Indoor Space in the Legends Pavilion
No install vendors. No display vehicles other than motorcycles. Vendors must remain open until 9pm Wed.-Sat. All indoor vendors subject to approval. Availability limited.
FX Promotions Inc. | Arizona Bike Week
Arizona Bike Week at WestWorld of Scottsdale
Corporate Address: 104 S. Robson, Mesa, AZ 85210
Venue Address: 16601 North Pima Road, Scottsdale, AZ 85260
phone: 480.644.8191 | fax: 480.733.4006
info@azbikeweek.com

Arizona Bike Week® and the Arizona Bike Week logo are Registered Trademarks. Any Unauthorized Duplication, Display, or Use of Name or Logos is Strictly Prohibited by Law.

View Pricing
Size Price
10' x 10' w/ 3 vendor passes $750.00
10' x 20'   w/4 vendor passes $1050.00 
10' x 20'
w/4 vendor passes
$1850.00
10' x 30' w/5 vendor passes    $1250.00
10' x 40' w/6 vendor passes $1350.00
10' x 50' w/6 vendor passes $1450.00 
20' x 20'  w/6 vendor passes  $1500.00
20' x 20'
w/6 vendor passes
$2625.00
20' x 30'   w/6 vendor passes $1650.00
20' x 40'   w/7 vendor passes $1750.00
20' x 50'   w/8 vendor passes $1850.00
20' x 60'   w/8 vendor passes $1950.00
40' x 40'   w/9 vendor passes $2350.00
40' x 50'   w/10 vendor passes $2500.00
40' x 60'   w/11 vendor passes $2650.00
Tractor Trailer 40’ x 100’ w/10 vendor passes $2900.00 
Tractor Trailer 40’ x 120’ w/10 vendor passes $3100.00 
Power
One 120 volt/20 amp 4 plug circuit included with each vendor location. Additional 4 plug circuits may be purchased when filling out the vendor application for $50.00 each, or $150.00 on site. Note: Vendors must supply their own extension cords.

Equipment Rental Pricing
Tent
*All tents include 4 sides
*All tents 400 square feet and greater include safety kit.
Price
10' x 10' $350.00
10' x 20' $500.00
10' x 30' $625.00
10' x 40' $800.00
10' x 50' $950.00
20' x 20' $800.00 
20' x 30' $950.00 
20' x 40' $1100.00
20' x 50' $1500.00
20' x 60' $1850.00
40' x 40' $2500.00
   
Safety Kit $115.00
8' Table      $15.00
1 Chair       $5.00
Lights per 400 sq ft $100.00
Water Barrel $25.00
1 Stake (No stakes in asphalt permitted) $10.00
Agreement

Arizona Bike Week® 2017 will be held at WestWorld of Scottsdale, 16601 N. Pima Rd., Scottsdale, AZ 85260, April 5th-9th. Vendors should plan to arrive and set up their displays on April 3rd and 4th, beginning at 8:00 am (earlier setup is not permitted). Tractor Trailers must move in on Monday, April 3rd. Your space will be pre-assigned and you will be advised of your location at vendor check-in. Vendors are responsible for setting up and breaking down their own displays.

Rental tents and equipment must be ordered and paid for at least 30 days prior to the event. If you have ordered and paid for rentals 30 day out, they will be installed prior to Noon on Tuesday, April 4th, and removed at the close of show. Power will not be available until 1 hour before gates open on Wednesday.  In some cases it may be earlier so keep items unplugged.  ABW® is not responsible for damaged equipment due to power fluctuation, low voltage, or outage.  Vendor check-in will be clearly marked and vendor parking and trailer storage will be provided. Camping is available on site, but no camping will be permitted inside the vendor area. Campsite reservations can be made with this application. Reservations should be made well in advance of the event as they "sell out" yearly 2 or 3 months before the event.

Vendor Gates open daily at 8:00 am (Vendors should fully stock booths prior to gates. No vehicles will be allowed in the vendor area once gates are open)

General Public Gates Open 
Wednesday, April 5th, 12:00 noon 
Thursday, April 6th, 12:00 noon 
Friday, April 7th, 10:00 am 
Saturday, April 8th, 9:00 am 
Sunday, April 9th, 10:00 am

Vendors are required to remain open until 7:00 pm daily. After hours operation is at your own discretion but strongly encouraged. ABW® will provide aisle lighting but if you plan to stay open late, additional lighting inside your booth area will be needed. Sunset is between 6:30 and 7:00pm in April.

*** Indoor space in the Legends Pavilion - No install vendors - No display vehicles, other than motorcycles - Vendors must remain open until 9pm Wed - Sat. - All indoor vendors subject to approval - Availability and booth size limited

When gates open to the general public, all displays should be in place with all vehicles removed from the vendor area. No vehicles will be allowed in gated area during event hours. Aisles are also "Fire Lanes", they must be kept clear. Your display must fit completely inside your vendor space, including but not limited to; trailer tongues and tailgates, (if you need space to load & unload your trailer daily you must consider that requirement when you submit your application and provide yourself sufficient area to do so) trailer awnings cannot extend into the isle; merchandise racks and signs must not obstruct the walkway nor hamper your neighbor in any way.  Signage or banners that are not authorized by ABW® will be removed and disposed without notice.  Teardown may begin April 9th at 4:00 pm (no vehicles allowed on field until gates close approx. 6pm) and must be completed by 6:00 pm April 10th, 2017. Please be sure your area is clean and free of debris prior to departure.

