Encore AZ Events, LLC
Encore Marketplace
October 2014 - April 2015
Where: Hogs N Horses 6705 E Cave Creek Road,
Cave Creek, Arizona
When: Every Weekend Friday - Sunday
Cost: 10 x 10 ($190.00) 10 x 15 ($225.00) 10 X 20 ($265.00)
1. Set Up:
(A) Early Set Up Thursday 3:00pm - 7pm.
Additional cost $20.00 per vendor.
(B) Day of show 6:00am - 9:30 am vendors must be set up by 9:30am. All walkways should be
clear from bins, inventory & misc items. All vehicles must be removed by 9:30 sharp. If you
show up after 9:30 you will not be allowed to set up until closing hours of that day. Show
manager will assist you when to set up. No refunds, No Exceptions.
2. Show Hours:
Fri. & Sat. 10a.m. – 5p.m.
Sun.10a.m. – 4p.m.
3. Teardown:
Sunday after 4:00 pm, show manager will give permission when tear down begins. Early
tear downs are not allowed. Vendors who tear down early are subject to removal from future
shows.
4. Security:
Security is provided Friday & Saturday (Thursday nights for pre set up). Your payment of
$20.00 must be paid prior to set up on Thursday.
5. Tents & Weights:
Secure your tent with professional weights, all four legs must be secured with weights of
40lbs or more on each leg. Water jugs, bricks and or miscellaneous items are not allowed
for weights. Staking into the ground is allowed, but must be secured properly. Please note
the venue grounds are very dry & hard. Proper stakes (metal only) and tools will be needed.
All tents must be secure and look professional. Promoter or show manager will inspect all
weights prior to show start. If your tent is not properly secure, you will be asked to provide
proper weights before permission to participate. NO EXCEPTIONS.
Tents must have a white top. Please use professional quality tents. You are responsible to
secure your tent after show hours. Tents with merchandise must be completely covered.
1 Remember Cave Creek can experience high winds. Being properly weighted and
covered is very important.
6. Appearance:
First impression is key. All vendors must have a professional appearance. Please keep all
storage and misc items hidden. All tables must be covered and draped to the ground. All
signage must be professional. Having a neat and inviting appearance is very important
aspect to our shows. Depending on show size, vendors will be allowed to utilize additional
space within reason, at no additional cost. Promoter or show manager will inform you of
the additional space per show. Please do not take advantage of this extra space, use it
within reason or this luxury can be revoked if taken advantage of.
7. Electricity:
Available on certain locations for an additional charge of $20.00. Please specify if you
need electricity on your application. Electricity is on a first come basis. Halogen lighting is
not permitted. If you have not paid for electricity, do not use it or you will be charged.
8. Children & Pets:
Are on approval only. Please contact promoter for further information.
9. Shows Rules:
NO Smoking
NO Alcohol
No Drugs
No Foul Language
No Weapons
AT ANYTIME: SET UP, TEAR DOWN & DURING SHOW.
10. Clean Up:
Trash cans are for customers only. Please bring your own plastic bags for all trash. Space
must be left in the condition it was found. Remove all zip ties, trash, boxes etc. There will be
a $50.00 fine for any booth that is left with any trash or not left in condition found.
11. Business License:
The Town of Cave Creek requires all vendors to have a Business License. Business license
must be posted in your booth at all times. You must present your business license to the
promoter or show manager prior to set up. If you do not have a license on hand, you will not
be permitted to set up until you can provide your current license NO EXCEPTIONS. The
city of Cave Creek will randomly check for current license. The city has the power to close
you or the entire show down. There are no refunds, if you do not have proper paper
work. Annual permits are $50.00 or special events are charged per event .If you are
planning to participate in several events an annual license is suggested. Business license
can be purchased in the town of Cave Creek at: Town of Cave Creek
37622 N. Cave Creek Rd. Cave Creek, AZ 85331 (480) 488-1400
Closed on Fridays.
Link to site: http://www.cavecreek.org/index.aspx?NID=227
Vendors are responsible for collection & payment of sales taxes.
2 11. Submission Product & Booth Images:
Please submit photos of your product and booth. Please have current photos of your booth.
Your images are approved on submitted photos. Please do not submit more than five photos.
12. INSURANCE: All exhibitors must provide a one million dollar liability certificate as
follows: "Encore AZ Events, LLC and Hogs N Horses, LLC " as additional insured This
Certificate must be submitted with every application.
13. Payment's Accepted:
Credit Cards
Checks
Money Order, Cahier Checks
Credit Cards:
Visa, Master Card & Discover are accepted. A 3% charge will be applied for
charges..
Checks, Money Orders & Cashier Checks:
Make payable to Encore AZ Events, LLC. All checks must be received two
weeks prior to show date. Once your payment has posted you will receive an email
confirmation for your reservation.
You must have an email confirmation to attend if paying by check, money order or
cashier check. If you do not receive an email contact Encore @ 602-741-3895
$50.00 charge on NSF, this fee must be paid before set up is allowed.
Cash only on day of the show. No Exceptions. If payment is not made in full at time of set
up, you will not be allowed to set up and all payments will be non refundable.
