Arizona National Horse Show January 7-11, 2015 WestWorld of Scottsdale Scottsdale, AZ Vendor Information Dates: Event January 7-11, 2015 8:00 am 4:00 pm Check-in & set up January 7, 2015 11:00 am 2:00 pm Tear down January 11, 2015 4:00 pm Location: WestWorld of Scottsdale, 16601 N. Pima Road, Scottsdale, AZ Application All applicants must send a photo of the booth display. Photos will not be returned. No Process: application will be considered without photos. Only those vendors whose products are associated with equine, agriculture or western lifestyle will be accepted. Submission of an application does not assure exhibit space. Upon acceptance, a letter of confirmation, vendor contract, and electrical requests will be sent. Space: Space is only available outside, on gravel. You are not permitted to drive stakes in the ground so please come prepared with other forms of weight to hold any type of canopy down. There is limited space availability so we encourage you to apply early. Water hook-up is not available. Vendors are responsible for their own tables, chairs, extension cords and safety covers over extension cords. Power may be a distance from booth so please plan accordingly. Minimum space must be 10 x 10. Deadlines: December 1, 2014 Contract, certificate of insurance and fee due Insurance: RV Space: Electric: All vendors must provide proof of insurance prior to move in. The exhibitor is totally responsible for the safety of his/her exhibit. This includes fire, theft, accident or other destructive causes, and injury to persons or property which might occur within the confines of the exhibit or to his/her employees or agents while on the show grounds. The exhibitor will provide a certificate of insurance of not less than One Million Dollars ($1,000,000); naming as additional insured a) City of Scottsdale, b) The United States Bureau of Reclamation, c) West World of Scottsdale and d) Arizona National Livestock Show, Inc. along with the officers, directors, agents, servants and employees of the State Board and the Arizona National. Such insurance shall be primary insurance and any insurance carried by the named additional insured shall be excess and not contributory insurance to that provided. Trailer spaces and hook-ups are available. An arrangement for trailer space is coordinated through WestWorld on site or by calling (480) 312-6810. If you are staying in a trailer which is part of your booth area, you must pay for the RV space and provide proof of receipt to ANLS Staff at check-in. There is limited available for electric. The vendor is responsible for providing their own extension cords, ramp covers for electrical cords from the electrical box location to their 1
booth. Booth and conduct cannot interfere with the operation of the Horse Show. Vendors will comply with all safety conditions as determined by show management. Pricing: Payment: Vendor spaces are 10x10 minimum. Cost is $1.25/sq. ft. If a vendor occupies more area than originally estimated, upon confirmation by WestWorld, the vendor will be responsible for paying the additional cost. To secure a space, full payment must be received by December 1, 2014. Please make money orders or cashiers checks payable to ANLS. No personal or business checks accepted. Regulations: The exhibitor agrees to abide by City, State and Federal Laws, ordinances, fire and safety codes and regulations. All exhibits must be set up and be operated in a safe manner. The sound level of audio equipment must be kept at a reasonable level and can not interfere with show ring announcer. Sales: Licensing: Indemnity: The exhibitor agrees to limit sales activity and distribution of literature to the exhibitor's own space. No canvassing or solicitation of business except by exhibiting firms, within an exhibitor's space, will be allowed. All vendors will be required to obtain a temporary sales license. Said license must be obtained by and at all expense of the vendor. For license information visit Arizona Department of Revenue www.aztaxes.gov or City of Scottsdale www.ci.scottsdale.az.us/taxes/default.asp The exhibitor agrees to indemnify, defend, protect and hold and save harmless Arizona National Livestock Show, Inc., its officers, directors, agents and employees from any and all claims, demands, suits, liability, damage, loss or cost of whatever kind or nature which might result from any action, or failure to act by the exhibitor or any of these officers, agents, employees or other representatives, including, but not limited to claims of damage of loss, harm or injury to the person or property of the exhibitor or any of his officers, agents, employees or other representative. Interpretation: ANLS has full power of interpretation and enforcement of all items on the agreement and the terms and condition contained herein and may establish such further rules and regulations as it deems reasonable and necessary for the proper conduct of the Show. Cancellation: A cancellation fee of $40 dollars will be deducted from all refunds requested in writing prior to December 1, 2014. There will be no refunds, for any reasons, after December 1, 2014. Applications accepted after December 1, 2014 must be paid in full upon receipt. Failure to respond by appropriate deadlines will result in cancellation of booth and forfeiture of any deposit. Transfer: Exhibitor agrees he/she will not sublet, transfer or assign any of the privileges of this agreement without written consent of ANLS. Acts of God: Should acts of God, strikes, work stoppages, or any other cause not within the control of ANLS make it impossible for the Commercial Exhibits to be held or the particular area to be occupied by the exhibitor, then ANLS, and its officers and employees are jointly released from any and all claims which may rise as a result thereof. In no event shall ANLS be liable for loss of property, business, or any other damage to exhibitor through show cancellation for such causes. 2
