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Rocks Gems & Minerals

Vendor Reservation

Pre Registration Information

Read all information below before booking. Your reservation confirmation will verify all the documents were read, understood and you will comply as written or implied. Contact the Event Manager for answers to questions or clarifications of any document.

Call for Reservation
Vendor Reservation Form

Terms and Conditions

Rental Rates

Pet Agreement

Crime Free Agreement

Forklift Service Agreement

Refunds and Cancellation Policy

Government Permits

Indemnification Statement

Refunds and Cancellation Policy

Refunds

If you are NOT fully set-up and ready to conduct business by January 5th: (This means all product, tent, tables, and equipment etc. must be in place and you are ready, willing, and able to conduct business).  The following may occur:

  • Your reservation may be canceled.
  • Deposits or down payments may be forfeited.
  • The space may be assigned to another vendor.

Those who cancel their reservation may be refunded up to 50% If the full reservation amount was PAID in full. The refund will then be processed when your assigned space is rented to another vendor.  It will take approximately 10 business days to process refunds. If your space is not rented the full amount will be forfeited.  Deposits less than the full amount of your space (s) fees are non-refundable.

Cancellations

To terminate the agreement, the vendor must email written notice 90 days prior to the reservation and state the reason.

There may be consideration to roll over the reservation to the following Show year.  If rolled over, additional increases in Show fees will be added to the vendor’s account.

The event manager reserves the right to terminate the agreement at any time in writing and for cause.  Should this occur, the vendor will be given three (3) show days to vacate the property.   Once notice is given, the vendor shall not continue business.

This agreement shall not be assigned, sublet, or otherwise transferred. Consignments or selling rocks or related approved items for another person or vendor is prohibited and will cause the termination of this Agreement and your removal from the property.  All fees paid will be forfeited.

Crime Free Agreement

In consideration for the execution or renewal of your lease, We, the Event Manager, and the Vendor agree as follows:

  • Vendor, any member(s) of the Vendor’s household, guests, or any other person affiliated with the Vendor, at or near the Vendor site.
  • Will not engage in the unlawful manufacturing, selling, using, storing, keeping or giving of any illegal or controlled substances as defined in A. R. S. 13–3451, at any locations, whether on or near your space.
  • Will not engage in any illegal activity, including, but not limited to the following:
    Prostitution as defined in A. R. S. 13–3211
    Criminal street gang activity as defined in A. R. S. 13–105 & 13–2308
    Assault as defined in A. R. S. 13–1203
    Threatening or intimidating as defined in A. R. S. 13–1202
    Criminal damage as defined in A. R. S. 13–1602
    Disorderly conduct as defined in A. R. S. 13–2904
    Facilitation of a crime as defined in A. R. S. 13–1004
  • A single violation of any of the provisions of this addendum will be deemed a serious violation, and a material and irreparable noncompliance, and will be good cause for immediate termination of your contract. Unless otherwise provided by law, proof of violation will not require a criminal conviction, but will be by a preponderance of the evidence.

In case of conflict between the provisions of the addendum and any other provision of the contract, the provision of this addendum will govern.

This contract Addendum is incorporated into the contract executed or renewed this day between the Event Manager and the Vendor.

I hereby authorize management to use all police generated reports as direct evidence in all eviction hearings against.

Name of Property: Desert Gardens Holdings, LLC — Show Grounds
DESERT GARDENS ROCK, GEM AND MINERAL SHOW

Forklift Service Agreement

Applicable only for those who use the fenced-in or other storage areas.

Desert Gardens Responsibilities:

  • Desert Gardens will provide forklift services to move Vendor RV’s and other stored products to and/or from the fenced storage area to the Vendor’s assigned vending space.
  • Vendor’s RV’s will be placed on the assigned space usually during December.

Vendor’s Responsibilities:

  • Secure entrance to the RV or Unit and secure all items inside to avoid damage during transportation.
  • Tires should be maintained in a condition to enable transportation from and/or to the storage area.
  • Ensure the space number or Company Name is clearly visible on the towing end of the RV or Unit*.
  • Ensure tires are in good condition for transportation.
  • Inform Office 24 hours in advance for all needed services. Office hours 8 am to 6 pm Monday — Sunday.

