2023 SCOTTSDALE ARIZONA SUN CIRCUIT VENDOR INFORMATION
Interested in Becoming a Vendor?
Contact the AzFC Vendor Coordinator Deb Bauer
Download the 2023 Vendor Forms
Dates: Vendor set-up will begin Thursday, March 2rd, at 8am.
All vendors must be in place by 6 pm on Friday, March 3rd. Specific set-up times will be required by show management to facilitate entry, unloading and exit of vehicles. Tear down may begin no earlier than 6 pm, Sunday, March 12th (no major moving until after the last horse runs) and must be completed by 6 am, Monday, March 13th.
Three types of vendor spaces are available (see vendor pricing sheet)
Inside Space~ 100 sq. ft. vendor spaces inside the climate-controlled Equestrian Complex (multiple contiguous spaces can be reserved for vendors requiring more than the basic 100 square feet). Basic electrical service is provided for lights, charge card machines, etc. Supplemental electrical can be obtained at additional cost. Vendors are responsible for bringing all setup equipment. Westworld/AZQHA/Sun Circuit does not provide any setup equipment. The Equestrian Complex is open from 9:00am to 6:00pm each day of the show, please plan to have your booth open during these hours.
*Outside space~ Various areas surrounding the different show arenas have been designated for vendors who prefer not to be in the Equestrian Complex. Some basic electrical is provided depending on location and supplemental electrical service can be obtained at additional cost. Water hook up is generally not available.
**Pricing for outside spaces will be based on the TOTAL FOOTPRINT the vendor uses, including (but not limited to) awnings, trailer tongue, trailers used for display and or storage, outside display areas, etc.
Pedestrian Permit ~ A limited number of pedestrian permits will be available to vendors who would like to market their services and who do not need a stationary vendor space. This permit is limited to pedestrian or golf cart activities and does not permit use of a car, truck of similar vehicle within the show grounds for commercial purposes. This permit does not include use of a stall. Insurance and all necessary licenses are still required.
***Please note that every attempt is made to place each vendor in an advantageous location. If necessary, however, priority will be given to vendors who participate as sponsors and to vendors with seniority.
Insurance~ All vendors must provide proof of insurance prior to coming onto the grounds. Insurance is required in the amount of $1 million per occurrence and $2 million general aggregate. The following must be named as additional insured on the policy: Arizona Quarter Horse Association,
The City of Scottsdale, The United States Bureau of Reclamation, and the American Quarter Horse Association. (See BELOW for addresses)
Licensing~ All vendors will be required to provide an Arizona TPT License number to the vendor coordinator prior to set up. Said license/number must be obtained by and at the expense of the vendor. For questions, please contact the Arizona Department of Revenue listed below. The vendor is responsible for complying with all applicable local, state, or federal laws, regulations, or fees.
ADDRESSES FOR CERTIFICATES OF INSURANCE:
ALL FOUR ENTITIES MUST BE INCLUDED ON YOUR CERTIFICATE(S)
Arizona Quarter Horse Association
515 E Carefree Hwy PMB #405
Phoenix, AZ 85085
The City of Scottsdale
7447 E Indian School Road
Scottsdale, AZ 85260
The United States Bureau of Reclamation
Westworld of Scottsdale
16601 N Pima Road
Scottsdale, AZ 85260
American Quarter Horse Association
PO Box 200
Amarillo, TX 79168
Arizona Department of Revenue
Cr8ive Event Rentals
SHIPPING TO WEST WORLD
**If sending deliveries make sure to put on the outside of the packages: Your first and last name, that you are a vendor at the Sun Circuit Horse Show and phone number where you can be reached on site. Packages may be retrieved at the Volunteer Office. We will port the location of that office when closer to the show.
Please do not request show staff to deliver your packages. If you plan to receive large packages, please bring a hand truck and be prepared to pick up your packages between 8am-6pm.
Sun Circuit Horse Show
Vendor Name & Business Name & Phone # (on site)
WestWorld of Scottsdale
16601 N. Pima Road
Scottsdale, AZ 85260
STATEMENT ON PHOTOGRAPHY, VIDEO AND BRAND RECOGNITION
The Arizona Quarter Horse Association (AzQHA) has entered into exclusive contracts regarding the sale and distribution of photographs and video, or any other reproduction of AzQHA events including but not limited to The Scottsdale Arizona Sun Circuit, the Arizona Fall Championship and The Pinnacle Circuit. AzQHA reserves the right to regulate access to the horse show facilities, and to determine the use of the facilities by any vendor, photographer, or any other individuals or parties.
Commercial Photographers are limited to the Official Horse Show Photographer and Videographer and to Press Photographers credentialed by AzQHA. Press photographers (anyone taking pictures for newspapers and periodic publications) will be required to obtain a press pass and display it at all times. Press passes can only be obtained from AzQHA.
Professional and/or commercial photography (any photography taken for resale purposes or advertisement) without prior written consent of AzQHA is expressly forbidden.
This policy will be strictly enforced. Violation of this policy will result in removal from the show grounds and revocation of admission for the current and/or future shows. In addition, any images related to these events; photo, video, or brand recognition is the sole property of AzQHA and will be vehemently defended under the United States Federal Copy Right Infringement Laws. Any unauthorized use of the Sun Circuit, Pinnacle Circuit, Az Fall Championship and Arizona Quarter Horse Association logos is strictly prohibited.
This policy will be strictly enforced. Violation of this policy will result in removal from the show grounds and revocation of admission for the current and/or future shows. In addition, any images related to these events; photo, video, or brand recognition is the sole property of AzQHA and will be vehemently defended under the United States Federal Copy Right Infringement Laws.