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Art of the Cowgirl
Tradeshow/Vendor

Terms & Conditions

Tradeshow/Vendor Terms & Conditions
Last updated August 5, 2024

Important notice to vendors. Please read and familiarize yourself with these Vendor Terms & Conditions. You will be bound by these Terms & Conditions whether you read them or not. These Terms & Conditions are subject to change with or without notice.

  • All vendors, new and returning, must submit a vendor application with payment in full each year. NO EXCEPTIONS!
  • All application fields are required unless noted.
  • Please have images of your booth space or trailer, sample product images and vector or high resolution image of your business logo, prior to beginning your application.
  • Once you begin your application you must continue. Unfortunately, you are not able to save and return to the application later. If not completed in full, you will have to re-start the application process.
  • Please have payment ready before you proceed with the application process.
  • All vendors are responsible for their own white canopy tent (10x10 or 10x20 depending on reserved space). Vendor trailers excluded. No other tent color will be permitted. WHITE TENTS ONLY - NO EXCEPTIONS, unless otherwise cleared by management prior to the event.

ALL DECISIONS TO LICENSE BOOTH SPACE SHALL BE AT THE SOLE DISCRETION OF THE EVENTS & EXHIBITS MANAGER. APPLICANTS WHO ARE SELECTED WILL BE NOTIFIED NO LATER THAN OCTOBER 15, 2024. SHOULD A LAST-MINUTE DROP HAPPEN, ONLY APPLICATIONS RECEIVED PRIOR TO SEPTEMBER 30, 2024, WILL BE CONSIDERED.

Vendor Rates

Pricing below does not guarantee a particular size or location. All location selections are based on availability and product category.

  • 10’x10’ Booth – $900
  • 10’x20’ Booth – $1,800
  • Trailers 20-foot & Shorter – $900
  • Trailers 21-foot & Longer – $1,800

Product Guidelines

Art of the Cowgirl reserves the right to reject certain products and displays that are unacceptable and may include, but are not limited to: items that include or display offensive language, tobacco products, tattoos, piercings, live animals, food items that compete with our concessionaire agreement or novelty agreements, make-up or skin care products/devices, hair care products, nutritional supplements, any item that makes a health claim for persons or animals, tens units or muscle stimulation devices, home improvement or lead generation only booths, nonprofit organizations seeking donations or lead generation. Any item not listed on your contract will be asked to be removed at any time and can cost you space in current or future shows for failure to comply with AOTC rules and regulations.

Basic Booth Guidelines

  • OUTSIDE EXHIBITORS: All exhibitors will be outside with the exception of the Masters. Outside exhibitors will be responsible for his/her own booth set ups. Exhibitors will supply their own canopy, awning, sides, power cords, lights, tables, chairs, props, accents, displays, fixtures, etc. Space will be assigned and is not exchangeable.
  • PRESENTATION: Exhibitors are expected to have a clean, well-presented space throughout the duration of the event. All signage should be professional. Handwritten signs are not acceptable.
  • HEIGHT & DISPLAY REQUIREMENTS: The back and side heights of any booth should not exceed more than 10’. No signage, back stock, or mannequins may be displayed above the booth.
  • DISPLAYS: All merchandise, displays, fixtures, signs, chairs and property of merchant must fit into the contracted booth space and may not extend into the aisle in any way.
  • SET UP: All vendor booths must be set up by 4:00 pm on Monday, February 24. NO EXCEPTIONS.
  • HOURS OF OPERATION: All vendor booths are required to be open and manned through the hours of the show: Tuesday, February 25 through Saturday, March1 from 9:00 a.m. until 6:00 p.m. NO EXCEPTIONS.
  • END OF SHOW: All vendor booths must remain intact and fully manned until 6:00 p.m. on Saturday, March 1. Failure to comply will automatically exclude you from next year’s event and you may be subject to additional fees.
  • SUBLEASING: No exhibitor may sublease or subcontract their space to another merchant nor is their space transferrable should they opt to sell their business unless management has been notified at least 30 days prior to the event.
  • INSURANCE: All vendors are required to have insurance.

Passes & Parking

  • VENDOR PASSES: Each vendor will be given two gate passes per vendor space; any additional passes will be available for purchase in advance or at the gate and will be subject to the current rate. There will be no refunds on exhibitor passes. This pass allows vendors to enter through the main gates for Art of the Cowgirl.
  • PARKING: Vendor parking is free and will be south of general admission. There will be shuttles running continuously to get you to and from the trade show.

Additional Guidelines

  • MICROPHONE USE: No loud speakers or microphones will be allowed without the written consent of AOTC prior to show time.
  • UTILITY SERVICE: Electricity provided upon request. Vendors are asked to request electrical service on the vendor application. All electrical cords, cables, connectors, plugs, equipment etc. must be supplied by the Vendor and meet UL standards. Any electrical hookups other than 120v/20 amp must send photos of the plug type you will be utilizing.
  • INTERNET/WIFI: WIFI is available for purchase through AZ internet. Instructions will be provided during set-up.
  • SECURITY: Grounds will be locked at the conclusion of each day and re-open at 7:00 a.m. Area will be well lit and security will be present. Exhibitors are responsible for stolen/missing items. Do not leave valuables in booth overnight.

Selection Process

  • BY APPLICATION ONLY: No vendor, past or present, is guaranteed a spot at the event.
  • ANNUAL SELECTION: Art of the Cowgirl reserves the sole right to select exhibitors and vendors they deem appropriate for the event on an annual basis. This includes new and returning vendors.
  • SELECTION PROCESS: Once sponsors have been solidified and all applicants reviewed, vendors will be selected based on providing a diversity of products to meet the needs of our audience. Our goal is for everyone to have the best show possible. Acceptance will be granted by availability and category, NOT first-come, first-serve.
  • INCOMPLETE APPLICATIONS: Art of the Cowgirl will not consider any application that is deemed to be incomplete.
  • SAMPLES: All applicants must submit photos of their booth display and products. We feel this gives us a good overview of your products. We DO NOT ask for nor require samples. Samples sent will not be returned, but rather placed within an auction fundraiser, or other related event to raise funds for Art of the Cowgirl and the Art of the Cowgirl Foundation.

Cancellation Policy

All cancellations MUST be requested by email. Information is provided once a vendor has been accepted. A cancellation fee of 20% will be deducted from all refunds requested by email prior to December 31, 2024, and no credit card processing fees will be refunded. No refunds will be granted for any reason after January 1, 2025. Art of the Cowgirl reserves the right to re-rent cancelled space immediately.

Risk & Liability

By submitting your Art of the Cowgirl Vendor Online Application you do hereby release and agree to hold harmless Art of the Cowgirl, its officers, directors and employees from any damage to your property or any personal injury which you or your help may sustain while participating at the Art of the Cowgirl on February 25-March 1, 2025 and any additional days considered as move-in or move-out. Further, you agree to abide by the guidelines for participation as listed in the 2025 Vendor Guidelines and all policies established by the Art of the Cowgirl Committees. You hereby also agree that failure to follow these guidelines can mean expulsion from future Art of the Cowgirl events.

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