Exhibitor Set-up Information

EVENT

Phoenix USA Fit Games
Westworld of Scottsdale
16601 N Pima Rd, Scottsdale, AZ 85260
NORTH HALL

Saturday August 2, 2025
8:00am – 10:00pm

WEBSITE

Please visit our website for Expo Times, Hotel & Convention Center Information.
USAFitGames.com

SHOW MANAGER

Our show manager is in charge of answering all logistical questions that may pertain to setting up your booth. Please reach out to Steve Straka if you have any questions.

Steve Straka
Show Manager
Vision Star Entertainment, Inc.

Steve@USAFitGames.com

OFFICIAL HOTEL

Hilton Garden Inn by Hilton
Scottsdale/North Perimeter

8550 E. Princess Dr 
Scottsdale, AZ 85255

Reservation Link Coming Soon

SET UP / MOVE OUT TIMES

Venue

Westworld of Scottsdale
16601 N Pima Rd, Scottsdale, AZ 85260
NORTH HALL

 

Set Up Time

  • Friday August 1
    12:00pm – 8:00pm
  • Saturday August 2
    6:00am – 7:30am
    Booth must be set up by the time the doors open at 8am.

 

Move Out Time

  • Saturday August 2
    Immediately following the closing of the expo.

YOUR BOOTH COMES WITH

10×10 booth

  • Pipe & drape (back of your booth – pipe & drape is 8ft tall)
  • (1) 6ft skirted table
  • (2) chairs
  • (1) trash can

 

10×20 booth 

  • Pipe & drape (back of your booth – pipe & drape is 8ft tall)
  • (2) 6ft skirted tables
  • (4) chairs
  • (1) trash can

 

20×20 booth

  • Pipe & drape (back of your booth – pipe & drape is 8ft tall)
  • Up to (4) 6ft skirted tables
  • (8) chairs
  • (1) trash can

 

VENDOR BADGES

Vendor Badges are for the people working your booth. They must have a vendor badge on to be inside the expo at any time. They may pick up their vendor badges during set up at the VENDOR CHECK-IN TABLE. This is located at the back dock during set up hours. If your booth workers are picking up their badges they day of the expo, they will come to the WILL CALL booth located outside the expo entrance by the ticketing area.

 

Vendor Badge Count:
10×10 Inline – 4 badges
10×10 Corner – 4 badges
10×20 Gold – 8 Badges
20×20 Island Booth – 12 Badges
VIP Sponsor – 12 Badges
Title Sponsor – 15 Badges

EXPO MAP

Check out your booth location any time on our website. If you just paid for your booth and do not see your booth on the map, it will be updated within the next few days.

https://www.usafitgames.com/cities/phoenix/floor-plan/

SHIPPING & EXPO SERVICES

GEMS is excited to return as the Expo Service Provider for the USA Fit Games! Our services include material handling for all freight, forklift service, labor for installation and dismantling, standard and custom furniture rental, carpet and booth cleaning.

We are excited to offer an easy way to view show info, place booth orders for additional items (carpet, etc), find links to electrical information and download shipping labels through our online ordering portal! You will receive an email containing your log in credentials from orders@gemsevents.com. If you have not received your login information, please be sure to check your junk/spam folder and if you still don’t see it, please email me at jill@gemsevents.com and I will resend it. ALL GEMS ORDERS MUST BE PLACED ONLINE THROUGH THE PORTAL. As always, please feel free to contact me if you should have any questions.

    • Contact for GEMS
      • Jillian Zinkus
        Exhibitor Services Manager
        12684 International Parkway
        Dallas, TX 75228
        Office 214.388.5722 x1
        Fax 214.388.5442
        jill@gemsevents.com
        Offices: Orlando, FL / Dallas, TX / Detroit, MI

ELECTRICITY

Our electrical provider for the 2022 Phoenix UBU will be Commonwealth Electric and their contact info along with the form to complete for ordering electrical services is below.  If you have any questions regarding electrical service please contact the person listed below. 

2024 Electric Form 

LeAnn Whitehead-Palmisano
Account Manager
Email lwhitehead@commonwealthelectric.com
Direct (602) 253-5881 | Cell (602) 721-3574
100 N 3rd Street | Phoenix, AZ | 85004
www.commonwealthexpo.com/

 

INTERNET

Anyone needing internet onsite will need to notify Steve Straka and pay for the necessary services onsite during setup.

SAMPLING GUIDELINES

1.)  Complete and turn in the sampling form to M Culinary, which is the in house catering/concession company inside West World.  The contact to send the form to is listed below.

Download Sampling Form

SEND YOUR FORM TO THE EMAIL BELOW FOR APPROVAL:

Catering and operations manager 
Brittany.rogers@mculinary.com

 

2.)  You may be required by the Maricopa County Health Department to obtain a temporary special event food permit.

Anyone handling food/beverages in their booth will need to have a simple hand washing station & 3 bin wash station in their booth regardless if you are required to obtain a permit.  Please read “Promotional Sampling” to better understand whether your company will need a permit. 

Phoenix – Promotional Sampling

All the remaining links are additional info that was provided to me by the Maricopa County Health Department so I wanted to share everything that was given to me.  The majority of the info in these attachments can also be found on their website and we have copied that link below as well.

