WestEXHIBITOR FAQs
MAY 16-18, 2025
FT. TUTHILL COUNTY PARK // FLAGSTAFF, AZ, USA
FRI 8-5 | SAT 8-5 | SUN 9-3
Important deadlines TO NOTE
PLEASE NOTE: THESE DATES WILL BE STRICTLY ADHERED TO.
THERE WILL BE NO EXCEPTIONS.
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Deadline to Submit Creative for Sourcebook Ads:
February 28, 2025 -
Deadline for Exhibitor Demo Applications:
March 28, 2025 -
Deadline for Exhibitor Rentals:
April 16, 2025 -
Deadline for Media Kit Submissions:
April 25, 2025
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Deadline for Sampling Application:
April 16, 2025 -
Last date to add extra Badges:
Coming Soon -
Deadline for Attendee Bag Inclusion Deliveries:
May 9, 2025
BEFORE THE SHOW: MARKETING
Registered exhibitors are welcome to host a demo about your product or technology within your booth. It’s a great way to show off what you know and why customers should purchase your product. Product demos are held at your booth and are advertised in the Overland News’ printed schedule that is available at the show or by using our online app.
Apply to give product demos – CLICK HERE
*Subject to approval*
Deadline: March 28, 2025
We will have one 2025 issue of the Overland Sourcebook Guide. Please use the guide below to access ad specifications for your Overland Sourcebook ad. This document includes sizes, specs, and deadlines.
2025 OVERLAND SOURCEBOOK SPECS
If you would like the opportunity for free marketing exposure, you can send us print-quality (300 dpi) logo- and text-free images and we’ll consider them in the editorial sections of the Overland Sourcebook, our popular guide to all things overland. By submitting images, you are granting Overland Expo / Emerald X LLC non-exclusive rights to use the image/s in print and digital format for the purposes of promoting Overland Expo, and you acknowledge that you own the rights to the images submitted.
Deadline: February 28, 2025
ATTENDEE SWAG BAG MATERIALS – Quantity of 2000
Deadline: May 9, 2025
This is the perfect opportunity for attendee exposure to your brand by placing something memorable in their hands. The ideal giveaway would be a small item or “trinket” with your logo/branding. We encourage this type of premium small swag item with logo/branding, and strongly discourage paper flyers/postcards for the attendee bag. If a paper item is chosen, we do ask that you use it to promote a discount at the event itself or an invite to pick up the giveaway item at your booth. Flyers must be produced on high quality paper or thick card stock.
Important Notes:
- No liquid, anything perishable, or large items like frisbees, etc.
- Must be an enrolled exhibitor or sponsor for the current show.
- All items being shipped for Attendee Swag Bags, must arrive by May 9, 2025.
Please ship all swag bag items to:
Armour Self Storage / Overland Expo
UNIT# Y0020
Attn: Overland Expo / Insert Exhibitor Name & “SWAG BAG”
3025 E. Industrial Drive
Flagstaff, AZ 86004
Overland Expo is hosting a charity raffle to benefit the Overland Expo Foundation. All prizes will be raffled and awarded to attendees at the Overland Expo event.
Overland Expo Foundation Raffle
- Saturday – 7 pm @ the Oasis Bar & Food Court
- Fill Out This Form To Donate A Giveaway Item!
We also host a raffle at the Moto Party + Dinner benefiting a moto charity (TBA).
Moto Party + Dinner Raffle
- Friday – 7 pm @ the ADV Skills Area
- Fill Out This Form To Donate A Giveaway Item!
We will begin promoting the prizes and companies who donated via overlandexpo.com, social media, and our e-news in early May! To be included in the advance promotion, let us know what you’d like to contribute.
Would you like your company included in our Digital Media Kit to get in front of attending media? Please fill out the form below:
This may promote your company’s activities at Overland Expo® or your newest products.
Deadline: April 25, 2025
Once again, we’ll have custom bags for our special camping attendees. There will be Overland Expo® patches on the front. We encourage you to have your own patches made (with the hook part) and give them away at your booth. This drives people around the exhibitor area to collect as many as they can! This is a great way to get your logo out to the community and to be a very interactive and important part of this event. Keep the patches no bigger than 2″ ideally (2.5″ max) please! We had good luck with Patches4Less.com. Bring these to the show to give out on your own for more interaction with your brand (we don’t recommend making these your attendee bag items).
