FAQ
[Exhibitors]
Frequently Asked Questions

What are the rules of the event?

You can view the rules of the event HERE

What is the cost to exhibit?

Please see our Registration page HERE

Where is this event located?

The Prescott Valley Outdoor Summit takes place at the Findlay Toyota Center.

What dates does this event take place?

The Prescott Valley Outdoor Summit takes place September 16-18, 2022.

Where can I find the Sponsorship/Exhibitor Agreement?

Visit our registration page and click on the button labeled Sponsorship/Exhibitor Agreement.

What General liability insurance coverage do it need?

As stated in section 25 of the Sponsorship/Exhibitor Agreement: Sponsor/Exhibitor shall, at its own expense, secure and maintain insurance for the entire duration of the Event (move-in through move-out), the insurance listed below. All such insurance shall be primary of any other valid and collectible insurance of Sponsor/Exhibitor and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with Sponsor/Exhibitor’s obligations under this paragraph. Certificate of Insurance forms must be submitted to the Event Organizer by the date stated in the Rules of Event.

  1. Workers’ compensation and employer’s liability insurance complying with the laws of Arizona;
  2. Comprehensive General Liability insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products and liquor liability (if applicable); and
  3. Automobile Liability insurance (required if bringing automobiles into the venue) with limits not less than $500,000 each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned and hired vehicles, including loading and unloading operators.
  4. The Sponsor/Exhibitor’s Comprehensive General Liability and Automobile Liability insurance policies shall name as additional insureds (i) Events by Tahna, LLC and each of its direct and indirect subsidiaries and other affiliates and (ii) the Event Facility. If requested, copies of additional insured endorsements, primary coverage endorsements and complete copies of policies, satisfactory to the Event Organizer, shall be promptly furnished to the Event Organizer. Certified copies of the Certificates of Insurance or policies shall provide that they may not be canceled without 30 days’ advance written notice to the Event Organizer. The Sponsor/Exhibitor shall obtain a waiver of subrogation from the carrier of each policy described above and the carrier of each other policy that provides fire, explosion or any other risk coverage insuring the Sponsor/Exhibitor’s property, in each case releasing in full such carrier’s subrogation rights.

What are the rules and guidelines for my booth space?

Sections 5 and 6 of the Sponsorship/Exhibitor Agreement and within the Rules of Event under the “Booth Space” section will outline all booth space rules and guidelines. 

Where do sponsors/exhibitors park?

Exclusive exhibitor parking will be available on the north side of Findlay Toyota Center with access from the east off N. Lake Valley Rd. and is available from Wednesday, September 14  through Monday, September 19. Please refer to the event map for details.

What is the Exhibitor Add-on Form and do I have to fill it out?

All exhibitors are required to fill out the Exhibitor Add-on Form prior to the event. 

What are the tax liabilities for exhibitors at the Prescott Valley Outdoor Summit?

Per section 15 in the Sponsorship/Exhibitor Agreement, Sponsor/Exhibitor shall be solely responsible for obtaining any licenses, permits or approvals under federal, state or local law applicable to its activities at the Event. Sponsor/Exhibitor shall be solely responsible for obtaining any necessary tax identification numbers and permits and for paying all taxes, license fees, use fees, or other fees, charges, levies or penalties that become due to any governmental authority in connection with its activities at the Event. Sponsor/Exhibitor will not permit the delivery of merchandise at the Event Facility without the express permission of the Event Organizer. 

What is the Prescott Valley Outdoor Summit app?

More information coming soon…

What is the Eventzee app game - Adventure Quest?

The Adventure Quest game is facilitated by Eventzee and free to play along. Over the 3 day weekend we will release a series of scavenger hunts or geocaching type tasks. Complete each task to build up points, watch yourself climb the leaderboard for a chance at winning one of the many prizes we will be giving away.

What are the booth space setup times?

