Exhibitor - Move in Info

 2018 EXHIBITOR SHIPPING/MOVE IN INSTRUCTIONS

SHOW DATES AND HOURS

January 20th – 28th

9:00 AM to 5:00 PM daily.

PLEASE NOTE: ARIZONA IS ON MOUNTAIN TIME

EXHIBITOR CAMPSITE INFORMATION

LOCATION: Campsites will be situated on, or adjacent to, the show grounds.

ARRIVAL: You may move on your campsite on Wednesday thru Friday prior to Satuday's opening.

ELECTRICAL  All campsites are supplied with a 30 AMP service during the show.

WATER

You should be hooked up to a permanent water supply. In the event we can't do that, our mobile water delivery vehicle will fill your tank as needed.

 (Water is a precious commodity in the desert! PLEASE SHOW UP FULL!)

DUMPING OF HOLDING TANKS

Our honey wagon (and for those of you that are not familiar with that terminoligy,,, our mobile sewage removal vehicle) will come by to dump your holding tanks. We will advise you of the schedule during move-in. Make sure you leave your sewer access door unlocked, once you are situated on the premanant location dor the show.

IMPORTANT! PLEASE NOTE! SHOW UP WITH YOUR HOLDING TANKS EMPTY!

 PROPANE SERVICE

 Mobile propane service is not available during the show. Unless you will be able to pull out during the show to re-fill, expect to make it on the propane in your RV upon arrival.

PETS

Please make sure that you clean up after your pet immediately during the show.

 NOTE: USE SERGE PROTECTORS! Management not responsible for any electrical damage to equipment or vehicles during show.

HOW TO FIND THE SHOW

Coming from the West, take the first Quartzsite exit (Exit 17) and turn right. Go down and make a left on the frontage road at Love‘s truck stop. (Kuehn Rd.) Follow this frontage road until you come to the traffic light at Hwy 95. Turn right and go about 250 yards and look for our big Quartzsite Sports, Vacation & RV Show sign at the entrance. (Do not turn in at the small RV show sign, as that is our RV Dealer's location)  From the East, take the first Quartzsite exit (Exit 19) and make a left. Go back over freeway and continue to the first stop. Make a righht. (Kuehn Road) Take Kuehn apporimately 1 mile to the signal at Hwy 95. (S. Central) Make a left and go about 250 yards and look for our big, Quartzsite Sports, Vacation & RV Show sign at the entrance. (Do not turn in at the small RV show sign, as that is our RV Dealer's location) Make a right into the parking lot. There will be signs or someone there that will direct you to the check-in area. Please do not cut across our parking lot as we will have just lined it.

SET UP OF EXHIBITS

Exhibits may be set up on the following days and times;

Wednesday thru Friday, prior to Satuday's opening.

9:00 AM – 5:00 PM

 NOTE: USE SURGE PROTECTION EQUIPMENT ON ALL TVs, CREDIT CARD MACHINES, COMPUTERS OR ANY OTHER ELECTRONIC EQUIPMENT. QZ SHOWS NOT RESPONSIBLE IF DAMAGED. 

 

 EXHIBIT SHIPPING & RE-SHIPPING  -  Please read this carefully! 

VERY IMPORTANTVERY IMPORTANT!All incoming shipments must have your company name as on your contract along with your booth number. If you are a “MIDWAY” exhibitor, just put “MIDWAY” instead of booth #. Make the “Ship To” your company name, (AS ON APPLICATION) C/O The Quartzsite RV Show, 700 S. Central, Quartzsite, Arizona85346. PREPAY ALL CHARGES.  Please schedule your shipments to arrive no sooner than 2 weeks prior to show. Unless someone from your company is there to receive your shipment, all shipments are received as-is. We will sign for your shipment however, we will not be responsible for any shortages. We will store your shipment until you arrive.

 Do not ship anything by US MAIL!. All mail is automatically returned to sender unless you have a P.O. Box in Quartzsite. There is no “General Delivery”.

 If you are shipping anything back at the close of the show, it is your responsibility to arrange for the carrier to pick it up after the show closes on Sunday. You must also package, apply labels & supply a completed Bill of Lading for that shipment. See Jerry at the freight tent to coordinate these return shipments. All outgoing shipments are sent freight collect.

