1) Contract for Space
The signed applicant hereby applies to participate in the Arizona PTA ("AZ PTA" hereto after) Convention and Exhibition to be held at the Tempe Mission Palms Hotel located at 60 East Fifth Street in Tempe, AZ. Subject to the terms and conditions of this application and agreement. The application must be accompanied by the full payment for rental charges and is binding unless notified otherwise by AZ PTA. Notice of decline will be sent via email within 5 business days of submission. Upon submittal of the application, the application together with these rules and regulations of AZ PTA Convention and Exhibition set forth in the exhibitor prospectus and the rules and regulations of the Tempe Mission Palms Hotel shall form an agreement between the applicant and AZ PTA as to the terms and conditions of the applicant’s participation in the AZ PTA Convention and Exhibition. This application and agreement and the parties hereunder shall be governed by AZ law. To be valid, each application must include full payment for booth rental charges and must specify products scheduled for exhibition and/or all materials to be distributed. The application for the exhibit space, formal notice of assignment and acceptance by Arizona PTA and the full payment of rental charges constitute a contract for the right to use this space. Exhibitors that have not paid past booth rental fees will be refused space unless previous rental fees are paid in full.
2) Booth Rental Fees
The applicant agrees to the space rental fee allocated to the booths assigned as outlined in this prospectus.
3) 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 exhibits- unless upon the express written approval of AZ PTA, and only in accordance with the Tempe Mission Palms Hotel 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 vendors is permitted.
4) Irregular Canvassing, 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.
5) 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.
6) Sound Devices
No sound amplification devices are allowed.
7) 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 space & 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 Tempe Mission Palms Hotel and the Hotel's catering service requirements.
8) Care of Building and Equipment
Vendors, or their agents, shall not damage 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.
9) Payment
Payment is due in full at the time of application submission. 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.
10) 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.
11) Liability Insurance
Neither AZ PTA, its management, officers, or staff, the Tempe Mission Palms Hotel 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 company's 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 Tempe Mission Palms Hotel maintains insurance coverage for the vendor’s property and it’s the sole responsibility of the vendor to obtain said insurance. Neither AZ PTA, its management, its officers, or staff, Tempe Mission Palms Hotel, 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.
12) Indemnification
The vendor agrees to protect, save, and hold AZ PTA, the Tempe Mission Palms Hotel 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.
13) 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 vendors. Vendors, 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 exhibit does not constitute an endorsement of any product, service, or position by AZ PTA.
14) 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 (vsapp@azpta.org) by 11:59 pm on May 1, 2025 will receive a refund of payment made prior to that date, less a $200 administrative fee.
Any vendor booth cancellation received in writing (vsapp@azpta.org) on or after 11:59 pm on May 19, 2025 will receive no refunds.
15) Rules and Regulations of Tempe Mission Palms Hotel
In addition to the rules and regulations of the AZ PTA Convention and Vendor Exhibit set forth in the vendor prospectus, the applicant shall comply with all rules and regulations of the Tempe Mission Palms Hotel and all the unions working within the Tempe Mission Palms Hotel as well as subcontractors for the exposition services.
16) 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.
17) ADA Compliance
The vendor agrees to ensure a vendor 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.
Any questions regarding applications should be directed to vsapp@azpta.org.