Fees:

  • $40.00 Transportation from and/or to the storage area.
  • $40.00 Thirty minute (30) Minimum charge for forklift service other than transporting RV’s.
  • $80.00 per hour for all other services. * (Product weight limit: NO MORE THAN 2000 lbs.)
  • $10.00 service fee to air tires for transportation.
  • Storage and transportation fees are paid prior to any service being performed. Initial payment will be $80.00 upon the renewal for next year’s Show contract. This will cover costs to bring an RV or Unit to the vendor’s site in December and returning it to storage in February or upon the vendor’s departure.

Term of Agreement:

  • In the event the Vendor breaches a provision under this Agreement, the Agreement may be terminated.
  • If this agreement is terminated, the Vendor shall remove their RV or Unit from the property.
  • Stored RV’s or Units can only be transported by Desert Gardens staff or approved parties.
  • Liability reasons prohibit Vendor’s from transporting their RV to or from the Storage area without written approval. Should removal by a third party be approved, that party is totally liable for all damages while transporting the RV or Unit.

Indemnification:

The Vendor hereby agrees to indemnify and hold harmless Desert Gardens Holdings, LLC, its members, managers, employees, and affiliates from all claims, injuries, losses, damages, liabilities, and theft of property arising out of transporting, unloading, or storing their RV or Unit.

*Note: Unit is defined as any item other than an RV transported from the storage area to a vendor space (pallets, barrels, etc.)

Indemnification Statement

FORCE MAJEURE: Force majeure refers to a clause that is included in contracts to remove liability for natural and unavoidable catastrophes that interrupt the expected course of events and prevent participants from fulfilling obligations.

Neither Party will be liable for any failure or delay in performing an obligation under this Agreement that is due to any of the following causes (which events and/or circumstances are hereinafter referred to as “Force Majeure”), to the extent beyond its reasonable control: acts of God, accident, riots, war, terrorist act, epidemic, pandemic, quarantine, civil commotion, breakdown of communication facilities, breakdown of web host, breakdown of internet service provider, natural catastrophes, governmental acts or omissions, changes in laws or regulations, national strikes, fire, explosion, generalized lack of availability of raw materials or energy as of the date of the execution of this agreement.

Vendor agrees to indemnify and hold Desert Gardens Holdings, LLC, its members, managers, and employees, from all claims which the undersigned may have, or from claims of third persons, for any injury or damage or loss or theft of property arising out of participation in the Desert Gardens Annual International Rock, Gem and Mineral Show.

Pet Agreement

The purpose of this pet agreement is to provide an understanding of your responsibility to the neighbors, the property, and your pet.  Should the following be practiced, it is certain that all involved will experience a pleasant stay. 

In Arizona, your dog should be always on a leash. No dog shall be permitted at large. Dog owners are often unaware of the Arizona laws that require taking proper measures to restrain your pet to protect others from potential harm that can arise out of your dog’s actions.

An animal is always regarded as being “at large” when it is off its owner’s premises, without a leash, and without a person to control the animal,

The following information is for direction and compliance:

  • Breeds of dogs prohibited from being on the Show Grounds are Dobermans, Pit Bulls, Rottweiler, Chows and Wolf or any mixture thereof.
  • The Leash Law always prevails on the property. No turning loose of animals to fend for themselves, such as in mornings, opening of door to let your pet relieve itself unattended.  No throwing of toys, sticks, balls, etc. within show grounds. Pets may be tied outside the unit if you are home, and the pet is confined to your space.  The first time your pet is found outside without being on a leash you will receive a warning.
  • There is a limit of two pets per site.
  • Pets will be kept inside your unit after 10:00 pm.  No pet will be tied outside the unit and left unattended at any time.  Remember coyotes love small animals.
  • Keep pets off neighbor’s lots.
  • We do expect you to always keep your pet’s noise under control.  Please have consideration for your neighbors.
  • Aggressive behavior by your pets will result in termination of your stay.
  • Pets are not permitted in any buildings.
  • Any person found not adhering to our pet rules will be asked to leave our show.
  • The owner is responsible for the pet at all times.  BE CONSIDERATE * ASK YOURSELF
  • Is MY pet capable of picking up its droppings?  If not, please pick it up and dispose of the droppings in the nearest trash receptacle.
  • Weight of pet must not exceed 25 pounds.
  • Ensure your pet does not disturb other tenants in any way.
  • Assistive animals must be registered with the manager.
  • Proof of all vaccinations must be provided.
  • Management reserves the right to refuse space to anyone whose pet does not meet the above requirements.

I Hereby agree to abide by the pet rules set forth by the management of Desert Gardens Holdings, LLC and understand that my failure to comply with these rules will result in my leaving the property with no refund.

Five Reasons to Obey Leash Laws

  1. It is the law
  2. When your dog is under your control—like on a leash—the dog is less likely to get into something he is not supposed to
  3. Just because your dog is friendly does not mean every dog is friendly
  4. Not everyone is physically able to withstand a dog jumping on them, even a nice dog
  5. People have the right to walk in a public place without being confronted by loose dogs

Government Permits

Local and State Permits

These Required Permits are available on-line.

Quartzsite Town Vendor Permit — ci.quartzsite.az.us

Arizona Transaction Privilege Tax (TPT) = State Tax Form – aztaxes.gov/Home/Register

FOOD VENDORS

IN ADDITION TO THE ABOVE:

  1. You Must Have A Health Permit From The La Paz County Health Department Prior To Setting Up Your Equipment
    Telephone: 928 669–1100
  2. Once Set Up, Contact the Quartzsite Fire Department For A Compliance Inspection.
    Telephone: 928 927–6556

NOTE: TOWN PERMIT MUST BE PRESENTED TO THE EVENT MANAGER

✓ UPON CHECK-IN

✓ OR PRIOR TO SETTING UP

✓ OR OCCUPING YOUR RESERVED SITE.

Site Rental & Other Rates

All Rental Rates are per site, plus government taxes are charged accordingly. Sites are approximately 25′ wide x 35′ deep or 875 sq. ft.

Long Term Reservations

Long Term – 59 days or more – $1,593/site

  • Sites B, C, D and E
  • January 1 – February 28
  • Three days free to set up (December 29th – 31st)
  • 50% or more deposit of base rate
  • Plus, electricity and $75 per vendor for water, sewer, and trash (additional)
  • Balance due in January
  • Departure first Monday in March ($20 per site fees apply after last day in February)

Long Term – 41 days or more – $1,435/site

  • Sites F thru G
  • January 1 – February 10
  • Three days free to set up (December 29th – 31st)
  • 50% or more deposit of base rate
  • Plus, electricity and $75 per vendor for water, sewer, and trash (additional)
  • Balance due in January
  • If extended to February 28th, $20.00 per day per site
  • Departure February 11th, or, if extended, the first Monday in March (fees apply after last day in February)

If a vendor leaves before February 11th, $80/day per site will be charged from January 1st to the departure date, and the vendor may be prohibited from participating in future shows.

Sites Near Parking Lot

  • Rows A thru J, numbered 22 are near the east parking lot
  • Sites near the parking lot are approximately 35′ x 35′ or 350 additional sq. ft.
  • January 1 – February 10 – $1640/site
  • January 1 – February 28 – $1895/site
  • Plus, electricity and $75 per vendor for water, sewer, and trash (additional)

Should a vendor leave the show to attend another show, the site must be staffed unless authorized by management. Stipulations might apply. Once a vendor checks out, the site becomes available to rent.

Early arrivals and late departures

  • November: $20/night
  • December: $20/night
  • March: $20/night

Not to exceed $390 per calendar month, plus $75 utility fee and electric.

