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Exhibitor & Seller Schedule FAQ’s

2020 UTV World Championship Exhibitor/Seller FAQ’s

LOCATION AND DATES

The UTV World Championship UTV Festival is located:

Lake Havasu City, AZ  86403

Exhibitor and event space at the Start/Finish line is located:  

Lake Havasu Standard Wash OHV Area off Hwy 95.

EXHIBITOR/SELLER SPACE ASSIGNMENT

The method of determining space assignment is not an exact science. Official Sponsors and Partners of the UTV World Championship are given first choice of space, then we use the date of your signup and size needs to determine placement. There are no carry over rights from previous years or “reserved” spaces. We do our best each year to accommodate all requests and carefully place each exhibitor/seller in the best possible location. Remember – we are all guests of Lake Havasu City and as such we must conduct ourselves professionally at all times. Please help us by keeping your space clean, free from clutter, and lend a hand to your fellow exhibitors and sellers if necessary. 

UTV World Championship UTV Festival Dates (Tech & Contingency):

Thursday, October 8th UTV Festival + Tech & Contingency 8:00 am – 5:00 pm

UTV World Championship Start/Finish Line Dates (Race Days):

Friday, October 9th UTVWC Race Day 1 8:00 am – 5:00 pm

Saturday, October 10th UTVWC Race Day 2 8:00 am – 5:00 pm

Tech & Contingency Exhibitor Move-in

Wednesday, October 7th
Large booth/ Semi/ Trailers ……………………………………………. 7:00 am – 12:00 pm

Wednesday, October 7th
Small booth/ EZ UP ……………………………………………. 12:00 pm – 6:00 pm

Thursday, October 8th
Small booth/ EZ UP ONLY ……………………………………………. 6:00 am – 8:00 am

Tech & Contingency Exhibitor Move-out

Thursday, October 8th
Small booth/ EZ UP ……………………………………………. 5:00 pm – 12:00 am

Thursday, October 8th
Large booth/ Semi/ Trailers ……………………………………………. 5:00 pm – 12:00 am

Start/Finish Exhibitor Move-in

Thursday, October 8th
All Exhibitors ……………………………………………. 6:00 pm – 12:00 am

Friday, October 9th
Small booth/ EZ UP ONLY ……………………………………………. 6:00 am – 8:00 am

Start/Finish Exhibitor Move-out

Saturday, October 10th
Small booth/ EZ UP ……………………………………………. 5:00 pm – 11:00 pm

Saturday, October 10th
Large booth/ Semi/ Trailers ……………………………………………. 5:00 pm – 11:00 pm

Exhibitors must arrive during the scheduled load-in times.  Failure to arrive during scheduled load-in times may result in loss of booth and or service fee.

2020 UTVWC UTV Festival Exhibitor FAQ

Where is the UTV World Championship UTV Festival?
The UTV World Championship UTV Festival is located Lake Havasu City, Arizona.  The exhibitor and event area will be announced soon. The Tech & Contingency vehicle route will be similar to past years.

Where is the race track Start/Finish line?
The race track Start/Finish line is located at the Lake Havasu Standard Wash OHV area on Hwy 95.  

How do I reserve exhibitor/seller booth space?
The UTV World Championship exhibitor/seller sign up is online.  Click here to get started.

Who are my contacts for information/questions for the UTV World Championship UTV Festival?
Israel Stone [email protected] is the man and will be your primary contact for UTVWC UTV Festival information/questions. More information regarding load in/out schedule and placement will be available through Izzy closer to the event.

Please contact Matt Martelli [email protected]a.com, Israel Stone [email protected] or Kilian Hamlin [email protected] for additional sponsorship/partnership opportunities.

What are the hours of operation of Tech & Contingency & Start/Finish exhibiting/selling?
Thursday, October 8th (UTV Festival): 8:00 am-5:00 pm

Friday/Saturday, October 9th/10th (Race Track Start/Finish): 6:00 am – 6:00 pm

What is the move in/out schedule?

Tech & Contingency Exhibitor Move-in

Wednesday, October 7th
Large booth/ Semi/ Trailers ……………………………………………. 7:00 am – 12:00 pm

Wednesday, October 7th
Small booth/ EZ UP ……………………………………………. 12 pm – 6:00 pm

Thursday, October 8th
Small booth/ EZ UP ONLY ……………………………………………. 6:00 am – 8:00 am

Tech & Contingency Exhibitor Move-out

Thursday, October 8th
Small booth/ EZ UP ……………………………………………. 5:00 pm – 12:00 am

Thursday, October 8th
Large booth/ Semi/ Trailers ……………………………………………. 5:00 pm – 12:00 am

