CURRENT EXHIBITOR INFO

This page is for current Exhibitor, Artists, Creators, Vendors and Costuming/Cosplay Groups who will be apart of our show.  The information below will be updated as information becomes available.  It is up to Exhibitors to review and understand this information.

Remember to be courteous and respectful to your fellow Exhibitors, vendors, artists, creators, convention staff and attendees.  This includes sound/noise coming from your space, interactions with attendees, exhibitors, staff and general participation in the event.  We want to have a good show and that includes all of our Exhibitors, Vendors, Guests and Artists having a great show as well!  Use common sense and have fun!

Information last updated 09/19/2017

Exhibit Hall Hours
Saturday 10:00 AM – 7:00 PM
Sunday 10:00 AM – 5:00 PM

Registration Hours
Saturday 9:00 AM – 6:00 PM
Sunday 9:00 AM – 4:00 PM

Programming Hours
Saturday 10:30 AM – 8:30 PM
Sunday 10:30 AM – 5:30 PM

Exhibitor Check in, Load-in/out Information
Load In

  • Friday, November 10
    • 3:00 PM to 10:00 PM
  • Load-in will only be available on Friday, November 10 at the times listed above for security reasons

Check In

  • Friday, November 10
    • 3:00 PM to 9:00 PM
  • Location – Exhibitor Manager’s Booth
    • TBD
  • Late Arrivals
    • No late arrivals or Saturday arrivals will be accepted for security reasons
    • All setup and check must be completed on Friday during the designated times
  • Exhibitors may check in once their vehicles have been unloaded and ready to be removed from the dock
    • Once checked in, exhibitors will need to remove their vehicles from the dock and return to setup

Load Out Time

  • Sunday, November 12
    • 5:00 PM to 11:00 PM

General load-in/out Information

  • We request all Exhibitors and Artists be patient during the load-in/out process. We know you all want to get in and out as quickly as possible, but we really need your patience to do that
  • All Exhibitors must load in through the docks.  No load in/out will be allowed from the street level for security reasons
  • Minors under the age of 16 will not be allowed in the Exhibitor Hall during load in/out
  • Box trucks and vehicles with trailers will be given priority on the dock
  • If your driver has a Bill of Lading, a freight charge will be incurred and charged to the Exhibitor
    • Contact CSI etc for freight and billing information
  • Multiple vehicles are allowed, but we ask that you use as few as possible
    • Depending on availability of the dock, not all may make it to the dock at the same time
  • CSI etc offers many shipping and freight options to make load in/out more smooth
    • Check below for more information
  •  Empties
    • May be stored with CSI etc for a fee
      • Check below for more information
    • Exhibitors will not be given access to the dock before load-out to get their empties
  • Restocking
    • Will not be available through the dock due to the size of the show
    • Items may be carried in, but they will be subject to search
Exhibitor Space Information, Requirements and Policies
Space Information

  • 6ft x 10ft, one 6ft skirted table, two chairs, three Exhibitor Badges, one Exhibitor sign
  • Displays are limited to 8ft tall
  • Spaces will not have pipe and drape separating spaces
  • Show colors are blue and white

General Information & Policies

  • Use common sense, be courteous & respectful and, most of all, have fun!
  • Exhibitor space requirements
    • All displays including tables, chairs, grid wall, hanging items and anything else must be within the allotted space
      • No encroaching on neighboring spaces or aisles
    • Exhibitor spaces must be stable and safe meet all convention and Fire Marshal requirements
    • Exhibitors may bring their own tables and chairs for their space
    • Additional tables, chairs and displays are available for rent with CSI etc, the decorator
  • Exhibitors may access the Exhibitor Hall an hour before and after the show
  • Licensed Music is not allowed at any time without prior authorization from the convention
Security Procedures
Information coming soon
Parking
Discounted Parking

 

 

