Vendor Information

2018 VailFest Vendor - Application Packet

Pima County Fairgrounds, Tucson AZ 85747

Saturday, October 20, 2018

9:00am – 4:00pm

Application & Selection Process:

Please read and complete the online application in its entirety.  Vendor spaces will be available to the public on June 20, 2018.  All spaces are on a first come, first serve basis.  There will be a total of 180 vendor spaces available.  The Greater Vail Chamber staff will review all applications received.  Applications that are incomplete will not be considered in the selection process.  Only one vendor for each type of multi level marketer will be selected on a First come first serve basis.

Festival Information & Requirements

  • Booth space 10x10 without electricity. You must provide your own tent.
  • Tables are available for $15 each.
  • Electricity is available for a $15 fee.  Booth space with electricity must provide their own heavy-duty extension cords (100 ft. minimum).
  • Payment is due with application.
  • Application Deadline is October 15, 2018.
  • Palo Verde, Acacia and Mesquite level sponsors get premium locations. All other vendor location requests will be considered on a first come - first serve basis and honored whenever possible.

Description of Event

  • Indoor/outdoor Festival at the Pima County Fairgrounds.
  • Free Admission to the public.
  • All day entertainment and kid’s activities.
  • Children's unlimited rides bracelet for $10.00.
  • Attendance 5,000.

Vendor Information

1) Arriving for Set Up

The event will be inside Thurber Hall at the Pima County Fairgrounds.  We will have signs for the general public to follow for parking and entry.  You will go through a different exit.
Please use the area off Brekke Road to access your booth.  We are not using the main entrance off of Houghton.  See the attached map for details. During the fair you can park behind Thurber Hall in the dirt. Please do not park any vehicles on the grass.

2) Your booth assignment.

The booths have been pre-assigned; you will get your assignment when you arrive for setup.

You can set up Friday starting at 3:00 p.m. but we need to be out by 8:00 p.m.  The building will be locked up at night and there will not be a security guard on duty.  You can also come in on Saturday morning at 6:30 to finish set up.  You may pull your car up to the front of the building both days but on Saturday morning we will clear all the cars out by 8:00 am.

Please plan to have your booth setup by 8:30 a.m. on October 20.

3) Helping Hands.

We will have volunteers on site to help you find your booth assignment and answer any questions.

There will be maps of the booth assignments posted throughout the building for everyone’s convenience. These are going to be used for both exhibitors and to help the public find you. If you have any other questions throughout the event, look for the people in lime green shirts that say “Staff.”

4) Your booth space.

Your booth space is 10’ x 10’. There are no boundaries for the space so you may want to bring your “easy-up” or “pop up” to define your space and possibly give you a place to hang your banner. Booth spaces are inside Thurber Hall.

If you ordered electric you must bring a 25-50 foot extension cord.  A power strip is not a bad idea too.

If you did NOT rent a table when you registered don’t forget to bring one. They are not provided free of charge and will not be available unless you pre-order it!  If you ordered one, it will be in your area when you arrive.  You can look on your invoice to see if you rented a table. If you didn’t and you need one, please go back and order it now. They are 8 foot tables.  

Also don’t forget your chairs. You must bring your own chairs, they are not provided free of charge. If you need chairs make sure you have requested them on the registration form. The cost is $5 per chair.

Be considerate of your neighbors and make sure you clean up after yourself.

Like any tradeshow or event, there will be a steady ebb and flow of people. Please do not plan on leaving the vendor area prior to 5:00 pm on Saturday. 

5) Wifi

If you need wifi access during the fair, see event staff for the login information.

The wifi is for business purposes only.  Please do not stream videos or games.

6) Have you donated your raffle prize yet?

Although raffle prize donations are not required from exhibitors, they are a great way to maximize your time at the fair. If you have not told me that you are donating, please e-mail me ASAP so I can make the appropriate signs for them.  You can bring it Friday at set-up.  Please let me know in advance what you plan to donate.  I am making signs that name your item and your company and they will be out for “show” all day.