Vendor Information

 

To apply for a 2021 booth, complete our on-line 2021 Tucson Dealer Application.  If you pay in full before February 16, 2020 then you will receive FREE high-speed Wi-Fi for 21 days at the 2021 show. That’s a $150 value.

To view the floorplan click on the Vendor List & Floorplan tab


Our advertising campaign will include 290 billboards and lighted bus shelters in Tucson and southern Phoenix. This will ensure a 50,000+ attendance; making us not only the #1 most-attended gem show in the USA, but will also maintain our position as “the one show to visit if you have time for just one show“.

Our 2020 Ad Campaign will cost $200,000:

  • 115 billboards and lighted bus shelters at strategic locations throughout Tucson
  • 175 bus shelters throughout Chandler / Gilbert, with a population of 250,000
  • Page 1 Fold-Out in the Tucson Show Guide 
  • Page 1 Fold-Out in the Tucson EZ-Guide
  • Front Cover of the MetaGuide
  • Search engine placement with a $500 / daily spend for 45 days
  • Daily TV news coverage during the first week of the show

ELECTRICITY:

1,000 watts of electricity is included in the booth fee. Our apologies but additional electricity is not available. Halogen lights are banned from our show so you’ll need to upgrade to efficient LEDs, compact fluorescents, or other low-wattage lighting system to remain under the 1,000 watt threshold. In addition, anything that produces heat such as coffee makers, rice cookers, hot pots, space heaters, etc. are forbidden. Leave these at home. Vendors caught with such items will not be welcomed back to the show.


HEAT AND AIR CONDITIONING:

Climate-control is provided by fourteen 25-ton HVAC units.


WI-FI:

Our fiber optic cable has a 1 GB / second bandwidth, which can serve 12,000 users at one time. All customers will have free access for the first 4 hours. Those needing longer access can pay $10 for a day pass or $150 for the entire 18-day show + 3 days of set-up beforehand (total = 21 days). For this one price you can register TWO devices simultaneously, such as your phone, laptop, credit card machine, security camera, etc. 

We encourage you to purchase the 20-day option and invest in a few inexpensive security cameras for your booth that live-streams video to the internet. The footage is archived and and can be pulled up on your smart phone or laptop. These cameras provide 24-hour protection and will greatly deter theft.  If your camera captures a shoplifter then you won’t have to appear in court to ensure justice — just the video alone will be enough for the prosecutor to win a conviction of the thief.


SET-UP DAYS & TIMES:

Tuesday and Wednesday, January 28 and 29 between 9 AM and 9 PM.  Vendors who were not paid in full by the November 1, 2019 due date can check in on Tuesday, January 28 at 12pm.

For daily morning re-stocking during show dates, dealers may drive onto the premises starting at 9 am with a $20 deposit given to the lot attendant. If you leave before the 10 am opening time then your $20 will be refunded at the exit. If not, then the $20 is forfeited to the lot attendant and you will graciously accept your mistake.

There is no dealer parking allowed in the customer lot during show hours. Dealer convenience must never come before customer convenience. 


DEALER PARKING

Will again be located across the wash, like last year. However, this year there will be 24-hour security. Dealer cost is $25 for a hang tag that gets you daily daytime parking for all 18 days of the show. When you pull up to the guard, please press the hang tag against the window so that it can be seen. Purchase your hang tag for $25 cash when you pick-up your ID badge at check-in.

If you wish to store a truck, trailer or container overnight, the cost is $100 for each vehicle/item for the duration of the show. The lot is fenced with barbed wire on top and manned 24-hours a day.  REGISTER NOW for these overnight spaces by emailing a description of your equipment, license plate number, your name, cell phone and booth number to Lowell at LowellCarhart@yahoo.com. Pay at the show when you pick up your parking pass.

Although a historic 1929 steel bridge to span the wash has been purchased, the city government has been maddeningly slow in providing permission to get it installed. So, it will not be installed in time for the 2020 show. 

 


FORKLIFT, SHIPPING, AND STORAGE

Our on-site logistics company is AAA Old Pueblo Moving & Warehouse.
Their services include:

  • Pack and ship any size / weight item for you or your customer!
  • Provide you with unloading / loading forklift services for $70 / hour including the operator. (1/2 hour minimum)
  • Store pallets for $20 / month in their 24-hour secured, climate-controlled warehouse.
  • Offer a vault (video) measuring 5′ W x 7′ L x 7′ H that you fill (1,000 lbs. max), and they store in their warehouse. ($50 / month)
  • Ship from 1 to 100 pallets to anywhere in the world.
  • Other logistics services as well!

Your contact is Ralph Garcia:

Cell : (520) 419-4916
Email : RaGarcia@OldPuebloMoving.com
Website : OldPuebloMoving.com

AAA Old Pueblo Moving & Warehouse
711 S. Jacobus Avenue
Tucson, AZ 85701
Office : (520) 624-7440


SECURITY & VAULT RENTAL:

24-hour security begins at 8 am on Tuesday, Jan 28, 2020 for set-up and continues for 20 days. Starting the next day there will always be at least 3 uniformed armed security officers onsite. Further, overnight security is augmented with a K-9 team and and security patrol cars with flashing lights to make us the very last place that the bad guys will want to visit. In addition, we will have 6′ chain-link fence around the perimeter and exterior lights at strategic locations. Other security measures include video cameras and additional measures that we do not wish to publicize.

