fair Tasks

• Prepare Booth & identify on-site landmarks
• Obtain admission credentials
• Review your own safety plan with booth staff
• Begin exhibiting (Opening Day is Friday of the week after Labor Day. Refer to exhibit duration calendar for more details.)

Post-Fair Tasks

• Post-Fair cleanup: Remove waste, signage, materials, and prepare for off-season cleaning
• Submit post-Fair questionnaire

You should source all food and beverage items from Maine-based supplier, and list this in your application. Exhibitors must use the Fair’s pre-approved vendors for ice, propane, and grease barrels/dumpsters.

The Fair offers a paid storage lot about 1/4 mile from the Maine Building for exhibitor trailers or containers. You must submit a request form and pay the required fee before the Fair.

Start by creating a plan that outlines your goals (inventory and outreach), staffing, and budget. Review the Terms & Conditions, submit all required forms and payments, finalize staffing and lodging, and regularly visit the www.maine.gov/dacf/bigeprep webpage.

Your invoice lists your assigned booth and exhibit group, total booth fee, any deposits, and, if applicable, commissionable sales. Follow the payment instructions sent to your billing contact. To submit payment, use the PayMaine portal for ACH or credit card, or other methods noted on the invoice. Cash is not accepted.

Use the checklist and packing guides to plan. Start early, stay consistent, and submit required materials ahead of deadlines. From May through June, set aside 30–60 minutes each week to review your plan.

Check your invoice for your booth assignment and exhibit group. Your group determines your required load-in and load-out times. If you want to request an adjustment, you must get prior approval from Building Management. Email your request by August 1.

Exhibit Groups & Duration:

*Note: Building Management may schedule an on-site workday for 17-day exhibitors who paid in full and finish all paperwork. No inventory until load-in week.

Arrive during daylight hours. Text the designated contact 20 minutes before arrival at Gate 1 so that staff can meet you at Gate 1 with your credentials.

Short Term C & D Arrival Instructions

Before you arrive

• Send a “test” text and save the designated Building staff contact phone number in your phone.
• Plan to arrive late afternoon (daylight hours recommended).
• 20 minutes out: Text the designated Building staff contact your vehicle type.
• Get your parking pass and admission badge from Maine Building staff at the Fair (unless otherwise arranged).

When you arrive

• Enter at Gate 1; tell the gate staff attendant you are meeting someone who has your passes.
• Wait in the temporary parking space; Maine Building staff will meet you.

Evening (optional staging)

• Current exhibitors begin teardown at 9:00 p.m. and must clear before you move in.
• Building is open until 10:30 p.m.
• No vehicle access before 9:30 p.m., traffic permitting.
• You may stage items inside the Building on the evening before your first exhibit day.

Morning (first day of exhibiting)

• Building opens approximately 6:15 AM.
• Be fully ready to operate by 9:30 AM.

Exhibitors are responsible for their own promotions, and booth design and setup.

Marketing & Promotions Tips:

• Coordinate publicity, social media, and marketing materials at least 45 days before you exhibit. Research information to help promote and raise awareness about Maine products.
• Collect customer contacts for follow-up, newsletters, or post-Fair discounts.
• Maintain an e-commerce site.
• Offer convenience services:
• “Hold while you shop” – label items, collect contacts, send reminders via text.
• Shipping – discounted or post-Fair options.

Booth Design Tips:

• • Create a layout diagram at least four months before the fair. Booths need to be a temporary, but structurally safe for staff and visitors. Review local rules and requirements before purchasing supplies and setting up your booth. If you have questions, you can email a drawing of your proposed idea to the Deputy Fire Marshall – use the exhibit year and building name in the subject line.
• Avoid flammable items, obstructive A-frames, damaging adhesives, glass beverage containers.

You are responsible for providing and paying for cold storage units, storage space, and any related freight. View important contacts for suggestions.

You are responsible for providing and paying for cold storage units, storage space, and any related freight. View important contacts for suggestions.

You must use the Fair’s pre-approved suppliers at the Fair. See important contacts for details.

Avoid peak times and follow the Fair’s schedule. See chart below for guidance.

Send mail and packages to:
Your Company Name
Exhibitor Name – Booth Name
Maine Building
C/O Eastern States Exposition
1305 Memorial Ave.
West Springfield, MA 01089

The Maine Building opens to the public daily from 10:00 a.m. to 9:00 p.m. during the 17-day fair. The Fair starts the first Friday after the full week following Labor Day.