TRADEMARK, INTELLECTUAL PROPERTY & UNAUTHORIZED USE:
Emerald X, LLC maintains a strict policy on intellectual property rights and will take action on any intellectual property infringement. The term “Intellectual property” or “IP” is used to describe various types of intangible property, patents, registered trademarks & service marks, and registered copyrights. Use of any Emerald X, LLC intellectual property or creating, selling, or promotion of any likeness of Emerald X, LLC intellectual property will carry severe consequences, which may include rejecting an exhibitor’s application to participate at Emerald X, LLC sponsored shows, closing an exhibitor’s booth, banning an exhibitor from future Emerald X, LLC -sponsored shows. It is the sole responsibility of the exhibitor to ensure they are not in violation of this contract term. Examples of violations would include merchandise, apparel, products and services provided, sold or promoted at any Emerald X, LLC events that carry the trademark of Overland Expo®, Outdoor Adventure X or Outside Adventure Expo®; resemble the likeness or references to these events including but not limited to event location coordinates, Expo East, Expo West, Expo Mtn West, Adventure Expo; resemble the likeness of Overland Expo’s signature compass or any Emerald X, LLC event logo; or resemble the services or format of Overland Expo®, Outdoor Adventure X or Outside Adventure Expo®.
Tell your fans and followers to come see you at the show!
Email Us for a link to our digital media room with social media assets and promotional copy.
Tag @overlandexpo and #overlandexpowest on Instagram, Facebook, and LinkedIn.
- Add the Official Overland Expo West 2025 Facebook event to your FB page. Once in the event, click the 3 dots next to the “share” button, and click “add to page.”
BEFORE THE SHOW: BOOTH PLANNING
SHIPPING – FREIGHT, DELIVERIES, & SHIPMENTS
Exhibitors are entirely responsible for all inbound/outbound freight including but not limited to:
- EXHIBITORS MUST COMPLETE INBOUND SHIPPING FORM HERE
- Preparing items for shipment, sourcing pallets, wrapping, attaching a BOL
- Arrangement of all inbound/outbound shipping services with a shipping provider (including the Monday post event)
- Scheduling delivery & pickup of your freight
SHIPPING – ATTENDEE SWAG BAGS
All items being shipped for Attendee Swag Bags, must arrive by May 9, 2025.
Please ship all swag bag items to:
Armour Self Storage / Overland Expo
UNIT# Y0019
Attn: Overland Expo / ATTENDEE SWAG BAG
3025 E. Industrial Drive
Flagstaff, AZ 86004
SHIPPING BOOTH MATERIALS, SUPPLIES, AND PRODUCT – EVENT WEEK
Please ship all booth materials, supplies and product to be show site the week of the event, May 12 – May 15, 2025. A $300 Handling Fee Per Crate/Pallet will be charged for delivery directly to your booth.
Fort Tuthill
Attn: Overland Expo & Insert Exhibitor Name and BOOTH # HERE
2446 Fort Tuthill Loop
Flagstaff, AZ 86005
PRIOR TO EVENT WEEK SHIPPING: Friday, April 18 – Friday, May 9, 2025
If you must ship assets prior to event week, please use the below address and note the material handling fees that will be applied.
- NO Pallets or Crates can be accepted at the Armour Self Storage facility. Pallets and crates can only be received at Ft. Tuthill starting the week of the event, May 12th.
- No shipments will be accepted beyond 30 days out (Friday, April 18, 2025)
- In the “Attn To” line, add both “Overland Expo” and Exhibitor’s Name in the shipment to ensure an accurate delivery.