Wednesday and Thursday, September 14 and 15 from 8am to 5pm and Friday, September 16 from 8am to 11am. All Exhibitors must check in at the registration area upon setup arrival. Sponsors/Exhibitors must bring all supplies and equipment necessary for set-up. The Event Organizer is not responsible for providing any items necessary to complete your set-up, including tools, items for attaching signage, and/or assistance moving your items.

What are the booth space breakdown times?

Breakdown will take place NO SOONER THAN Sunday, September 18, between 3pm and 6pm and/or Monday, September 19, between 8am and 5pm. Your booth space must be left in the same condition in which you found it. If you pack up and leave before the breakdown time, you may not be allowed to participate in future Prescott Valley Outdoor Summit events.

Can booth spaces be taken down prior to the conclusion of the event?

Breakdown will take place NO SOONER THAN Sunday, September 18, between 3pm and 6pm and/or Monday, September 19, between 8am and 5pm. Your booth space must be left in the same condition in which you found it. If you pack up and leave before the breakdown time, you may not be allowed to participate in future Prescott Valley Outdoor Summit events.

What is the Summit Guide?

This tangible publication will have information about the Prescott Valley Outdoor Summit. If advertising in the Summit Guide came with your sponsorship or you wish to pay to have an ad in the Summit Guide, please contact Elicia at SignalsAZ/Talking Glass Media at [email protected]. For the Summit Guide specifications, click on the Summit Guide button on the registration page.

How do I purchase an advertisement space in the Summit Guide?

This tangible publication will have information about the Prescott Valley Outdoor Summit. If advertising in the Summit Guide came with your sponsorship or you wish to pay to have an ad in the Summit Guide, please contact Elicia at SignalsAZ/Talking Glass Media at [email protected]. For the Summit Guide specifications, click on the Summit Guide button on the registration page.

What is a show special and how do I advertise it?

When we say ‘Show Special’ we are referring to special deals your company would like to offer to attendees. These specials will be listed on the Prescott Valley Outdoor Summit app. Deadline to submit Event Specials is August 29.

How do I participate in the marketing opportunity known as the Swag Bag?

If your company would like to participate in our Swag Bag marketing opportunity we ask that your please provide up to 500 pieces of a branded item. Please do not provide anything that is too heavy or too big, no liquid or perishable items and we strongly discourage paper items. If you are providing a paper item, please offer a Event Special and put on a thicker card stock. If you need to mail your Swag Bag materials to us, they will need to be delivered to Talking Glass Media at 2982 Park Ave, Prescott Valley, AZ 86314. Deadline for Swag Bag items is September 15, no later than Noon.

How many Exhibitor Badges come with my booth space?

Your booth space comes with 2 exhibitor badges. These must be worn at all times, including during set-up and tear down. If you need additional badges, you can order them through our Registration Website ahead of time. Each additional badge is $70 and covers all 3 days of the Event, including 2 meals and a Weekend Warrior Pass. Deadline to add extra Exhibitor Badges is August 29.

What is the difference between an Exhibitor Badge and an Outdoor Summit Weekend Warrior Pass?

An Exhibitor Badge allows all the same benefits as an Outdoor Summit Weekend Warrior Pass but also grants access to the setup and teardown days, Outdoor Summit Kick-off Party on Friday, and the Outdoor Summit Media Luncheon on Saturday; while an Outdoor Summit Weekend Warrior Pass allows you to take your time exploring and learning at the Prescott Valley Outdoor Summit over the whole 3-day event. This pass is good for one admission, for all 3 days, to the indoor and outdoor exhibit areas, beer garden and food trucks, kids zone, free seminars, free demonstrations, and outdoor stage. This ticket also allows you to create a free profile in the Prescott Valley Outdoor Summit event app, providing you with full access to the schedule of events and ability to customize your schedule during your visit with calendar integration.

How do I purchase additional Exhibitor Badges?