EXHIBITOR DECORATING RENTAL INFORMATION

If you will be needing to rent any tables or chairs at the show, please print out and return this form with full payment and your decorating items will be delivered to your exhibit area prior to, or during move-in days. DECORATING ORDER FORM 


Electrical Order Form and Related Information

All 10x10 exhibit spaces have one (1) 5 AMP (500 watts) elctrical service included.

All Midway  exhibit spaces are supplied one (1) 30 AMP electrical sevice.


Additional power available from TSE. Download Order Form


EXHIBITOR INSURANCE REQUIREMENTS

All exhibitors are required to provide a Certificate of Commercial General Liability naming Quartzsite Management Corp dba Quartzsite Sports, Vacation & RV Show (QSVRS) as “Additional Insured” when returning your formal contract and other required forms and/or payments. (PLEASE NOTE: MAKE SURE YOUR INSURANCE CARRIER PROVIDES US WITH THE EXACT NAME THAT IS ON YOUR ORIGINAL APPLICATION FOR INDENTIFICATION PURPOSES)

Commercial General Liability required limits are a minimum of $1,000,000 per occurrence and aggregate.  The insurance carrier must have an A.M. Best Rating of at least A: VIII.

If you do not currently have such coverage, you may participate in an approved Group Liability Policy from NFP Property & Casualty Services, Inc. (NFP P&C), our insurance agent). The cost of liability insurance for this is quite reasonable as follows:

Insurance coverage starts during the move-in process, 3 days prior to the show's opening on Saturday and concludes 2 days after closing.

Following are instructions and pricing as to how you can sign-up for this program on line.

1. Go to https://securevendorinsurance.com/NFP.  This takes you to a special website designed for us by our agent to provide easy purchase of the required coverage.  Once there simply “Select the Event” by using the drop down box.  Then at bottom of page click on “Click Here To Order Policy”.  You then must complete a very simple application and provide your credit card information.

2. Once completed, hit the “Purchase” button and you will receive by email proof of coverage in the form of a Certificate of Liability Insurance which includes QSVRS as Additional Insured. You can print this Certificate of Liability Insurance for your records. A copy will automatically be emailed to NFP P&C & to QSVRS.

3. If you are using a different insurance program you will need to provide a Certificate of Liability Insurance issued by your agent with QSVRS as Additional Insured.

Please bring a copy of your certificate with you in case of any questions that should arise during check-in as we will not allow any exhibitor to participate in either of the shows without said certificate.

If you need assistance or more information regarding insurance only (not vendor information) contact our agent at:

Julie Marshall, Account Manager

Email: jmarshall@nfp.com


BUSINESS LICENSE AND RESALE PERMIT INFO

 The Town of Quartzsite requires a vendor permit for all exhibitors, regardless of whether you are selling retail or simply displaying.  The vendor license fee is $50.00 and is valid through June 30th. I have included a copy of their form with this move-in package. You will also be required to have a valid resale permit for the state of Arizona if you are selling retail. This permit is $14.00.  You can call 928-927-4333 and request a form be mailed. Neither of these permit costs are included in your exhibit fee.  If you are a food related exhibitor, you can contact the La Paz County Health Department at 928-669-1100 for information and regulations. If you are a food concession you must also contact the QZFD @ 928-927-6556 . Contact QZFD first.

 If you prefer, you can wait until you arrive in Quartzsite and then go over to the Town Hall and wait in a long line to take care of these necessary licensing requirements however I recommend that you take care of it beforehand. They will be at the show to check for permits. If you don't have one, they will shut you down! And then that long line will be even longer!

Town of Quartzsite Vendor Packet

Arizona Transaction Tax Form

 If you have any questions regarding the local permits, please do not contact us, please contact the Town of Quartzsite directly at (928) 927-4333. Do not mail your license  appilcation and payment to us. Mail it only to The Town of Quartzsite at the address listed below.

 Note:  Send resale permits and vendor license payments & forms directly to:

 The Town of Quartzsite

Box 2812

Quartzsite, AZ  86346-2812

Att: Vendor Permits