  • Information coming soon

Oversized Parking

  • Information coming soon

Overnight Parking

  • Overnight parking is not available at the convention center
Tax Information
The State of Arizona requires anyone who is selling merchandise (either re-sale or original creations) or a service (Autographs, Photo’s, Selfies, Etc.) to obtain temporary sales permits for the collection of sales tax. Phoenix Fan Fest has no role in this process, other than to provide links to the web pages for the convenience of our exhibitors. Any questions regarding these applications should be directed to the State Department of Revenue. Tax inspectors may be on site during load-in to verify exhibitors have completed the necessary tax and business licensing requirements, to expedite your time during load in please have all forms submitted at least two weeks prior to the show. In coordination with ADOR, the City of Phoenix is encouraging the transition for businesses currently reporting to Phoenix for their business activity ahead of the anticipated State deadline. In order to ensure that your business activity is reported accurately and completely at ADOR, you may begin applying for new TPT Licenses, and filing and reporting your Transaction Privilege Tax liability due to the City of Phoenix with the Arizona Department of Revenue on your next TPT return due to ADOR.

 

 

What’s new in TPT – Transaction Privilege (Sales) Tax Simplification?

  • New TPT Applications: Effective October 1st, 2016, Phoenix will no longer accept new TPT applications.  You must apply for a TPT license directly with the Arizona Department of Revenue.
  • TPT License Renewals: The Arizona Department of Revenue will process all TPT license renewals for all jurisdictions this fall. Businesses will receive one renewal notice per license from the State regardless of where the business is located. Please visit the Arizona Department of Revenue’s web page  and your renewal notice in November/December for more information.  See our Transition to ADOR bulletin for specific information related to Phoenix TPT licenses.
  • Centralized Licensing and Reporting: Beginning with your January 2017 TPT return filed in February 2017, the Arizona Department of Revenue will be the single point of administration and collection of state, county and municipal transaction privilege tax. Taxpayers will be able to file and pay for all jurisdictions to the State. This means that if you currently report to Phoenix, your last return filed with Phoenix will be your December 2016 return filed in January 2017.  We strongly encourage taxpayers to file online via the State of Arizona website for faster processing.
Additional Policies & Information
Contact the Exhibitor Hall Manager BEFORE the convention if you want to do any of the following:

 

 

  • Promote/Advertise another event or convention in your Exhibitor Space
  • Sell beverages or food in your Exhibitor Space
    • Exhibitors are subject to the buyout with Aventura if they are selling consumables
  • Have a vehicle in your Exhibitor space
  • Will be hosting a signing or raffle
    • This is so we can manage crowds and lines if need be
  • If you want to play any music during the event
  • Have any questions about the convention and your participation in our event

Display Vehicles

  • Display vehicles will be allowed, pending approval by show and facility staff
  • Specific requirements are needed, please reach out to Operations Manager, Kellie Ambrosia, for more information

Adult Content

  • Please consider our Cosplay is not Consent criteria and make sure displayed art and merchandise are covered at 60% in gender areas

Facility Policies

  • Only service and assistance animals are permitted in the Phoenix Convention Center.
  • Helium balloons are not permitted in the building.
  • Coolers and outside food/drink are not allowed in the Phoenix Convention Center

Visit the Phoenix Comicon website for a complete listing of Phoenix Comicon Policies.

Fire Marshal Inspections
Before the doors open to the public each day, a final fire department walk through is conducted. This walk-through is conducted to ensure all safety and fire codes are met. Any issues found will have to be corrected before the public is allowed in. Don’t be the one to cause this delay.  Please follow these tips to ensure you are not. Some common fire code issues that we encounter during our walk through are listed below:

 

 

  • You may have only a one day supply of combustibles (handouts, giveaways, etc.) within your booth
  • No empty boxes are allowed anywhere in the booth
  • No combustibles may be stored behind the booth. We do allow the hard plastic carry case for the booth display behind the booth
  • The only electrical extension cords allowed are grounded. You cannot daisy-chain power strips together. No zip cords allowed
  • All exhibit / display construction, DECORATION MATERIAL, and drape must be flame retardant. Oil cloth, tar paper, nylon, plastic cloth, and certain other plastic materials that cannot be rendered flame retardant, through spray or dip application, are prohibited
  • Please have the material’s fire resistant documentation available prior to the show opening, i.e. flame certificate from manufacturer, tag on material, or the product used to treat material – all indicating that the product meets NFPA 701 requirements
  • Pop up tents and canopies require prior approval by the Fire Marshal
  • No plastic tablecloths or decorations are allowed
  • All items must be within the boundaries of the individual booths. Aisles must be maintained at the minimum width designated

