Exhibitor Set-up Information


Phoenix USA Fit Games
Westworld of Scottsdale
16601 N Pima Rd, Scottsdale, AZ 85260

Saturday August 3rd, 2024
8:00am – 10:00pm


Please visit our website for Expo Times, Hotel & Convention Center Information.


Our show manager is in charge of answering all logistical questions that may pertain to setting up your booth. Please reach out to Steve Straka if you have any questions.

Steve Straka
Show Manager
Vision Star Entertainment, Inc.



Hilton Garden Inn by Hilton
Scottsdale/North Perimeter

8550 E. Princess Dr 
Scottsdale, AZ 85255



Westworld of Scottsdale
16601 N Pima Rd, Scottsdale, AZ 85260


Set Up Time

  • Friday August 2nd
    12:00pm – 8:00pm
  • Saturday August 3rd
    6:00am – 7:30am
    Booth must be set up by the time the doors open at 8am.


Move Out Time

  • Saturday August 3rd
    Immediately following the closing of the expo.


10×10 booth

  • Pipe & drape (back of your booth – pipe & drape is 8ft tall)
  • (1) 6ft skirted table
  • (2) chairs
  • (1) trash can


10×20 booth 

  • Pipe & drape (back of your booth – pipe & drape is 8ft tall)
  • (2) 6ft skirted tables
  • (4) chairs
  • (1) trash can


20×20 booth

  • Pipe & drape (back of your booth – pipe & drape is 8ft tall)
  • Up to (4) 6ft skirted tables
  • (8) chairs
  • (1) trash can



Vendor Badges are for the people working your booth. They must have a vendor badge on to be inside the expo at any time. They may pick up their vendor badges during set up at the VENDOR CHECK-IN TABLE. This is located at the back dock during set up hours. If your booth workers are picking up their badges they day of the expo, they will come to the WILL CALL booth located outside the expo entrance by the ticketing area.


Vendor Badge Count:
10×10 Inline – 4 badges
10×10 Corner – 4 badges
10×20 Gold – 8 Badges
20×20 Island Booth – 12 Badges
VIP Sponsor – 12 Badges
Title Sponsor – 15 Badges


Check out your booth location any time on our website. If you just paid for your booth and do not see your booth on the map, it will be updated within the next few days.



GEMS is excited to return as the Expo Service Provider for the USA Fit Games! Our services include material handling for all freight, forklift service, labor for installation and dismantling, standard and custom furniture rental, carpet and booth cleaning.

We are excited to offer an easy way to view show info, place booth orders for additional items (carpet, etc), find links to electrical information and download shipping labels through our online ordering portal! You will receive an email containing your log in credentials from orders@gemsevents.com. If you have not received your login information, please be sure to check your junk/spam folder and if you still don’t see it, please email me at jill@gemsevents.com and I will resend it. ALL GEMS ORDERS MUST BE PLACED ONLINE THROUGH THE PORTAL. As always, please feel free to contact me if you should have any questions.

    • Contact for GEMS
      • Jillian Zinkus
        Exhibitor Services Manager
        12684 International Parkway
        Dallas, TX 75228
        Office 214.388.5722 x1
        Fax 214.388.5442
        Offices: Orlando, FL / Dallas, TX / Detroit, MI


Our electrical provider for the 2022 Phoenix UBU will be Commonwealth Electric and their contact info along with the form to complete for ordering electrical services is below.  If you have any questions regarding electrical service please contact the person listed below. 

2024 Electric Form 

LeAnn Whitehead-Palmisano
Account Manager
Email lwhitehead@commonwealthelectric.com
Direct (602) 253-5881 | Cell (602) 721-3574
100 N 3rd Street | Phoenix, AZ | 85004



Anyone needing internet onsite will need to notify Steve Straka and pay for the necessary services onsite during setup.


1.)  Complete and turn in the sampling form to M Culinary, which is the in house catering/concession company inside West World.  The contact to send the form to is listed below.

Download Sampling Form


Catering and operations manager 


2.)  You may be required by the Maricopa County Health Department to obtain a temporary special event food permit.