- Additional fees will be added if non-goody bag items are shipped to the storage facility
Armour Self Storage / Overland Expo
UNIT# Y0019
Attn: Overland Expo / Insert Exhibitor Name and BOOTH # HERE
3025 E. Industrial Drive
Flagstaff, AZ 86004
PRIOR TO EVENT WEEK – SHIPPING & HANDLING FEES
- Loose Packages 0-50lbs – $25 per package handling fee
- Loose Packages 0-100lbs – $50 per package handling fee
- Loose Packages 100lbs + – $100 per package handling fee
RECEIVING SHIPMENT/DELIVERIES TO YOUR BOOTH
Once onsite, please proceed to the Show Office and let management know you are ready for your shipments/deliveries. Payment will be required at this time. Once payment is confirmed, your shipments/deliveries will be sent to your booth.
CAMPER TRAILER OFF LOADING FEE (use of ball/hitch)
Have a transporter full of camper trailers? We can help you offload these trailers for a $300 fee per load.
POST EVENT – OUTBOUND SHIPPING
If you have outbound shipping, please pick up a Material Handling form from the Show Office. Please complete and return form promptly to the Show Office.
All exhibitors that complete a Material Handling form will have their preprepared shipments picked up from their booth for outbound shipment on Monday. Exhibitors must schedule pickup and place a BOL on their wrapped pallets for outbound shipping. If there is no BOL ready on the shipment, our team will NOT pick it up. Please guarantee the shipment is wrapped and ready before leaving the venue grounds.
Please note:
- We cannot print BOLs onsite
- We do NOT have any extra pallets onsite for outbound shipping
STAFF WILL BE AVAILABLE ON-SITE FOR OUTBOUND SHIPPING BETWEEN HOURS OF:
Sunday: 4PM – 6PM
Monday: 8AM – 5PM
Tuesday: 8AM – NOON
Please plan accordingly!
For any shipment/pallet/crate left on the grounds at venue after the Monday, May 19th, there will be a $500 per day storage fee imposed.
CAMPING ON-SITE
VERY IMPORTANT, THERE ARE RESTRICTIONS! Please be aware that we don’t have room for camping directly behind most booth spaces:
IN-BOOTH EXHIBITOR CAMPING
- Must camp within exhibitor booth footprint.
- Primitive camping, no hook ups
- Camping is only allowed upon approved exhibitor check in – Monday until 11am
- No open flames, propane only, must have an on/off switch
- Ideally no vehicle movement once placed in booth space
- Overland Centric vehicles only.
- No RVs, Toy Haulers etc…
- Must receive an Exhibitor In-Booth Camping hang tag for vehicle or trailer, if camping in exhibit vehicle. Please request at check-in.
- We highly recommend that if you are camping, please plan to stay within the show all weekend long.
- Quiet Hours: 10pm – 7am – strictly enforced
- There is no cost associated with camping within your booth space footprint
EXHIBITOR CAMPING – NOT IN BOOTH SPACE
- Must register to camp via this LINK – $80 for Wednesday – Monday at 11am
- Primitive camping, no hook ups
- Camping Check In will be:
- Wednesday – Noon – 6pm
- Thursday – 8am – 6pm
- No exceptions.
- For quicker and easier check in please register in advance via this LINK. Limited camping will be available on-site.
- Campsite is per camping space not per person
- RVs are NOT allowed Exhibitor Camping
- If you have an RV you will be requested to park in trailer parking
- No open flames, propane only, must have an on/off switch
- Quiet Hours: 10pm – 7am – strictly enforced
- Once a camping pass is purchased, there will be no refunds.
- CAMPING IN ATTENDEE CAMPING AREA: Another option is to camp in the attendee camping area, but a WPC must be purchased online before the event. There is limited availability and sites are assigned as you arrive. Camp hosts will be on hand to help you. We do not reserve spaces in this camping area.
- HOTEL ARRANGEMENTS can be booked with the Embassy Suites in Flagstaff, AZ. In order to secure your room, you must book by April 19, 2025. Click here to view rooms available. If no rooms are available, please call the hotel at (928) 774-4333 to book.
DISCLAIMER: if you are contacted by Expo Housing Services (http://www.expohousingservices.com), we are in no way associated and we believe it is a scam.
General liability insurance coverage is always required of each Overland Expo exhibitor, however, we know that securing these certificates of insurance (COI) can be a time-consuming after-thought and hassle. After much research and many requests from exhibitors for a better solution, we’ve secured a service with our preferred insurance provider to include an exhibitor COI with the purchase of any Overland Expo booth space or sponsorship moving forward. This convenience to the exhibitor will ensure that all exhibitor COIs meet insurance requirements and will eliminate the hassle to the exhibitor of securing a COI from an outside provider. This also ensures that no additional certificates of insurance will be required to purchase by the exhibitor.