No candles or open flames are allowed in the building

General Requirements:

  •  ALL EXHIBIT/DISPLAY CONSTRUCTION, DECORATION MATERIAL, AND DRAPE must be flame retardant.  Oil cloth, tar paper, nylon, plastic cloth, and certain other plastic materials that cannot be rendered flame retardant, through spray or dip application, are prohibited.  Vertical carpet is also prohibited unless it is flame retardant.  Please have the material’s fire resistive documentation available prior to the show opening. If documentation for the material is not available then proof of satisfactory flame retardancy may include a field flame test based on NFPA 701*. This will require the material to have a 1 X 4 inch sample cut. *Please note that the NFPA 701 test is a “destructive test” and the sample could be discolored or destroyed.
  • Plywood less than ¼” in thickness must be flame retardant treated lumber.  The product shall not be painted or similarly modified until the material has been inspected and the flame retardant marking/labeling verified.
  • Exits and aisles must be clear of all obstructions.  This includes chairs, tables, product, trailer tongues, displays, etc.  At no time shall a fire alarm horn/strobe be blocked or covered.
  • Common Questions
    • Q: Can I have chairs at the front of my booth?
    • A: You may have chairs at the front of the booth provided they are still inside the booth when occupied. This may require the table(s) they are located at to be farther inside the booth

  • A minimum three (3) foot clearance shall be provided around all fire extinguishers*, fire hose cabinets, standpipe connections, automatic external defibrillators, and fire alarm pull stations.  These devices shall also be clearly accessible and visible from the aisles.   NOTE:  If fire extinguishers are obstructed, the client is responsible for providing a fully operational 2A-10BC fire extinguisher in a visible, accessible location.
  • Common Questions:
    • Q: Can I just move the blocked extinguishers out of the cabinet?
    • A: No. The building’s fire extinguishers shall not be removed from the cabinets. You or the general service contractor / decorator will need to provide one.

  •    Combustible materials such as pamphlets and other paper products shall be limited to a one (1) day supply and maintained in an orderly fashion inside the booth.  No storage is allowed behind the booths. Registration area will also be limited in storage amounts.
  • Common Questions:
    • Q: Where can I store these items?
    • A: You can make arrangements to have the general service contractor/decorator provide storage on the dock or other approved space.
  •    Combustible containers, such as wood crates and empty cardboard boxes shall be stored outside of the exhibit space or inside an approved storage area. General service contractors/decorators can provide storage options
  •    Operational single station smoke detectors shall be provided in all enclosed exhibits and vehicles exceeding 120 square feet (i.e. recreational vehicles, mobile homes, tents, simi trailers, etc.).  Covered exhibits and booths exceeding 300 square feet shall obtain prior approval and comply with additional automatic sprinkler protection requirements.
  •    Booths which require more than 50 feet travel distance to an exit aisle shall be provided with a minimum to two (2) exits remote from each other.
  • Common Questions:
    • Q: When does this apply?
    • A: Some show floors will have a large bulk booth with drape around it like a book store or merchandise shop. If additional exits are required they will be noted on the approved plan.
  •    Any structure designed with a second level intended to be occupied shall submit plans stamped by a licensed structural engineer prior to move in.  These booths shall be reviewed and approved by the Phoenix Fire Department and, if applicable, the Building Safety Department prior to setup in the facility.
  •    Two story booths with only one means of egress from the upper level shall have a posted maximum occupant load of ten (10) persons on the second level.
  •    Exit signs shall be visible from all locations.  If exit signs are not visible, temporary exit signs shall be posted as approved by the Fire Marshal. If the space’s lighting is at a low enough level in which the temporary exit sign(s) are not visible, then internal or external illuminated signs shall be used.
  •    Aisles in an exhibition or tradeshow shall be a minimum ten (10) feet wide.  NOTE:  This width may be increased based upon the show type and setup.
  •    Vehicles, freight, storage, or other items shall not be stored or left in the path of the roll-up or sliding doors.  At no time shall doors be obstructed from self-closing.

