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Help Offers Exhibitor Services

Scottsdale

March 21-24, 2019


Important Dates

 Please note the important dates and deadlines below.  

Action Item

 Due Date

X

Final Payment Due to ISE

 Dec 1, 2018

 

Review Exhibitor Display Regulations & Limitations

 Feb 1, 2019  

 

Obtain Seller Permit & Tax License for Selling Tangible Goods

 Feb 22, 2019

 

Obtain Food Sale & Sampling Permit for Selling Food

 Feb 22, 2019

 

Send ISE Food Sampling Insurance Information

 Feb 22, 2019 

 

Product Restocking Trailer Request to ISE

 Feb 25, 2019 

 

Hotel Discount Deadline

 Feb 18, 2019 

 

Electrical Discount Deadline – Bulk Space & Additional Booth Power

 Mar 4, 2019 

 

Order Hard Line Internet Services

 Mar 4, 2019 

 

Decorator Discount Deadline – Order Carpet, Chairs & Tables

 Mar 7, 2019 

 

Decorator Freight Handling Orders

 Mar 14, 2019 

 

Review Exhibitor Information for Move-In Time

 Mar 15, 2019 

 

Print Copies of Seller Permit, Tax License & Food Handler’s Permit

 Mar 18, 2019 

 

Start Show Move-In

 Mar 19, 2019 

 

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General Information

Show Management
International Sportsmen’s Expositions

Phone: (800) 545-6100
Email: Service@SportsExpos.com
Web: www.SportsExpos.com

 

Facility
WestWorld of Scottsdale
16601 North Pima Road

Scottsdale, AZ 85260
(Click Here to view on Google Maps)
Phone: (480) 312-6815
Website: www.WestWorldAZ.com

 

 

Public Show Hours

Thursday 10:00am - 7:00pm
Friday 10:00am - 7:00pm
Saturday 10:00am - 7:00pm
Sunday 10:00am - 5:00pm

 

 

 

 

Credentials are required for entry on all days the show is open to the public.
Exhibitor credentials allow for show floor access at 8:00am on Thursday and one-hour prior to show open on Friday, Saturday and Sunday.

 

 

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Exhibitor Requirements

Payment
Payment in full for all exhibit space is required by December 1st. No exhibitor credentials will be issued at registration unless full payment has been made.

Terms & Conditions of Exhibiting in ISE Shows
The Terms and Conditions on the Application/Contract for Exhibit Space will be enforced at ISE Shows. Please review and contact ISE if you have any questions.

Local Laws and Regulations
To ensure public safety, exhibitors must follow local and facility regulations. We are required to comply with all federal, state and municipal laws and administrative rules, including but not limited to those relating to licenses and permits, property protected by copyright, work hours, work conditions, safety standards and payment of wages and taxes.

Booth Staffing

  • Staffing your exhibit during all public show hours is a requirement in the terms and conditions of your exhibit space contract. 
  • Exhibits must remain in place until 5pm on Sunday. 
  • Any unstaffed exhibits or removal of exhibits before 5pm on Sunday may result in the loss of exhibit space at future shows.

Animal Policy
Animals that are necessary to exhibit space must be confined to the exhibit space or kept in a portable kennel. During transit, animals must be on a leash or rein. No pets are allowed.

Child Safety
For safety purposes, ISE requests children under the age of 15 not participate with show move-in and move-out.

Alcohol Consumption
Alcohol distribution to the public is state license controlled and not permitted by exhibitors. Consumption of alcohol in exhibit space is prohibited.

Building Security Staff
Security staff are employed to protect exhibitor property and to ensure show rules are enforced. Adequate security staff is scheduled during the hours that the building can be accessed; please observe these hours.

Security
24-hour show security is provided for the duration of the event. ISE and Facility Management are not responsible for losses of any kind. Exhibitors are responsible for carrying general liability insurance for their exhibit and business.

