2025 New Commercial Application

APPLICATION WILL OPEN NOVEMEMBER 15TH, 2025

All returning vendor applications are invite-only. Due to very limited space availability, we will not be opening new concessionaire/food booth applications to the public at this time. If you would like to be considered for one of these exclusive spaces, please email amilia@pimacountyfair.com with your information, booth photos, and menu details. Thank you for your understanding!

This application is for vendors offering non-food items or pre-packaged food who have not participated in the 2024 Pima County Fair and aim to introduce their products to our attendees.

Product Exclusivity: Vendors do not have exclusivity rights to their products; this is reserved for sponsors only. SWFC staff will try to limit booths with duplicate items, but it is not always possible due to the number of applications with similar products. However, staff will attempt to place duplicate products in different areas to give equal chance of profit as space allows.

Non-Profit/Commercial Information Booths: These vendors may not sell items, request donations, or hold raffles without approval by SWFC staff and as specified in their application and contract.

Booth Staffing: Inside vendors must keep their booths open and staffed during hall operating hours. Outside vendors must remain open until the carnival closes.

New commercial and concession vendors are evaluated to ensure a diverse and balanced fairground. We consider the range and appeal of your products, their uniqueness, and whether you are a local or out-of-state business. Early application is recommended, as spaces fill quickly. Applications are due no later than January 14th at midnight. Applications are reviewed promptly, and space is assigned if available. If your requested area is filled or your product overlaps with existing offerings, your application will be held for future consideration. Please keep in mind that concession space is very limited and competitive.

If you have any questions, please contact Amilia Gruber at amilia@pimacountyfair.com.

We are no longer accepting cash, checks and cashier checks for Vendor fees. We are ONLY accepting debit/credit card or ACH.

1.  Address all vendor correspondence including questions about payments to: Attention: Vendor Coordinator / for the Pima County Fair / 11300 S. Houghton Rd. / Tucson, Az 85747 /  vendors@pimacountyfair.com / Phone: 520-762-9100 /  Fax : 520-762-5005                                                                       
2. Fill out the entire application. For Multiple Booths please only do one application and state in request section that it’s for multiple booths. Applications missing information will not be processed. Applications are due December 15th for Returning Vendors and January 14th, 2025 for New Vendors. Your Contract will be issued in the Booth Name as provided on your application and must be the same name listed on your insurance policy.  
3. It is imperative that all applications must be filled out completely. Only those products listed on your contract may be sold. No items will be added after the contract is signed unless approved by SWFC. Insurance - We require a $1,000,000 (one-million-dollar) liability coverage listing "SOUTHWESTERN FAIR COMMISSION INC, PIMA COUNTY & IT'S DISTRICTS" as additional insured, some activities, merchandise, or services may require additional insurance coverage, the Vendor Coordinator will advise you if this is the case. Please note the following as unacceptable: Pima County Fair. It is your responsibility to make sure a copy of your insurance policy has been received no later than Sunday, February 13th, 2025. Any vendors without valid insurance coverage by this date will be charged $225.00 for a Vendor Insurance Policy through our Fair insurance provider. Some restrictions apply. 
4. An application must be submitted each year for each space at SWFC regardless of the number of years you have participated. A completed application does not reserve or guarantee a space. Incomplete applications will not be considered or returned. SWFC reserves the right to approve or disapprove applications. There is a $35 application fee plus convenience fee which is not refundable. If accepted, a Contract Agreement will be sent to you based on the information on this application. All correspondence and contracts will be emailed only. Contracts and Payment in full is Required by Sunday February 13th, 2025. 
5. Any booth found to be Subleasing or sharing a space without written SWFC approval may be asked to leave and may not be asked to return to the Pima County Fair.
6. All applicants must submit a current photo of your booth and include at least three references from previous shows as per application.
7. There is NO Vendor Exclusivity on any item at the Pima County Fair unless deemed so by the Fair Management. The option for exclusivity may be possible with sponsorship through our marketing department.
8. Vendors planning a "drawing", "raffle", "selling of chance", etc. must fill out an application and receive written authorization along with Pima County Fair rules and guidelines from Fair Management.
9. Be sure to notify us of any change of address, phone number, etc.
10. All vendors must adhere to all Local, Federal and State Laws regarding their business operation or any items they may be selling.
11. Vendors shall also obtain Workman's Compensation Insurance as required by Arizona law and shall provide satisfactory evidence of such insurance 30 days prior to the Fair. It's your responsibility to make sure a copy of your Workman's Compensation has been received no later than Sunday February 13th, 2025. You Must have insurance, and Workman's Compensation turned in before Sunday February 13th, 2025. Health permits must be obtained a minimum of 14 days prior to the Fair.