Once an exhibitor places a booth space order, we will secure the COI on the company’s behalf and will share that certificate with you for your files. You will receive an email (sent to the registered email on Event Hub) from Rainprotection Insurance Co. with a copy of the COI for your records.
If you are planning to SELL RETAIL ITEMS (display only exhibitors do not need this!) directly to consumers you MUST acquire an Arizona Transaction Privilege Tax license online (fee as listed on website): https://www.aztaxes.gov/Security/Register. If you have any questions, please see the AZDOR FAQ here: https://azdor.gov/transaction-privilege-tax/special-events-craft-shows-trade-shows/vendors
Details coming soon!
All tents must be secured (no staking) – no exceptions. Weather is unpredictable and winds are often gusty.
Please make sure to bring supplies for securing tents and displays properly. Large water containers (10 gallons or more) make the best anchors for tents on asphalt and concrete.
- 700 lbs ballast on each tent leg
- Limited number available for rent – $150 per ballast/ Forklift delivery additional charge. Must be added to your order before arrival onsite.
- Proper way to secure tent to ballast
- Fire Extinguisher with current up to date permit
- Exit Sign (if the tent has walls)
- Fire Certification from tent manufacture
- Tent anchors must fit in designated booth space
TENTS – LESS THAN 400 SQ FT
Portable fire extinguishers REQUIRED (IFC 3104.12) and displayed in tent.
At Ft. Tuthill, staking is NOT allowed, however all booth tents must be secured. The weather is unpredictable, and the winds are often gusty.
Structural stability and anchorage required. Tents must be adequately braced or anchored by manufacturer recommended product specs. (IFC 3103.3.9). We highly recommend nothing less than 50lbs per each leg, this is a minimum for a 10×10. It is your responsibility to determine what is safe and secure for your own tent needs.
Bring supplies for securing tents and displays properly.
Large water containers (10 gallons or more) make excellent anchors for tents on asphalt and concrete. Designated water fill stations will be available on-site. Be prepared to take your tent down, as needed, depending on severe weather conditions.
TENTS OVER 400 SQ FT
All 20×20ft (400sq ft) tent or larger, REQUIRE a tent permit.
If you have a 20×20 (400sq ft) tent or larger, please CONTACT US regarding requirements.
Your tent will be inspected by the Fire Marshall, all below requirements must be met or you may be asked to take your tent down.
- 700 lbs. ballast on each tent leg
- A limited number are available for rent – $150 per ballast. Ballast rentals must be added to your order in the portal
- Proper way to secure tent to ballast (i.e. ropes/rachet straps)
- Fire Extinguisher with current up to date permit
- Illuminated Exit Sign (if the tent has walls)
- Fire Certification from tent manufacture
- Entire tent and weights/ballast must fit in designated booth space
COOKING GUIDELINES
No cooking is allowed within / under any tents and buildings, no exceptions.
No cooking or open flame in or within 20 feet if open to the public (IFC 3104.7)
No heating or cooking equipment within 10 ft. of exits (IFC 3104.15.3)
Outdoor cooking that produces grease laden vapors or sparks located at least 20 ft. from tents (IFC 3104.15.6)
REQUIREMENTS FROM INTERNATIONAL FIRE CODE (IFC)
Permanently affixed label indicating size, type of fabric (IFC 3104.3)
A membrane structure or tent shall have a permanently affixed label bearing the following information:
- The identification of size and fabric or material
- The names and addresses of the manufacturers of the tent or air-supported structure.
- A statement that the fabric or material meet the requirements of section 3104.2 (Flame propagation performance testing and certification)
- If treated, the date the fabric or material was last treated with flame-retardant solution, the trade name or kind of chemical used in treatment, name of person or firm treating the fabric or material and name of the testing agency and test standard by which the fabric or material was tested.