14. Late Payments:
Payment must be received and posted two weeks before show date. Payments received
14 days or less will incur an additional late charge fee of $25.00. Payment must be cleared
prior to the start of the show. If setting up day of the show payment must be in full (cash
only). If payment is not made in full at time of set up, you will not be allowed to set up and
all payments received will be non refundable.
15. Cancellations:
No refunds on cancellations within 30 days of show date. If bad weather is forecasted
prior to vendors setting up, the promoter will make a decision to cancel the show and will
notify all pre paid vendors. This notification can be given at any time. All payments
received by vendors will not be refunded, but will receive a credit for a future show
date. If vendor chooses not to attend any additional shows, no refunds will be given.
If bad weather has occurred during a current show, there are no refunds or payments
credited for future shows. Encore AZ Events, LLC will make all final decisions and
will deem if the show will be canceled due to bad weather prior to show starting.
3 16. Liability Release:
The undersigned does hereby discharge, release and hold harmless, the City of Cave
Creek, AZ., Hogs N Horses, LLC, Encore AZ Events, LLC and all sponsoring organizations
from any and all manner of action, suits, damages, or claims, whatsoever arising from any
loss or damages or claims, to the person or property of the undersigned and / or persons
who are assisting, while in possession or under the supervision of the City of Cave Creek,
AZ. and Encore AZ Events, LLC. This contract is non-cancelable and non-transferable after
the refund date. Encore Events & Productions, LLC has my permission to publish
photographs or videos taken of me, my booth and my artwork during the event, past or
future. Encore AZ Events, LLC has the right to disqualify any exhibitor for failure to comply
with the rules and regulations based on Encore AZ Events, LLC interpretation.
18. Charge Back Clause:
Vendors understand no promises or attendance numbers have been promised or
guaranteed at anytime by Encore AZ Events, LLC, Hogs N Horses, LLC employees, staff or
volunteers. Therefore vendor agrees not to initiate a chargeback for any of the reasons
above. Vendor also agrees to all terms and conditions stated on vendor application.
X____________________________________________Date_______________________________
Signature
Encore AZ Events, LLC
23174 N 106th Ave
Peoria, AZ 85383
Phone: (602)-741-3895
Fax:
(623)742-0331
Email: [email protected]
Website: encoreazevents.com
4 Encore AZ EVENTS, LLC
Vendor Information
First Name_____________________________ Last Name____________________________________
Business Name_______________________________________________________________________
Address 1___________________________________________________________________________
Address 2___________________________________________________________________________
City_______________________________________________ Zip Code________________________
Email Address_______________________________________________________________________
Website_____________________________________________________________________________
Arizona Tax ID#______________________________________________________________________
Cell ________________________________________________________________________________
Business Phone______________________________________________________________________
Fax Number_________________________________________________________________________
Description of Product_______________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
Only listed items that are approved are allowed.
5 Encore AZ Events, LLC
Show Information
Booth Size 10 x 10______$190.00
10 x 15_______$225.00
10 x 20 ______$265.00
Date of Show__________________________ Trailer Size____________________________
Booth Fee
$_________________
Electricity
$_________________
Late Fee
$_________________
Early Set up Fee
$_________________
_____________________________________________________________________________________
Total
$_________________
Make checks payable to: Encore Events & Productions, LLC
Credit Card Visa______ Master Card_____ Discover ______
I herby authorize Encore AZ Events, LLC to process my order for the total
amount of $_____________I agree that I will not initiate any dispute on this charge in
the future, for the reason of "No Cardholder Authorization".
I will provide with a copy of proof of identity & ownership of credit card upon request.
Credit Card Number____________________________________________________________
Card Holder Name______________________________________________________________
Expiration Date____________________________ CVV#_______________________________
______________________________________________
Card Holder Signature
6 ______________________________
Date
Encore AZ Events, LLC
Show Dates:
October 2014
3,4, & 5th______10,11 & 12th_____17, 18 & 19th______24, 25 & 26th________
31,1 & 2nd_______(Wild West Days)
November 2014
7,8,& 9th______14,15 & 16th______21,22 &23rd_______*28,2& 30th________(thanksgiving
show)
December 2014
5,6 & 7th_____*12,13 & 14th______19,20 & 21nd_______(x-mas show)26,27 & 28th______
January 2015
2,3, & 4th_____9,10 & 11th____*16,17 & 18th____*23,24 & 25th______30,31 & 1st_____
February 2015
6,7 & 8th_____*13,14 & 15th_____20,21 & 22nd_____27,28 & 29th_____
March 2015
6,7& 8th _____ 13,14 & 15th_____20,21 & 22nd_____*27,28 & 29th_____(fiesta days)
April 2015
3,4,5th_____10,11,12th____17,18 & 19th_____24,25 & 26th______
Vendor Check List
1. ________ Pages 4,5 & 6
2. ________ Certificate of Insurance
3._________ Cave Creek License 4.________Payment
Must send separate applications for each show date
Return pages 4, 5 & 6
Mail to:
Encore AZ Events, LLC
23174 N 106th Ave
Peoria, AZ 85383
Or
Fax to: 623-742-0331
7