Reservations by the day – 10 day minimum

  • Sites South of Row H
  • $80/day (10 day minimum), plus electricity
  • 50% of base rate
  • Setup & open for business January 1st
  • Departure no later than 9am of the departure date

Other Rates

Utilities

Fees may increase without prior notice.

Electricity

$.20 per kilowatt hour (includes administrative and maintenance fees).

Water, Sewer, and Trash

$75.00 per vendor

Paper Receipts/Invoices

$1.00 per page (go paperless with emails)

Printing Service

$.50 per page

Annual Storage + Government Taxes

  • $100.00 per space (Tents, Chairs, Tables)
  • $200.00 per space (RV’s and Pallets)
  • $250.00 per space (Cargo Containers)
  • $350.00 per space (Automobiles and Trucks)
  • $500.00 per space (RV’s — Inoperable or with flat/worn tires left on show site)
  • $720.00 per space (Vendors without Contracts)

Forklift Service

  • $80.00 Forklift Service (Transporting RV to and from the Storage Area)
  • $40.00 minimum (Unloading or Other Service)
  • $80.00/hour (Unloading Delivery Trucks – Notify Event Manager of Arrival Delivery Date & Time)
  • $10.00 per pallet (Transporting or Pallet Placement or Moving for Vendor)

Damages to utility lines (water, electric or sewerage) or posts and site clean up fees caused by the vendor, helper or guest will be billed $40.00/hour per person to perform the repairs or clean the site.

RV Site Rental

Vendor + Electricity & Government Taxes

  • $390.00/month

THE RECEIPT OF YOUR RESERVATION CONFIRMATION OR SIGNATURE  ON THE RENEWAL FROM OR APPLICATION SIGNIFIES YOU READ, UNDERSTAND, ACCEPT AND WILL COMPLY WITH ALL OF THE FOLLOWING PROVISIONS AND POLICIES AS NOTED BELOW.

  • Terms And Conditions
  • Pet Agreement
  • Crime Free Addendum
  • Refunds And Cancelltion
  • Indemification Statement
  • Forklift Agreement (if applicable)
  • Rental And Other Rates
  • State And Local Permit Requirement

IF YOU HAVE QUESTIONS, CONTACT THE EVENT MANAGEMENT VIA EMAIL.

Failure to comply with any of the above requirements may result in the cancellation of your reservation, and you will have to vacate the property and forfeit all payments.

Terms & Conditions

We are an Exclusive and well-known ROCKS, GEMS and MINERALS SHOW and ask that your products be related to the following categories.

  • Gems
  • Rocks
  • Minerals
  • Fossils
  • Jewelry
  • Lapidary Supplies and Equipment, etc.

NOTE: Arts and crafts vendors may join the show in February. Items to sell must be approved by the event manager.

Vendor Sites and Set-up

  • Check-in at the office upon arrival.
  • TOWN PERMIT MUST BE PRESENTED TO THE EVENT MANAGER UPON CHECK-IN AND PRIOR TO SETTING UP OR OCCUPING YOUR RESERVED SITE.
  • Set up before 9:00 a.m. and after 5:00 p.m. during Show Dates.
  • Barricades will be set on all Show area entrance rows to allow access to only foot traffic from 9:00 am to 5:00 pm and removed after 5:00 pm for vendor access.
  • Customers needing to pick up merchandise shall contact the office for delivery service to the parking lot. Contact information will be posted on Office window.
  • All sites are on corners * Lot dimensions are approximately 25’ x 35’ w/Full Hook-Up * Restrooms and Showers *
  • Two people, excluding customers, are permitted per vendor site, unless otherwise cleared with the Event Manager. Requests must be submitted in writing.
  • It is the vendor’s responsibility to maintain a neat, orderly, and clean area, respect neighbors and accept responsibility for the behavior of those registered to help.
  • ONLY 1 RV, Camper or vehicle and TWO PERSONS per site.
  • Site markers shall not be moved or altered.
  • Make Any Alterations to your site without management approval. (Holes, trenches etc.) are prohibited.
  • Remove all debris on your site before you leave the property. (Metal cages, barrels, nails, trash, pallets, etc.)
  • Your assigned site must be left in the same or better condition than when you arrived. You will be charged if Show personnel must clean up the site. (Refer to the Rental Rates Page – Clean up FEES).
  • Once a vendor checks out, the site becomes available to other vendors.