- If untreated, a statement that no treatment was applied when the fabric or material met the requirements of section 3104.2
LP GAS CONTAINERS & COMBUSTIBLE LIQUIDS
Securing compressed gas containers, cylinders and tanks. (5303.5.3) Compressed gas containers, cylinders, and tanks shall be secured to prevent falling caused by contact, vibration, or seismic activity. Securing of compressed gas containers, cylinders and tanks shall be by; 1. To a fixed object with one or more straps 2. on a cart or other mobile device designed for movement of tanks 3. To or within a rack or framework, cabinet or other assembly designed for such use.
LP gas containers must be located outside (IFC 3104.16.2)
Small (under 500 gal.) LP containers at least 10 ft. from tent (IFC 3104.16.2.1)
Large (over 500 gal.) LP containers at least 25 ft. from tent (IFC 3104.16.2.2)
LP gas containers secured and protected from damage (IFC 3104.16.3)
No flammable liquids or liquid fueled equipment shall be stored inside tents; storage of flammable and combustible liquids at least 50 ft. away (IFC 3104.17)
No refueling within 20 ft. of the tent (IFC 3104.17.3)
DISPLAYING OF MOTOR VEHICLES
Liquid and gas fueled vehicles and equipment used for display under tents or membrane structure shall be in accordance with sections IFC 3107.15.1 through 3107.15.5.3. This includes any vehicles that are partially displayed under a covering, and they must also abide by the following:
- Batteries shall be disconnected except where the fire code official requires that the batteries remain connected to maintain safety features.
- Vehicles or equipment shall not be fueled or defueled within tent or membrane structure
- Fuel in the fuel tank shall not exceed one-quarter of the tank capacity or 5 gallons (19 L), whichever is less
- Fuel tank opening shall be locked and sealed to prevent the escape of vapors
- The location of vehicles or equipment shall not obstruct means of egress
All rules and regulations for sampling at Overland Expo can be found on the Sample Request Form below. Anyone wishing to sample at Overland Expo West must submit the form by April 16, 2025.
ON-SITE: BOOTH PLANNING
Your booth display must fit into your purchased space. This includes any weights that secure your tent down, display items, vehicles, and trailer (if applicable).
QUIET HOURS: Quiet hours start at 10 pm and are strictly enforced.
MUSIC: Very low volume music is acceptable, but do not disturb your neighboring exhibitors.
DISPLAY: Your display must be a family-friendly exhibit. Absolutely no profanity, no sexual content (including innuendo), no scantily clad “spokespersons” either in person or in pictures, and no copyright infringement upon the Overland Expo logo / brand is allowed.
GENERATORS: Exhibitor Generators are allowed as long as they are quiet. If your generator is loud, you will be asked to turn it off during show hours. If you are camping in your booth, your generator must be turned off by 10 p.m. If you are carrying extra fuel in your booth for the generator, you are also required to have a fire extinguisher.
EXHIBITOR LOAD-IN FOR ALL EXHIBITORS:
- Wednesday, May 14, 2025, Noon to 6pm: No early arrivals will be allowed in until NOON, other than large semis. If you will be bringing a semi for your booth space or product, then please contact your sales representative before the event so they may expect your arrival. If you have a trailer that is part of your booth display, we highly encourage you to arrive and place the trailer in your booth space on Wednesday.
- Thursday, May 15, 2025, 8am to 6pm: Load-in will continue.
- SEMI RIGS need to arrive by 9am on Wednesday to get placed before we start load-in at noon.
- Moving in or setting up will not be allowed on Friday before gates open. All exhibitors must be moved in and set up by Thursday 6:00 p.m.
EVENT HOURS:
- Friday – 8am-5pm
- Saturday – 8am-5pm
- Sunday – 9am-3pm
Exhibitors are to be in their booths and ready to go before Event opens. We suggest that you arrive no later than 30 mins before Event opening to be prepared for the crowd.
DISPLAY VEHICLES:
- Display vehicles are vehicles that are part of a booth display, that fit into the booth dimensions and have been designated with a “Display Vehicle” hang tag.
- If the vehicle does not go into your display space, then it does not come into the show area. All other exhibitor vehicles must be parked in the designated exhibitor parking lot and are required to have a parking pass. If in need of a parking pass, please purchase one in the Show Office.
