Overland Expo West Sample Request

Overland Expo West 2025 Sampling Rules

Any exhibitor wishing to sample food or beverage products at Overland Expo West must follow the regulations put in place by Overland Expo and the Coconino County Health Department.
Any exhibitor wishing to sample must first complete the Sample Request Form and submit it no later than April 16, 2025
Who needs to apply for a permit? Anyone (including licensed facilities) who sales or samples the following: non-potentially hazardous foods such as fountain drinks, hot drinks, snow cones, caramel apples, popcorn, cotton candy, kettle corn, alcohol, etc.; prepared potentially hazardous foods such as hot dogs, hamburgers, BBQ, pizza, etc.
All special event food vendors must meet the Coconino County Unified Health Code requirements pertaining to cooking, storage, transportation, cleaning, hand washing, etc.
To operate a special event food booth in Coconino County, each food vendor must submit an application and payment at least 10 business days prior to the event. There is a single event permit & a 6-month permit application available. Applications and payments received after 10 business days will be charged a $50 penalty fee. A permit to operate is valid for a single event or six months
All samples must be 2oz or less
Samples cannot be taken from a communal cooking surface, all samples must be given in their own individual container
No alcohol can be given out as a sample without prior approval
Attendees cannot fill their own personal drink containers from an exhibitor’s drink dispenser
No one from the general public can cook in your booth and give out samples
If you would like to host influencers or chefs in your booth to do a cooking demonstration and pass out samples that will require prior approval
Samples must align with the product you are selling at the event
You must pass a health inspection to pass out samples, if you are not on site when the health department does inspections, you will not be allowed to pass out samples
Anyone passing out samples must wear gloves
For more information and to ensure you have everything needed to pass a health inspection, please review the Coconino County Special Event Requirements.
To prepare for your health inspection, use the Temporary Food Establishment Check List.

If you have any questions, please contact Chelsea Estep: chelsea.estep@emeraldx.com

Exhibitor Name*

Name of Person Completing Form *

Email of Person Completing Form*

Booth Number*

Sales Rep Name*

Select

Product Being Demoed*

Will you be cooking food?*

Who will be cooking? (N/A if not cooking)*

What will you be sampling?*

I acknowledge all samples must be 2oz or less and served in individual containers*

I acknowledge no alcohol will be sampled without pre-approval*

I will obtain any required health permit with the County Health Dept*

I am authorized to complete this form on behalf of exhibiting company listed above.*

Helpful Links

Exhibitor FAQS

Exhibitor Food Establishment Check List

Coconino County Special Event Requirements

You will receive an email with approval or denial after your application is reviewed.

Form Date Field

Point of Contact at Event*

Contact Phone Number*

Contact Email*

Send me a copy of my responses

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