Vendor Info: IOUE Arizona 2017-05-24T02:38:23+00:00

Become a Vendor at the International Off-Road & UTV Expo: Arizona!

For the past several years, Arizona Expos has been dedicated to building premier shows that are fun for the vendors, consumers, and buyers. We have done that in Arizona and will continue to expand and grow. We are excited to have new events, consumer / vendor participation, and more coming to this years festivities.

GET YOUR BOOTH NOW!

Vendor Contract

Indoor Booth Pricing

10x10 Booth

$750

10x20 Booth

$1200

10x30 Booth

$1500

10x40 Booth

$2500

20x20 Booth

$2500

20x30 Booth

$3000

20x40 Booth

$4000

Trailer

$5000

Outdoor Booth Pricing

10x10 Booth

$500

10x20 Booth

$800

10x30 Booth

$1000

10x40 Booth

$1500

20x20 Booth

$1500

20x30 Booth

$2000

20x40 Booth

$2500

Trailer

$3500

Vendor Space

Join us for some of the largest shows in the industry. With opportunities to get promoted, network, and brand; the International Off-Road & UTV Expos are a great place to be.

Included in your booth price:

  • Your Booth Space.
  • Exhibitor Wristbands / Badges.
  • Security during / after show hours.

Not Included:

  • Electricity
  • Exhibitor Services (Tables, Chairs, Fork Lift, Carpet, Shipping, Ect.)
  • Arizona Transaction Privilege License
  • City of Scottsdale Transaction Privilege License

Additional Information

Restricted Products: Restricted products include, but are not limited to, literature, graphic displays, clothing, and/or promotional items which are pornographic, racist, sexist, or contain nudity. No illegal goods or selling of weapons is allowed. All items are subject to review by the Expo Staff and all decisions must be respected.

Insurance: All Exhibitors MUST provide a Certificate of Liability Insurance to Show Management by Sept. 15th, 2017. See Exhibitor Package for Details. Exhibitors will not be allowed to move-in without this document.

Exhibit Booth: Exhibit fees include space rental, exhibit badges, and vendor parking. Additional amenities like electricity are separate. In addition, there will be NO subletting of booths. Each company is required to have a Contract & Certificate of Insurance before they will be allowed to setup. Requests can be submitted to have booths next to one another but are not guaranteed.

50% deposit of total balance due is required with signed contract to hold space. Remaining balance is due by Sept. 15th, 2017 to guarantee space. Contracts and/or payments submitted after Sept. 15th, 2017 must include full payment and be in the form of a credit card, certified check, cashier’s check, or money order to secure space.

Payment Information: The fee reflects payment by cash, check, or bank wire transfer. Credit Card payments are subject to 3% surcharge. A $25 fee will be added to account for all bank returned checks.

Cancellations/Refunds: All booth cancellations and/or changes must be submitted in writing. No refunds are granted within 30 calendar days of the show. If Exhibitor cancels within 30 calendar days of the event, or if the Exhibitor fails to actually occupy the assigned booth space Exhibitor is responsible for any and all monies due at the time cancellation is received. Exhibitor shall remain liable for the full balance due under these terms, and be responsible for any and all costs associated with the collection of such including, but not limited to collection costs, reasonable attorney fees, court costs, and interest.

*In the event of a natural disaster, fire, rain, wind, storm, extreme heat, or any other unforeseen event, act of god, or catastrophe AZ Expos, Inc. is not in obligation to refund any part of vendor or sponsorship monies. Exhibitor accepts the risks of participating at an outdoor event.

Business License: If selling merchandise, Exhibitor is required to have a City of Scottsdale Sales Tax License and State of Arizona business license. See Exhibitor Packet for more information.

Products Displayed: Companies displaying products or any material which we determine, in our discretion, to be inappropriate, including but not limited to, materials that are offensive, disparaging, discriminatory, and/or racist may be asked to remove the products or their exhibit.

No products of any nature may be sold with any of the said event, copyright material, logos, trademarks, or AZ Expo events names or dates on them. Exhibitors with such products and their exhibits will be removed from the Expo and Exhibitor will forfeit their booth payment and will not be allowed back into the show, nor allowed to exhibit at future shows.

Sponsors: IOUE Sponsors are not responsible nor have an authoritative figure at the IOUE. Sponsors have no say or legal merit in any activities taking place prior to, at, during, or after the AZ Expos event. IOUE Sponsors are responsible for activities at their exhibit location(s) only.

Acceptance: Exhibitor has read the terms & conditions of this Contract and the Exhibitor Terms & Guidelines. Exhibitor understands that this Contract shall be legally binding between AZ Expos, Inc. and the Exhibitor only upon acceptance in writing by AZ Expos, Inc. Exhibitor also understands that any changes in the information in this Contract must be provided to AZ Expos, Inc. in writing. This Contract may be executed in counterparts with all such counterparts constituting one Agreement. Person signing this Agreement is an authorized person of the Company and able to execute this Agreement on the Company’s behalf. This Agreement may be executed and delivered by facsimile and a facsimile signature shall be treated as an original.

Exhibitor understands that early tear-down and move-out voids Exhibitors option for renewal for any future AZ Expos, Inc. event.

Failure of the Exhibitor to set-up within specified Set-Up Hours, automatically forfeits their exhibit space. Exhibitors must be set up 1 hour prior to show opening.

Exhibitor understands that the Promoter has sole discretion regarding all aspects of the show; including but not limited to booth assignments, location, show hours, and/or other related decisions the Promoter deems necessary and in the best interest of the show.

Company Contacts

Electricity – Commonwealth Electric

We are proud to partner once again with Commonwealth Electric to provide power to our vendors at the International Off-Road & UTV Expo: Arizona. Below is their packet as well as their number in case you have any additional questions.