Exhibitors may enter the Maine Building daily from 9:00 a.m. to 9:30 p.m. to get ready outside of operating hours.
Note: The Eastern States Exposition controls the Fair schedule and fairgrounds access. Building Managers share updates with Exhibitors.

The Exhibit Evaluation Rubric is a tool to review how your exhibit represented Maine, met core objectives, engaged visitors, and delivered customer service. View a copy in the resources section.

Call 413-205-5555 for help during the Fair. The Fair provides on-site police, security, fire, medical, EMT, first-aid services, and lost and found.

• Know the emergency number
• Know evacuation routes and mustering locations
• Share emergency plans with staff
• Always secure cash and valuables
• Follow all fire, health, and safety regulations

Read the Maine Building Terms and Conditions.

Yes. The Fair requires liability insurance. Confirm coverage and endorsements with your insurance agent before July 1. Keep a Certificate of Insurance (COI) available at your booth.
List the Department and Fair as additional insured:

• State of Maine, DACF
  90 Blossom Lane, Augusta, ME 04330
• Eastern States Exposition (ESE, Inc.)
  1305 Memorial Ave., West Springfield, MA 01089

Refer to experts. The Maine Bureau of Insurance and Workers Compensation Board has information for insurers, self-insurers, independent contractors, and employers.

DACF cannot provide legal or employment advice. Consult qualified professionals. View the resources section for suggested websites.

Yes. Local banks allow customers to use on site banking. If you accept credit cards, do not add surcharges—per Massachusetts law: Chapter 140D, Section 28A(2)

Consult a qualified tax professional for compliance. Visit the resources section for Maine and Massachusetts Revenue webpages.

No. The Fair prohibits use and sale. Non-compliance violates Exhibitor Terms & Conditions.

The Town of W. Springfield has ordinances that Exhibitors must follow.

• Bags: recyclable paper, marine-degradable plastic, or reusable. W. Springfield’s rule
• No Styrofoam/polystyrene for food or drinks. W. Springfield’s rule

Follow the Town of West Springfield’s application instructions. Submit a Temporary Food Permit with required training and fees at least 45 days before the deadline. To allow sufficient time for input from the local officials, it’s best to submit your proposed layout as soon as possible after being awarded exhibit space. This allows the local officials, and if necessary, Building Management to help coordinate any requested changes before the Fair starts. If selected to serve Maine wine or beer, submit a Temporary Alcoholic Beverage License by June. Be ready to attend a Licensing Commission hearing. The Town schedules these on a Tuesday evening between July and August.

There are commercial wash sinks in the Building for food and beverage Exhibitors to share. DACF supplies temporary hand wash sinks for short-term food and beverage exhibits.

Inspectors must review your plan, layout and process at the Fair. If you pass the on-site inspection, the Town issues the permit.

There is minimal on-site parking. Most exhibitors should use free satellite lots with shuttle service (current-year badge required). Gate 1 is closest to the Maine Building but may overflow to Gate 9.

Notes:

• The Fair establishes the credential rules and ordering deadlines
• Badges are not transferable

There is minimal on-site parking. Most exhibitors should use free satellite lots with shuttle service (current-year badge required). Gate 1 is closest to the Maine Building but may overflow to Gates 8 or 9.

No automatic renewal. DACF may invite you to submit a Letter of Intent (LOI).

Compliance, fee payment, conduct, space use, reporting, and past performance.

Remove all inventory. Short-term exhibitors cannot leave any items. 17-Day exhibitors in an active LOI may leave minimal items (shelving, tables, etc.). All items must be deep-cleaned and covered for the off-season. All food and beverage exhibitors must remain compliant with local code enforcement.

Yes. The Department may choose to invite Exhibitors to return for a future year. In late Fall, the Department emails selected exhibitors to complete a non-binding Letter of Intent (LOI) form. The LOI outlines the preliminary terms and mutual understanding between the Department and the Exhibitor.

The Department uses three exhibit categories: Farm Products, Makers, Artisans, or Craft Items, and Marketing outreach led by a statewide promotional program. Each category has different maximum renewal periods. An invited Exhibitor may renew annually within the limit. Exhibitors who wish to participate beyond the maximum term should submit a new application.

Makers, Artisans, and Craftspeople must have an active online sales platform by their second year of participation in order to receive an LOI invitation after their first exhibit year.

Exhibitors who plan to introduce any new or significantly altered products must submit an application.

All LOI Exhibitors must sign the formal agreement, the Terms & Conditions in late spring. They also complete the required logistics form, and attend any mandatory meetings or trainings, and follow the July 1 payment deadlines.