Celebrating Community Festival
Exhibitor Rules & Tips
Exhibitor Rules
Here is a reminder of the exhibitor rules. Please contact us if you have any questions.
Here is a reminder of the exhibitor rules. Please contact us if you have any questions.
- The event will take place rain or shine.
- EXPO Hours: Set-Up is from 8:30 am to 10:30 am. Takedown is from 5:00 to 6:30 pm
- Special Pricing: Members of the Surprise Regional Chamber of Commerce, in good standing, receive a discount on all published pricing.. Members of the Surprise Regional Chamber of Commerce, please use discount code Expo2021
- Exhibitors are requested to follow COVID precautions as dictated by local community standards. This may include the wearing of face masks and the availably of and use of hand sanitizer.
- The Chamber reserves the right to locate and move displays on the property to comply with city regulations, Ottawa safety guidelines, and sponsorship agreements.
- Exhibit booths must be staffed and fully operational during published show hours. Booths not set up at show opening will be subject to dismantling.
- No sound amplification equipment is permitted.
- Eating, drinking, and smoking at exhibit booths is discourage.
- Food Vendor/Caterer. All vendors must have a City of Surprise Business License and proper Health Department permits. Please contact the Finance Department at 623-222-1836 for licensing information.
- Bringing your tents: The following rules apply to all tents, canopies, and/or membrane structures: (1) There will be a 20’ separation from the property line, building, other tents or membrane structures, parked vehicles, or internal combustion engines. (2) there will be a 20’ distance from any Fire Lane, Cooking and/or heating equipment, LPG containers, Flammable or combustible liquids, and containers, generators, Fire extinguishers, and Anchorage
- Exhibit space must be large enough to contain a reasonable audience for in-booth demonstrations. Typical space allocation is less than six feet x six feet, and objects may not be suspended greater than 8ft about the ground/floor.
- Only services and products approved on your application will be displayed or sold in your booth.
- Promotional materials may not be distributed outside your space. Both sharing with other companies is not permitted.
- Lighting should be directed to the inner confines of the booth space and should not project onto other exhibits or expo aisles.
- The sale, sampling, or distribution of food for consumption on the premises must be approved by the Chamber, and licenses or permits required by the Health Department obtained by the Exhibitor. Sample sizes should be less than 1 oz.
- Companies using products or services of a non-exhibiting company in a stage presentation must have written approval from the Chamber.
- All exposed parts of displays must be finished so they do not present an unsightly appearance when viewed from adjoining booths or aisles. Optional side walls taller than the 3’ side drape of exhibit booths may not extend past 5’ from back drape.
- Signs in booths will not be permitted to extend above 8’. Signs in island showcases will not be permitted to extend more than 16’ above the floor/ground.
- Exhibitors may not share booth space without the written approval of the Chamber.
- Exhibit space should be kept in good order, with storage boxes placed under tables or in designated storage areas.
- Helium balloons can only be used when they are permanently affixed to the physical booth display. Helium tanks must be stored in an approved stand.
- Fire regulations prohibit the use of Sterno or an open flame, including candles. Any booth cooking with an appliance or food warming device must be equipped with at least one 20BC fire extinguisher- No LP gas, bottled gas, or bottled gas tanks are permitted in the building.
- Electrical wiring and displays must conform to the National Electrical Code safety rules. Generated are not permitted unless pre-approved in writing.
- The driving of any peg or stake of any kind into the pavement or grass area is strictly prohibited.
- Any display vehicles must have less than ¼ tank of gas, at least one battery cable disconnected from each set of batteries, and the gas tank sealed or locked. A set of keys need to be given to Show Management.
- Dismantling of your booth prior to the close of the show is prohibited.
- The Chamber does not offer refunds on space rentals.
- Exhibitor does indemnify and hold harmless the organizer against any claims as may be asserted against it. Any disputes will be arbitrated in the State of Arizona.