Dear Phoenix BikeFest Exhibitor, We would like to thank you for choosing to be an exhibitor at Phoenix BikeFest 2018 taking place at the Peoria Sports Complex in Peoria, Arizona on April 12th 15th. We are proud to host the largest free-admission motorcycle event in the State of Arizona and recognize that vendors like you are essential to our success. While Phoenix BikeFest offers an excellent business opportunity, we know it is a significant commitment on your end. We have compiled the following packet with details regarding the procedures and policies for all our vendors to help you navigate through the process and provide you with all the information necessary to vend at Phoenix BikeFest 2018. I encourage you to read this material carefully and if you should have any further questions, don t hesitate to contact me, Mike Pfab at info@phoenixbikefest.com or call 602-513-1360. We are here to help. We would also like you to visit our website www.phoenixbikefest. com so that you can stay up-to-date as we continue to release details leading up the event. Please let everyone know you will be participating in Phoenix BikeFest on your social media outlets. We will make sure everyone knows you will be here on ours. We look forward to having a fun and successful event with you this year! See you at Phoenix BikeFest! Mike Pfab Phoenix BikeFest Page 1 of 5
2018 PHOENIX BIKEFEST VENDOR PRICE LIST Space Size Square Feet Cost 10x10 100 $600 10x20 200 $800 10x20 corner 200 $900 10x40 400 $950 10x40 corner 400 $1000 20x20 400 $1000 20x20 corner 400 $1100 20x30 600 $1200 20x30 corner 600 $1300 20x40 800 $1450 20x40 corner 800 $1600 20x60 corner 1200 $1800 20x80 1600 $2000 40x100 Trailer 4000 $3000 Other Contact Promoter Electrical One 120 volt/20 amp 4 plug circuit included with each vendor space Additional 4 plug circuit - $50/each One 120-240 volt/50-amp circuit $300 (Please add electrical cost to vendor application) Page 2 of 5
2018 PHOENIX BIKEFEST VENDOR INFORMATION Merchandise - Please select all of the following categories you will be displaying. Manufacturer/Dealer Motorcycle Parts/Accessories Custom/Painting/Pin Striping Custom Builder Equipment/Lifts/Tools Trailers LED s Eyewear Ear Protection Clothing/Accessories Leather Clothing Pins/Patches/Stitching Tobacco Products Tattoo Jewelry Installations or repairs requiring customer motorcycle access Other: Arizona Department of Revenue Transaction Privilege Tax Licenses (TPT) are required if selling within the state of Arizona. Please direct questions concerning state licensing to the Department of Revenue at (602) 716-6438. City of Peoria Tax and License Division The City of Peoria requires a license from all businesses that have a privilege (sales) tax or use tax liability. They also require a business occupational and professional license for businesses without a tax liability. In addition, depending on your type of business, a Special Regulatory License may also be required. To obtain your Transaction Privilege Tax license contact: City of Peoria, Tax and License Division 8401 W. Monroe Ave. Peoria,AZ 85345 Phone: 623-773-7160.Please direct questions concerning city licensing requirements to the City of Peoria Tax Division. Vendors already licensed by the State of Arizona should have a copy of their license available in the event a representative from the Department of Revenue stops by the booth. Page 3 of 5
2018 PHOENIX BIKEFEST VENDOR/EXHIBITOR AGREEMENT, RULES AND REGULATIONS This agreement provides the terms pursuant to which Vendor/Exhibitor, whose signature appears below, is permitted to exhibit at 2018 Phoenix BikeFest presented by Phoenix BikeFest, LLC. (PBF) at P83 Entertainment District at Peoria Sports Complex, 16101 N 83rd Ave, Peoria, AZ 85382, April 12th through 15th, 2018. Vendor Space: Your space will be pre-assigned and will be advised of your location upon check-in. Vendors should prepare to arrive and set up their displays beginning April 11, 2018 according to the move in schedule on the registration. Vacating the premises must be completed by end of business day April 16, 2018. We will do our best to assign vendor spaces to accommodate any special instructions or notes on your registration. Spaces are assigned on a first-paid, first-placed basis. By signing, you agree to not relocate or sell any merchandise outside the assigned vendor space. PBF will not provide phone lines or WiFi. All vendor registrations are subject to approval by PBF. Vendor/ Exhibitor agrees to pay a finance charge of 2% per month which is 24% per annum on past due accounts plus all costs of collection, including, but not limited to, attorney and court fees based on the amount agreed to pay on the registration hereto. Vendor Compliance: Booths must be properly maintained and manned during event hours. Vendors will deposit trash in the proper receptacles. PBF will not ship out product nor