Check-in

1. No Vendors will be allowed to open or set up until all the preliminary requirements herein set forth have been complied with.
2. Commercial Vendors can receive up to 22 Daily Admission Fair passes, 2 Badge Id's and 22 Daily parking passes per Contract and Concessions Vendor can receive up to 44 Daily Admission Fair passes, 2 Badge Id's, and 44 Daily parking passes per Contract Booth. You can request additional admission passes in advance at $12.00 per ticket and additional parking passes at $8.00 per ticket.  Commercial and Concessions Badges (Limited to 4 additional Badges Per Contract) for $25.00 each which includes parking in the Blue and Green lots. No handing off the badges to get others in. If caught you will violate your contract and the ID will be confiscated. This will result in a complete forfeiture of all paid funds, as well as not returning to the Fair in future years. DO NOT PARK IN HANDICAPPED PARKING UNLESS YOU HAVE A HANDICAPPED LICENSE PLATE OR HANDICAPPED HANGER. 
3. All vendors are responsible for providing proper credentials for their employees. There will be no free entrance into the fairgrounds without these credentials. 
4. During the fair, all vendors must park in the main parking lots. Reserved parking is available on the fairgrounds for a fee (inquire in the Vendor Office). 
5. Do Not use the fairgrounds as your billing address. All suppliers must bill you to your address.
6. Inside vendors will be provided pipe and draping. Therefore, no taking down of drapes or putting holes in them. Outside vendors are responsible for providing their own tents. Tents that are determined by Fair Management to be shoddy, unsafe, or dirty will not be allowed. All vendors must provide their own tables, etc. No skating into the grounds without prior approval by Fair Staff. Any damage to the utility lines by the Vendor will be billed directly to the Vendor. 
7. A set-up and takedown procedure as well as closing & opening times will be in vendor packets. LEAVE YOUR BOOTH CLEAN!!! PLACE ALL YOUR OWN TRASH INTO GARBAGE RECEPTACLES. A CLEANING FEE WILL BE CHARGED IF YOU LEAVE A MESS, WITH THE POSSIBILITY OF NOT BEING INVITED BACK FOR FUTURE FAIRS.