Potential theft can be greatly reduced by:

  • Avoid leaving small items of value in booths.
  • Cover display with a flameproof drop cloth overnight.
  • Run wire or cable through exhibit and lock at night. 
  • Report any theft immediately to ISE Registration/Information staff.

Emergency Procedures

  • Please do not call 911.  Emergencies are responded to by Facility Emergency Services Staff. 
  • In the event of an emergency please contact ISE staff on the floor or at the ISE Registration/Information desk.  We will direct services to the location of the emergency. 
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Display Regulations & Limitations

In-line Exhibit Space Amenities 

  • Assigned booth location 
  • Drive-in and drive-out setup and teardown
  • Scheduled move-in and move-out
  • 8 foot high backdrop and 3 foot side-rail drape
  • 500 watts of electricity (standard booths only)
  • Exhibitor credentials
  • Discounted guest passes
  • Online exhibitor listing (with web link) and show program listing

 

In-line Booths 
Exposed to aisle on the front side with neighboring booths to left, right and typically behind.

  • Maximum height of 10 feet in back of booth.
  • Maximum height of 4 feet for front of booth.
  • No rear facing signage. Signs should only be viewable from the aisle in front of booth. 
  • No canopies or canopy frames allowed.
  • Do not hang items on or damage drape fabric. 
  • Merchandise must be hung on a solid back wall or displays.
  • All displays are subject to management approval. 

Endcap Booths
Exposed to aisles on three sides and composed of two standard in-line booths.

  • Maximum height of 10 feet in back center of booth and within 5 feet of the two side aisles. (See diagram.)
  • Maximum height of 4 feet for front of booth.
  • No rear facing signage. 
  • No canopies or canopy frames are allowed.
  • All displays are subject to management approval.

Bulk Space
Indoor/outdoor space with no drapes, dividers or electricity provided - exhibitor must order. 

  • Maximum height of 4 feet within 3 feet of the aisle.
  • No canopies or canopy frames that impede or block line of sight. 
  • All signage must be hung securely. When secured to building, signs must be approved by ISE and hung by Decorator.

 

Fire Marshal Summary of Rules

  • ISE and all exhibitors are required to follow the event facility Fire Marshal rules. See the information packet from the Show Decorator for a list of Fire Marshal requirements. 

 

 Electrical Cord Requirements

  • All electrical devices with three-wire supply cords shall utilize "UL" ground receptacles.
  • All extension cords must be of heavy-duty three-wire construction.
  • All power cords must be kept behind display with nothing placed on top of cords. 

Indoor Display Vehicles or Motorized Display Items

  • Before you drive in the building ISE must verify that the following tasks have been completed:
    • Fuel level must not exceed ¼ tank and/or less than 3 gallons.
    • Once inside exhibit area, negative battery terminal must be disconnected and fuel tank cap taped/locked.
  • Upon inspection of these items, ISE will provide the vehicle/display item with an inspection tag. 

Propane and Helium

  • Used propane tanks are not allowed indoors.
  • New propane tanks must have original factory seal. 
  • Helium is not allowed indoors.

Flammable and Combustible Materials

  • All materials used indoors for display or decoration should be made of flame retardant materials and certified as flame retardant. This includes booth decorations such as vegetation, straw, grass, etc.
  • Fire regulations prohibit excess literature, product or empty packing containers from being stored behind back drapes or display wall.

Aisles, Exits and Obstructions

  • Aisles must be kept clear of all displays and equipment.
  • Entrance and exit doors are required to remain unobstructed at all times.
  • Facility fire extinguishers and firehose cabinets are required to remain visible and accessible at all times.

Tent Demos
Constructed tents used for demo and display must be approved by show management prior to show.  All covered exhibits require a battery-powered smoke detector and fire extinguisher in exhibit space. When required, the Fire Marshal will inspect for these safety items.

 Sound

  • Maintain audio volumes that are not disruptive to other exhibits.
  • Game calling exhibitors must follow ISE game calling policy.
  • Exhibitors should be aware that pre-recorded music is subject to copyright laws and fees as per ASCAP, BMI and SESAC. 