- Display Vehicles will be allowed to enter the show area for booth space placement from 6 a.m. – 7 a.m. on event days (7 a.m. – 8 a.m. on Sunday). No other vehicles are permitted to enter the show gate / area on event days other than the display vehicles with display vehicle hang tags.
- No vehicles will be permitted to enter the show area after 7 a.m. on any event day. There will be no exceptions. Any display vehicles arriving after 7 a.m. on an event day (8 a.m. on Sunday) will only be permitted to park in the designated exhibitor parking lot.
- Display Vehicles are not permitted to leave the show area until an hour after the event has closed to the public due to safety purposes.
- It is highly encouraged to leave any Display Vehicle in your booth all weekend (instead of driving this vehicle back and forth into town/hotel) to avoid any issues with getting your Display Vehicle back in your booth space.
THURSDAY, FRIDAY, AND SATURDAY FROM 5 – 7 PM: All nightly Happy Hour events will take place at the Oasis Bar & Food Court. Show your exhibitor badge to receive a free drink ticket to the bar. Alcoholic and non-alcoholic options are available.
Arrival documents will be available approximately 30 days out from the event. We will send them out to the main contact email that is registered within the exhibitor portal.
If you need to change your main contact in the system, please contact your sales representative to take care of that for you.
PRODUCT PICKUP: If you have sold an oversize item that your customer will need help bringing to their campground / car, then call this number and a member of our staff will be able to assist with a shuttle / cart.
AFTER-HOURS SECURITY: If you are in need of assistance from security after show hours (overnight), then call this number and our roaming security will immediately assist you on-site.
You must inform Show Management of any intent to host a gathering that includes the distribution of alcohol on venue premises and obtain a permit. Any serving of alcohol must be organized and managed through the event venue.
Due to liquor licenses and rules set by the Alcohol and Beverage Commission in each state, there are strict rules on distribution of alcohol. Any organized party not registered with Show Management and not complying with the rules will be considered illegal and dealt with by the County Sheriff and will be shut down immediately. There is no distribution of alcohol allowed on venue premises via any other channel other than the event venue’s alcohol provider.
For Set Up Before the Show:
- Please break down all the cardboard and leave it at the end of your aisle. The clean-up crew will come by and grab it prior to opening the next day.
- Any additional trash that is not cardboard can be placed in dumpsters and trash cans surrounding the event.
- Trash cans will be located at the end of aisles, so that no exhibitor has a trash can in their booth.
- If you would like an Overland Expo Foundation trash bag to keep in your booth, please inquire at the Show Office.
For Tear Down at the End of the Show:
- Please break down all the cardboard and place it in your booth space.
- Please do NOT leave behind concrete blocks, sandbags, wood chips or gravel. If you do not want to take them with you, please place them in a dumpster.
You will receive two (2) complimentary parking passes for vehicles that are not going into your display stand when you pick up your credentials at the Show Office. The vehicles remaining static in the display booth for the weekend will receive a separate “Display Vehicle” pass.
The complimentary exhibitor parking passes will allow two vehicles to enter the venue and park in the exhibitor lots. If you have more than two vehicles, we will be charging $20/additional vehicle to be able to park onsite (in the exhibitor lots only) for the entire weekend.
Exhibitors who attempt to leave early damage the show, create a dangerous environment for attendees, and harm attendance prospects for future shows. There are attendees that purchase Sunday passes, expecting to see a full show, and we must provide them with the same event and exhibitor experience.
Early departures will mean you will forfeit your space for future shows. Keep in mind, we are a sold out event, plus waitlisted 200+ exhibitors. If you personally are not attending the show, then please make sure your staff is aware of this. We will have staff on hand to record any early departures.
OTHER CONSIDERATIONS
The Terms & Conditions and Exhibitor Space Agreement for Overland Expo West can be seen below:
We do not sell our Attendee Lists. If you receive any email offering our attendee lists, it is a scam. Reach out to your sales rep with any questions.
- General Questions about Overland Expo® – FAQs
- Questions about the West Venue – West FAQs
- Still have questions? Email [email protected]
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Photo by Brett Willhelm, Willhelmn Visual Works