VENDOR CODE OF CONDUCT

1. All vendors must work within the confines of their booth. No soliciting (Hawking) outside of your space. Absolutely no bodily contact or barrier stopping of customers outside of booth. (Touching, arm barriers, etc.)
2. Vendor space must be kept clean and maintained in a professional manner. Packing material must be taken outside to large trash receptables. Do Not leave trash by trash cans, it must be put into a trash can.  
3. No profane, inciteful or hateful language or items are allowed such as but not limited to, clothing, music, posters, etc. 
4. All trailers (vendor/concessions) MUST have skirting. No exposed wheels. 
5. All amplified sound devices must be approved by Fair Management in writing and kept at a conversational level. Noise complaints could result in your sound devices being eliminated. 
6. No knives, weapons, mace, firecrackers, party poppers, caps, laser pens, smoke, or stink bombs, etc., will be permitted as sale items. Any vendor found selling these items may be asked to discontinue the sale items and can be asked to leave immediately. (Exceptions will include kitchenware or other items approved only by Fair Management in writing.) 
7. No bicycles, scooters, skateboards, etc. will be allowed on the grounds. 
8. No Golf carts allowed on Main streets of fairgrounds during Open Hours for any reason without pre-approval and a permit from Fair Management. Proper speed and handling must always be maintained, or privileges will be revoked. All drivers must have a valid driver's license. 
9. Do not dump oil or grease in the sink or directly into the sewer connections on the ground. Use the tallow containers provided on the fairgrounds. There will be a $1,000 fine per occurrence for violation of this rule, and you will not be invited back. 
10. No renter is permitted to drink alcohol of any kind within their booth, at any time. 
11. Vendors will be required to operate his/her business beginning Thursday April 17th, 2025, for the following hours: PIMA HALL HOURS  Mon-Wed 3:00pm-9:00pm, Thurs & Fri 3:00pm-10:00pm, Sat 11:00am-10:00pm, Sun 11:00am-9:00pm, THURBER HALL HOURS Mon-Wed 3:00pm-10:00pm, Thurs & Fri 3:00pm-11:00pm, Sat 11:00am-11:00pm, Sun 11:00am-10:00pm, OUTSIDE VENDORS & CONCESSIONS Mon-Fri 3:00p.m. – CLOSE, Sat-Sun 11 am -CLOSE. In the event of extreme weather or other threat or hazard, The Southwestern Fair Commission, Inc. has the right to close all the Exhibit buildings, outside Exhibits and Concessions. 
12. In the event the Vendor fails to comply in any respect with the terms of this agreement, the Commission may terminate Vendor's rights hereunder, in which all payments for the exhibit space shall be deemed earned and shall be non-refundable by the Commission. The Commission shall have the right to occupy or relet the space without notice to the Vendor. 
13. Vendors must remain within the designated booth area while exhibiting, demonstrating, selling, displaying, or promoting their product. Violation of this rule constitutes grounds for immediate termination. A vendor whose space is not open for business, or who does not have attendant at the space during all Fair hours, shall default on this agreement and its rights to such space shall be subject to immediate termination by the Commission.
14. At no time are vendors allowed to sleep in or behind their booths. Violation of this rule constitutes grounds for immediate termination.

PACKAGE AND DELIVERIES 

1. All VEHICLES, service vehicles, & delivery trucks must be off fairgrounds by 2:00pm Mon-Fri. and by 10:00am Sat-Sun on fair Days, no exceptions.
2. SWFC will maintain a Mail Trailer located by the RV Office. SWFC will not pay for C.O.D. charges, stamps, etc., unless prior payments are made with Vendor Office or Mail Attendant. 
3. Vendors must have a business name and contact person on all packages delivered. Keeping packages in storage at Post Office Trailer is not allowed. 

R.V. & STOCK TRAILERS

1. R.V. & Stock trailer must accompany application to reserve space and have correct credentials. 
2. Any R.V. / Stock trucks arriving before April 13th, 2025, or leaving after April 29, 2025, MUST pay $40.00 per day, if hooked up, through the Vendor Office.
3. One vehicle is allowed per space, other vehicles must park in other designated areas. Vehicles that block or occupy other rented spaces may be subject to towing and any applicable fees. 
4. Electric service is limited, we will make the best effort to meet vendor requests. 
5. Generators must be turned off between 12:00am & 6:00am. NO exceptions. 
6. Vendors are required to provide an "O" Ring for sewer connections and water hoses that do not leak and must bring all proper and safe electric cords and adapters to fit Fair outlets. NO hard wiring!!
7. Please be mindful of your neighbors and surroundings, as you're staying on property. NO Loud music or Loud Congregating. Be respectful to your neighbors, surroundings, and property. Excessive noise or multiple complaints could result in your removal from the premises with NO REFUND. If you are being disturbed by another RV occupant or see a problem, contact security located at Brekke Gate or call the security phone number at 520-940-6477

These regulations are subject to change.

SWFC Staff look forward to working with you at the 2025 Pima County Fair!!