Please review this document thoroughly before submitting your vendor application for ABW® Cyclefest at WestWorld of Scottsdale 2008.

Cyclefest 2008 will once again be held at WestWorld of Scottsdale, 16601 N. Pima Rd., Scottsdale, AZ 85260, from April 2^nd thru April 6th. Vendors should be prepared to arrive and set up their displays on March 31^st and April 1st, gates open at 8:00am (Earlier setup will not be permitted). Your space will be pre-assigned and unless otherwise pre-arranged, you will be advised of your location at check-in. There are no telephone lines available for use in the vendor area at this time.  All vendors will be responsible for setting up and breaking down their own displays. Staking in asphalt is not permitted. Water barrels are available in the accessory rental section of the vendor application. Vendor check-in will be clearly marked with vendor parking and trailer storage conveniently located near to the vendor area. For vendor camping or RV parking contact WestWorld at 480-312-6802. No overnight camping will be permitted inside the vendor area.

Vendor hours of operation will be 10:00am to 7:00pm daily (After hours operation is at your own discretion). ABW® is not responsible for damaged equipment due to power fluctuation or low voltage. Gates open to the general public at 10:00am daily and all displays must be in place with all vehicles removed from the venue by this time. Tear down shall not begin before 4:00pm, April 6^th and must be completed no later than 6:00pm April 7, 2008. Your area must be clean and free of debris prior to departure.

As it was in 2007, we will do our best to assign vendor spaces according to any special instructions noted on your application; however, spaces will be assigned on a first-paid, first-served basis. ABW® cannot guarantee retaining your prior year location if you fail to renew and pay in full by the November 1, 2007 “save my space” deadline. Spaces unclaimed by that date will be assigned by order of payment. Please indicate on your application your wish to retain your 2007 location. A “Comments” field and check box will be provided on the application for this purpose. No application will be accepted without full payment. Partial payments will not secure your vendor space and will be returned. All vendor applications are subject to approval by Arizona Bike Week® staff. You will be notified via email or US Mail as soon as your application has been processed and approved. 

Arizona Bike Week® accepts Visa, Mastercard, American Express, and Discover credit cards for payment at our secure website. If you choose the “Pay by Credit Card” option, a 3.5% process fee will be applied to each credit card transaction. 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.

Cancellation Policy

If you pay for a vendor space and discover you are unable to make the event, we will refund your vendor fee in full if you notify this office in writing no later than February 29, 2008. No refunds will occur after that date.

Sublet Policy

Every vendor on the property must be individually registered with ABW®. No subletting is allowed and will result in additional fees and/or the violator being escorted from the property.

Prohibited Activities and Restricted Merchandise:

• No firearms sales
• All knives, swords, or any other weapons must be secured from public access
• No hard-core pornography sales or displays
• Any merchandise that displays foul language or obscenity must be cleared in advance by Arizona Bike Week®
• No controlled substances
• No games of chance
• No food or beverage sales or give-a-ways
• No vendor merchandise that infringes on copyrights
• 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 images will be confiscated as evidence of infringement.
• No vehicle operation will be permitted on the west end of the WestWorld polo field. Violators will be warned once; subsequent violations will result in the removal of the vehicle from the venue.

Liability Insurance

A Certificate of Liability Insurance is required with a general aggregate of $1,000,000.00 USD naming FX Promotions, Inc., Arizona Bike Week®, and WestWorld of Scottsdale as additionally insured. Certificates must be received prior to admission to the vendor area.

Please mail a copy of the liability insurance policy to:

An Event Sales Tax Permit is required by the City of Scottsdale. (Not required if you display only)

Vendor Safety

All vendors will obey all pertinent fire and safety codes, laws, ordinances, and regulations as mandated by the City of Scottsdale, State of Arizona, and Arizona Bike Week®. Scottsdale Fire Dept. requires a safety kit (including; 1 Fire Extinguisher, 1 Illuminated Exit Sign w/emergency backup lights, Load Occupancy Sign, and No Smoking Sign for all tents 400 sq.ft. and larger. Kits are available in the accessory rental section of the vendor application. The Fire Dept. is checking and will close your store until you comply.

Questions about the above policies?