Firearms and Weapons
Rules of the WestWorld of Scottsdale Property:  NO WEAPONS

  • The following weapons rules are required per the property owner, the United States Bureau of Reclamation.  These rules apply to all exhibitors, no exceptions:
    • NO firearms or ammunition.
    • NO knives with a blade longer than 6".
    • NO airsoft guns or ammunition.
    • NO paintball guns or ammunition.
  • If your exhibit includes firearms accessories that require demonstration, a plastic/blue-gun may be used.

 

 

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Move-in, Registration, Move-out Procedures

Move-In Procedures
Move-in will begin Tuesday prior to the show at 1:00pm with drive-in and carry-in access. To avoid congestion, move-in is encouraged for Tuesday afternoon if possible. Please read through the following information and contact your Account Representative with any questions. 

NOTE: ISE does not provide fork lifts, hand trucks, dollies, brooms or vacuums during move-in. Please contact the decorator to arrange scheduling and payment.

 

Bulk & Outdoor Exhibits

  • Bulk spaces are designated by a “B” in your exhibit space number, such as B3550.
  • Outdoor spaces are designated by a "W" in your exhibit space number, such as W4232.
  • Bulk drive-in set-up schedule is below.

LIFO (Last in, First out) Exhibits

  • LIFO spaces are designated by an “L” in your exhibit space number, such as L2424.
  • These spaces block drive-in access and must be the last to set-up and first to move-out.
  • LIFO spaces can set-up only on Wednesday after 3:00pm.

Carry-in Access

  • Carry-in and carry-out access is available from parking lot K and parking lot C.  Please see schedule below.

  

Type of Display

All Exhibitors 

LIFO
(Booth number begins with "L")

Tuesday - 3/19/19

Drive In

1pm - 6pm

None

Carry In

1pm - 7pm

None

Wednesday - 3/20/19

Drive In

9am - 3pm 3pm - 5pm

Carry In

9am - 8pm

3pm - 8pm

Thursday - 3/21/19

Drive In

None None

Carry In

8am - 9am

8am - 9am

 

Drive-in Access

  • Registration is required prior to set-up.
  • Enter the WestWorld facility by taking N 94th street off E Bell Road
  • WestWorld entrance address for navigation devices:
    • 9393 E Bell Rd, Scottsdale, AZ 85260 (approximate)
    • 33.640045, -111.878458 (approximate) 
  • Park in front of the North Hall building and follow signs to Registration.
  • After you receive your registration information you can drive through the freight door closest to your exhibit space.
  • To avoid congestion, unload and remove your vehicle from the building before setting up your display. 
  • Drive-in for standard in-line booths ends at 3:00pm on Wednesday. No exceptions.
  • All freight doors will close by 6pm on Wednesday.

Exhibitor Registration
ISE Registration/Information is located in the northwestern end of North Hall and is staffed all days. Registration is required before setting-up your exhibit space. ISE staff will confirm your exhibit space location, payments, applicable licenses, permits and provide your required exhibitor credentials.  Guest passes are available for purchase at Registration. 

Credentials

  • Exhibitors will receive wristbands at Registration.
  • Standard inline booths receive up to 4 wristbands.  Contact your Account Representative to discuss your needs.
  • Wristbands are designed to be worn on the wrist for the duration of the show; they must be fastened to the wrist, no looser than two fingers and are void if removed.
  • Wristbands can be exchanged for exhibitor one-day passes to accommodate shift workers. 

Guest Passes 
Invite your customers!  Discounted guest passes can be purchased at the ISE Registration/Information Desk during the show or in advance.  To order in advance, Click Here to complete form and email to ISE at Service@SportsExpos.com by February 1.

Will Call
Will Call windows are located at each entrance.  Will Call is open one hour prior to show opening and closes one hour before show close. The ISE Registration/Information desk has the necessary envelopes and can assist you with leaving tickets and exhibitor credentials at Will Call.

