Event Participation Manual

TERMS, CONDITIONS AND GENERAL PARTICIPATION POLICIES (updated Feb. 10th, 2026)

I. Admissions, Ticketing & Access

• Compliance: Vendors and Sponsors agree to abide by all terms, conditions, and show regulations under this signed contract, including the Vendor's Manual and final regulations from the event venue.

• Vencor Credentials: Vendor wristbands may be issued for identification purposes to access event grounds prior to event hours. Wristbands, if issued are non-transferable, they may not be sold or used as prizes or giveaways. Vendors must wear wristbands at all times during move in and event days.

• Prohibited Subleasing: All event participants are strictly prohibited from sub-leasing or reassignment of any booth space, tables, or sponsorship placements.

• Right of Refusal & Eviction: The Organizer reserves the right to refuse admission or evict any participant without refund for behavior causing a nuisance, injury, or for public safety and overcrowding reasons.

II. Booth Presentation & Quality Control

• Presentation Quality Control: The Organizer reserves the right to approve the contents/character of all displays and may prohibit or expel merchandise/signage that is deemed unprofessional or does not fit the character of the show.

• Booth Content & Programming: More than 50% of booth products, services, or promotions must align with the specific theme of the participating event (e.g., Card Swap must feature 50%+ Trading Card Game related goods).

• Signage & Branding: All signage is subject to approval. Unless explicitly approved in writing, participants are prohibited from using Organizer logos, brand partners, or language endorsing their booth as the "official" or "preferred" product of the event.

• Decoration & Fire Safety: Booths must follow Fire Department approved floor plans. No displays may exceed 8’ in height without structural engineering diagrams (wet seal approved) submitted to City Building & Safety. All decorative materials (walls, plants, etc.) must be US-certified fire retardant.

• Solicitation & Booth Confines: Solicitation and flyer distribution are restricted to the immediate area around the contracted booth space. Marketing materials are prohibited in common areas (restrooms, entrances, etc.).

III. Operational Rules & Conduct

• Event Participation & Attendance Penalty: Participants must be physically present for the duration of both event days. No booth dismantlement is allowed before closing. A penalty of up to $5,000 will be strictly enforced for non-compliance.

• Professional Code of Conduct: Staff must maintain a professional, family-friendly environment. Harassment, discriminatory language, and sexually suggestive attire (including "booth babe" marketing) are prohibited. Aggressive "barking" to lure attendees is not permitted.

• Amplified Sound: Audio systems must not exceed 60 decibels within the booth space or cause a disturbance to neighbors. Failure to adhere to noise warnings may result in immediate expulsion.

• Booth Upkeep: Participants must maintain their booth in a clean and orderly state. Abandoned goods or excessive trash will be disposed of at the participant's expense.

• Prohibited Merchandise: Bootleg, gray market, unlicensed products, and reproductions are strictly forbidden. Violators and associates will be removed from the grounds without refund.

• Product Safety: All goods must comply with federal/state safety standards (CPSC/FDA); recalled items are strictly prohibited.

• Power & Equipment: No portable electrical generators are permitted. All power must be sourced through the authorized event electrical provider.

• Prohibited Substances: Smoking/vaping is allowed only in designated areas. Open alcoholic containers are prohibited except in specifically designated areas in compliance with venue policy.

• Gambling: No games for money, gambling devices, or lotteries are permitted unless the vendor is a certified legal gambling entity with prior Organizer approval.

• Food & Beverage Restrictions: No outside food & beverage is allowed.

IV. Logistics & Venue Rules

• Self-Transportation & Setup: Participants are responsible for the delivery and removal of their own goods. The Organizer does not provide unloading labor, forklifts, pallet jacks, or support staff.

• Immediate Load-Out: All merchandise and displays must be cleared by 11:00 PM on the second show day. No moving out is allowed on the following Monday. Leftover items will incur a moving/disposal fee.

• Vehicle Towing: Vehicles improperly parked or lacking visible, untampered pre-paid parking passes will be towed at the owner’s expense without notice.

• Space Assignment & Relocation: The Organizer reserves the right to assign, reassign, or change layouts as required by the Fire Marshal, City Planning, or in the best interest of the event.

• Food Vendor Compliance: Food vendors (including food manufacturers, sponsors, and retailers) must comply with venue F&B Catering Restrictions, Local County Health Codes, pass inspections, and submit health applications 45 days prior to the event.

V. Financial Terms & Deadlines

• Outstanding Balances: Booths with unpaid balances 90 days prior to the event will be released to other vendors.

• Refund Policy: All payments are non-refundable and cannot be used for future credit.

• Late Fees: Past due balances incur a 6% monthly finance charge; accounts sent to collections will incur a 25% surcharge.

• Local Tax Compliance: Participants are solely responsible for the collection and payment of all local or state taxes based on their sales activity.

• Policy Changes: Standard Terms and Conditions are subject to change without notice.

 VI. Legal, Insurance & Liability

• Insurance Requirement: Vendors and Sponsors must provide a Certificate of Insurance (COI) naming Event Organizer as an additional insured. Industry standard minimums are $1,000,000 per occurrence / $2,000,000 aggregate.

• Exhibitor Appointed Contractors (EAC): Vendors using third-party contractors for booth construction must ensure said contractors provide a COI to the Organizer 30 days prior to the event.

• Indemnification (Hold Harmless): Participants agree to indemnify and hold the Organizer and Venue harmless against all liability/claims arising from participation, including loss caused by active negligence (excepting sole negligence or willful misconduct).

• Waiver of Claims: Vendors waive claims against the Organizer for losses covered by the vendor’s own insurance policies. Vendors are solely responsible for valuables and any loss/damage to their own goods.

• Limitation of Liability: In the event of an Organizer error, liability is strictly limited to a refund of the booth or sponsor fee paid. The Organizer is not a party to transactions between vendors and attendees.

• Force Majeure & Continuity: In the event of natural disasters, epidemics, pandemics, government mandates, or acts of God, all monies paid are non-refundable. The Organizer reserves the right to reassign space or transition to a virtual platform if capacity is restricted by mandates.

• Non-Endorsement: The Organizer does not endorse any vendor merchandise, views, or actions. Participants are independent business entities.

• Media & Data Privacy: The Organizer reserves the right to use photo/video likeness of booths and staff for marketing. Vendors collecting data must comply with CCPA/privacy laws and are solely responsible for data security.

• Health & Medical: Participants should follow CDC guidance regarding health symptoms. The Organizer will staff trained medical personnel on-site; in emergencies, contact the nearest Information Booth.

• Legal Fees: In any dispute regarding these terms, the Organizer is entitled to reasonable attorney's fees and costs.