Arizona Bike Week® 2022 will be held at WestWorld of Scottsdale, 16601 N. Pima Rd., Scottsdale, AZ 85260, April 6th – 10th. Vendors should plan to arrive and set up their displays on April 4th and 5th, beginning at 8:00 am (earlier setup is not permitted). Tractor Trailers must move in on Monday, April 4th. Your space will be preassigned 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 days in advance, they will be installed prior to Noon on Tuesday, April 5th, 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 is 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 to the
public.)
General Public Gates Open:
- Wednesday, April 6th, 12:00 noon
- Thursday, April 7th, 12:00 noon
- Friday, April 8th, 12:00 noon
- Saturday, April 9th, 10:00 am
- Sunday, April 10th, 10:00 am
Vendors are required to remain open until 9pm daily. ABW® will provide some aisle lighting
but you should plan to
provide lighting inside your booth area. Sunset is between 6:30 and 7:00pm in April.
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;
signage, 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 aisle;
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 begins April 10th at 6:00 pm (no vehicles allowed inside event area until gates close at 6pm) and must be completed by 6:00 pm April 11th, 2022. Make 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 30 days prior to the start of the event. Space reservations paid in full 30 days from start of event will be accepted and/or placed on a first paid, first placed basis. If reservations were made more than 30 days in advance but not paid for in full, there will be no premium options such as corners or facing options available. All vendors applying for space will need to be approved. Vendors will be contacted shortly after application has been submitted. A deposit of 50% of the total will be due immediately upon acceptance. Vendors will be approved only if their products are motorcycle related and/or not overly redundant.
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 special requests but will not guarantee them.
Spaces with special requests that
are paid in full will get first consideration. If we are unable to accommodate a paid
request, the premium fee will be
refunded to you during the event.
Your "Vendor Wristbands" will be available at Vendor Check-In:
Lost or stolen wristbands cannot be replaced. Additional wristbands are available on the vendor application or at vendor check-in for $12.00 each. Vendor wristbands are NOT valid for concert admission.
Cancellation Policy:
If you register and pay for a vendor space but later discover you are unable to attend the event, ABW® will refund your vendor fees, less a 5% processing charge, if you notify our office in writing no later than March 1st, 2022. 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 violators being escorted from the property. This policy is 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. Any sales of product that represent 20% or more of your space allocation that is not declared in this application will be prohibited.
- Firearms sales need approval prior to application
- 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 giveaways/samples
- No vendor merchandise that infringes on any copyrights.
- Arizona Bike Week® does not accept shipments to WestWorld during the event.
- No vehicle operation will be permitted in the gated area of WestWorld while event is open to the public. Violators will towed. 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, ATV’s, and motorcycles used for transportation are not permitted without permit. ABW Golf Cart passes are available for purchase at Vendor Check-in.
Electric
Each booth will be supplied with one shared 20amp circuit located within 20 feet of booth space. Additional power can be purchased in advance of the event. Additional power requested onsite is NOT guaranteed and may not be available.
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.
Submit insurance certificates to:
Arizona Bike Week
104 S. Robson Ave.
Mesa, AZ 85210
E-mail to
suzyq@azbikeweek.com
Rain Protection Insurance
Contact: sales@rainprotection.net
Web:
Click
Here To Purchase Exhibitor Liability Insurance
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: (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. Vendors will not be allowed to open for business until safety kit is installed. Scottsdale fire safety code dictates canopies provided by vendors must be fire retardant and certificate must be available for inspection. All tents and canopies must be held down by Scottsdale approved methods. Stakes, concrete ballast, and water barrels rated for the tent/canopy structure are acceptable. Scottsdale Fire Department has final approval authority on all tents.
Security
Arizona Bike Week® will provide 24 hour security inside the vendor area beginning April 4th, 2022. However, you are responsible for protecting your merchandise from theft or damage. ABW® will not be liable for any lost or stolen items.
Questions about policies?
If you have questions about the above policies, before submitting your application contact
the Vendor Coordinator, at
+1-480-644-8191 or e-mail suzyq@azbikeweek.com.
Vendor Acceptance
I, the undersigned, hereby contract with Arizona Bike Week® for vendor space(s)
at Arizona Bike Week® 2022 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.