Liquid and Gas Fueled Vehicles and Equipment for Display:

  • Common Questions:
    • Q: Who inspects the vehicle?
    • A: The in-house security company providing the event security will inspect the vehicles. Two inspections will be conducted. The fuel will be check prior to entry to the exhibit hall and another will be conducted once the vehicle is set in the booth with the fuel cap and battery secured.
  • All fuel tank fill caps shall be self locking or taped in an approved manner to prevent tampering.
  • Fuel in the fuel tanks shall not exceed one quarter of the tank capacity or five (5) U.S. gallons (18.9L), whichever is less.
  • Common Questions:
    • Q: What about Semi trucks?
    • A: We understand that Semi trucks cannot operate with 5 gallons or less of fuel down or up the ramps to the exhibit halls. Therefore, if the Semi’s tractor is on display it shall have the smallest amount of fuel in its tank to make it into the exhibit space.
  • Vehicles or equipment shall not be fueled or defueled on City of Phoenix property.
  • The battery’s positive post must be disconnected.  If approved by the Fire Marshal, batteries used to power auxiliary equipment may be permitted to be kept in service.
  • Common Questions:
    • Q: What if I would like to display the vehicle’s sound or electronics?
    • A: The in-house electrical company can provide shore power to the vehicle. The exhibitor will need to provide an inverter.
  •    CNG, LNG, LPG (propane) and hydrogen fuel tanks shall have their emergency shut off valve(s) in the closed position.
  •    RV’s, campers, tractor trailers, and other vehicles with more than 120 square feet of ceiling shall have an operational smoke detector per divided section.
  •    It may be necessary to inspect, move or relocate a vehicle before a show.  For this reason, it is recommended that a set of keys be available on site for all vehicles.
  •    Fuel storage shall be located outdoors in approved cabinets at a location approved by the Fire Marshal.

Cooking and Warming Devices:

  • All cooking and warming devices shall be approved by the Fire Marshal.  All cooking and warming devices shall be listed by a recognized testing laboratory, i.e. UL or FM.
  • Open flame cooking devices shall be isolated from the public by placing the devices a minimum 48 inches from the public accessible area or provide a non-combustible three (3) sided non-combustible barrier between the public and the device(s).
  • Common Questions:
    • Q: Does this mean an exhibitor cannot cook in the booth next to an aisle?
    • A: No. Exhibitors can cook in the booths provided the distance or barrier requirement above is met. This will require the cooking to be done at the rear of the booth or at the front with a barrier as stated above.
  • Individual cooking or warming devices shall not exceed 288 square inches of cooking surface.
  • The table surface holding the cooking or warming device using combustible oils or solids must be made of a non-combustible material.
  • Common Questions:
    • Q: Does this mean the table needs to be metal?
    • A: No. The table’s surface needs to be none combustible. This could be a wooden table with a metal sheet or buffet pan beneath the cooking device.
  •    A minimum of two (2) feet shall be provided between devices.
  •    Combustible materials (including booth drape) shall be maintained a minimum two (2) feet from cooking and warming devices.
  •    An approved 20BC rated dry chemical fire extinguisher shall be provided within 30 feet of deep fat fryers using animal based oil.
  •    A wet chemical type “K” fire extinguisher shall be located within 30 feet of any cooking device that utilizes vegetable based oil.
  •    Butane burners are allowed provided that the following are met:
    • The cylinder(s) and appliances shall be listed.
    • Appliances shall not have more than two (2) 10 ounce (296 ml) non-refillable butane gas cylinders, each have a maximum capacity of 1.08 lb (.490 kg).
    • Cylinders shall be connected directly to the appliance and shall not be manifolded.
    • Cylinders shall not be in the building after show hours.
    • Additional replacement and empty cylinders shall be stored outside the building.
  •    A noncombustible lid shall be immediately available and shall be of a sufficient size to cover the devices cooking well.

