Please fill out entire exhibitor application process.
GENERAL TERMS AND CONDITIONS FOR HV COMIC CON 2020
1. Defined Terms: The term "Event" means Hudson Valley Comic Con, currently scheduled to be held on
May 9th-10th, 2020 ("Event Dates") at Gold’s Gym Event Area approx. 45,000+ SF ("Exhibit Facility"). The
Event is owned, produced and managed by Hudson Valley Comic Con Partnership ("HVCCP"). As used
hereinafter, the term "Organizer" means, collectively, HVCCP, and each of its/their respective officers,
directors, agents, affiliates, representatives, employees and assigns, unless the context requires
otherwise. The term "Exhibitor" means, collectively (I) the company, any other business entity, or
person that applied for exhibit space rental and agreed to enter into this contract upon acceptance by
HVCCP in the manner stated below and (ii) each of its officers, directors, shareholders, employees,
contractors, agents, representatives, and/or invitees, as applicable.
2. Contract Acceptance: This contract shall become binding and effective only when it has been signed
on the facing page by Exhibitor and counter-signed on the facing page by a duly authorized
representative of HVCCP.
3. Assumption of Risks: Releases Exhibitor expressly assumes all risks associated with, resulting from or
arising in connection with Exhibitor's participation or presence at the Event, including, without
limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property,
business or profits of Exhibitor, whether caused by negligence, intentional act, accident, act of God or
otherwise. Exhibitor has sole responsibility for its property or any theft, damage or other loss to such
property (whether or not stored in any courtesy storage area, including without limitation any
subrogation claims by its insurer). Neither Organizer nor the Exhibit Facility accepts responsibility, nor is
a bailment created, for property delivered by or to Exhibitor. Neither Organizer nor the Exhibit Facility
shall be liable for, and Exhibitor hereby fully and forever release and discharge the Organizer and the
Exhibit Facility, individually and collectively, and their present and former officers, directors,
shareholders, partners, affiliates, employees, agents, representatives and attorneys, and predecessors,
assignees and successors of each of them, from all claims, actions, causes of action, demands, cross-
claims, counter-claims, obligations, contracts, indemnities, contributions, suits, debts, sums, accounts,
controversies, rights, damages, costs, attorneys' fees, losses, expenses and liabilities whatsoever, in law,
equity or otherwise (collectively "Claims") which either may now have or have had or which may
hereafter accrue, individually, collectively or otherwise in connection with, relating to or arising out of
Exhibitor's participation and/or presence in the Event. Exhibitor acknowledges that there is a possibility
that subsequent to the execution of this contract, it will discover facts or incur or suffer claims that were
unknown or unsuspected at the time this contract was executed, and which if known by it at that time
may have materially affected its decision to execute this contract. Exhibitor acknowledges and agrees
that by reason of this contract, and the releases contained in this Section 3, it is assuming any risk of
such unknown facts and such unknown and unsuspected claims. Notwithstanding such provisions, this
release shall constitute a full release in accordance with its terms. Exhibitor knowingly and voluntarily
waives any rights, as well as any other statute, law or rule of similar effect.
4. Indemnification: Exhibitor shall on a current basis, indemnify, defend (with legal counsel satisfactory
to HVCCP in its sole discretion) and hold Organizer and the Exhibit Facility harmless from any and all
claims, demands, suits, liabilities, damages, losses, costs, reasonable attorneys' fees and expenses,
which result from or arise out of or in connection with (a) Exhibitors' participation or presence at the
Event; (b) any breach by Exhibitor of any agreements, covenants, promises or other obligations under
this contract; (c) any matter for which Exhibitor is otherwise responsible under the terms of this
contract; (d) any violation or infringement (or claim or violation or infringement) of any law or ordinance
or the rights of any party under any patent, copyright, trademark, trade secret or other proprietary
right; (e) any libel, slander, defamation or similar claims resulting from the actions of Exhibitor; (f) harm
or injury (including death) to Exhibitor; and (g) loss or damage to property or the business or profits of
Exhibitor, whether caused by negligence, intentional act, accident, act of God, theft, mysterious
disappearance or otherwise. Exhibitor shall not settle or compromise any claims against Organizer
without Organizer's prior written consent.
