4) Use of Space
All demonstrations, signs, promotional materials, or other sales activities must be confined to the limits of the vendor booth. The vendor shall not assign, share, or sublet any space allotted without the written consent of AZ PTA. The vendor may not add additional tables without the permission of AZ PTA. No vendor shall show goods or services other than those manufactured or sold or offered by it in the regular course of organization. Animals of any kind are not permitted in the vendor hall- unless upon the express written approval of AZ PTA, and only in accordance with the Marriott Phoenix Chandler rules and regulations. (Service animals as defined by Title II & III of the ADA are permitted.)
The vendor shall not display or place any product, sign, partition, apparatus, shelving, or other construction that extends more than 10 ft. tall and/or more than 4 ft. in depth from the back wall. No interference with the light or other vendor is permitted.
5) Irregular Canvasing, Selling, and/or Activities beyond Vendor Space
Distribution of circulars or promotional material may be made only within the booth assigned to the vendor presenting such material. Non-vendor firms will not be permitted to canvas, solicit, hold conferences, or distribute literature or other promotional devices during the convention.
6) Fire Protection
Flammable or other dangerous or hazardous fluids, substances, materials, equipment, or other items are prohibited. The vendor must use flame-resistant decorative material.
7) Sound Devices
No sound amplification devices are allowed in vendor booths without the prior written approval of AZ PTA.
8) Restrictions of Operations of Vendors
AZ PTA reserves the right to restrict vendors from participation at its sole discretion. Vendors that, because of noise, method of operation, materials, or any other reason found objectionable will be closed. AZ PTA may prohibit or evict any part or all of a vendor that AZ PTA believes may detract from the general character of the Convention. This includes persons, things, conduct, printed matter, or anything of a nature that AZ PTA determines as objectionable or contrary to the vendor. In the event of such restriction or eviction, AZ PTA is not liable for any refunds of rentals or other vendor expenses.
Permitted within vendor booth & subject to any applicable requirements of Local & State law:
- Drawings
- Edible samples - limited to “bite-size” of 1 oz.
- Beverage samples- limited to a maximum of 2 fl. oz.
- Items dispensed are limited to products manufactured, processed, or distributed by vendors. Vendors are subject to the rules and regulations of the Marriott Phoenix Chandler and the Hotel's catering service requirements.
9) Care of Building and Equipment
Vendor, or their agents, shall not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage occurs, the vendor shall be liable to the owner of the property so damaged.
10) Payment
Payment is due in full at the time of application submittal. If the application is declined by AZ PTA, vendor will be notified within 5 business days of submitting it. The refund of funds will be processed within 5-7 business days of declined notification.
Any questions regarding applications should be directed to vp@azpta.org
11) Catastrophe
In the event of a war, fire, strike, government regulation, public catastrophe, act of God, public enemy, etc. prevents the show or any part thereof from being held, AZ PTA shall determine and refund to the applicant in proportionate share in the balance of the aggregate vendor fees received that remains after deducting all show-related fees, costs, and expenses but in no case shall the amount to the refund to the application exceed the amount of the booth rental fee paid.
12) Liability Insurance
Neither AZ PTA, its management, officers, or staff, the Marriott Phoenix Chandler will be responsible for the safety of the property of the vendor from theft, damage by fire, accident, or other causes. Vendors are advised to consult their respective insurance brokers for proper coverage of their display material from the time it leaves their companies premises to its return. In most cases, a rider can be added to the current policy for a very nominal cost. The vendor understands that neither Marriott Phoenix Chandler maintains insurance coverage for the vendor’s property and it’s the sole responsibility of the vendor to obtain said insurance. Neither AZ PTA, it’s management, its officers, or staff, Marriott Phoenix Chandler, its management, officers, agent, employees, or their representatives shall be held accountable or liable for, and the same, are hereby released from accountability or liability for, any damage, loss, harm, or injury to the person or any property of the applicant resulting from theft, fire, water, accident, or any other cause.
13) Indemnification
The vendor agrees to protect, save, and hold AZ PTA, the Marriott Phoenix Chandler, AZ and all agents, employees, servants, officials thereof (hereinafter collectively called indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasional by the negligence of the vendor or those holding under the vendor. Further, the vendor shall, at all times, protect, indemnify, save, and hold harmless the indemnities against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or out of or by any reason of any accident or bodily injury or other occurrences to any person or persons, including the vendor its agents, its employees, or organization invitees, which arise from or out of or by any reason of any action or omission of the vendor or its agents or said vendor occupancy and use of the vendor hall, hotel, or any part thereof.
14) Selection of Vendor
Only organizations who are non-partisan and non-sectarian services and products are appropriately related, in the sole judgment of AZ PTA, to children, youth, and charitable and educational activities of AZ PTA shall be permitted to vendor. AZ PTA reserves the right to decline or prohibit any vendor with the reservation being all-inclusive as to persons, things, printed matter, products, and conduct. AZ PTA reserves the right to request corporate information during the approval process for vendor. Vendor, their employees, and their agents, may not serve as voting delegates to the AZ PTA Convention. However, they may be non-voting registrants if they are members of a PTA.
No vendor shall request PTA delegates to lobby any governmental agencies or officials. Participation in the AZ PTA convention and vendor hall does not constitute an endorsement of any product, service, or position by AZ PTA.
15) Vendor Cancellation/Reduction of Vendor Space
The Vendor shall have the right to cancel this agreement at any time by written notice to AZ PTA. Additionally, under all circumstances, AZ PTA retains the right to sell any booth space canceled by a Vendor.
Any Vendor booth cancellation received in writing (VP@AZPTA.org) by 11:59 pm on May 25, 2024 will receive a refund of payment made prior to that date, less a $200 administrative fee.
Any vendor booth cancellation received in writing (VP@AZPTA.org) on or after May 26, 2024 12:01 am will receive no refunds.
16) Rules and Regulations of Marriott Phoenix Chandler
In addition to the rules and regulations of the AZ PTA Convention and Vendor Hall set forth in the vendor prospectus, the applicant shall comply with all rules and regulations of the Marriott Phoenix Chandler and all the unions working within the Marriott Phoenix Chandler as well as subcontractors for the exposition services.
17) Additional rules
AZ PTA reserves the right to establish and enforce additional rules and regulations to further the goals of the vendor. The vendor agrees to comply.
18) ADA Compliance
The vendor agrees to ensure a vendor booth space that is in compliance with the Americans with Disabilities Act (ADA). These rules and regulations become a part of the contract between the vendor and AZ PTA and have been formulated in the best interests of the vendor. AZ PTA respectfully asks for the full cooperation of vendors in their observance of these rules and regulations. All points not covered are subject to the decision of AZ PTA or its designee.
AZ PTA 2721 N. 7th Ave. Phoenix, AZ 85007, (VP@AZPTA.org)