Start/Finish Exhibitor Move-in

Thursday, October 8th
All Exhibitors ……………………………………………. 6:00 pm – 12:00 am

Friday, October 9th:
Small booth/ EZ UP ONLY ……………………………………………. 6:00 am – 8:00 am

Start/Finish Exhibitor Move-out

Saturday, October 10th
Small booth/ EZ UP ……………………………………………. 5:00 pm – 11:00 pm

Saturday, October 10th
Large booth/ Semi/ Trailers ……………………………………………. 5:00 pm – 11:00 pm

How does placement work?  Can I pick where I want to be placed?
The UTVWC rewards premium placement and choice of locations to official UTVWC Sponsors. Please contact [email protected] for sponsorship opportunities. Exhibitors/Sellers will have the opportunity to discuss their placement with our staff prior to final placement.

I want to be next to a specific exhibitor.  Can you place us together?
If you wish to be placed next to a specific exhibitor, please note so during the checkout process. This does not guarantee that you will be placed next to each other. We will try our best to accommodate all requests, but we cannot guarantee exact placement.

I don’t want to be placed next to a specific exhibitors or seller.  What do I do?
We are hip to this.  We will do our best not to place two exhibitors selling similar products next to each other. Don’t be afraid to reach out to us to discuss. We try to make everyone happy.

What if my layout/size of space changes?
If your layout changes after you book with us, please contact us right away to update your layout space. If you arrive to move in with more space than reserved, you may be charged additional fees onsite.

When is load in and out for placement?
Israel Stone will contact you with your scheduled load in/out times.

I want to make the most of my contingency experience.  How can I stand out and increase my sales?
The UTVWC UTV Festival is all about activation.  Promoting your presence at contingency before and during the event is crucial.  We suggest creating an interactive experience for UTVWC race fans including giveaways, raffles, contests, coupons, games or anything else that will attract people to your booth.  TV screens and music are allowed, provided they are at a nominal volume and don’t disturb the exhibitors next to you.

Are there any items I am not allowed to sell at contingency?
Prepared food, beverages (including alcohol), fireworks, firearms, weapons of any kind, materials of adult nature or any items prohibited by state and local law are prohibited from being sold at the UTVWC UTV Festival.

I am selling goods.  Do I need to pay Arizona state sales tax?
YES. All Sellers MUST collect 7.6% in taxes. You must issue a payment in the form of a business check or money order for the total tax amount collected to The Arizona Department of Taxation. Your tax payment and tax forms must be mailed to The UTVWC (29755 Kirsten Ln, Vista CA 92084) using the provided self addressed stamped envelope no later than Monday October 26th. Please do NOT send the payment directly to the State. The UTVWC is required by law to collect the tax payments and send them in together. Failure to accurately report and make your tax payments mail result in further action by the Arizona Department of Taxation. You will receive a “One Time Sales Tax Form” onsite from Israel Stone as part of your check in process. 

Can I exhibit at the Start/Finish line on race day without vending at Tech & Contingency?
No.  Exhibiting/Selling on race day is only available to those who Exhibit/Sell at Tech & Contingency on Thursday, October 8th.

My booth is near a fire hydrant or handicap access.  What should I do?
We cannot block fire hydrants, flow of pedestrians and the ability for those in wheelchairs to cross the streets and use the cement ramps. Please be sure your display is set up within the area allocated and does not impede pedestrian, ambulance, or handicap access.

Can I have a BBQ, open flames, or heater to stay warm?
There are no open fires allowed!  No BBQ’s – gas or charcoal, no propane heaters, nothing with flame. The Fire Marshall will be walking contingency checking for open flames.

What should I do with my trash?
You are responsible for any/all of the trash in your immediate area. Please do not fill the city trash cans with your waste. There are trash cans located in the parking lot of the casino and at the Start/Finish line.  Help us keep costs down by picking up your trash please! If you leave trash behind you will be cited $500 for trash removal.

I am moving over to the Start/Finish line. Can I leave early?
No.  All exhibitors/sellers are required to remain in place at theTech & Contingency area until 5:00pm on Thursday, October 8th. At the conclusion of the UTV Festival, exhibitors will be given a designated time window to move over to the Start/Finish Line to ensure a smooth transition. Those exhibitors who wish to avoid breaking down and moving to the Start/Finish Friday night may elect instead to build a second set up at the race track.  Information regarding load in/out dates & times will be available prior to the event.

When can I load out from the Start/Finish line?
All exhibitors at the Start/Finish line must remain in place at the until 6:00pm on Saturday, October 10th. Exhibitors may leave their set ups overnight but please note that the UTVWC will not be held responsible for damage/theft, as there will be no security in the area overnight. All exhibitors must be fully moved out of the Start/Finish line by 5:00 pm on Sunday, October 11th. Please pick up your trash!