​Celebrating Community Festival 
Exhibitor Rules & Tips 

Vender Inquiry Form

Schedule A 15 Minute Phone Call to Discuss Your Options

Entertainment Application

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Exhibitor Rules​
​​Here is a reminder of the exhibitor rules. Please contact us if you have any questions.  

1. The event will take place rain or shine.
2. EXPO Hours:  Set-Up is from  8:30 am to  10:30 am.  Takedown is from 5:00 to 6:30 pm
3. 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
4. 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. 
5. The Chamber reserves the right to locate and move displays on the property to comply with city regulations, Ottawa safety guidelines, and sponsorship agreements.   
6. Exhibit booths must be staffed and fully operational during published show hours. Booths not set up at show opening will be subject to dismantling. 
7. No sound amplification equipment is permitted.  
8. Eating, drinking, and smoking at exhibit booths is discourage.  
9. 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.
10. 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
11. 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. 
12. Only services and products approved on your application will be displayed or sold in your booth.
13. Promotional materials may not be distributed outside your space. Both sharing with other companies is not permitted. 
14. Lighting should be directed to the inner confines of the booth space and should not project onto other exhibits or expo aisles.
15. 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. 
16. Companies using products or services of a non-exhibiting company in a stage presentation must have written approval from the Chamber.
17. 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.
18. 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.
19. Exhibitors may not share booth space without the written approval of the Chamber.
20. Exhibit space should be kept in good order, with storage boxes placed under tables or in designated storage areas.
21. 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.
22. 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.
23. Electrical wiring and displays must conform to the National Electrical Code safety rules. Generated are not permitted unless pre-approved in writing.
24.  The driving of any peg or stake of any kind into the pavement or grass area is strictly prohibited.  
25. 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.
26. Dismantling of your booth prior to the close of the show is prohibited.
27. The Chamber does not offer refunds on space rentals. 
28. 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.  

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General Reminders:

1. Vendor set-up is three hours before start time. We strongly encourage you to set everything up during this time so that we can ensure all last-minute details are sorted out before the event start time.
2. Promote the Event. This link will give you promotional materials to help you promote the event to your customers and social media. We have event flyers, 30-second videos, Facebook graphics, and more.
3. The show hours and location are from 11 am to 5 pm on the Ottawa University Campus. We will be in O'Dell parking lot located at 14440 W Tierra Buena Ln, Surprise, AZ 85374. Takedown is from 5:15 pm to 6:30 pm.
4. All booth spaces include a 6-foot table and two chairs (unless you have reserved or upgraded to something differently). Please plan accordingly. Any special set-up or large banners must be approved. Please let me know if you have any questions on about this.
5. Remember to pack a table cloth and a canopy/tent if you are using one (if your purchase did not come with one.)
6. Make sure to bring your company-branded swag to give out and wear a company logo shirt if you have one. It would also be a nice touch to do a raffle prize at your table, so you can collect attendees' contact information and remember to ask a pre-qualifying sales question on the form.
7. Please read our show rules. A fire marshal Marshall will be on-site inspecting all booths. Tents/canopies, for example, must be anchored without stakes. If your purchase came with a canopy/tent, you will be provided with four sandbags.)
8. Please help us advertise the Festival to your clients. You're more than welcome to share the event from our Facebook page. Additionally, I've attached the flyer you can print and use to promote the event. There is FREE admission to the public! Music, food, and entertainment will occur throughout the day!

Additional info for food vendors:

1. You will not have access to the venue's kitchen. Whatever you bring is what you have to use.
2. Vendors may only provide 2oz food samples or 1oz beverage samples(maybe put this above if it is referencing non-approved or regular vendors). Approved food vendors/food trucks are exempt.
3. We expect over 500 attendees, but not everyone will take something from every vendor, so you don't need to prep for the full 500.
4. Remember to bring toothpicks, napkins, plates, etc., for serving your samples. The Chamber is not providing any servicing utensils or paper products.
5. To sell any goods/products, vendors could be asked to have a tax license (TPT license), business and health permits as required.
6. Vendors don't need to send the Chamber or venue a copy of their paperwork, but the city's tax and license department has the right to show up and check all vendors for their licenses.
7. Vendors need to have their licenses and permits physically on hand at their booth, not in their car or elsewhere.

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​The Celebrating Community Festival reflects the Chamber’s fervently-held belief that the health of the business community and the health of the larger community in which it lives are inseparable.

​Building stronger communities is what our Chamber of Commerce  is all about. 




​Event Objectives:  
To showcase our community as a great place to work, live, shop, and play in a fun, outdoor, and interactive way. 

Plus: 

• Instill a sense of community pride.    
• Teach people new things, inform businesses and residents about community business assets that impact their overall quality life!
• The event will showcase business services, products and include  educational opportunities, local attractions, transportation options, arts and culture, sporting activities, recreational assets, outdoor recreation, civic engagement opportunities, health/fitness, public safety, health care,   housing and wellness activities to name a few.

• Showcase businesses who value community engagement and involvement by providing direct link to other businesses and the residents/customers they serve.

• Enhance and support the mission  of the Chamber which is to is to champion economic prosperity, foster a pro-business climate, and to improve the quality of life in our region.​

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