Phoenix – Special Events Inspection Checklist

https://www.maricopa.gov/5339/Food-Permits

Maricopa County Environmental Services Department
Environmental Health Permitting Services Program
Phone: (602)506-6978
Email:  specialevents@maricopa.gov

This is the link to the Temporary Special Event Food Permit section of the Maricopa County Health Dept.  ( https://www.maricopa.gov/FormCenter/Environmental-Services-16/Temporary-Seasonal-Permit-Application-We-87 )

Please let us know if you have any questions in regards to this, but if your questions are regarding permitting I would contact Maricopa County directly.  We wouldn’t want to give you the wrong info and it is better to ask the source.

INSURANCE REQUIREMENTS

All sponsors, vendors and/or exhibitors participating in any Vision Star Entertainment Inc events are required to hold insurance policies for all events the company is participating in if the exhibiting party is sampling food/beverages, having any sort of athletic participation activity / competition, has products for sale/display listed for sale to 18+, touching attendees for cosmetic, massage or product demonstration or are in any way engaging attendees in any way other than verbally discussing products, handing out literature or selling of items / apparel deemed safe for any age. 

In no way will Vision Star Entertainment Inc. be held liable for anything that takes place within a contracted booth space or products marketed at the events. Vision Star holds the right to enforce insurance requirements on any entity involved with the events including but not limited to planning, servicing or execution of the events regardless of their involvement or risk assessment and may prohibit participation if insurance documents are not presented with correct policy verbiage. 

Note: This list is not comprehensive and there maybe other activities or reasons why Vision Star may require entities to present proof of insurance prior to the event. If that is the case Vision Star will notify participating entities at the earliest possible time to give such entity time to obtain policy documents.  Vision Star Entertainment Inc. requires all parties that are required to have insurance on file to have the following on their COI verbiage & endorsements.

 

  1. Vision Star Entertainment shall be listed as additionally insured and the certificate holder. Vision Star to be listed as below.
    • Vision Star Entertainment Inc.
    • PO Box 210145
    • Bedford, TX 76095
  1. Waiver of Subrogation in favor of Vision Star Entertainment
  2. COI must display verbiage to provide proof of such coverage
  3. If athletic participation is involved to any degree, insurance documents shall show proof of such 
  4. If food/beverage sampling is involved to any degree insurance documents shall show proof of such coverage
  5. Limits: All limits are dependent on the type of activity the entity wants to engage in on site and the assessed risk of such activity.

If you have any questions regarding insurance or whether your company needs to have insurance on file, please reach out to our show manager, Steve Straka. Steve@USAFitGames.com

 

Sample Certificate of Liability Insurance

STAFF LIST

Staff Log in Link
https://www.visionstarentertainment.com/checkin/

Your staff list of who is working your booth will need to be finalized 1-2 weeks before the event.  You will receive an email from Steve Straka at that time. It will include your login credentials to input your staff list into the system. You will be able edit the staff list at any time. You can reach out directly to him, if you did not receive the email.
Steve@USAFitGames.com

SOCIAL MEDIA

We have listed our logo and several different graphics you can utilize on your social media below.

Feel free to plug in your logo on the Booth graphics, or CREATE YOUR OWN graphic advertising you will be at the event! Please TAG US, so we can share these on our pages.

TAG US!

  • @USAFITGAMES
  • USA FIT GAMES

USA Fit Games Logo: If you are using your phone, hold down right below the logo and it will save to your phone. If you are using a desktop, just right click and save as. These are transparent backgrounds on both logos.

MUSIC WAIVER

If you plan on having music at your booth, please read and sign this music waiver and submit back to our show manager, Steve Straka. 
Steve@USAFitGames.com

Music Policy Form

GET CREATIVE WITH YOUR BOOTH!

We want each and every one of you to have a successful weekend at the expo. It’s important to remember it’s all about engaging with the consumer.

How do you plan on drawing consumers to your booth? Creativity is key. Sampling and passing out giveaways are a great way to create a buzz at your booth, but a lot of companies incorporate more interaction. Some examples are: Spin the wheel for a prize, push up contests for t-shirts, competitions against other attendees for a grand prize.

Utilize this customer interaction to gather attendees’ contact information for FUTURE SALES. A lot of companies do this by bringing in their own iPads to capture the info of each attendee. This is a great way to continue to sell your products to the consumer after the initial interaction.

ADDITIONAL INFORMATION

At all of our expos you are able to bring in your own product and set up your booth on your own. We do however have a general contractor on-site, GEMS, to help with any additional assistance or items you may need. These items do come with an additional cost.

We just wanted to re-emphasize that the USA Fit Games are a family friendly fitness event.  Any promotional materials including, banners, signage, shirts (for giveaway or purchase) and all marketing materials need to be free of obscenities, nudity, and/or profane language on our show floor (including music).  If we see any banners or graphics that are unacceptable we will come up and discuss options with you personally on the show floor.  Lastly if we see anyone wearing unacceptable clothing, we will ask them to cover it up and/or put other clothing on while at the event.  Individuals who fail to comply will be removed from the show floor as necessary.

We strive to make this a well rounded family friendly fitness event and appreciate all of your cooperation in this manner.
If you have any questions about what might be prohibited for display on our show floor just shoot our show manager an email for clarification.