IMPORTANT: Spaces are assigned on a FIRST-PAID, first-placed basis. You can hold your spot with a 50% deposit of your total fee. The balance is due at least 30 days prior to the start of the event. In order to make a partial payment, you must select "Pay by check" in the payment section of the vendor application. Once we have received your check for at least 50% of the total, your space will be held as of that date. NOTE: If you choose to pay by credit card, the entire amount will be charged to your card immediately.

You will have the option of making premium requests on your application, including corner booth, north or east facing, etc. We will do our best to accommodate premium requests but cannot guarantee them. If we are unable to accommodate a paid request, the premium fee will be refunded to you at the event. All vendor applications are subject to approval by Arizona Bike Week®.

Your "Vendor Passes" will be available at Vendor Check-In

Lost or stolen passes cannot be replaced. Additional passes are available on the vendor application for $35.00 each or at vendor check-in for $40.00 each. The maximum number of vendor passes allowable is twice your original space allocation. (i.e; 10X10 space w/3 vendor passes = maximum additional vendor passes - 3)
When submitting your application if you choose the "Pay by Credit Card" option, Arizona Bike Week® accepts Visa, Mastercard, and American Express credit cards for payment at our secure website. If you choose the "Pay by Check" option, all checks or money orders along with a copy of your application should be mailed to: Arizona Bike Week®, 104 S. Robson Ave., Mesa, AZ 85210. Checks will not be accepted after March 5, 2017.

Cancellation Policy 
If you register and pay for a vendor space but later discover you are unable to make the event, ABW® will refund your vendor fees, less a 5% processing charge, if you notify our office in writing no later than March 5, 2017. No refunds will be considered beyond that date.

Sublet Policy 
Every vendor on the property must be individually registered and insured with ABW® and reported to the City of Scottsdale. No subletting or sharing is allowed and will result in additional fees and/or the violator being escorted from the property. This policy will be strictly enforced

Prohibited Activities and Restricted Merchandise:
No unauthorized use of the Arizona Bike Week® name and/or logo. ABW® holds federally registered trademarks on the words "Arizona Bike Week®" and the ABW® logo. Merchandise utilizing these words or any variation or images will be confiscated as evidence of infringement and vendor will be required to leave property.
•  No firearms sales
•  All knives, swords, or other items considered to be weapons must be secured from public access
•  No hardcore pornography sales or displays
•  Merchandise displaying foul language or obscenity must be cleared in advance by ABW®
•  No controlled substances
•  No handing out of materials of any kind
•  No roving vendors/sales people
•  No games of chance
•  No food/beverage sales or give-a-ways
•  No vendor merchandise that infringes on copyrights
•  No vehicle operation will be permitted in the gated area of WestWorld while event is open to the public. Violations will result in the permanent removal of the vehicle and offender from the venue. All vehicles not used in your display must be removed from the vendor area before gates open to the general public. Display vehicles must fit inside your assigned vendor space. Trucks, trailers, golf carts, ATV’s, and motorcycles used for transportation are not permitted. Vehicles without an authorized "Vehicle Access Pass" will not be allowed inside the vendor area once the attendee gate is open. Excludes motorcycle access passes granted for vendor performed on-site work.

Liability Insurance 
A Certificate of Insurance is required with a general liability of $1,000,000 USD, with an aggregate of $2,000,000, naming FX Promotions, Inc., WestWorld of Scottsdale, City of Scottsdale, and The U.S. Bureau of Reclamation as additionally insured. Certificates must be received prior to admission to the vendor area./span>
Arizona Bike Week
104 S. Robson Ave.
Mesa, AZ 85210
or
Fax: (480) 733-4006
or
Scan and E-mail to info@azbikeweek.com

Insurance Policies are available from K&K Insurance Agency, Inc.
Contact K&K: 1-800-637-4757

City of Scottsdale Sales Tax 
Event Sales Tax Permit is required by the City of Scottsdale. (Not required if you display only)  The application can be downloaded here:  http://www.scottsdaleaz.gov/taxes/special-events

(Include a certified copy of Driver’s License, Birth Certificate, or Passport to prove U.S. citizenship when submitting application)

Vendor Fire Safety
All vendors are obligated to obey all pertinent fire and safety codes, laws, ordinances, and regulations as mandated by the State of Arizona, City of Scottsdale, and Arizona Bike Week®. The City of Scottsdale Fire Ordinance requires a safety kit (including at least; 1 Fire Extinguisher, 1 Illuminated Exit Sign per exit w/emergency backup lights, Load Occupancy Sign, and No Smoking Sign for all tents 400 sq. ft. and larger. Kits and installation are available in the accessory rental section of the vendor application. Scottsdale fire safety code dictates canopies provided by vendors must be fire retardant

Security
Arizona Bike Week® will provide 24 hour security inside the vendor area beginning April 3rd, 2017. However, you are responsible for protecting your merchandise from theft or damage. No one will be permitted to remain inside the security fence after the venue has closed each evening.

