2026 APRA Conference Sponsorship Form

The Annual Arizona Parks and Recreation Association Conference & Expo is the premier education, networking, and exhibition event where we celebrate and educate Arizona's park and recreation professionals.

Schedule of Sponsorship Process:

December: 

- Sponsorship Guide and Exhibit Hall layout emailed to all vendors. Peak and Platinum Partners confirm their sponsorship selection and booth location. Returning Sponsors submit the Sponsorship Request Form and complete the process once confirmed by Conference Chairs. (First choice at available booths)

- Vendors that do not want to sponsor can begin to register via the online registration process. 


January: 

- Booth Assignments will be confirmed for all sponsors and all vendors that have already completed the online registration process.

- Registration opens for all Sponsors & Exhibitors. Opportunity to secure any sponsorships and booths not claimed by returning Sponsors.

Fields marked with an * are required.

Please verify that you have checked the “I'm not a robot” checkbox.

Yes
No

*Packages Require additional spend. 

Please see the Sponsorship Guide for all applicable ROI's

APRA Reserves the right to pursue non-conflicting partnerships on all events. 

If first choice is unavailable.

*Packages Require additional spend. 

Please see the Sponsorship Guide for all applicable ROI's

APRA Reserves the right to pursue non-conflicting partnerships on all events. 

(If first and second choice are unavailable)

*Packages Require additional spend. 

Please see the Sponsorship Guide for all applicable ROI's

APRA Reserves the right to pursue non-conflicting partnerships on all events. 

Agreement to Exhibit

Who you are, what you do, mission statement. This information will be preloaded into the conference App as a description of your business. 

Company Logo:

Your company logo will be included in the conference app for members to access. It is required that all logos are attached as part of registration. 

Format: PNG or JPG

Size: minimum 500x500px

20MB max

The insurance requirements herein are minimum requirements for this Use Agreement and in no way limit the indemnity covenants contained in this Use Agreement. Licensor in no way warrants that the minimum limits contained herein are sufficient to protect the Licensee from liabilities that might arise out of this Use Agreement. Licensee is free to purchase additional insurance as Licensee determines necessary. 


a) Minimum Scope and Limits of Insurance: Licensee must provide coverage with limits of liability 

not less than those stated below. An excess liability policy or umbrella liability policy may be used to 

meet the liability limits provided that 


(1) the coverage is written on a “following form” basis, and 

(2) all terms under each line of coverage below are met.


i. Policy Coverage Requirements and Limits

(1) Commercial General Liability – Occurrence Form

Policy must include bodily injury, property damage and contractual liability coverage.

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $1,000,000

• Personal and Advertising Injury $1,000,000

• Each Occurrence $1,000,000

• Fire Damage (Damage to Premises) $ 100,000


The policy must name City of Phoenix and Arizona Parks and Recreation (APRA) as an additional insured with respect to liability for bodily injury, property damage and personal and advertising injury with respect to premises, independent contractors, ongoing operations, products and completed operations and liability assumed under an insured contract arising out of the activities performed by, or on behalf of 

the Permittee/Licensee related to this agreement.


(2) Automobile Liability

Required when vehicles or mobile equipment are used as part of the event or are associated 

with move-in or move-out, utilizing the loading dock and/or freight elevators.


• Combined Single Limit (CSL) $1,000,000


The policy must be endorsed to include the following additional insured language: “The City of Phoenix shall be named as an additional insured with respect to liability arising out of the 

activities performed by, or on behalf of the Licensee, including automobiles owned, leased, hired or borrowed by the Licensee.”


If Licensee fails to provide Automobile Liability Insurance when required, access to loading 

docks will be denied.


b) Additional Insurance Requirements: The policies must include, or be endorsed to include the 

following provisions:


i. There shall be no endorsement or modification which limits the scope of coverage or the policy 

limits available to the City of Phoenix as an additional insured

ii. On insurance policies where the City of Phoenix is named as an additional insured, the City of 

Phoenix will be an additional insured to the full limits of liability purchased by the Licensee even if 

those limits of liability are in excess of those required by this Use Agreement.

iii. The Licensee’s insurance coverage will be primary insurance and non-contributory with respect to 

all other available sources.


The exhibitor agrees to make no claim for any reason whatsoever against the Arizona Parks and Recreation Association, the venue or other contractors for loss, theft, damage, destruction of goods, for any injury to himself/herself or employees.


COI's are required to be provided to APRA in ELECTRONIC FORMAT no later than June 30th. Copies are required to be emailed to admin@azpra.org.

Removal of exhibit material at the conclusion of the move-out period is the responsibility of the exhibitor. This includes trash, boxes, and marketing materials. If you bring it in, you must remove it. If APRA is billed for your trash, you will receive an invoice for payment. 


NO EARLY BREAKDOWN.  Early breakdown will result in a $500 fine.

The exhibitor agrees to accept full responsibility for compliance with local, city and state fire, safety, and health ordinances regarding the installation and operation of equipment.

Booths are required to be set up in full before the scheduled Fire Inspection. Fire Marshall will inspect the space at the designated time Wednesday. Anyone not set up by this time will forfeit their space.

Exhibitors must: 


1. Maintain at least one (1) attendant in the booth at all times during exhibit hall hours.


2. Wear the provided name badge at all times. Vendors will be provided with two badges per booth. An excel spreadsheet will be sent in June to confirm the names to be printed on each badge. After the designated date, information will be sent to the printer and names cannot be changed.


3. Procure the minimum insurance requirements ($2,000,000 for each occurrence listed - Commercial General Liability, Products, Personal Injury, Fire, Auto) naming Arizona Parks and Recreation Association and City of Phoenix as additional insured and waiver of subrogation.


4. Comply with the requirement of ONE (1) exhibitor per booth. MULTIPLE VENDORS IN ONE BOOTH ARE NOT PERMITTED. A breach of the single exhibitor booth requirement will result in a expulsion and fine for each registered exhibitor(s). 


5. Convey all details related to the exhibit hall to the onsite representative of your company to ensure compliance with regulations, requirements, and expectations of this Exhibitor Booth Agreement.

Exhibit space includes (1) draped table, (2) chairs, drape backdrop, side railings, I.D. sign, company name, and booth number. Additional items can be ordered through APRA's official exposition company, Convention Solutions + Innovations (CSI).

Electricity and Internet Access are available but must be booked directly with the PCC. Links are available on the APRA website https://www.azpra.org Conference pages.

Lunch service will be provided for up to two staff per booth on Wednesday only. All other event-related items open such as awards, socials, golf, and education sessions will need to be purchased in advance using the regular registration links.


* Some events are ticketed and a ticket must be secured in advance to attend.

Payment Methods:

All payments must be processed on-line using a credit card, debit card or ACH. For ACH payments, a document with instructions can be accessed on the registration page.

Booths that remain in "reserve" status after the three (3) day grace period will automatically be canceled and reopened for purchase by other vendors. 


Booth Cancellations:

We understand there will be a rare occasion when a vendor is unable to attend the event. Cancellations before June 1 will receive a refund for half of the original booth space fee only. No refunds will be granted after this date.

I, the duly authorized representative of the undersigned company, on behalf of the company, subscribe and agree to all terms and conditions contained within this Exhibitor Agreement.

As an authorized representative for my company, I have reviewed the sponsorship packages requested and I am aware of what is required from my company including any required additional spends. I commit to paying for and delivering on the package I am awarded for the 2026 APRA Conference.

I agree to the terms of sponsorship

Who is completing this registration?