2015 Arizona National Horse Show January 7-11, 2015 WestWorld of Scottsdale Scottsdale, AZ Vendor Contract This agreement is between the Arizona National Livestock Show, Inc. (ANLS) and (Business Name) Exhibitor Name: Address: City: State: Zip Telephone: Email: Please list your product or service: Vendors will be located at the Wendell Arena Outdoor Exhibit Space @ $1.25/sq. ft. ft wide x ft. deep = sq. ft. (For 4 day Show) $ Minimum contracted space must be 10 x 10. (Vendor space includes all space vendor uses which include trailer, awning, trailer tongue, and outside display area.) RV Space Fee must be paid for each night you are staying on property. You must show proof of RV receipt upon vendor check-in. Note: Spaces are assigned when application and payment are received by December 1, 2014. Please make money orders or cashiers checks payable to ANLS. No personal or business checks accepted. All booths must be occupied throughout the show. Insurance: The exhibitor is totally responsible for the safety of his/her exhibit. This includes fire, theft, accident or other destructive causes, and injury to persons or property which might occur within the confines of the exhibit or to his/her employees or agents while on the show grounds. The exhibitor will provide a certificate of insurance of not less than One Million Dollars ($1,000,000); naming as additional insured a) City of Scottsdale, b) The United States Bureau of Reclamation, c) West World of Scottsdale and d) Arizona National Livestock Show, Inc. along with the officers, directors, agents, servants and employees of the State Board and the Arizona National. Such insurance shall be primary insurance and any insurance carried by the named additional insured shall be excess and not contributory insurance to that provided. All space assignments are subject to change at the discretion of the Show Management. ANLS reserves the right to refuse a contract from any exhibitor they feel will not be conducive to the atmosphere and attitude of the show and will refund deposit. The Management of the ANLS grants the exhibitor the sole right to use the assigned exhibit space consistent with the image of the commercial exhibits. The exhibitor agrees to abide by the Terms and Conditions of this agreement. I agree to comply with this AGREEMENT and the TERMS and CONDITIONS. Any amendment to these documents must be made in writing and by mutual consent of both parties heretofore. Name (print) Signature Title Date Send contract to: Arizona National Livestock Show 1826 W. McDowell Road, Phoenix, AZ 85007 (602) 258-8568 Fax 602-257-9190 3
Arizona National Horse Show Commercial Exhibit Terms & Conditions Exhibitor agrees to abide by the following terms and conditions: 1. ANLS and Licensee agree that Arizona National Livestock Show, Inc. will determine the location of the space rented to the Licensee. 2. Unless otherwise specified, Licensee will reimburse ANLS for any electrical, plumbing and other services provided. 3. Licensee shall hold harmless and indemnify the State of Arizona, City of Scottsdale, The United States Bureau of Reclamation, and WestWorld of Scottsdale, and Arizona National Livestock Show, Inc. from and against any loss, cost or expense, including but not limited to, court costs and attorney s fees, arising out of or with respect to Licensee s actions causing damage or injury to any of the property or injury to or death of any person caused by Licensee or his officers, directors, employees, agents or servants to the extent the damage or injury is not covered by ANLS insurance. 4. INSURANCE: Without limiting any liabilities or any other obligations of the Licensee, Licensee shall provide and maintain the minimum insurance coverage listed below. Coverage will be provided with forms and insurers acceptable to ANLS until all obligations under this contract are satisfied. a. Workmen s Compensation insurance to cover obligations imposed by Federal and State statutes having jurisdiction of its employees engaged in the performance of the Contract, and Employers Liability insurance with a minimum limit of ONE HUNDRED THOUSAND DOLLARS ($100,000). b. Comprehensive General Liability insurance with a minimum combined single limit of at least ONE MILLION DOLLARS ($1,000,000) each occurrence. The policy shall include coverage for bodily injury, broad property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, and products and completed operations. Said policy shall contain a severability of interests provisions. c. A certificate of insurance acceptable to ANLS shall be issued to ANLS by the Licensee prior to the commencement of the Contract as evidence that policies providing the required coverages, conditions and limits are in full force and effect. Such certificate shall identify this contract and contain the provisions that coverage afforded under the policies will not be canceled, terminated or materially altered until at least thirty (30) days prior written notice has been given to ANLS. Certificates of insurance may be sent to ANLS office at the address shown on this agreement. 