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Vendor Space Policies
Vendor Space Policies
Wild West Groom Fest – Mesa Convention Center
⸻
Space Payments & Booth Forfeiture
To secure your exhibitor space at Wild West Groom Fest, all payments must be received by the published deadlines. If payment is not received on time, show management reserves the right to release the booth space. Exhibitors remain responsible for any outstanding booth fees.
If an exhibitor does not occupy their assigned booth by the final scheduled setup day, cancels prior to the show opening, or forfeits their space due to non-payment, the booth may be reassigned or used at the discretion of show management. No refunds or credits will be issued in these situations.
If Wild West Groom Fest must be canceled due to circumstances beyond our control, exhibitors will be refunded the amount paid for booth space, less any costs already incurred in planning and preparing the event.
⸻
Refund Policy
All booth sales are final. Once an application has been accepted, no refunds will be issued except in the case of event cancellation.
Booth & Solicitation Guidelines
For the comfort and safety of all exhibitors and attendees, solicitation in aisles, common areas, or within another exhibitor’s booth is not permitted.
All samples, flyers, catalogs, and promotional materials must remain within the boundaries of your assigned booth space.
Demonstrations and promotions must be conducted professionally and may not interfere with neighboring booths.
Show management reserves the right to stop any activity deemed disruptive, unsafe, or inconsistent with the spirit of the event.
⸻
Shared & Subleased Space
Booth space may not be shared, subleased, or transferred to another company or individual without prior written approval from show management.
⸻
Exhibitor Badges
All exhibitor staff must wear official Wild West Groom Fest exhibitor badges during load-in, load-out, and all open show hours while on Mesa Convention Center property.
Each 10x10 booth includes three (3) exhibitor badges unless otherwise approved in advance.
Badges are intended for staff working the booth only. Additional company representatives must register as paid attendees.
Exhibitor badges will be included in your welcome packet and available at your booth during scheduled setup hours.
Staff without a badge will not be permitted on the show floor.
⸻
Booth Equipment & Display Guidelines
Standard Booth Package
Each exhibitor booth includes:
• One (1) 6’ draped table
• One (1) chair
• One (1) small garbage can
Exhibitors are encouraged to personalize their booth space. All displays, signage, décor, and merchandise must remain within booth boundaries and not extend into aisles.
All visible display areas should be neatly finished and professional in appearance.
⸻
Official Show Decorator
Wild West Groom Fest partners with an official show decorator who offers additional furnishings, electrical services, and display accessories at the exhibitor’s request and expense.
Approximately 30 days prior to the event, exhibitors will receive an addendum to the Exhibitor Kit with rental options and ordering instructions.
⸻
Display Setup & Handling
Exhibitors are responsible for all transportation, unloading, setup, decoration, operation, and dismantling of their booth displays.
These services are not included in the booth fee.
⸻
Merchandise Removal & Teardown
All exhibits must remain fully set up and staffed until the official teardown time designated by show management.
Early removal of merchandise, equipment, or booth displays is not permitted unless approved.
⸻
Show Dates & Hours
Move-in, show hours, and move-out schedules will be provided in the Exhibitor Kit no later than 30 days prior to the event.
⸻
Electrical, Safety & Conduct Policies
Electrical Services & Additional Equipment
Electrical outlets, additional tables, plumbing, furniture removal, and booth enhancements must be ordered separately through:
• Mesa Convention Center
• Official show decorator
• Pipe-and-drape provider
Orders should be placed at least 30 days prior to the event.
⸻
Fire & Safety Guidelines
All booth materials must comply with federal, state, and local fire codes and Mesa Convention Center safety requirements.
Materials must be flame-resistant or flameproof and may be inspected by venue or fire officials.
Items that do not meet safety standards may be removed.
⸻
Security & Liability
Wild West Groom Fest and the Mesa Convention Center are not responsible for loss or damage to exhibitor displays, merchandise, equipment, or personal property.
Exhibitors are strongly encouraged to obtain insurance coverage.
Booths should be staffed during all show hours.
⸻
Unauthorized Activities
Only companies with contracted exhibitor space may display products, demonstrate services, distribute promotional materials, or solicit business within the venue.
Unauthorized individuals will be asked to leave the venue.
⸻
Food, Beverage & General Policies
Food & Beverage
Exhibitors may not distribute food, beverages, or alcohol without prior approval from show management and the Mesa Convention Center.
Private gatherings must comply with all laws and venue policies.
⸻
Janitorial Services
Routine cleaning for aisles and common areas is included.
Exhibitors must maintain the cleanliness of their booth spaces.
Additional cleaning services must be arranged through the venue.
Exhibitors are responsible for damage to venue property.
⸻
Solicitation of Employment
Employment recruiting may only occur through show-management-approved channels, such as official job boards or online postings.
⸻
General Policies
Any situations not specifically addressed will be handled at the discretion of Wild West Groom Fest show management.
Policies may be updated and will apply to all exhibitors, vendors, and sponsors.