5. LIMITATION OF LIABILITY: UNDER NO CIRCUMSTANCES SHALL ORGANIZER OR THE EXHIBIT FACILITY
BE LIABLE FOR ANY LOST PROFITS OR ANY INCIDENTAL, SPECIAL, INDIRECT, PUNITIVE OR
CONSEQUENTIAL DAMAGES WHATSOEVER FOR ANY OF THE ACTS OR OMISSIONS WHETHER OR NOT
APPRISED OF THE POSSIBILITY OF ANY SUCH LOST PROFITS OR DAMAGES. IN NO EVENT SHALL
ORGANIZERS MAXIMUM LIABILITY UNDER ANY CIRCUMSTANCE EXCEED THE AMOUNT ACTUALLY PAID
TO HVCCP BY EXHIBITOR FOR EXHIBIT SPACE RENTAL PURSUANT TO THIS CONTRACT. Organizer makes
no representations or warranties, express or implied, regarding the number of persons who will attend
the Event or regarding any other matters.
6. Qualifications of Exhibitor: HVCCP, in its sole discretion, shall have the right to determine whether a
prospective exhibitor is eligible to participate in the Event. Applicants who have not previously exhibited
at a prior event similar to that of the Event may be required to submit a description of the nature of
their business and the items intended to be exhibited. HVCCP reserves the right to restrict or remove
any exhibit which HVCCP, in its sole discretion, believes is objectionable or inappropriate. No adult
materials (as defined pursuant to Poughkeepsie’s municipal code) may be displayed or sold without
prior written permission of HVCCP.
7. Assignment of Space Exhibit: space shall be assigned by HVCCP in its sole discretion for the Event and
for the Event Dates only. Any such assignment does not imply that similar space will be assigned for
future events held by Organizer. HVCCP reserves the right to change the floor plan or to move an
Exhibitor to another booth location prior to or during the Event if HVCCP in its sole discretion
determines that to do so is in the best interest of the Event.
8. Cancellation by Exhibitor Cancellation: Generally, partial cancellation of booth space is not
permitted, any partial cancellation must have the prior written consent of HVCCP, which consent shall
be in HVCCP's absolute discretion. Exhibitors who cancel exhibit space more than 90 days prior to the
opening day of the Event, will be refunded total due, less $100.00. Exhibitors who cancel exhibit space
less than 90 days prior to the opening day of the Event, but more than 60 days prior to the opening day
of the Event, will pay a cancellation fee of 50% of total due. There will be no refunds for cancellations
made less than 60 days prior to the opening day of the Event. Exhibitor payment will be required.
9. Cancellation by HVCCP: If Exhibitor fails to make a payment required by this contract in a timely
manner, HVCCP may terminate this contract immediately (and Exhibitor's participation in the Event)
without further notice and without obligation to refund monies previously paid. HVCCP reserves the
right at its discretion to refuse Exhibitor permission to move in and set up an exhibit if Exhibitor is in
arrears of any payment due to HVCCP. HVCCP is expressly authorized (but has no obligation, expressed
or implied) to occupy or dispose of any space vacated or made available by reason of action taken under
this paragraph in such manner as it may deem best, and without releasing Exhibitor from any liability
hereunder. HVCCP may also terminate this contract effective upon written notice of termination if
Exhibitor breaches any of its obligations under the contract without any obligations, expressed or
implied, on HVCCP's part to refund any payments previously made and without releasing Exhibitor from
any liability arising as a result of or in connection with such breach. If HVCCP removes or restricts an
exhibit which HVCCP considers to be objectionable or inappropriate, no refund will be due Exhibitor.
