Vendor Regulations & Guidelines
- The ABC16 will provide space & 110v power for retail ONLY, food vendors are required to provide their own power.
- Space set-up: set up must be completed by Friday, January 15th, 2027 at 2pm SHARP!!!
- All vendors must be open and vendor space must be staffed throughout the event.
- You must provide a flame-resistant tent or canopy in your designated space.
- Security will be provided throughout the event; however, ABC16 will not be held liable for any loss. The space and items in the space are the vendor’s responsibility.
- All vendors will be required to carry liability insurance, listing Arizona Events Group, LLC as additional insured. Event dates must be included.
- The event producer will predetermine booth location.
- Vendors are responsible for the cleanliness of their designated area.
- The event is outdoors and takes place in daylight and evening times. Rain or Shine Event.
- If you are selling products, you must have the required Business license from the Gila River Indian Community (GRIC): GRIC business license
- A health permit from GRIC Environmental Health if selling food: GRIC Environmental Health permit
Indemnification
All sponsors, food vendors, retail vendors, its officers, agents, and representatives, agree to the fullest extent permitted by law, to defend, indemnify, and hold harmless the Gila River Indian Community (GRIC) and Arizona Events Group, LLC and its employees, officers, contractors, interns, volunteers, officials, representatives, and agents, for, from, and against all liability whatsoever, including without limitation any and all claims, suits, demands, and/or actions arising out of, related to or based upon intentional or negligent acts or omissions on the part of sponsors, food vendors, retail vendors, its officers, agents, and representatives, relating to, arising out of, or alleged to have arisen out of this Agreement. This indemnity provision shall apply whether the basis for claims, suit, demand, and/or action may be attributable in whole or in part to sponsors, food vendors, retail vendors, their officers, agents, and representative’s employees, visitors, attendees, contractors, and subcontractors, or to anyone directly or indirectly employed by them.
Force Majeure
Except for payments due, neither party shall be in default by reason of any failure in performance of this agreement if such failure arises out of causes beyond their reasonable control and without their fault or negligence, including Acts of God, extreme high or low temperatures, winds, rain, power failures, flooding, fire, epidemics, pandemics, communicable disease, or quarantine restrictions. If the event becomes unavailable, sponsors, food vendors and/or retail vendors only available remedies are for the parties to agree to alternate replacement of a future event/s.
Deadlines
All agreements, permits and certificates of insurance are due no later than Friday, December 18th, 2026 at 5pm. Limited space available. Space is “first come, first served”. Space is only held with payment received and signed agreement.
Checklist to supply
- Completed agreement
- Signature of agreement (below)
- Agreement/vendor fee
- Copy of the required GRIC business license
- GRIC Environmental Health permit (IF SELLING FOOD)
- Certificate of Insurance to read exactly as follows below
Release Agreement
This agreement is non-refundable and not subject to chargebacks, regardless of the retailer’s performance or event outcome. Participants agree NOT to initiate chargebacks through their bank or credit card provider under any circumstances. The participant is fully responsible for all fees as outlined, whether or not they utilize their assigned space.
Participants agree to operate within their designated space during all published event hours and to keep all displays and activities within the assigned boundaries. Space assignments are at the sole discretion of the event producer and may be changed as necessary. All tents, canopies, power cords, furniture, signage, and materials must comply with applicable fire codes. The event producer reserves the right to request modifications to any display for safety, compliance, or presentation purposes. Participants must park only in designated areas.
By signing this agreement, I hereby release and discharge Arizona Events Group, LLC, its staff, interns, volunteers, sponsoring organizations, and the Gila River Indian Community (GRIC) from any and all liability, claims, losses, damages, or injuries arising from or related to my participation in the 16th Annual Arizona Balloon Classic. This includes any injury to myself, my representatives, guests, or damage to personal or business property. I agree to comply with all event regulations and guidelines, whether provided in writing or communicated verbally. I understand that failure to follow these rules may result in removal from the event, and all such decisions by the producer are final. I accept full responsibility for ensuring my display is safe, secure, and properly staffed during all event hours.
Certificate of Insurance
I understand that the COI must be provided by Friday, December 18, 2026 at 5PM to participate in the event. A Certificate of Insurance will need to be provided that reads exactly as follows:
Re: Arizona Events Group, LLC, ARIZONA BALLOON CLASSIC, January 15–17, 2027, 19593 S. 48th St., Chandler, Arizona 85226