In order to purchase additional exhibitor badges, follow these steps during the registration process for your booth:

  1. Click on the space that you would like to reserve
  2. Click the ‘RESERVE’ button
  3. This is the part of the process where you will be able to add additional exhibitor badges to your order. At this point, you will also have an opportunity to add a multitude of other Sponsorship Package and Booth Extras.
  4. Fill out your contact and company information and click on the 2 hyperlinks to review the Sponsor/Exhibitor Agreement and the Rules of the Event.
  5. Click the box next to ‘I have read and agree to the Sponsor/Exhibitor Agreement and the Rules of Event’ to confirm that you agree to the rules and terms of the event.
  6. Once we approve your reservation request, you will receive a confirmation email with a payment link/button. Payment must be received within 5 days of that email. Your booth space and/or add/ons are NOT guaranteed until payment in full is received.

What is the check in process during set up days?

Information coming soon…

What does my booth space come with?

Registration includes:

  • Your Company’s Logo on the event website
  • Text listing in the Summit Guide
  • Customizable profile within the Prescott Valley Outdoor Summit app
  • 2 Exhibitors badges
  • 2 Tailgate VIP Kick-off Party passes
  • 2 Media Luncheon passes
  • 2 Weekend Warrior wristbands
  • Free designated parking
  • Event security

Where do I give my raffle donation?

Please consider donating something to our raffle giveaways that will take place each day and be given out to attendees during the Event. You will receive additional marketing on the Prescott Valley Outdoor Summit app and social media outlets.

What food and drink will be available during the event?

Prescott Valley Outdoor Summit will take place inside Findlay Toyota Center as well as the almost 20-acre lot to the northwest. Findlay Toyota Center offers food from Gabby’s Grill along the outer corridor of the event center and we are excited to host a Picnic Area with food trucks from around the state and a wonderful Beer Garden hosted by Founding Fathers Collective.

What is the Outdoor Summit Kick-off Party Pass?

Presented by Affinity RV and Findlay Subaru Prescott, the Outdoor Summit Kick-off Party, on Friday, September 16th from 11am-2pm is a networking party for sponsors, exhibitors, media representatives, and VIP community members benefitting FOUNDATION and includes a catered BBQ lunch and cash bar. Immediately following the party, you will receive early access to indoor and outdoor exhibitor areas. Purchase of a booth space includes 2 tickets to this event. Additional tickets to this party can be purchased during the checkout process for exhibitors and sponsors. Sale ends on September 16th, 2022.

What is the Outdoor Summit Media Luncheon?

Trail Blazer Sponsor presents the VIP Media Luncheon on Saturday, September 17th from 11am-1pm. This private media luncheon provides a space where sponsors, exhibitors, media representatives, and VIP community members can come together to discuss the expressed value of participating in outdoor activities with guest speakers and presentations. No children allowed. Sale ends on September 16th, 2022.

Are firearms allowed?

Anyone other than firearm exhibitors are forbidden from bringing firearms into the show. All firearm exhibitors must display firearms in cases and they must be secured in such a manner to prevent discharge. Gun sales are allowed only by Exhibitors with the proper licensing. All actions on all firearms to rendered inoperable using zip-tie through the chamber. Any firearms sold should be promptly stored in the purchaser’s vehicle.

What are the exhibitor deadlines?

Deadline for Summit Guide ads is August 1
Deadline for other sponsor/marketing opportunities is August 1
Deadline to be a Presenter/Speaker is August 1
Deadline to be a host of an off-site Excursion is August 1

Deadline for Exhibitor Registration is August 22
Deadline for booth add ons like tables, chairs, electricity & wifi. August 22
Deadline for Exhibitor demo application is August 22

Deadline to submit Event Specials is August 29
Deadline for Kids Zone Exhibitors to submit activity info is August 29
Deadline to add extra Exhibitor Badges is August 29
Deadline to provide Proof of Insurance is August 29

Deadline for Swag Bag items, Raffle items, and Banners to be delivered at check in on September 14 or September 15 by no later than Noon

TICKETS
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The Prescott Valley Outdoor Summit is very popular. Get your tickets in advance!

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