Vendor Policy

ABW Cyclefest 2011 will be held at WestWorld of Scottsdale, 16601 N. Pima Rd., Scottsdale, AZ 85260, March 30th thru April 3rd. Vendors should prepare to arrive and set up their displays on April 28th and 29th, gates open at 8:00 am (Earlier setup is not permitted). Your space will be pre-assigned and unless otherwise arranged you will be advised of your location at vendor check-in. Vendors are responsible for setting up and breaking down their own displays. Rental equipment will be installed prior to your arrival and removed at the close of show. Staking into asphalt is not permitted. Very few vendor locations require water barrels but for those that do, barrels are available in the accessory rental section of the vendor application. There are no telephone lines available for use in the vendor area at this time. Vendor check-in will be clearly marked with vendor parking and trailer storage conveniently located near the vendor area. For vendor camping or RV parking please contact WestWorld at 480-312-6802. No overnight camping will be permitted inside the vendor area.

Vendor Gates open daily at 8:00 am 

Vendors should plan to remain open until 7:00 pm daily. After hour's operation is at your own discretion and definitely encouraged. ABW® will provide isle lighting but if you plan to stay open late additional lighting inside your booth area is highly recommended. ABW® is not responsible for damaged equipment due to power fluctuation, low voltage, or outage.

When gates open to the general public all displays should be in place with all vehicles removed from the vendor area. Isles are also “Fire Lanes”. Your display must fit totally 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. Teardown begins April 3rd at 4:00 pm and must be completed by 6:00 pm April 4th, 2011. Please be sure your area is clean and free of debris prior to departure.

We will do our best to assign vendor spaces according to any special instructions noted on your application. IMPORTANT: spaces are assigned on a FIRST-PAID, first-served basis. ABW® cannot guarantee retaining your prior year location without a valid application and payment in full received by Jan 31st, 2011. Please indicate on your application in “Special Instructions” your preferred booth location and any special needs you may have. All vendor applications are subject to approval by Arizona Bike Week®. No application will be processed without full payment. Partial payments will not secure your vendor space. 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 $20.00 each or at vendor check-in for $25.00 each. The maximum number of vendor passes allowable is 2X’s 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.

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 “in full” if you notify this office in writing no later than March 1st, 2011.  Sorry, no refunds will be considered beyond that date.

Sublet Policy
Every vendor on the property must be individually registered with ABW® and reported to the City of Scottsdale. 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 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 games of chance
• No food/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 in the gated area of WestWorld.  Violators will be warned once; subsequent 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. Excluding motorcycle access passes granted for vendor performed on-site work.

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

Please mail or fax 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 are obliged 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 Scottsdale Fire Department requires a safety kit (including at least; 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 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 security personnel 24/7 inside the vendor area beginning March 28th, 2011. 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 Suzy, Vendor Coordinator, at 480-644-8191 or e-mail suzyq@azbikeweek.com.