Questions about policies? 
If you have questions about the above policies, before submitting your application contact the Vendor Coordinator, at 480-644-8191 or e-mail info@azbikeweek.com.
Arizona Bike Week® does not accept shipments to WestWorld during the event. Please contact the UPS Store at 480-513-8661 to have items shipped to 10115 E. Bell Rd. #107 - Scottsdale, AZ 85260 (Basha's Shopping Center).

Vendor Acceptance
I, the undersigned, hereby contract with Arizona Bike Week® for vendor space(s) at Arizona Bike Week® 2015 at WestWorld of Scottsdale. Furthermore, I release Arizona Bike Week®, WestWorld, City of Scottsdale, FX Promotions, Inc. and the Bureau of Reclamation from all liability or claim.

I have read and agree to the terms, conditions, and liability insurance requirements.

Vendor Info
*Business Name:
*Contact:
*Address:
*City:
*State:
*Zip:
*Business Phone:
Cell Phone:
*Email:
Website:

*Required Fields
Vending Space Describe the merchandise that you will be exhibiting at Arizona Bike Week®



Will you be doing installations or repairs requiring customer motorcycle access?
No Yes
(Motorcycle access gate is located next to the vendor install area)
Motorcycle Access Passes: @ $20.00 = $



Special Requests * (no longer available)
None ($0)     Corner ($100)     Facing North or East ($100)     Place near vendor ($100)

* If we are unable to fulfill this request we will issue a refund.


Vending Space Select Desired Space Size
$750.00 - 10' x 10' w/3 vendor passes
$1050.00 - 10' x 20' w/4 vendor passes
$1850.00 - 10' x 20' w/4 vendor passes (no more spaces available)
$1250.00 - 10' x 30' w/5 vendor passes
$1350.00 - 10' x 40' w/6 vendor passes
$1450.00 - 10' x 50' w/6 vendor passes
$1500.00 - 20' x 20' w/6 vendor passes
$2625.00 - 20' x 20' w/6 vendor passes (no more spaces available)
$1650.00 - 20' x 30' w/6 vendor passes
$1750.00 - 20' x 40' w/7 vendor passes
$1850.00 - 20' x 50' w/8 vendor passes
$1950.00 - 20' x 60' w/8 vendor passes
$2350.00 - 40' x 40' w/9 vendor passes
$2500.00 - 40' x 50' w/10 vendor passes
$2650.00 - 40' x 60' w/11 vendor passes
$2900.00 - Tractor Trailer 40' x 100' w/10 vendor passes
$3100.00 - Tractor Trailer 40' x 120' w/10 vendor passes

Please call 480-644-8191 for all other sizes.

Additional vendor passes @ $35.00 each ($40.00 each at vendor check-in) - Quantity -
x $35.00 each = $

Total Amount Due:
Electrical
One 120 volt /20 amp 4 plug circuit included with each vendor location.

Additional 4 plug circuits $50.00 each ($150.00 each on-site) - Quantity - x $50.00 each = $



$300.00 - One 120-240V/50 amp circuit

Total Amount Due:
Rental Tents (Tent Rentals no longer available)
10' x 10' - X $350.00
10' x 20' - X $500.00
10' x 30' - X $625.00
10' x 40' (Includes Safety Kit) - X $800.00
10' x 50' (Includes Safety Kit) - X $950.00
20' x 20' (Includes Safety Kit) - X $800.00
20' x 30' (Includes Safety Kit) - X $950.00
20' x 40' (Includes Safety Kit) - X $1100.00
20' x 50' (Includes Safety Kit) - X $1500.00
20' x 60' (Includes Safety Kit) - X $1850.00
40' x 40' (Includes Safety Kit) - X $2500.00

Accessories
Safety Kit - X $115.00
8' Table - X $15.00
Chair - X $5.00
Lights per 400 sq ft - X $100.00
Water Barrel - X $25.00
1 Stake - X $10.00

Total Amount Due:
Camping Reserve your campsite for duration of event (4/3 - 4/10)  @ $250.00 each - 

* If you are paying by check, we will not hold, assign, or confirm your campsite until the balance has been paid in full. Campsite placement will not be guaranteed 30 days prior to the event. This means, if you wait to pay for a campsite, there may not be one available.
* Vendor campsite placement will be in the L Lot. If you desire to be placed in any other lot, you must make a separate reservation on our website. No discounts will be available to vendors making separate reservations.

RV/Camping Trailer length: feet
50 amp required: (30 amp included on all spaces)
Total Amount Due:
Checkout
Includes any Fees and Applicable Taxes
Cycle Access Pass Fee $
Total Space Fee $
Total Electric Fee $
Total Rental Fee $
Total Campsite Fee $

Total Amount Due:

Select Payment Method Credit Card - Checks are no longer being accepted.

First Name:
Last Name:
Card Number: *(enter number without spaces or dashes)
Expiration Date: (mmyy)
Card Code: *What's this?



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