Event Participation Manual

Vendor Credentials: Vendor wristbands may be issued for identification purposes to access event grounds prior to event hours, but not for admission into the event. 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 any booth space, tables nor sponsorship placements.

Denial of Entry or Eviction: Event organizer reserves the right to refuse admission or evict an event participant without refund for behavior likely to cause damage, injury or nuisance, and to remove any persons for reasons of public safety, overcrowding or otherwise.

Presentation Quality Control: Event organizer reserves the right to approve the contents and character of all displays and reserves the right to prohibit or expel any merchandise or displays that do not keep with the character of the show. All booth signage and displays are subject to the approval of the event organizer. Any signage or displays deemed unfit may be removed by the event organizer in order for the event to maintain a professional appearance.

Event Participation: Event participant agrees to participate and be physically present for the duration of both event days, to arrive before event opening hours and to maintain his or her booth until the end of the event. No booth dismantlement allowed before the closing of the event.

Decoration Notes: Event participants must set up booth spaces in accordance to the approved floor plans by the Fire Marshall. This is very important so as to not block exit doors, fire lanes, signs and aisles. No booth displays may be higher than 8’. Anything above 8' requires structural engineering diagrams to be submitted and paid to the City's Building & Safety. The Fire Marshall will ask for a wet seal approved diagram during pre-event inspections. Please submit that to us ASAP so we can help you get it approved. For ease of reference, the pipe and drape backwall is 8’ height. All additional decorative materials added to the booth (Walls, Banners, Fake Plants, Inflatables, etc.) must be certified in the United States for fire retardancy. Proof of certification will be inspected by the fire marshal. If unable to provide such, decorative material will be removed.

Booth Content and Programming: More than 50% of the booth products, services or promotions must align with the theme of the participating event. For example all CARD SWAP Vendor products, services or promotions must feature at least 50% or more Trading Card related goods. 

Booth Upkeep: Event participant is responsible to the event organizer and event for seeing that his or her booth is maintained in a clean and orderly state. Should goods be left, they will be disposed of by the event organizer who will have the right to charge for such disposal or clean up.

Booth Confines: Event participant may only solicit his or her own products and services including distributing flyers within and around contracted booth space. Event participants are prohibited from posting any marketing or promotional materials in any common areas such as event entrances, restrooms or doors.

Booth Activities: All merchandise or services sold at event participants booth is done strictly between vendor participants and event attendees. Event organizer is not a party to or responsible in any way for any transactions made between said parties.

Non Organizer Branding Use: Unless explicitly approved through a separate written contract, Vendors are prohibited from using Event Organizer logos, branding and brand partners as part of the Booths own banner display or branding. 

Non Organizer Endorsements: Unless explicitly approved by a separate written contract, Vendors are prohibited from using promotion language endorsing their own Booth as the ‘official’ or ‘preferred’ product of the Event Organizer.

Local Tax Compliance: Event participant is solely responsible for the collection and payment of any local or state taxes based on the booth's sales activity.

Layout Adjustments: Event organizer reserves the right to change or substitute layout as required from Fire Marshall and City Planning.

Space Relocation: Event organizer reserves the right to assign or reassign space in its sole direction for the event, if the event organizer determines that in doing so is in the best interest of the event.

Post Event Damages: Event organizer reserves the right to charge event participants for any damages caused by participant to property and or venue during move-in, event days or move out.

Amplified Sound: Event participants are allowed to use audio systems or sound enhancing equipment as long as it does not cause a disturbance to neighboring artist alley or vendor spaces. Event participant understands and agrees to not exceed a maximum noise level of 60 dB’s within its booth space. Event participants understand and agree that failure to comply, or failure to adhere to warnings from event organizer may result in immediate expulsion from the event.

Counterfeit Goods Prohibited: Bootleg merchandise, gray market goods and unlicensed products and or reproductions are not permitted for sale under any circumstances. If a booth or event participant is caught offering these products for sale, event participants and any persons associated with the participant will be removed from the event grounds without refund.

Power Generators Prohibited: No generator that supplies electrical power will be permitted at the event.

Prohibited Substances: Smoking and vaping is allowed only at designated smoking areas. Possession of open can, bottle or other receptacle containing alcoholic beverages except in areas specifically designated for consumption of alcohol and in compliance with venues alcohol policies is not allowed.

Self Transportation and Setup: All event participants are responsible for the delivery and removal of their own goods. No unloading labor or support staff will be available to assist with transportation of goods. No forklifts, pallet jacks, jollies or any equipment will be available on site from the event organizer.

Immediate Load Out: All event participants are required to clear out all merchandise, display and goods immediately at the end of the second show day by 7 PM, no moving out is allowed on the next day. Charge of a moving fee, if any, is to be borne by the event participant.

Private Gambling Prohibited: Event participants shall refrain from conducting or participating in games for money or other personal property, the operation of gambling devices, the conduct of a lottery or pool, or the selling or purchasing of lottery tickets at, on, in, or about the event grounds unless prior approval from event organizer.

Vehicle Towing: Vehicles improperly parked on venue grounds will be towed at owner’s expense without prior notice.

Keep all Valuables Safe: All event participants are solely responsible for the loss or damages of their own goods at event venues. 

Health Monitoring: Any event participants who are not feeling well or begin to experience symptoms at any time during the event should contact and follow the guidance of their physician. Even though proof of COVID vaccination is no longer required, nor are the use of masks regardless of vaccination status, please ensure you have read and are aware of the latest CDC guidelines.

Medical & Emergency Services: Event organizers will always staff trained medical personnel on-site during all event hours. In an emergency please contact the nearest information booth for help.

General Liability Insurance (Vendors and Sponsors): All event sponsors and major vendors agree to provide their own general liability insurance coverage for the event to insure against theft, fire, smoke, flood, or any other loss or casualty during the event days including move-in and move-out periods. This insurance coverage must also include the event organizer and venue as additional insured. Standard minimum policy limit of $1,000,000 USD per occurrence and $2,000,000 USD aggregate is a standard industry minimum requirement. Event organizers will not provide or maintain insurance coverage specific to event participants' booths or activation.

Photography & Videography: All event participants understand that they may be photographed or video recorded and agree to allow photo, video or film likeness to be used for any marketing or promotional purposes by the event organizer. 

Non Endorsement: Event organizer in no way endorses any vendors, artist alley or sponsorships merchandise, exhibits, views, beliefs or actions. All event participants are deemed to be their own business entity and in no way reflect the views, beliefs, intentions and or direction of the event organizer. 

Force Majeure: In the event of a natural disaster, act of insurrection, riot, war, accident, act of God or any other unforeseen circumstance and act beyond event organizer’s control that would prevent the event from being put up, any monies that were paid towards booth space, table or sponsorships are non-refundable.

Hold Harmless: All event participants agree to indemnify and hold event organizer, its offices, directors and staff harmless against any and all liability whatsoever arising from any claim made against event organizer or loss incurred by participant as a result of or in any way arising from, relating to, or connected with the obligations identified with our vendor terms and agreements, including loss or liability caused by active negligence, except loss or liability caused by sole negligence or willful misconduct.