Arizona Game and Fish Department Outdoor Expo Policy and Guidelines for Exhibitors

The Department’s objective for the annual Outdoor Exposition (Expo) is to inform, educate, train and introduce the public through activities, demonstrations and exhibits of hunting, fishing, recreational shooting, archery, wildlife watching, off- highway vehicle and watercraft recreation, wildlife conservation, wildlife education, camping, trapping and other related outdoor activities that are consistent with the Department’s mission, policies and positions.

Department Mission: The mission of the Arizona Game and Fish Department (Department) is to conserve Arizona’s diverse wildlife resources and manage for safe, compatible outdoor recreation opportunities for current and future generations.

Department Policy: The Department sponsors, organizes and conducts the Expo at its Ben Avery Shooting Facility. The Department relies on numerous Exhibitors to meet its objective for the Expo and will restrict Exhibitor participation to those that provide information, materials, products or services directly related to and in support of the Department’s objective.

Exhibitor: An individual or organization (industry, manufacturer, retailer, government, non-government, commercial and non-commercial) whose primary purpose is directly related to the Department’s objective for the Expo and will provide information, materials, products and services directly related to and in support of the Department’s objective for the Expo.

Registration Process: Potential Exhibitors must complete and submit an Expo Exhibitor Registration to the Department. Registrations shall be reviewed by the Department to ensure the applicant meets the criteria set forth in Department policy. All registrants will be notified of their approval or disapproval to participate in the event. When applicable, registrations that are rejected will be reimbursed any fees paid.

Post Deadline Application Process: Cancellations may be identified after the application deadline. These spaces will be issued on a first-come, first-served basis. To inquire about availability, call (623) 236-7220.

Exhibitor Restrictions and Guidelines:

Prohibition on Political Activity:

Arizona Game and Fish Commission Rule R12-4-125 also states that all Department property is a non-public forum and further prohibits conducting partisan political activity on Department Property. This prohibition includes, but is not limited to, the following activities:

Advocating the election or defeat of a political candidate
Soliciting or contributing to a candidate, political party or campaign committee
Advocating support or opposition of a particular legislative referendum or ballot measure

General Rules and Expectations:

All Exhibitor programs, displays, messages, products and other materials used at the Expo must support the objective of the event or support/promote activities that are directly related to the objective of the event.
The Expo is a rain or shine event with no guarantee on attendance.
The Department reserves the right to reject and/or expel any exhibit, or parts thereof, that do not support the objective of the Expo.
The Department will not guarantee any exhibitor sole proprietorship or representation of a product, service or location.
The sale of firearms is prohibited at the Expo.
Children under the age of nine (9) will not be permitted to shoot firearms at the Expo.
Exhibitors with interactive learning components are preferred. Exhibitors should include components about safety, conservation, and personal outdoor responsibility.
Exhibitor booths must be staffed at all times during Expo hours.
Exhibitors may not enter Expo grounds to pack up until an “all clear” is given by your area lead.
Exhibitors must supply their own signage or banners to identify themselves. All signage must be fire retardant and approved by the Department. Exhibitors and vendors may hang one banner no larger than 10’w x 3’h. Exhibitor and vendor banners are to be within their purchased booth space.
Exhibitors are prohibited from providing the public promotional items or giveaways that may jeopardize public safety such as firearms, live ammunition, and whistles.
Human silhouetted targets are not permitted on live firing ranges during the Expo.
Exhibitors will comply with all range safety rules and any other instructions given by authorized Department personnel during the Expo. All Exhibitors subject to Expo Fees must submit payment before setting up their displays.
Exhibitor agrees to be responsible and pay for any damages to any property at the Expo caused by Exhibitor. The Department may pursue a claim against Exhibitor for any damages and associated costs, and Exhibitor is prohibited from applying for any future Expo until the damages and costs are paid in full.
All Exhibitors must register for booth space. Sharing space is prohibited.
No refunds will be issued after February 28, 2026.
Exhibitor will conduct business with both the public and Expo staff in a friendly and professional manner. Failure to do so will result in exhibitor expulsion from the Outdoor Expo.
No personal vehicles including but not limited to: motorcycles, electric scooters, e-bikes, or bicycles are permitted on the expo grounds for safety purposes, except for those with appropriate handicap placards and solely used for assisting low-mobility attendees with accessing sites.