Anyone handling food/beverages in their booth will need to have a simple hand washing station & 3 bin wash station in their booth regardless if you are required to obtain a permit.  Please read “Promotional Sampling” to better understand whether your company will need a permit. 

Phoenix – Promotional Sampling

All the remaining links are additional info that was provided to me by the Maricopa County Health Department so I wanted to share everything that was given to me.  The majority of the info in these attachments can also be found on their website and we have copied that link below as well.

Phoenix – Special Events Inspection Checklist


Maricopa County Environmental Services Department
Environmental Health Permitting Services Program
Phone: (602)506-6978
Email:  specialevents@maricopa.gov

This is the link to the Temporary Special Event Food Permit section of the Maricopa County Health Dept.  ( https://www.maricopa.gov/FormCenter/Environmental-Services-16/Temporary-Seasonal-Permit-Application-We-87 )

Please let us know if you have any questions in regards to this, but if your questions are regarding permitting I would contact Maricopa County directly.  We wouldn’t want to give you the wrong info and it is better to ask the source.


We require all booths who will be engaging in attendee participation onsite to have insurance on file with us.  You will need to have us listed as additionally insured for the duration of the event and please list us as you see below.  Also, there is a sample certificate you can download so you can pass it onto your insurance provider.  You will be required to have insurance on file if you plan on sampling food/beverages onsite, have a contest in your that engages attendees, or are preforming any procedures in your booth (IE teeth whitening, massage therapies, or body composition testing)

Vision Star Entertainment Inc.
PO Box 210145
Bedford, TX 76095

If you have any questions regarding insurance or whether your company needs to have insurance on file, please reach out to our show manager, Steve Straka.

Sample Certificate of Liability Insurance


Staff Log in Link

Your staff list of who is working your booth will need to be finalized 1-2 weeks before the event.  You will receive an email from Steve Straka at that time. It will include your login credentials to input your staff list into the system. You will be able edit the staff list at any time. You can reach out directly to him, if you did not receive the email.


We have listed our logo and several different graphics you can utilize on your social media below.

Feel free to plug in your logo on the Booth graphics, or CREATE YOUR OWN graphic advertising you will be at the event! Please TAG US, so we can share these on our pages.


USA Fit Games Logo: If you are using your phone, hold down right below the logo and it will save to your phone. If you are using a desktop, just right click and save as. These are transparent backgrounds on both logos.


If you plan on having music at your booth, please read and sign this music waiver and submit back to our show manager, Steve Straka. 

Music Policy Form


We want each and every one of you to have a successful weekend at the expo. It’s important to remember it’s all about engaging with the consumer.

How do you plan on drawing consumers to your booth? Creativity is key. Sampling and passing out giveaways are a great way to create a buzz at your booth, but a lot of companies incorporate more interaction. Some examples are: Spin the wheel for a prize, push up contests for t-shirts, competitions against other attendees for a grand prize.

Utilize this customer interaction to gather attendees’ contact information for FUTURE SALES. A lot of companies do this by bringing in their own iPads to capture the info of each attendee. This is a great way to continue to sell your products to the consumer after the initial interaction.


At all of our expos you are able to bring in your own product and set up your booth on your own. We do however have a general contractor on-site, GEMS, to help with any additional assistance or items you may need. These items do come with an additional cost.

We just wanted to re-emphasize that the USA Fit Games are a family friendly fitness event.  Any promotional materials including, banners, signage, shirts (for giveaway or purchase) and all marketing materials need to be free of obscenities, nudity, and/or profane language on our show floor (including music).  If we see any banners or graphics that are unacceptable we will come up and discuss options with you personally on the show floor.  Lastly if we see anyone wearing unacceptable clothing, we will ask them to cover it up and/or put other clothing on while at the event.  Individuals who fail to comply will be removed from the show floor as necessary.

We strive to make this a well rounded family friendly fitness event and appreciate all of your cooperation in this manner.
If you have any questions about what might be prohibited for display on our show floor just shoot our show manager an email for clarification.