Corporate Village Welcome Packet

Corporate Village
Welcome Packet
NASCAR Sprint Cup Series
Weekend
April 16 - 18, 2009
Dear Corporate Village Customer:
We, at Phoenix International Raceway, want your SUBWAY Fresh Fit 500™ weekend
to be an enjoyable experience for you and your guests. We strive to provide our
customers with both an exciting and entertaining weekend.
The weekend’s festivities include the following events:
Thursday, April 16th
NASCAR Camping World Series West Practice
NASCAR Camping World Series West Qualifying
Jimmie Johnson Foundation 150, NASCAR Camping
World Series West Race
th
NASCAR Sprint Cup Series Practice and Qualifying
Friday, April 17
NASCAR Nationwide Series Qualifying
Bashas’ Supermarkets 200, NASCAR Nationwide Series
Race
th
Saturday, April 18
SUBWAY Fresh Fit 500™, NASCAR Sprint Cup Series
Race
In order for us to make this the best experience possible, please take a moment to
thoroughly review all information. You will find information regarding set up times,
hours of operation, parking, catering, amenities, insurance requirements, contact
information and much more. If you have any questions, please let us know.
Sincerely,
Beau Huber
Director, Corporate Sales
Greg Fresquez
Sr. Manager, Corporate Sales
Jonathan Stone
Manager, Corporate Sales
Jim Mascola
Manager, Corporate Sales
Set-Up Information
SET-UP TIMES
Friday, April 17: 6:00 a.m. – 8:00 a.m.
Saturday, April 18: 8:00 a.m. – 11:00 a.m.
No group/organization will be allowed on Corporate Village grounds before the designated
set-up times. We apologize for any inconvenience this may cause and hope getting this
information in advance will help.
VILLAGE ADMITTANCE/TIMES OF OPERATION:
Friday: Open from 8:00 a.m. to Green Flag.
Saturday: Open from 12:00 p.m. to Green Flag.
CHALET SEATING:
All chalets will provide 100% seating.
CHALET SHARING:
There WILL be chalets sharing tents on different days. For example, if you have a chalet for the
Sprint Cup event, another group may be using it for the Nationwide Series event. This is the
main reason that set-up time is limited. (Please refer to the above information for set-up times.)
***IMPORTANT***
A place on each Corporate Village ticket has been designated for you to add your company’s
name and/or logo. Please make sure each ticket you hand out has your group/organization
name or identification on it. Maps will be located at the entrance to the Village to direct people
to the tent locations.
SHOW CAR HAULERS:
If you have a hauler delivering a show car to display in Corporate Village, please fill out the
enclosed Hauler form. Kindly fax the form to 623-463-5501 so that we may make arrangements
for the hauler and driver. Please be sure to include the driver’s name and on-site contact
number along with the chalet name.
Pass & Access Information
HOST PASSES:
You will receive (1) host pass for every (50) guests you are entertaining. If you require
more passes, you may purchase them for an additional $50 fee. Please contact Jim
Mascola at 623-463-5635 to place your order.
GATE 5 PASSES:
The Gate 5 passes are for vehicles that need access to the Corporate Village tent. This is
not a parking pass. This pass is for unloading your vehicle at the chalet. Once complete,
you will need to park in the Foothills parking lot. Please see the back of your Gate 5 pass
for parking directions. We will not issue additional Gate 5 passes other than the
contractual allotment. Show car haulers do not require a Gate 5 pass.
GOLF CART POLICY:
Due to fire codes, golf carts are not permitted to park behind chalets. Any golf carts
parked behind chalets will be treated the same as vehicles and may be removed if
necessary.
PRE-RACE PIT TOURS/ PIT ACCESS:
Pre-race pit tours and Pre-race pit access are available to all corporate village guests on
Saturday and guests over the age of 18 on Friday who have a corporate village pass and
ticket for the day. Pre-race pit passes do allow for casual dress, but tops must cover the
majority of the upper torso and the entire midriff. Shorts and skirts are allowed on Pit
Road during the hours of pre-race access. Pit road is typically open daily when the gates
open until an hour before race time. These pit tours are the responsibility of each
individual company. Cross over gates will be open at approximately 12:30 p.m. on
Saturday and will close at approximately 4:30 p.m. Please know times are subject to
change. A map is included in this packet for your reference.
