MAY 1, 2025

8am to 8pm -
VENDOR SETUP - All Vendors Must be Setup before EOD.

12pm (Noon) to 8pm -
Attendee Camping Check In

MAY 2, 2025

10am to 5pm -
Vendor Village Hours

12pm (Noon) to 8pm -
Attendee Camping Check In

MAY 3, 2025

10am to 5pm -
Vendor Village Hours

THIS IS A FAMILY FRIENDLY EVENT. PLEASE SEE RESTRICTED PRODUCTS (SECTION A) BELOW FOR DETAILS ON WHAT IS NOT PERMITTED AT THE UTV RALLY.

PLEASE NOTE: In the event of a pandemic, natural disaster, fire, rain, wind, storm, extreme heat, or any other unforeseen event, act of god, or catastrophe; Arizona Expos, Inc. is not in obligation to refund any part of vendor or sponsorship monies. Any monies will be credited or moved to the next available event. Exhibitor accepts the risks of participating at an indoor / outdoor event.

(A) Restricted Products: Restricted products include, but are not limited to, literature, smoking / vaping, graphic displays, clothing, and/or promotional items which are political, 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.

(B) Insurance: All Exhibitors MUST provide a Certificate of Liability Insurance to Show Management by Apr. 15th, 2025. See Exhibitor Package for Details. Exhibitors will not be allowed to move-in without this document.

(C) Exhibit Booth: Exhibit fees include space rental, exhibit badges, parking. Additional amenities like electricity, freight, decoration, catering, etc; are separate and may not be available. 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 Apr. 15th, 2025. to guarantee space. Contracts and/or payments sub-mitted after Apr. 15th, 2025 must include full payment and be in the form of a credit card, certified check, cashier’s check, or money order to secure space.

(D) 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 your account for all bank returned checks.

(E) Cancellations/Refunds: All booth cancellations and/or changes must be submitted in writing (via Email) & via phone call with verbal confirmation from Arizona Expos Staff. No refunds are granted within 30 calendar days of the show. If Exhibitor cancels within 30 calendar days of the event, 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.

(F) 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 Arizona Expos 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.

(G) Sponsors: Arizona Expos Sponsors are not responsible nor have an authoritative figure at the Arizona Expos. Sponsors have no say or legal merit in any activities taking place prior to, at, during, or after any Arizona Expos event.

(H) 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 Arizona Expos, Inc. and the Exhibitor only upon acceptance in writing by Arizona Expos, Inc. Exhibitor also understands that any changes included in the information in this Contract must be provided to Arizona 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 via DocuSign and a facsimile signature shall be treated as an original.

Failure of the Exhibitor to set-up within specified Set-Up Hours, automatically forfeits their exhibit space. Exhibitors must be set up 2 hours 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.

ARIZONA DEPARTMENT OF REVENUE

Transaction Privilege Tax Licenses are REQUIRED if selling within the state of Arizona.
Please contact them for any questions / comments about this.

Address: 1600 W Monrore, Div Code 16, Phoenix, AZ 85077
For information about the needed Transaction Privilege License, visit the AZDOR Website.

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 below listed 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 (May 1st - 3rd, 2025)
~ Coverage must be at least $1,000,000

Description of the Event and where it is held:
~ Dates of the Event: May 2 & 3, 2025
~ Name of the Event: UTV Rally Mormon Lake
~ Location of the Event: Mormon Lake Lodge, Flagstaff, Arizona

The following must be listed as ‘Additional Insured Endorsement:
~ Arizona Expos (P.O Box 6146, Chandler, AZ 85246)
~ Company of the Americas (P.O Box 6146, Chandler, AZ 85246)
~ Mormon Lake Lodge (1991 Mormon Lake Rd, Mormon Lake, AZ 86038)

CERTIFICATE OF INSURANCE MUST BE RECEIVED NO LATER THAN APRIL 15th, 2025.

Send Certificate of Insurance too:
Email: sales@arizonaexpos.com
Address: PO Box 6146, Chandler, AZ 85246

NO SETUP OR PARTICIPATION WITHOUT RECEIVING THE CERTIFICATE OF LIABILITY.

Arizona Expos & Mormon Lake Lodge requires the following rules be adhered to when using the facility and grounds. Arizona Expos Inc. 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 Arizona Expos & Mormon Lake Lodge.
~ Vendors are only allowed within the specified area of the event (unless it is public land i.e trails). This includes the campgrounds, vendor village, and the demo course. Areas including private property, restricted areas, etc are off limits.
~ FLAMMABLE LIQUIDS are not allowed without a permit.
~ Exhibitors selling products that cannot be carried out by a customer must make alternate arrangements for product delivery with show staff. ~ Large items and / or vehicles sold during the expo cannot be removed from the show until after the close of the show Saturday per 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 Mormon Lake Lodge, Mormon Lake 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.
~ Campfires are regulated by the Forest Service and Mormon Lake Lodge. Arizona Expos will have no authority on this matter.