Forms, Reports & Rules

• June 1st-Rehab/Premium and F & E contract agreements due
• June 30th-Rehabiliation Report & Receipts (no reports accepted after 8/15)
• June 30th-All remaining Vo-Ag Ed reports due
• REMEMBER 10 days prior to Fair: Two premium books and Entry Fee Certification Form (EFC) due from APF’s and F&E’s
• October 15th-Premium Fund Grand Summary Report & Accompanying Signatures/Receipts etc. due from APF’s. F&E’s, if possible, please email me a copy of the 1st two pages of your Premium Fund Summary Report for the Recapitulation Report.
• December 31st-Declaration of Intention due from APF’s and F&E’s.
• December 31st-Premium Fund Grand Summary Report & accompanying signatures/receipts due.

NOTARY PUBLIC Effective 12/4/09 Notary Public signatures are no longer required on any IL Department of Agriculture (IDOA) County Fair Office’s reporting requirement forms that your fair files per the IDOA County Fair Office and its Legislative Counsel. 

LEASE If your fairgrounds are leased and the language does NOT read as follows, “…that is at least 20 years in duration, the terms of which require the lessee to have continuous possession of the land during every day of the lease period” (per Sec. 13 of Ag. Fair Act), please submit a corrected copy or submit an addendum to your Lease. Email, fax or mail a copy of the correct lease to:

Jeannette.M.Watkins@illinois.gov or 217/524-6194 (fax) IL Dept. of Agriculture Bureau of County Fairs &

Horse Racing Attention: Jeannette Watkins P.O. Box 19281 Springfield, IL 62794-9281

• Deadlines Checklist

Due Date for the report is December 31

Mail to: Illinois Department of Agriculture
Bureau of County Fairs & Horse Racing
P.O. Box 19281
Springfield, IL 62794

 F & E Grand Summary Report in the suggested order:

1. Signed Premium Grand Summary Report. 
2. Index of Exhibitors- by Department in Department order (not by exhibitor--very important) reflecting departmental totals – A NECESSITY. 
3. Check/Pre-Check Report by Department in Department order (utilize this report as format in obtaining winning exhibitor signatures to remain consistent). 
4. Ribbon & trophy receipts (if applicable). 
5. A copy of your Insurance Bond and Declaration of Intention 
6. Receipts accompanied by a calculator tape(s) or computer printout(s) attached to each expense listed on your report. 
7. 1 Premium Fair Book.

 Non-Martech Users: Submit reports in similar/like order as Martech Users.

Dept. S & T Form: Forms can be found at the top of this page under "Miscellaneous County Fair Forms"

Include with this form:

• 1 Set of Marked Programs;
• Dept. S Index of Exhibitors
• Including signatures & running Department Total(s)

Dept. Q & Z Forms: Forms can be found at the top of this page under "Miscellaneous County Fair Forms"

Due Date for the report is October 15

Please submit your Premium Grand Summary Reports and receipts in the following manner:

1. Submit in some type of folder (i.e.; accordion) A-Z by Department. 
2. When including Declaration of Intention (DEC), Judges’ Form, or other forms, please place it in the front of the packet.

 Grand Summary Report in the suggested order:

1. Signed Premium Grand Summary Report. 
2. Index of Exhibitors- by Department in Department order (not by exhibitor-very important) reflecting departmental totals – A NECESSITY. 
3. Check/Pre-Check Report by Department in Department order (utilize this report as format in obtaining winning exhibitor signatures to remain consistent). – A NECESSITY. 
4. Ribbon & trophy receipts (if applicable). 
5. 1 Premium Fair Book.

Non-Martech Users: Submit reports in similar/like order as Martech Users.

Dept. S & T Form: Forms can be found at the top of this page under "Miscellaneous County Fair Forms"

Include with this form:

• 1 Set of Marked Programs;
• Dept. S Index of Exhibitors
• Including signatures & running Department Total(s).

Dept. Q & Z Forms: Forms can be found at the top of this page under "Miscellaneous County Fair Forms"

Due Date for the report is June 30

(Reports not postmarked by August 15 are ineligible to receive funds)

Mail to: Illinois Department of Agriculture
Bureau of County Fairs & Horse Racing
P.O. Box 19281
Springfield, IL 62794

Organize report submission as follows:

• Signed Rehabilitation Report 
  • (Notarization is not necessary.)
• Rehabilitation receipts/statements
  • Assembled in project order - as listed on the report.
  • Please attach calculator tape or computer printout showing totals to each set of project receipts. - A NECESSITY
  • A receipt/statement must be attached to each relative project, or the listed amount will not be included.
• Labor receipts
  • Must specify type of labor (i.e., "General Maintenance" will not be allowed if it is not specified or explained.)
  • Do not include fair preparation or teardown labor.
• Interest on Loans (Operational loans are not eligible.)
  • List only rehabilitation-related loan interest and describe what type of loan