Commissioners direct staff to seek outside operator, aim for 2026 fair with rides and 4‑H showcase

Kalamazoo County commissioners on Oct. 21 discussed a recently completed fair feasibility study and directed county staff to move forward with a plan to hold a 2026 fair at the county fairgrounds, while issuing a solicitation to identify an external operator or vendor partner to run carnival rides and related vendor operations.

The board’s direction followed a broad discussion of community support in the feasibility report, timing constraints for vendors and ride providers, and long-term options to transition the fair away from direct county management.

What the board agreed to do

- Issue a solicitation/request-for-proposals (RFP) or similar outreach to identify an outside operator or carnival vendor to provide rides and vendor coordination for a 2026 fair. Commissioners said the RFP should reflect a target of 4–5 days of rides and up to seven days of food vendor activity to accompany the 4‑H animal showcase.

- Authorize an approximate planning expenditure of $50,000 to get a 2026 event on the calendar and cover initial contracting and operational needs (commissioner direction to administration; amount expressed as a planning figure to be firmed by staff).

- Start a parallel, longer-term planning track to explore moving the fair out of direct county operation into a public‑private or independent nonprofit model (county seed funding likely needed during the transition).

Why the board acted: timeline and community needs

Commissioners said the county is already late in the calendar for carnival operators and vendor bookings and that delaying a decision would make it impractical to secure rides and food vendors for 2026. Several commissioners emphasized that a fair — even if modest in year one — would celebrate 4‑H youth exhibitors and provide community events while a larger, multi‑year plan is developed to find a sustainable operating model or a new fairground location in a more agricultural setting.

Concerns and qualifications

- Several commissioners warned against spending large sums in year one and urged tight cost control; one commissioner estimated a possible initial deficit of $50,000–$60,000 for a re‑launched fair and emphasized the need for outside expertise to limit risk.

- Administration noted the time constraint: drafting an RFP, publishing it and reviewing responses would take several months, and recommended moving quickly to secure vendors if the board wanted a 2026 event.

Next steps

Administration was directed to draft an RFP for a third‑party operator or vendor manager for the fair and report back on the timeline, estimated costs and how the county would integrate the 4‑H showcase and existing fair board in planning and operations.

Speakers

- Vice Chair John Taylor (Vice Chair) — led much of the fair discussion and recommended a two‑step approach: immediate RFP for 2026 and longer-term transition out of county operation. - Commissioner Christian Hepler (Vice Chair Pro Tem) — supported moving quickly to secure vendors and encouraged collaboration with 4‑H and community partners. - Commissioner Wheeler — noted a 501(c)(3) is forming to support the fair and that the process will take time. - Parks Director / Fair Director (Mr. Rakowitz) — referenced as county staff contact for fair planning and operations (comment referenced by commissioners).