Trash Removal

  • Dispose of wooden pallets and metal cage containers along the fence near the dumpsters South of the restrooms.
  • Dispose of all trash in the Dumpsters South of the Restroom/Shower Building.

Restrooms/Showers

  • Restrooms and Showers are provided for your convenience. Shower Tokens are available from 9:00 am to 5:00 pm at the Event Office for a fee. Maintain the facilities in a neat and clean condition and pick up after yourself.
  • Hours of operation are posted in the Shower Building and Office Information boards.
  • Bathing, washing dishes and cookware are prohibited in restroom sinks.
  • PETS are NOT permitted in the showers.

Fire Lanes

  • The dimensions are 20 feet wide and 13 feet 9 inches high.
  • Please set up inside your site markers. Fire Department personnel will make random checks to ensure the Fire Lane has not been encroached. Do Not place product or items of any kind in Fire Lanes. Parking in Fire Lanes is prohibited. Contact the Quartzsite Fire Department to verify needing a fire-proof tent, canopy, covering, etc.

Signage

Signs or banners displayed on the Show Grounds property will be removed. Banners may be displayed on barriers located on the East and West rows. One banner per row A through M. Available on a first come and are fee based.

Parking

  • Vendor Trailers must be parked on the East side of the Show along the fence line. Leave entrance parking areas for visitors and handicapped parking.
  • Do not park, place product, tables, etc. in walkways and Fire lanes.
  • Parking in Vacant sites is Strictly prohibited.
  • You may park in walkways at night, providing you are not blocking another vendor from coming or going into their site. If your vehicle is parked within the perimeters of your site, it shall NOT be moved between 9:00 a.m. and 5:00 p.m.
  • Be considerate of our visitors and avoid parking in rows close to entrances.
  • Customers needing to pick up merchandise shall contact the office for delivery service to the parking lot.

Safety and Security

  • The Show ends at 5:00 pm daily — Only registered vendor’s and helpers are to be on the property after 5:00 pm. Honor the 10:00 pm Local Noise Ordinance.
  • Be a good neighbor and report all suspicious persons or activities to Management. Secure your area and product after hours.
  • Unauthorized removal of locks from any place on the show grounds (i.e. electrical boxes or storage area gates) will be considered breaking and entering and punishable by law.
  • Burning of wood, sage or other material which has the potential of creating a safety or health issue to other vendors is strictly prohibited.
  • The use of electric heaters is prohibited.
  • The speed limit when driving on Desert Gardens Property is 5 MPH.
  • Vendor accepts responsibility for the behavior and compliance of all the Terms and Conditions and other provisions listed below for those helpers registered to assist while on Desert Gardens Property.
  • Vendors are responsible for having personal liability commercial insurance.

Storage

  • Fenced Storage sites are available to Vendors with Confirmed Reservations.
  • Tents, tables and chairs and any other vendor vehicles, supplies, materials, and equipment stored in the storage area must be secured, contained, and identified by site number or vendor company name.
  • Recreational Vehicles (Caravans) shall have the vendor site number identified on the transportation connection.
  • Cargo containers identified by Site Number on the entrance doors.
  • No Items shall be stored outside the RV or Storage Container.
  • The storage of any personal or business items in the fenced storage area is at vendor own risk and storage containers, RV’s and other items must be secured to avoid unwanted access.
  • Vendors are responsible for having personal liability commercial insurance.
  • IF YOU HAVE QUESTIONS, CONTACT THE EVENT MANAGEMENT VIA EMAIL.
  • Failure to comply with the above requirements may result in the cancellation of your reservation and you will have to vacate the property and forfeit all payments made for participating in the Show.