5. Licensee hereby agrees to hold harmless and indemnify the State of Arizona, City of Scottsdale, The United States Bureau of Reclamation, and WestWorld of Scottsdale, Arizona National Livestock Show, Inc., and their officers, directors, agents, servants and employees from and against any and all loss, costs, expense, damages, suits, causes of action, attorney s fees and any and all other costs or expenses arising out of the performance of the Licensee, Licensee s officers, directors, agents, servants and employees. 6. The Licensee further agrees that he shall make, and shall be responsible for all deductions from payments to his employees, agents or servants and shall make and render in his own name, all reports and payments of such sums so deducted as shall be required by any and all applicable federal and state unemployment compensation acts, Social Security Act and any and all federal and state laws of whatsoever kind and character. 7. The Licensee further agrees that he will report and pay any and all licenses and transportation privilege or other taxes due, or to become due, with respect to the activities being conducted by the Licensee under the terms of this Agreement. 8. Licensee shall abide by all laws and rules of the State of Arizona, all ordinances and regulations of the County of Maricopa and the City of Scottsdale and all rules of the WestWorld pertaining to the use or operations of the premises. 9. Licensee assumes all cost of all patented, trademarked, franchised or copyrighted music, materials, devices, processes or dramatic rights used on or incorporated in the event. The Licensee agrees to indemnify, defend and hold harmless ANLS from any claims or costs including legal fees which may arise from question of use of any such material described above. 10. No rights or privileges derived by Licensee under this Agreement shall be assigned or transferred or subcontracted without the prior written consent of ANLS. 11. Licensee shall surrender the premises to ANLS at the end of the License period in the same conditions as received, subject to normal use and wear. 12. ANLS assumes no responsibility for any property stored or placed on the premises, such as property being stored or placed at the Licensee s risk. Licensee releases ANLS and agrees to hold ANLS harmless from liability because of loss or damage to such property resulting from any cause whatsoever. Any property remaining on the grounds of WestWorld for four (4) days after the Agreement period has expired may, at the discretion of ANLS, be removed from WestWorld and all costs involved in the removal shall be paid by the Licensee, or ANLS may confiscate such property and it shall become the property of ANLS. 4
13. The personal conduct of the Licensee, his agents or employees during the License period, while on the WestWorld property shall conform to socially acceptable standards of conduct, and any departure there from will constitute grounds for immediate removal of the individual from such grounds and cancellation of this Agreement by ANLS. ANLS grants to the Licensee the use of space to conduct activities at WestWorld during the Arizona National Horse Show, beginning and ending dates as shown on page one of this Agreement. Setup and teardown will be as directed by the Commercial Vendor Coordinator. TERMINATION ANLS reserves the right to take possession of the premises at any time and cancel this Agreement, if in its judgment the premises are needed for other purposes which might better serve ANLS. Upon taking possession pursuant to this paragraph, ANLS shall refund to the Licensee the proportion of the prorated balance of the Licensee s fees paid or will offer other space in exchange. The action taken by ANLS in changing or canceling this Agreement is hereby and hereunder and herein accepted by Licensee, and Licensee hereby waives and releases ANLS from any and all claims or damages, including incidental and consequential damages, that have accrued or may accrue unto said Licensee caused by the actions of ANLS. Upon written notice ANLS may terminate this Agreement immediately for failure to pay any of the license fee or to occupy the premises as specified herein or upon a violation of the terms, or conditions set forth in this Agreement and thereupon all rights and privileges herein granted shall be terminated. Licensee, upon termination of the Agreement by ANLS, shall immediately vacate the premises and ANLS as liquidated damages may retain monies previously paid to ANLS. 5