Exhibitor Show Parking

  • Exhibitor parking is available in the southeast corner of lot K and in lot H.  
  • Limited number of complimentary parking passes will be provided in your registration packet. 
  • Public parking is $5 per car per day. 

Restocking & Empty Trailers

  • Restocking and empty trailers will be parked in lot H. 
  • See ISE Registration/Information Desk for onsite instructions.

 

Move-Out Procedures 

Sunday/Monday tear-down and move-out schedule:

Sunday 5:10pm - 10:00pm
Monday 8:00am - Noon

 

 

 

NOTE: No early tear-down! As advertised to the public, all exhibits must stay intact and fully staffed until 5:00pm.  Failure to do so may result in the loss of exhibit space at future shows.  

 

Tear-Down

  • Tear-down can begin as soon as all the public have exited the building and grounds.
  • During tear-down, please keep displays off the aisle carpet.
  • No vehicles will be allowed on the show floor until aisle carpet has been removed. 

Carry-out Access
Carry-out or carting-out access can begin as soon as the public have exited the building.

Move-out Vehicle Access

  • Vehicle access is Sunday 6:00pm to 10:00pm.
  • Exhibit Hall freight doors will open when the aisle carpet has been removed (about 6:00pm).
  • Freight doors will be opened by ISE or facility staff only. 
  • Please do not park in front of the doors.  

  

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Tax License & Permits

Taxes
Exhibitors selling tangible items need to fill out a Transaction Privilege Tax Application, collect 7.95% taxes and submit tax returns to the State of 
Arizona.  ISE must provide government representatives with exhibitor lists. 

State of Arizona 
Combined Tax Rate: 7.95%  
The State of Arizona collects city (1.65%), county (.70%), and state (5.6%) taxes.

  • Register for your transaction privilege sales tax license application at www.AZTaxes.gov
    • Add Scottsdale (SC) as a region code. 
    • List the first day of the event as the start date in Arizona (if this is your first event in 2018).
    • Pay the $62 fee ($12 for State License, $50 for Scottsdale).
    • If you already have a State License, you can simply add Scottsdale online.  

For questions contact:
Arizona Department of Revenue
License Compliance Unit
Phone: (602) 716-6181
Email: LicenseCompliance@azdor.gov
Website: www.azdor.gov

 

Food Sampling & Sales Requirements

  • WestWorld Sampling Application will be provided by ISE.
  • Please send ISE a copy of the Certificate of Insurance for $1,000,000 Liability Insurance naming International Sportsmen's Expositions as additionally insured by February 1, 2018. 

 

For questions, contact:
Maricopa County Environmental Services Department
Mobile Food/Special Events Program
Phone: (602) 506-6872
Email: specialevents@mail.maricopa.gov

 

Special Permits & Notification
As an exhibitor, you must obtain prior written approval from ISE and apply for a special permit (submitted 15 business days in advance of show) if you intend to display, operate or use any of the below items:

  • Internal-combustion engines.
  • Flammable liquids, compressed gasses or dangerous chemicals.
  • Electrical, mechanical or chemical devices deemed hazardous by the Fire Department.
  • Fuel powered heaters, barbecue, heat-producing or open-flame devices, candles, fuel powered-lamps, lanterns, etc. 
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Decorator, Electrical, Crane, Freight

Decorator 
Table, chairs and carpet are not provided in your booth - you can bring your own, or order through the decorator:

Brede
2501 E Magnolia Street
Phoenix, Arizona 85034
Customer Service
Phone: (602) 275-5900
E-mail:   Brede-Arizona@Brede.com

Click here to download Brede ordering information.    Discounts apply before March 7th, 2019.

 

 Electrical

  • ISE provides one 500-watt outlet for each standard inline booth space.
  • ISE does not provide power for bulk exhibit space. 

Commonwealth Electrical Company
100 North 3rd Street
Phoenix, AZ 85004
Phone: (602) 253-5881
Email: Cbryan@commonwealthelectric.com
Online ordering: www.CommonwealthExpo.com

Click here to download Order Form.  Discounts apply before March 4, 2019.