Electrical:

  • Non-grounded two (2) wire 110v extension cords are NOT permitted. Most of theses cords are only listed for residential use.
  • Extension cords shall not run under carpet or rugs unless designed to do so, or if it is approved by the in-house electricians.
  • There shall be a two (2) foot clearance between halogen or other high intensity lights and combustibles or per the manufacturer’s instructions.
  • Halogen and other high intensity lighting shall have the original factory guards in place over the lens/glass.
  • All electrical cords, devices and equipment shall be free from defects and operated per their manufacturer’s instructions.
  • All electric cords in the path of travel shall be taped down to prevent tripping.
  • All electric devices shall be listed by a nationally recognized laboratory, i.e., UL / FM.
  • Placement of cables along floors, aisle ways, doorways or other areas that can create a trip hazard or prohibit accessibility is prohibited. If cords do not exceed a #2 pencil size they may be taped down. The tape shall cover the cord in a parallel direction.

Hazardous Material:

Material Safety Data Sheets (MSDS) are required to be onsite and accessible for all approved hazardous materials brought into the facility.  ALL hazardous materials shall be approved by the Phoenix Fire Department and the Phoenix Convention Center prior to being brought into the facility. The following hazardous materials are PROHIBITED:

  •    LPG cylinders in excess of 2.5 pounds (1 kg) water capacity
  •    Flammable compressed gases, such as acetylene.
  •    Flammable liquids, including but not limited to, gasoline, kerosene, cleaning solvents, thinners and other petroleum-based liquids except those allowed in section LIQUID AND GAS FUELED VEHICLES.
  •    Pool chemicals, pesticides, herbicides, poisons, and other such products.
  •    Explosive materials, unless approved by the Fire Marshal, such as pyrotechnic materials.
  •    Cryogenics (i.e. liquid nitrogen, liquid oxygen), unless approved by the Fire Marshal

Open flame Devices:

Open flame devices are PROHIBITED with the exception of the following:

  •      Cooking or warming devices in compliance with the COOKING AND WARMING DEVICES section.
  •    Sterno may be used for warming trays with an operational, visible and accessible 2A-10BC fire extinguisher within 30 feet.
  •    Candles that have been pre-approved by the Fire Marshal and Phoenix Convention Center.

Fire Watch:

A fire watch, in accordance with the Phoenix Fire Code, shall be in place during the following conditions:

  •    Any time fog, smoke or haze is used.
  •    Any time pyrotechnic effects are used.
  •    The fire alarm is in a modified mode.
  •    When the Phoenix Fire Department and/or the Phoenix Convention Center determine, the hazards associated with an operation or event warrants.

Show Service Providers

On Site Decorator

Phoenix Office

4802 W. Van Buren St.

Phoenix, AZ 85043

TF#: (800) 471-7330

PH#: (602) 923-0011

FX#: (602) 923-0044

CSI Exhibitor Packet

Information is coming soon

Smart City Internet

Smart City

5795 W. Badura Ave, Suite 110

Las Vegas, Nevada 89118

PH: 888-446-6911

FX: 702-943-6001 (Fax)

Email: csr@smartcity.com

Smart City is the exclusive provider and installer of all Voice, Data and Network services (wired and wireless) including communications cabling. This includes all cabling to meeting rooms, booths, within booths (under carpet and flooring), fiber optic, twisted pair (Category 3, 5 and 6), coaxial and all other data and telecommunications related cabling.

Information is coming soon

Download Smart City Packet
On Line ordering

To review and order our services visit us On-line.

On-Line Ordering

Commonwealth Electric

Commonwealth Electric Company

100 North 3rd Street

Phoenix, AZ 85004

PH: (602) 253-5881

FX: (602) 253-5530

E: expo@commonwealthelectric.com

Commonwealth Electric is the sole provider of Electrical services.
Download Commonwealth Electric Packet
On Line ordering
To review and order our services visit us On-line.

On-Line Ordering

Aventura Catering

Aventura Catering

100 North 3rd Street

Phoenix, AZ 85004

PH: (602) 534-8600
FX: (602) 534-8603

Please be advised that all food and beverage items served within the Phoenix Convention Center must be prepared and presented by Aventura Catering. This includes requests for exhibitor amenities such as bottled water, hard candies, etc. Local health code regulations prohibit guests from removing remaining food and beverages from the Phoenix Convention Center.
Download Aventura Catering Packet

Contacts

Operations Manager: Kellie Ambrosia
Directors of Operations: Jen Palmer and Lee Palmer

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