Rules & Guidelines

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 willprovide 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) 236-7402.

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
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, however, 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, 2025.
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.

Electricity, Internet Connectivity and Wi-Fi:

Electricity is provided inside the Main Commercial Tent only.
Telephone lines are not available; Internet Connectivity and Wi-Fi for electronic transactions are not guaranteed.
Exhibitors providing their own power and fuel must receive prior approval from the Department. (not permitted in Commercial tent)

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
All vehicles must be cleared from the Expo grounds by 8:30 am, no exceptions.
Expo hours are 9am – 3pm on Saturday and 9am – 3 pm on 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 are in need of assistance disposing 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 Main Range Shooter 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” and (organization name) in the comment section of the form to reserve your spot. Confirmations will be sent back through US Mail so please include a valid mailing address on your registration form.
Reserve a spot online at:

Make a camp 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:

The Department requires a certificate of liability insurance from all commercial exhibitors and all 501(c) 3 Not-for-Profit exhibitors that are selling goods, services, or conducting raffles (not including free raffles) during the Expo.

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: Madeline Gaffney, 5000 West Carefree Highway Phoenix, AZ 85086-5000

Insurance Requirements

INDEMNIFICATION CLAUSE:

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.

INSURANCE REQUIREMENTS:

Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract, are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this contract by the Contractor, its agents, representatives, employees or subcontractors, and Contractor is free to purchase additional insurance.

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. 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

1.2.1 Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

1.2.2 The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.

1.3 Minimum Scope and Limits of Insurance

Contractor shall provide coverage with limits of liability not less than those stated below.

1.3.1 Commercial General Liability (CGL) – Occurrence Form

Policy shall include bodily injury, property damage, and broad form contractual liability coverage.

General Aggregate $1,000,000
Products – Completed Operations Aggregate $500,000
Personal and Advertising Injury $500,000
Damage to Rented Premises $25,000
Each Occurrence $500,000

The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.
Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

1.3.2 Business Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract.

Combined Single Limit (CSL) $500,000

Policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds

with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non- owned by the Contractor.

Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards,

commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

1.3.3 Workers’ Compensation and Employers’ Liability

Workers’ Compensation Statutory
Employers’ Liability

o Each Accident $500,000

o Disease – Each Employee $500,000

o Disease – Policy Limit $500,000

Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.
This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver form (Sole Proprietor or Independent Contractor).

1.4 Additional Insurance Requirements

The policies shall include, or be endorsed to include, as required by this written agreement, the following provisions:

1.4.1 The Contractor’s policies, as applicable, shall stipulate that the insurance afforded the Contractor shall be primary and that any insurance carried by the Department, its agents, officials, employees or the State of Arizona shall be excess and not contributory insurance, as provided by A.R.S. § 41-621 (E).

1.4.2 Insurance provided by the Contractor shall not limit the Contractor’s liability assumed under the indemnification provisions of this Contract.

1.5 Notice of Cancellation

Applicable to all insurance policies required within the Insurance Requirements of this Contract, Contractor’s insurance shall not be permitted to expire, be suspended, be canceled, or be materially changed for any reason without thirty (30) days prior written notice to the State of Arizona. Within two (2) business days of receipt, Contractor must provide notice to the State of Arizona if they receive notice of a policy that has been or will be suspended, canceled, materially changed for any reason, has expired, or will be expiring. Such notice shall be sent directly to the Department and shall be mailed, emailed, hand delivered or sent by facsimile transmission to (State Representative’s Name, Address & Fax Number).

1.6 Acceptability of Insurers

Contractor’s insurance shall be placed with companies licensed in the State of Arizona or hold approved non-admitted status on the Arizona Department of Insurance List of Qualified Unauthorized Insurers. Insurers shall have an “A.M. Best” rating of not less than A- VII. The State of Arizona in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.