Reserved space in a massive on-site 8′ x 8′ walk-in vault is available for $150 (insurance not included). Despite these precautions, losses are inevitable, especially due to shoplifting. As an exhibitor you accept all risk of loss, damage, and theft whatever the cause and agree to hold the promoter, its employees, contractors, and suppliers, as well as the City of Tucson blameless in the event of loss of any kind. It is your responsibility to obtain insurance and provide adequate protection (such as showcases, cameras, RIF tags, alarms, chains, cables, safes, etc.) for your own merchandise.


LIGHT POLES, SHOWCASES, HARD WALLS AND TRUSS LIGHTING:

In our business, presentation is everything. Make sure that your booth is well lit and attractive so that it stands out and lures customers.  LED light poles can help do that for you with a rental price of only $95 per light for the 18-day show.  You’ll need one 7200 lumen light pole per table. High wattage Halogen lights use too much electricity, and are banned from our show. Reserve your elegant LED light poles now from Show Off Lighting and they will be installed at your table when you arrive. Visit the Show Off Lighting website.

For glass showcases, we highly recommend Dynamic Events Denver which has the lowest in Tucson even though they truck their inventory in from Denver. Download their 2020 Showcase Order Form and submit it to them ASAP to receive the Early Order pricing shown. After that date the prices increase to the Standard Rate.


COMMERCIAL SCALES:

If you are selling your merchandise by weight, please be aware that your scale(s) must be NTEP approved and registered with the Arizona Department of Weights and Measures.  Please review their Small Scale Brochure v4.0. They will make unannounced visits at the show and all scales that are not licensed by the AZDWM and/or not NTEP approved are subject to confiscation. If you would like further information or to request a Device License Package, please contact:

Arizona Department of Weights and Measures
1688 W. Adams Street
Phoenix, AZ 85007

Phone: 602-542-4373

Email: dwm@azda.gov
Web: https://agriculture.az.gov/about-us/divisions/weights-measures-services-division

Licensing
Phone: 602-542-3578
Email: licensing@azda.gov


SALES TAX & BUSINESS LICENSE:

Tucson’s 2.6% and Arizona’s 6.1% sales taxes total 8.7% and must be collected on all RETAIL transactions which is defined as anyone purchasing without a business license. After the show ends, you must report your wholesale AND retail sales and pay sales taxes SEPARATELY to Tucson (City taxes) and Arizona (State taxes). Be aware that show organizers are required by law to supply their dealer names and address to the taxing authorities.

For ARIZONA taxes, go to www.aztaxes.gov to register before the show and then file your Arizona sales tax return afterwards. Note that instead of “sales tax” Arizona calls it a “Transaction Privilege Tax” or TPT, so don’t let that confuse you.

All exhibitors/dealers (wholesale and retail) are required to obtain a TUCSON Business License for each and every location where they sell. A Tucson Tax official will visit you at the show to issue the license for $28. They will give you a form explaining how to file TUCSON sales taxes.

Wholesale buyers with a business license are exempt from sales tax, but it is the responsibility of you the seller to record the business license information should you be audited. If you do not provide the information during an audit, then you will be liable for the 8.7% tax. So keep good records!


SHIPPING TO THE USA:

There is no import tax or duty charged on minerals and fossils shipped to the to the USA. Be sure to use Harmonized Tariff Schedule (HTS) code number “9705.00.0091”. This code corresponds to “Collections and Collectors’ Pieces of Mineralogical or Paleontological Interest”. No taxes are due upon importation of minerals, fossils, gems, jewelry and similar items into the USA. Further, there are no duties on minerals and fossils shipped into the USA. Be sure to have a detailed inventory list and use Harmonized Tariff Schedule (HTS) code number 9705.00.0091. This code corresponds to “Collections and Collectors’ Pieces of Mineralogical or Paleontological Interest”.

Most gems, jewelry, semi-precious / precious stones, and precious metals are also exempt from import duties. However there are many exceptions in which the duty is 10% or more. To learn which specific items are subject to duty, please visit the official United States International Trade Commission website and use the Search function.

If only a few items are subject to duty and the amount is low, it is usually fastest / cheapest to pay the duty. However, in cases where the duty would be high, then the exhibitor can acquire an ATA Carnet at a cost of about $300 (+ surety bond at a cost of 1% of the merchandise value). The ATA Carnet is an international customs document that allows the holder to temporarily (up to one year) import goods without payment of normally applicable duties and taxes, including value-added taxes in more than 71 countries. The ATA Carnet eliminates the need to purchase temporary import bonds. So long as the goods are re-exported within the allotted time frame, no duties or taxes are due. Failure to re-export all goods listed on the ATA Carnet results in the need to pay the applicable duties (as would be the case for items that are sold). The acronym ATA is a combination of French and English phrases “Admission Temporaire/Temporary Admission.

To learn about and obtain an ATA Carnet please visit the International Chamber of Commerce website.


VENDOR CANCELLATION:

Unforeseen circumstances can arise that will prevent a Vendor from attending the show as planned. Therefore, release from contract is possible by written request, and refunds subject to the following schedule are available only to Exhibitors who have submitted the 50% minimum deposit:
Before 7/1/19: Full Refund
Before 8/15/19: 100% of amount paid less $200
Before 10/1/19: 75% of amount paid less $200
Before 11/1/19: 50% of amount paid less $200
11/2/19 or later: No Refund

Cancellation of any space beyond the cancellation window of 11/1/19 will result in vendor responsibility to pay the entire booking fee as originally contracted.  Participation in any Eons Expos show may be contingent upon finalizing all outstanding financial obligations.


Invitation Letters:

At this time we only offer letters of invitation to our registered vendors.  Please follow the link below and if approved as a vendor currently booked in good standing in the show, your letter will be sent to you at the email address provided. 

2021 Tucson Invitation Letter Application