Exhibitor Registration, Insurance Requirements, Taxes, and Shipping Information

COPPERSTATE goals are to provide a meeting and market place for sport and general aviation. The vendors who exhibit at COPPERSTATE bring the latest technologies, products, and services to the Southwestern United States. Sport Aviation pilots from Texas to California and from Montana to Arizona look to COPPERSTATE as a meeting place between fellow aviators and a shopping venue. Exhibitors at COPPERSTATE are rewarded with easy access to customers and an ideal environment for demonstrating aircraft and equipment. An extensive forums program allows the exhibitor to present his products to large audiences of potential custormers.

COPPERSTATE Exhibitors are the elite within the general aviation marketplace. As such COPPERSTATE is making every effort to provide an elite environment for these vendors. COPPERSTATE continues to look to new ways to serve this community.

All Exhibitors can expect to have contact information placed on the COPPERSTATE website for access by potential customers both before and after the event. This is, effectively, a free online service supplementing regular marketing efforts. Exhibitor information received by October 1 is assured a listing in the event program.

Food Vendors Note: Due to limitations, spaces in the Food Court are not generally available. Contact the Exhibitor Chairman as below for more information.

Retail Sales Note: See Special Information at the bottom of this page.

Please also note: There will be no electricity to outdoor exhibitors/vendors. You must be self sufficient.

To become a part of this very important marketplace, click on Exhibitor Registration (PDF) to download a form in pdf format or go to the Exhibitor Registration & Deposit form to start the process online. Note that applications will be accepted until October 15. Contact the Exhibitor Chairman for special consideration after that date. Also note the information documents and links at the end of this page. Alternatively, contact:

COPPERSTATE Exhibitors
P.O. Box 1522
Queen Creek, AZ 85142

Or,

Exhibitor Chairman:
Martin Kirkhuff
exhibit@copperstate.org

An Exhibitor Registration Packet will be forwarded on request.

SHIPPING INFORMATION

* If you need to ship merchandise to the COPPERSTATE event, label the container with large letters “COPPERSTATE EXHIBITOR” , your company name, and ship to:

Copperstate Fly-In
Warbird Hangar
4626 E. Fighter Aces
Mesa, AZ 85215

NOTE: Deliveries will not be accepted before October 18th. Exhibitors must make arrangements for outbound shipping. On-site storage will not be available after the event.

General Insurance Definitions and Requirements

Certificate of Liability Insurance

This is a document that insurance companies typically provide upon request at no cost. It is a statement that the insured does have liability insurance for the activity specified—in this case the COPPERSTATE Fly-In. A separate certificate should be issued for each of the following entities: “COPPERSTATE Fly-In, P.O. Box 1522, Queen Creek, AZ 85142” and “City of Mesa, 55 N Center St., Mesa, AZ 85201” showing each as an “additional insured.” The complete address as shown above must appear on each certificate.

Liability Waiver

This is a statement from an individual that he is voluntarily participating in an activity and that others involved are not liable for injury or damages resulting from that activity. The most common use at the Fly-In would be for persons involved in aircraft usage—either paid or unpaid.

2017 COPPERSTATE Insurance Requirements

*COPPERSTATE Fly-In expects any exhibitor involved in the activities specified in the signed contract to provide a “Certificate of Liability Insurance.” as above.

*COPPERSTATE Fly-In expects that any exhibitor giving aircraft rides or similar have every participant sign a Liability Waiver. It is assumed that each exhibitor already does this as a normal procedure and, if not, should prepare such a document.

Notice to Outdoor/Aircraft Exhibitors

The basic policy of COPPERSTATE management is that no tents or shades other than those provided by COPPERSTATE are allowed in aircraft exhibit areas. This policy is a result of consultations with our insurance carriers and COPPERSTATE attorneys. Other outdoor exhibitors should consult the Exhibitor Chairman to determine the acceptability of individual tents or displays.

Food & Beverage Sales

All vendors selling food and/or beverage items must obtain a permit through the Maricopa County Environmental Health Department. Information and guidelines pertaining to obtaining a permit can be found here: http://www.maricopa.gov/envsvc/envhealth/SpecialEvents/Default.aspx

"In order to sell or give away any food or beverage product at an event, you are required to hold the proper permit. Please refer to the guidelines for event requirements. A completed application and fee must be submitted (7) seven days prior to the event. Any application not received at least (7) seven days before an event will be charged a late fee. Permits must be obtained prior to the start of an event. Inspectors cannot issue permits or collect permit fees onsite. There are no exceptions." (Source: http://www.maricopa.gov/envsvc/envhealth/SpecialEvents/Default.aspx)

The Food Caterers Operating at a Special Event Notification Form can be found here: http://www.maricopa.gov/EnvSvc/EnvHealth/Pdf/CateringAtASpecialEvent.pdf

Please note: There will be no electricity to outdoor exhibitors/vendors. You must be self sufficient.

Special Information for tax on retail sales at COPPERSTATE

Quicklink: Arizona Transaction Privilege Tax Application (PDF)

State Requirements as quoted from the Arizona Department of Revenue website and tax tables ( www.azdor.gov):

I only do business for special events in Arizona, am I required to have a license?

Yes. The Transaction Privilege Tax Application (short form) must be obtained. This short form is specifically for event licensing or transient vendors and is intended for use by vendors at special events such as Fairs, Shows, Swap Meets, etc. The current license fee specified on the short form is $12. A link is provided to the most recent form (01/15) or go to www.azdor.gov to verify.

How long does it take to obtain a license?

Tax Rates on Retail Sales

Source: https://www.azdor.gov/Business/TransactionPrivilegeTax.aspx

State of Arizona and Maricopa County – 6.3%

City of Mesa – 1.75%

The above information should be verified with the Arizona Department of Revenue.