WRISTBANDS & WAIVERS:
Upon arrival to the track for set-up, you will be given a packet containing your wristbands
and liability waiver forms. It is your responsibility to make sure everyone of your guests
signs the liability waiver before receiving a wristband. Once all wristbands have been
distributed or prior to the green flag, please return all signed liability waivers and any
unused wristbands to the information booth located in Corporate Village.
Chalet Decor
Arizona Tents and Events is the exclusive provider for the interior set-up of each
chalet. Please place all orders via email for linen colors, closed circuit televisions, CD
players, cordless microphones, PA systems, etc. with them directly.
Contact:
Brittany Evenchik
602.424.7745
[email protected]
Mike Whaley
602.424.7716 - office
602.615.7716 – cell
[email protected]
Standard set-up includes tables, chairs, linens (maximum of 2 color choices) and chalet
signage.
Upgrades including additional linens above 2, additional umbrella tables, televisions,
microphones and PA systems, CD players, etc. are available for an additional charge
and will be billed through Arizona Tents & Events.
Additional packages are available through Arizona Tents and Events, options can be
discussed with Brittany Evenchik or Mike Whaley.
PIR will provide signage on your chalet, please email Jim Mascola at
[email protected] with the name you would like shown on
the front of the chalet.
Minimal electrical outlets will be provided to each chalet. If more than 20amps of
power is required, please let Jim Mascola know your requirements. Additional fees
may be charged for generators if needed to fulfill your electrical requirements.
Catering and Other Services
Americrown is the exclusive caterer for Phoenix International Raceway.
Please place your orders by March 21th.
Contact:
Brandy Escamilla
9300 Cherry Ave.
Fontana, CA 92335
Phone: 909-429-5380
Fax: 909-429-5375
E-mail: [email protected]
For golf cart rentals contact Shannon Elliott with Americrown.
Contact:
Shannon Elliott
Phone: 517-592-1334
E-mail: [email protected]
The use of golf carts or other similar motorized vehicles is limited to business use
only. If your company provides a golf cart, you must provide a Certificate of
Insurance and purchase an Authorized Motor Vehicle credential for $150 from
the PIR Credential Office at Gate 1. An ISC year-long credential is also accepted.
Credentials and insurance ARE included in the Americrown cart rental. Personal
motorized vehicles (ATVs, scooters, off-road motorized vehicles, personal golf
carts) are prohibited on PIR property.
Programs may be ordered through Lori Lubahn.
Contact:
Lori Lubahn
Phone: 517-592-1336
Email: [email protected]
For UPS Trackside Services:
Visit [email protected] or call 404-664-4928.
UPS Trackside will be open Thursday, April 16 – Saturday, April 18
PIR Corporate Sales
Jim Mascola
Manager, Corporate Sales
O: 623.463.5634
C: 602.721.6322
[email protected]
Gale Powers
Venue Experience Manager
O: 623.463.5619
C: 602.283.6904
[email protected]
PIR Administrative Office
125 S. Avondale Boulevard, Suite 200
Avondale, AZ 85323
O: 623.463.5400
F: 623.463.5501
PIR Ticket Office
866.408.RACE (6 a.m. – 6 p.m.)
F: 623.463.5502
Website: www.phoenixraceway.com
PIR Race Track Shipping Address*
7602 S. Avondale Blvd
Avondale, AZ 85323
*Please note that if you are shipping boxes to the track, your company, contact,
and phone number must be included on the shipping label. Packages can be
picked up at Gate 5.
PIR Track Security
Gate 8: 623.772.2087
Cell: 602.768.5304
Other Service Providers
Air Transportation
Westcor Aviation
480-991-6558
Air West
602-206-2676
Papillon Airways
928-638-2764
Balloon/Decorating Services
Tropical Images
800-955-2921
Catering
Americrown Services
909-429-5380
Display Space (Non-selling)
PIR Sales/Marketing
623-463-5400
Event Merchandise
Americrown Services
517-592-1300
Floral Arrangements
Tropical Images
800-955-2921
Golf Cart Rentals*
Americrown
517-592-1334
Limousine Service
Luxury Limousines
623-934-9171
Mountainview Limousines
623-875-3522
Palm Valley Limousines
623-925-5941
Lodging
Helms Briscoe – Peter Winters 623-386-5072
Radio Rentals/Fan Views
Racing Electronics
704-743-3007
Scanner Rentals
Track Scan
800-669-1822
Vendor (Retail) Displays
Americrown
909-429-5000
PIR Guest Services
(opens when gates open)
623-772-2007
Lost & Found, Disabled Assistance
* The use of golf carts or other similar motorized vehicles is limited to business use only. In
order to use a golf cart on PIR property, you must provide a Certificate of Insurance and
purchase an Authorized Motor Vehicle credential for $150 from the PIR Credential Office at
Gate 1. ISC year-long credentials are also accepted. Credentials and insurance ARE included in
the Americrown cart rental. Personal motorized vehicles (ATVs, scooters, off-road motorized
vehicles, personal golf carts) are prohibited on PIR property.
