COVID-19 EVENT RULES
Due to the COVID-19 Pandemic, there are several safety rules added to this year’s event. Following these helps ensure a safe / positive event while keeping inline with what local health officials are asking for.
MASKS ARE REQUIRED TO BE WORN BY VENDORS / STAFF AT ALL TIMES – NO EXCEPTIONS
Not wearing a mask while at the event will subject you to removal from the expo and no refund will be processed. This includes wearing a mask during setup / tear down.
Every Morning we will be requiring all Exhibitors to have a temperature check upon entering the event.
If you are showing symptoms (fever, coughing, etc); we ask that you stay home for the health / safety of the staff, vendors, and attendees.
Regularly wipe down / disinfect items in the booth that could be in contact with consumers.
Let people know to keep their masks on (consumers & vendors). This helps keep the event safe.
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: Due to exhibitor requests, we are now including liability insurance which meets all of our insurance requirements along with your booth space fee. You will no longer need to go through all of the hassles of submitting your own compliant insurance. We hope you appreciate this new benefit of exhibiting at our show.
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.
Payments submitted 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.
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.
ARIZONA DEPARTMENT OF REVENUE
Address: 1600 W Monroe, Div Code 16, Phoenix, AZ 85077
Phone Number: 602-716-6438
For information about the needed Transaction Privilege License, visit https://www.azdor.gov.
Make Checks out to the ‘Arizona Department of Revenue’
Send all payments to the above listed address.
Direct all questions concerning the state licensing to Michelle Holman at the Department of Revenue.
Exhibitors that already have a license from the State of Arizona should have a copy of their license available at the event in case a representative from the Department of Revenue stops by.
CITY OF SCOTTSDALE TAX & LICENSE REGISTRATION
Address: P.O Box 1586, Scottsdale, AZ 85282-1586
Phone Number: 480-312-2400
License Name: Annual Sales Tax License
Description: Licensing of the collection of tax from the final consumer for the business operating anytime in a calendar year.
Associated Fees*: $50.00 License / Renewal Fee (subject to change)
Ordinance Booklet: Annual Sales Tax License Ordinance Booklet
Application Materials: Transaction Privilege (Sales) Tax Application
Additional Requirements: Business Operating 30 Days or More.
Direct all questions concerning city licensing to the City of Scottsdale Tax Division.
Exhibitors already licensed in the City of Scottsdale should have a copy of their license available at the event in case a representative from the Department of Revenue stops by.
Rules and Regulations
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.
Setup / Move In & Out Times
Thursday (December 3rd, 2020)
- Indoor Display Rigs & Trailers ONLY 12:00pm – 2pm
- General Exhibitor Move In & Setup 2:00pm – 8:00pm
- Outdoor Display Rigs, Trailers, and RV’s* 12:00pm – 8:00pm
Friday (December 4th, 2020)
- General Exhibitor Move In & Setup 9:00am – 2:00pm
- Outdoor Display Rigs, Trailers, and RV’s* 9:00am – 2:00pm
- International Off-Road & UTV Expo Show Hours 4:00pm – 8:00pm
Saturday (December 5th, 2020)
- International Off-Road & UTV Expo Show Hours 9:00am – 6:00pm
Sunday (December 6th, 2020)
- 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 December 3rd, 2020, beginning at 12:00pm. Move in for Rigs & Trailers ends at 2:00pm on Thursday unless scheduled in advance. Vendors must have wristbands on during show hours. All Vendors must be moved out by 10:00pm, December 6th, 2020.
ALL VENDORS MUST CHECK IN BEFORE YOU WILL BE ALLOWED TO SETUP. VEHICLES WILL BE INSPECTED UPON CHECK IN.