 

Internet Services 
There is currently no internet service available in outside exhibit space. 

Hard Line Internet
Internet hard line service is available for the North Hall through CenturyLink Large Business Services. 

CenturyLink
Kenney Aldridge
Phone: (877) 429-6229
Email: kenney.aldridge@centurylink.com

 

Crane Services
Tempe Crane
1979 East 5th Street
Tempe, AZ 85281
Terri Naddy
Phone: (480) 967-0026
Email:    terri@tempecrane.com

 

Freight Transportation Services

 My Trucking Company - ISE Show to Show Palletized Freight Service
ISE’s new hassle free, convenient freight service is available to improve your exhibiting experience going show to show.  My Trucking Company will palletize and shrink wrap your freight on the show floor when the show closes.  It will be shipped to your next ISE show and offloaded into your booth.  You will receive an email confirmation notice once it has been delivered.  Use This Form to sign-up, or inquire below.

For questions contact:
My Trucking Company
Steve Major
Phone (423) 223-8308

 

YRC Freight 
YRC Freight provides freight services at a special rate for all ISE shows.  Get the best rates by asking for a quote of the "YRC Show Contract 81200 Standard Ground" or "YRC Time Critical Show Tariff 8P0163" pricing. 

YRC Freight
Exhibitor Hotline (800) 531-3976

For questions contact: 
Todd Cline
Phone: (801) 201-8376
Email:  Todd.Cline@yrcfreight.com

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Hotels, Lodging & RV Parks

The following accommodation have special group rates for ISE Exhibitors.  Rooms are limited and special rates are on a first come, first serve basis.  For all hotels, special group pricing is under the group name "International Sportsmen's Exposition."

NOTE: ISE does not contract with any third party accommodation service and does not authorize any accommodation service to contact you on ISE's behalf.  For ISE special pricing, contact the hotel directly or use the reservation links below.

 

Airport Transfers: Shuttle service from the airport to all hotels is available through Super Shuttle.  (602) 244-9000 or  SuperShuttle.com 

 

Scottsdale Suites on Shea 
10801 N 89th Place
Scottsdale, AZ 85260
Phone: (480) 314-1200
Reservations: Phone for special price
Parking:  Free
Pets: Yes, contact hotel
Amenities: Complimentary breakfast, Wi-Fi, pool, nearby restaurants
Group Rate: $179 plus tax
Rate Expires:  Subject to Availability - book now!

 

Hampton Inn & Suites Phoenix/Scottsdale 
16620 North Scottsdale Rd
Phoenix, AZ 85254
Phone:  (480) 348-9280
Reservations:   Click Here    to make reservations
Parking:  Free
Pets:  No
Amenities:  Complimentary breakfast, Wi-Fi, outdoor pool & patio.
Group Rate: $199 plus tax
Rate Expires:   February 18, 2019 

 

Springhill Suites by Marriott
17020 N Scottsdale Rd.

Scottsdale, AZ 85255
Phone: (480) 922-8700 or (888) 287-9400
Reservations: Phone or Click Here for reservations
Parking:  Free
Pets: Yes, 50 lbs and under with $50 nonrefundable fee
Amenities: Complimentary breakfast, Wi-Fi, fitness center, nearby restaurants
Group Rate: $215 plus tax for studio suites
Rate Expires: February 25, 2019

 

Courtyard by Marriott - Scottsdale North
17010 N Scottsdale Rd
Scottsdale, AZ 85255
Phone: (480) 922-8400 or (888) 287-9400
Reservations: Phone or Click Here for reservations
Parking:  Free
Pets: No
Amenities: Complimentary Wi-Fi, pool, fitness center, nearby restaurants
Group Rate: $215 plus tax for single/double occupancy
Rate Expires: February 25, 2019

   

WestWorld RV Park 
WestWorld of Scottsdale
16601 N Prima Road
Scottsdale, AZ
Phone: (480) 312-6802
Limited complimentary RV spaces available for ISE contracted exhibitors.  

 

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