Electricity, Internet Connectivity and Wi-Fi:

No electricity will be provided.
Telephone lines are not available; Internet Connectivity and Wi-Fi for electronic transactions are not guaranteed.
Powerbanks are welcome, but external generator use is restricted to food vendors only.

Raffles:

Exhibitors wishing to conduct a raffle during the Expo must comply with all State Laws regulating such activities and must receive prior written approval from the Department before conducting a raffle. Directly from the criminal gambling statute: An organization that has qualified for an exemption from taxation of income under section 501 of the internal revenue code may conduct a raffle that is subject to the following restrictions:

The nonprofit organization shall maintain this status and no member, director, officer, employee or agent of the nonprofit organization may receive any direct or indirect pecuniary benefit other than being able to participate in the raffle on a basis equal to all other participants.
The nonprofit organization has been in existence continuously in this state for a five-year period immediately before conducting the raffle.
No person except a bona fide local member of the sponsoring organization may participate directly or indirectly in the management, sales or operation of the raffle.
For raffles that require participants to give something of value, only those raffles where the proceeds will be used to support the objective of the Expo or Mission of the Department will be permitted.
Free raffles are permitted as long as the raffle items support the objective of the Expo or Mission of the Department.

Set-up / Takedown / Parking:

Set-up hours are 8 am – 6 pm Friday, and 7 am – 8:30 am on Saturday and Sunday.
All vehicles must be cleared from the Expo grounds by 8:30 am, no exceptions.
Expo hours are 9 am – 3 pm on Saturday and Sunday.
Vehicles will not be allowed to enter the Expo area on Sunday afternoon to take down exhibits until all visitors have vacated the area and the Department has determined it is safe to do so. Your area lead will give an “all clear” at this time.
Exhibitors are not permitted to dismantle or takedown their booth until the Expo has concluded.
Exhibitors must take all property with them when the event concludes. This includes trash, empty boxes, all used/unused items, supplies, equipment, etc. Coordinate with your area lead if you need assistance with disposing of bulk trash.
Dumping of clean water or ice in appropriate areas is acceptable.
Exhibitors must park in designated parking areas. All Exhibitor vehicles must be removed from the event area by 8:30 am each day.

Overnight Camping for Exhibitors and Vendors:

Camping spots at the RPR Shooter’s East Campground are available. The campground has three restroom facilities with showers, and a dump station is available for all campers.
Please go to the link provided and fill out the form noting “EXPO Vendor” and organization name in the comment section of the form to reserve your spot. Confirmations will be sent back by email so please include a valid email address on your registration form.
For questions about camping at the Ben Avery Shooting Facility, please call 623-582-8313 or send an email to rprcamping@azgfd.gov.
Reserve a spot online at: Make a Reservation Here!

Security:

A contracted security team is on site 24/7 during the Expo to provide security.
The Department does not guarantee the security and safety of any supplies or equipment and is not liable for any stolen or damaged items.
Exhibitors must secure firearms and other items of value after hours.

Insurance:

Please send proof of insurance (if required), and check payable to Arizona Game & Fish Department (if applicable) to:

Arizona Game and Fish Department, IEHQ Attn: Jesse Goodfellow, 5000 West Carefree Highway Phoenix, AZ 85086-5000

Insurance Requirements

1.1 Indemnification:

To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona.

A separate indemnification will be required of exhibitors in the OHV, Rock crawling area, or any other exhibit that puts additional risk on the Department or poses a risk to public safety at the discretion of the Arizona Game and Fish Department.

This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona.

1.2 Insurance Requirements:

Please see the following page for an example of acceptable insurance as well as coverage limits and proper endorsement.

Click here to view insurance requirements

Rules & Guidelines