Insurance Requirements
Following is a list of the insurance requirements:
Certificate of Insurance to include the following minimum coverages:
Comprehensive general liability insurance policy (including coverage for bodily injury
and property damage) with a combined single limit of $1 Million
And naming the following as an additional insured exactly as written;
Phoenix Speedway Corp., its parent, subsidiaries and affiliated companies, and their
respective shareholders, members, directors, officers, employees, agents, and sponsors
(collectively, the “Indemnified Parties”)
Please have a copy of the certificate mailed/faxed/emailed to Jim Mascola three (3) weeks prior
to the event.
Companies which do not comply with insurance requirements will not be allowed on property.
****IMPORTANT****
Gate 5 Passes
*******IMPORTANT********
Due to fire codes we are no longer able to allow parking in the Corporate Village Area. With the Gate
5 pass you can enter through Gate 5 and drive to your chalet to unload. Then you need to exit
Corporate Village and proceed to Gate 1 where you can enter and then park in the Foothills Parking lot
shown above with your Gate 5 pass.
Credential Pick-Up
Pick up your credentials at the PIR
credential office.
Corporate Village
Check-In Location
To enter the track guests need to
show their race ticket at any gate
entrance (Gate 2, 3, 4, or 7).
To enter Corporate Village guests must
show their Corporate Village Credential at
this entrance ONLY.
Track Cross-Over Map
Access available Saturday 12:30p.m. – 4:30p.m. only.
Entrance to pits only between Bobby Allison and A.J. Foyt
Grandstands. Times subject to change.
Access available Saturday 12:30p.m. – 4:30p.m. only.
Exit from pits only at Start/Finish Line. Times subject to change.
Access available any time via tunnel. Two-way access.
Show Car/Hauler Info
Show Car: If you plan to have a show car on display please let us know.
__Fri __Sat
Company/Chalet Name: ____________________________________
Hauler Driver Name:
Hauler Driver On-site Phone Number:
Please fax back to Jim Mascola at 623-463-5501.
All haulers enter Service Gate 5. Once unloaded, please park
hauler against fence behind Corporate Village. Do not park hauler
behind chalet.
SUBWAY Fresh Fit 500™
NASCAR Sprint Cup Series Event
April 16 – 18, 2009
Featuring:
NASCAR Sprint Cup Series (NSCS)
NASCAR Nationwide Series (NNS)
NASCAR Camping World Series - West (NCWS)
Thursday, April 16
11:00 a.m.
11:30 a.m.
1:00 p.m.
4:30 p.m.
6:50 p.m.
7:15 p.m.
Friday, April 17
8:00 a.m.
8:00 a.m.
10:10 a.m.
12:30 p.m.
2:30 p.m.
4:10 p.m.
5:50 p.m.
6:30 p.m.
Saturday, April 18
12:00 Noon
4:45 p.m.
5:30 p.m.
Spectator Gates open
NCWS (NASCAR Camping World Series ) Practice
NCWS Final Practice
NCWS Qualifying (two laps, all positions) – impound
Pre-Race Ceremonies Begin
Jimmie Johnson Foundation 150
NASCAR Camping World Series West Race – 150 miles
Spectator Gates open
NNS (NASCAR Nationwide Series) Practice
NSCS (NASCAR Sprint Cup Series) Practice
NSCS Final Practice
NNS Qualifying (two laps, all positions) – impound
NSCS Qualifying (two laps, all positions) – impound
Pre-Race Ceremonies Begin
Bashas’ Supermarkets 200
NASCAR Nationwide Series Race – 200 miles
Spectator Gates open
Pre-Race Ceremonies Begin
SUBWAY Fresh Fit 500™
NASCAR Sprint Cup Series Race – 312 miles (500 laps)