receive product for vendors prior or during event. The sale of event specific merchandise which bears the show name, dates, logos or artwork is strictly prohibited without express written consent of PBF. Prohibited activities and restricted merchandise include: No firearm sales. All knives, guns, swords, or other items considered to be a weapon are prohibited. Nothing containing alcohol is to be displayed or sold, and no outside alcohol may be brought in or consumed at PBF. If it s illegal, don t sell it, use it or possess it at PBF. No pornography of any kind can be sold or displayed. No merchandise with foul language or obscenity may be displayed. Powersports dealerships or dealership groups outside of RideNow Powersports are not permitted at PBF. No displays of units, products, logos, or advertising materials of any natural from outside dealerships will be allowed in a vendors booth, This policy will be strictly enforced. Objectionable products or actions are cause for ejection from the event without refund. In signing this contract, I agree to comply with all rules and regulations as presented. Cancellations/Refunds: All booth cancellations and or changes must be submitted in writing. No refunds are granted within 30 calendar days of the show. If exhibitor cancels within 30 calendar days of the event, or if the exhibitor fails to physically occupy the assigned booth space, exhibitor is responsible for all monies due pursuant to this agreement. In the event of a natural disaster, fire, rain, wind, storm, extreme heat, or any other unforeseen event or catastrophe, PBF is not obligated to refund any part of vendor/exhibitor monies. Vendor/Exhibitor accepts the risks of participating at an outdoor event. Business License/Permits: If selling merchandise, exhibitor is required to have a valid City of Peoria Sales Tax License and State of Arizona business license. 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 Peoria and PBF. All tents or awnings must have proof of flame retardancy. Page 4 of 5
Security: PBF may maintain security personnel 24/7 inside vendor area. However, PBF does not provide any security or services of any sort to Vendor/Exhibitor as a part of this agreement. Vendor/Exhibitor is responsible for protecting, and bears all risk of loss for, its merchandise from theft or damage. No one will be permitted to remain inside the security fence after the venue has closed each evening without prior written approval. Insurance: Vendor must provide PBF evidence of insurance with the following minimum requirements in connection with vendor s use of event space. Vendor must name Phoenix BikeFest as additional insured and submit no later than March 9th, 2018. In no way do these insurance requirements limit the liability assumed by vendor in this agreement. 1. Commercial General Liability Insurance: The limits of insurance for the bodily injury and property damage shall be: Each Occurrence Limit: $1 Million General Aggregate Limit: $2 Million Products-Completed: $2 Million Personal and Advertising Injury: $1 Million 2. Automobile Liability: Proof of insurance with a minimum limit of liability as required by the state that the vehicle is licensed in. 3. Worker s Compensation Insurance: Proof of workers compensation insurance and employers liability insurance INDEMNITY/HOLD HARMLESS/ASSUMPTION OF RISK. Vendor/Exhibitor will indemnify and save harmless PBF (including the sponsors and facility owners) and their owners, representatives, employees, officers, directors, assigns, and agents from and against any and all liability, loss, damages, expenses, costs of action, suits, interest, fines, penalties, claims, and judgments arising out of or related to Vendor/Exhibitor s use of Space (to include the assigned space and all PBF facilities and the adjoining streets, sidewalks, vaults, curbs, and gutters). Vendor/ Exhibitor, at its own cost and expense, will defend by counsel of PBF s choosing any and all suits that may be brought and claims which may be made against PBF by any third party, for any matter arising out of or related to Vendor/Exhibitor s use of Space. Vendor/Exhibitor shall assume the risk of loss, claim or damage to person and its property from theft, damage, by fire, or any other cause, including the negligence of any entity. Waiver: Vendor/Exhibitor waives and releases PBF from any and all claims of any sort or description that it has or which may arise in the future arising out of or related to Phoenix BikeFest. I am authorized to sign on behalf of the Vendor/Exhibitor, and hereby contract with PBF for vendor space(s) at Phoenix BikeFest in Peoria, AZ and agree to all terms above, which I have read and understand. No oral understandings or representations of any kind vary or alter the written terms above. Company Name: Signature: Print Name: Date: Phoenix BikeFest: Michael J Pfab, Phoenix BikeFest Date: Page 5 of 5