1.7 Verification of Coverage

Contractor shall furnish the State of Arizona with certificates of insurance (valid ACORD form or equivalent approved by the State of Arizona) evidencing that Contractor has the insurance as required by this Contract. An authorized representative of the insurer shall sign the certificates.

1.7.1 All such certificates of insurance and policy endorsements must be received by the State before work commences. The State’s receipt of any certificates of insurance or policy endorsements that do not comply with this written agreement shall not waive or otherwise affect the requirements of this agreement.

1.7.2 Each insurance policy required by this Contract must be in effect at, or prior to, commencement of work under this Contract. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal, is a material breach of contract.

1.7.3 All certificates required by this Contract shall be sent directly to the Department. The State of Arizona project/contract number and project description shall be noted on the certificate of insurance. The State of Arizona reserves the right to require complete copies of all insurance policies required by this Contract at any time.

1.8 Subcontractors

Contractor’s certificate(s) shall include all subcontractors as insureds under its policies or Contractor shall be responsible for ensuring and/or verifying that all subcontractors have valid and collectable insurance as evidenced by the certificates of insurance and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum Insurance Requirements identified above. The Department reserves the right to require, at any time throughout the life of the Contract, proof from the Contractor that its subcontractors have the required coverage.

1.9 Approval and Modifications

The Contracting Agency, in consultation with State Risk, reserves the right to review or make modifications to the insurance limits, required coverages, or endorsements throughout the life of this contract, as deemed necessary. Such action will not require a formal Contract amendment but may be made by administrative action.

1.10 Exceptions

In the event the Contractor or subcontractor(s) is/are a public entity, then the Insurance Requirements shall not apply. Such public entity shall provide a certificate of self- insurance. If the Contractor or subcontractor(s) is/are a State of Arizona agency, board, commission, or university, none of the above

· The Department requires a certificate of liability insurance from all commercial exhibitors and all 501(c) 3 Not-for-Profit exhibitors that are selling goods, services, or conducting raffles (not including free raffles) during the Expo.

· See pages 6-10 for complete insurance requirement information.

· For all insurance requirement questions please contact, AGFD Purchasing Manager at 623-236-7457.

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

Arizona Game and Fish Department, IEWR Attn: Madeline Gaffney 5000 West Carefree Highway Phoenix, AZ 85086-5000

Insurance Requirements

INDEMNIFICATION CLAUSE:

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.

INSURANCE REQUIREMENTS:

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this contract by the Contractor, its agents, representatives, employees or subcontractors, and Contractor is free to purchase additional insurance.

1.1 Indemnification:

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

1.3 Minimum Scope and Limits of Insurance

Contractor shall provide coverage with limits of liability not less than those stated below.

1.3.1 Commercial General Liability (CGL) – Occurrence Form

Policy shall include bodily injury, property damage, and broad form contractual liability coverage.

· General Aggregate $1,000,000

· Products – Completed Operations Aggregate $500,000

· Personal and Advertising Injury $500,000

· Damage to Rented Premises $25,000

· Each Occurrence $500,000

a. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.

b. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

1.3.2 Business Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract.

· Combined Single Limit (CSL) $500,000

a. Policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds

with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non- owned by the Contractor.

b. Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards,

commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

1.3.3 Workers’ Compensation and Employers’ Liability

· Workers’ Compensation Statutory

· Employers’ Liability

o Each Accident $500,000

o Disease – Each Employee $500,000

o Disease – Policy Limit $500,000

a. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

b. This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver form (Sole Proprietor or Independent Contractor).

1.4 Additional Insurance Requirements

The policies shall include, or be endorsed to include, as required by this written agreement, the following provisions:

1.4.2 Insurance provided by the Contractor shall not limit the Contractor’s liability assumed under the indemnification provisions of this Contract.

1.5 Notice of Cancellation

1.6 Acceptability of Insurers

1.7 Verification of Coverage

1.8 Subcontractors

1.9 Approval and Modifications

1.10 Exceptions

Information Education and Recreation Division

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