  • Electrical Packet
  • Phone Number: 602-253-5881

Exhibitor Services – CSI

Need tables & chairs? Forklift assistance? Maybe someone shipped to the show? CSI are your people to get that done. If you have any questions please resort to their attached packet or give them a ring.

  • Exhibitor Services Packet
  • Phone Number: 602-923-0011

Privilege Tax License

If you are selling anything at the expo, you are required to have both Tax Licenses from the city / state. While Arizona Expos isn’t required to have a copy, keeping it with you in case the city / state decide to ask is a must.

Certificate of Insurance

All exhibitors are required to carry a Certificate of Liability and provide show management with a copy prior to move in. This may be obtained through your insurance provider or from the following provider.

The Certificate of Liability MUST include the following:

  • Name & Address of the Insurance Broker issuing the certificate.
  • Show Dates must fall within the effective and expiration dates of the policy (Nov 30th, 2017 – Dec 3rd, 2017)
  • Coverage must be at least $1,000,000.
  • Description of the Event and where it’s held:
    • Dates of the Event (Dec 1st, 2017 – Dec 3rd, 2017).
    • International Off-Road & UTV Expo.
    • Westworld of Scottsdale.
  • The following must be listed as ‘Additional Insured Endorsement’:
    • Arizona Expos.
      • O Box 6146, Chandler, AZ, 85246
    • Company of the Americas, Inc. / COA Inc.
      • O Box 6146, Chandler, AZ, 85246
    • Westworld of Scottsdale.
      • 16601 N Pima Rd, Scottsdale, AZ 85260

CERTIFICATE OF INSURANCE MUST BE RECEIVED NO LATER THAN SEPTEMBER 15th, 2017. 

Send Certificate of Insurance to one of the following:

NO SETUP OR PARTICIPATION WITHOUT RECEIVING THE CERTIFICATE OF LIABILITY.

Vendor Rules & Guidelines

Westworld requires the following rules be adhered when using the facility and grounds. AZ Expos, Inc. and Westworld personnel will enforce these rules as necessary.

Vehicles used for display inside exhibitor booths may be driven in the facility during setup and driven out during tear down ONLY, per Westworld & Arizona Expos.

ALL VEHICLES ON DISPLAY must have less than ¼ (one-quarter) tank of gas or 5 gallons of gas (whichever is less) per City of Scottsdale Fire Department. This includes Tractor Trailers, Semi’s, and RV’s.

All Propane Tanks MUST be disconnected with Brass Fittings in the Valve.

All vehicles on display MUST have at least one battery cable disconnected, taped gas cap, and an oil pan under the vehicle, per Westworld

NO FLAMMABLE LIQUIDS are allowed without a permit issued by the City of Scottsdale Fire Department, per Westworld.

Exhibitors selling products that cannot be carried out by a customer must make alternate arrangements for product delivery. Large items and / or vehicles sold during the course of the expo cannot be removed from the expo until after the close of the show at 4pm on Sunday, per Westworld & Arizona Expos.

Please Note: Vendors should inform Show Management of High Dollar Sales. A receipt must be show or item must be escorted by the vendor before the consumer will be allowed from the premises. This helps prevent and reduce theft.

All exhibitors must comply with the rules of Westworld of Scottsdale, City of Scottsdale Fire Marshall, and the instructions of Show Management. Exhibitors, their representatives, and / or guests not conducting themselves in a professional manner may be asked to leave the venue, forfeit all monies, and may not be invited to future Arizona Expos, Inc. Shows.

Noise level must be kept at a reasonable volume as deemed by show management.

No outside food or drinks.

Exhibitor Badges & Wristbands MUST be worn at all times during show hours. Cut or Removed wristbands can be replaced for $10 if you turn in the original wristband.

Move In & Out Time / Show Schedule

Thursday (November 30th, 2017)
Indoor Display Rigs & Trailers ONLY 9:00am – 12:00pm
General Exhibitor Move In & Setup 12:00pm – 8:00pm
Outdoor Display Rigs, Trailers, and RV’s* 12:00pm – 8:00pm
Friday (December 1st, 2017)
General Exhibitor Move In & Setup 9:00am – 4:00pm
International Off-Road & UTV Expo Show Hours 5:00pm – 9:00pm
Saturday (December 2nd, 2017)
International Off-Road & UTV Expo Show Hours 9:00am – 6:00pm
Sunday (December 3rd, 2017)
International Off-Road & UTV Expo Show Hours 9:00am – 4:00pm
Exhibitor Move Out 4:00pm – 10:00pm

*RV Companies will be given a schedule of move in to help ensure a smooth move in.

**Times are subject to change. If schedule changes happen, you will be notified.

Rigs and Trailers used at part of a display inside MUST move in on Thursday, November 30th, 2017, beginning at 9:00am. Move in for Rigs & Trailers ends at 12:00pm on Thursday unless scheduled in advance. Vendors must have wristbands on during show hours. All Vendors must be moved out by 10:00pm, December 3rd, 2017.

ALL VENDORS MUST CHECK IN BEFORE YOU WILL BE ALLOWED TO SETUP. VEHICLES WILL BE INSPECTED UPON CHECK IN.

Parking & Camping

Event Parking:

Park in the Designated Area (it will be designated to you upon check in). When arriving in the morning, show the attendants your Badge / Wristband and you will allow you to park. Anyone selling from vehicles outside of the Expo will be towed / removed at the owner’s expense.

On Site Camping:

RV Reservations can be made by calling the Westworld RV Office at 480-312-6802. AZ Expos has nothing to do with contracting, renting, or maintenance of RV Spaces.

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