Wild West Groom Fest – Mesa Convention Center
⸻
Space Payments & Booth Forfeiture
To secure your exhibitor space at Wild West Groom Fest, all payments must be received by the published deadlines. If payment is not received on time, show management reserves the right to release the booth space. Exhibitors remain responsible for any outstanding booth fees.
If an exhibitor does not occupy their assigned booth by the final scheduled setup day, cancels prior to the show opening, or forfeits their space due to non-payment, the booth may be reassigned or used at the discretion of show management. No refunds or credits will be issued in these situations.
If Wild West Groom Fest must be canceled due to circumstances beyond our control, exhibitors will be refunded the amount paid for booth space, less any costs already incurred in planning and preparing the event.
⸻
Refund Policy
All booth sales are final. Once an application has been accepted, no refunds will be issued except in the case of event cancellation.
Booth & Solicitation Guidelines
For the comfort and safety of all exhibitors and attendees, solicitation in aisles, common areas, or within another exhibitor’s booth is not permitted.
All samples, flyers, catalogs, and promotional materials must remain within the boundaries of your assigned booth space.
Demonstrations and promotions must be conducted professionally and may not interfere with neighboring booths.
Show management reserves the right to stop any activity deemed disruptive, unsafe, or inconsistent with the spirit of the event.
⸻
Shared & Subleased Space
Booth space may not be shared, subleased, or transferred to another company or individual without prior written approval from show management.
⸻
Exhibitor Badges
All exhibitor staff must wear official Wild West Groom Fest exhibitor badges during load-in, load-out, and all open show hours while on Mesa Convention Center property.
Each 10x10 booth includes three (3) exhibitor badges unless otherwise approved in advance.
Badges are intended for staff working the booth only. Additional company representatives must register as paid attendees.
Exhibitor badges will be included in your welcome packet and available at your booth during scheduled setup hours.
Staff without a badge will not be permitted on the show floor.
⸻
Booth Equipment & Display Guidelines
Standard Booth Package
Each exhibitor booth includes:
• One (1) 6’ draped table
• One (1) chair
• One (1) small garbage can
Exhibitors are encouraged to personalize their booth space. All displays, signage, décor, and merchandise must remain within booth boundaries and not extend into aisles.
All visible display areas should be neatly finished and professional in appearance.
⸻
Official Show Decorator
Wild West Groom Fest partners with an official show decorator who offers additional furnishings, electrical services, and display accessories at the exhibitor’s request and expense.
Approximately 30 days prior to the event, exhibitors will receive an addendum to the Exhibitor Kit with rental options and ordering instructions.
⸻
Display Setup & Handling
Exhibitors are responsible for all transportation, unloading, setup, decoration, operation, and dismantling of their booth displays.
These services are not included in the booth fee.
⸻
Merchandise Removal & Teardown
All exhibits must remain fully set up and staffed until the official teardown time designated by show management.
Early removal of merchandise, equipment, or booth displays is not permitted unless approved.
⸻
Show Dates & Hours
Move-in, show hours, and move-out schedules will be provided in the Exhibitor Kit no later than 30 days prior to the event.
⸻
Electrical, Safety & Conduct Policies
Electrical Services & Additional Equipment
Electrical outlets, additional tables, plumbing, furniture removal, and booth enhancements must be ordered separately through:
• Mesa Convention Center
• Official show decorator
• Pipe-and-drape provider
Orders should be placed at least 30 days prior to the event.
⸻
Fire & Safety Guidelines
All booth materials must comply with federal, state, and local fire codes and Mesa Convention Center safety requirements.
Materials must be flame-resistant or flameproof and may be inspected by venue or fire officials.
Items that do not meet safety standards may be removed.
⸻
Security & Liability
Wild West Groom Fest and the Mesa Convention Center are not responsible for loss or damage to exhibitor displays, merchandise, equipment, or personal property.
Exhibitors are strongly encouraged to obtain insurance coverage.
Booths should be staffed during all show hours.
⸻
Unauthorized Activities
Only companies with contracted exhibitor space may display products, demonstrate services, distribute promotional materials, or solicit business within the venue.
Unauthorized individuals will be asked to leave the venue.
⸻
Food, Beverage & General Policies
Food & Beverage
Exhibitors may not distribute food, beverages, or alcohol without prior approval from show management and the Mesa Convention Center.
Private gatherings must comply with all laws and venue policies.
⸻
Janitorial Services
Routine cleaning for aisles and common areas is included.
Exhibitors must maintain the cleanliness of their booth spaces.
Additional cleaning services must be arranged through the venue.
Exhibitors are responsible for damage to venue property.
⸻
Solicitation of Employment
Employment recruiting may only occur through show-management-approved channels, such as official job boards or online postings.
⸻
General Policies
Any situations not specifically addressed will be handled at the discretion of Wild West Groom Fest show management.
Policies may be updated and will apply to all exhibitors, vendors, and sponsors.