10. Cancellation of the Event: If HVCCP cancels the Event due to circumstances beyond the reasonable
control of HVCCP (such as acts of God, acts of war, governmental emergency, labor strike or
unavailability of the Exhibit Facility) HVCCP shall refund to each Exhibitor its exhibit space rental
payment previously paid, minus a share of costs and expenses incurred, in full satisfaction of Organizer's
liabilities to Exhibitor. HVCCP reserves the right to cancel, re-name or re-locate the Event or change the
dates on which it is held. If HVCCP changes the name of the Event, relocates the Event to another event
facility within the same city or changes the dates for the Event to dates that are not more than thirty
(30) days earlier or thirty (30) days later than the dates on which the Event originally was scheduled to
be held, no refund will be due to Exhibitor; provided however, HVCCP shall assign use of such space to
Exhibitor pursuant to the terms of this contract. If HVCCP elects to cancel the Event other than for
reasons previously described in this paragraph, HVCCP shall refund to each Exhibitor its entire exhibit
space rental payment previously paid, in full satisfaction of any and all liabilities on the part of the
Organizer to Exhibitor.
11. Exhibit Space: Occupancy Hours and dates for installing, occupying and dismantling exhibits shall be
those expressly specified by HVCCP. If Exhibitor fails to install its display in its assigned space by one
hour before show opens or leaves its space unattended during the Exhibit hours, HVCCP shall have the
right to take possession of the space and no refund will be due to Exhibitor. All exhibits must be open for
business during the Event hours. Exhibitor may not dismantle the display until the Event is officially
closed by HVCCP. Exhibitors may not assign their display space to third parties without prior written
approval from HVCCP. HVCCP reserves the right to do a floor check on all exhibit spaces prior to Event start.
If an exhibitor is displaying or selling items not listed on their application, HVCCP reserves the right to request
these items be taken down from display and/or sale. If an exhibitor refuses to take down the unauthorized items from
display and/or sale, HVCCP reserves the right to remove the exhibitor with no refund of space costs.
12. Listings and Promotional Materials By Exhibitor's participation in the Event: Exhibitor expressly
grants to HVCCP a fully paid, perpetual non-exclusive license to use, display and reproduce the name,
trade names and product names of Exhibitor in any directory (print, electronic or other media) listing
the exhibiting companies at the Event and to use such names in HVCCP promotional materials. HVCCP
shall not be liable for any errors in any listing or descriptions or for omitting any Exhibitor from the
directory or other lists or materials. Exhibitor agrees that HVCCP may also take photographs or
Exhibitor's booth space, exhibit and personnel during, before or after the open hours of the Event and
use such photographs for any HVCCP promotional purpose.
13. Care of Exhibit Facility: Exhibitor shall promptly pay for any and all damages to the Exhibit Facility or
associated facilities, booth equipment or the property of others caused by Exhibitor. There shall be no
vehicles allowed into the facility without express written consent from HVCCP. Any and all heavy
displays must have protection underneath to distribute weight. Gold’s Gym Event Area employs a heavy
turf material and needs to be protected against denting, ripping and bunching up. No tape or adhesives
are permitted on the turf at all. All areas will be inspected after the show and any damage to the turf in
exhibitor’s area will be the responsibility of the exhibitor assigned that area or space.
14. Taxes and Licenses: Exhibitor shall obtain any licenses, permits or approvals under federal, state or
local law applicable to its activities at the Event at its sole expense. Exhibitor shall obtain any necessary
tax identification numbers and permits and for paying all taxes, license fees, use fees, or other fees,
charges, levies or penalties that become due to any governmental authority in connection with its
activities at the Event.
15. Copyrighted Materials: Exhibitors shall not play or permit the playing or performance of, or
distribution of any copyrighted material at the Event unless it has obtained all necessary rights and paid
all required royalties, fees or other payments.
16. Observance of Laws: Exhibitor shall abide by and observe all federal, state and local laws, codes,
ordinances, rules and regulations, and all rules and regulations of the Exhibit Facility (including without
limitation any union labor work rules). Without limiting the generality of the foregoing, Exhibitor shall
construct its exhibits to comply with the Americans with Disabilities Act.
17. Additional Terms and Conditions: HVCCP has sole control over attendance policies. Except as
provided to the contrary in this contract; all monies paid by Exhibitor shall be deemed fully earned and
non-refundable at the time of payment. Exhibitor shall conduct itself at all times in accordance with
normal standards of decorum and good taste. In addition to its right to close an exhibit and withdraw
acceptance of the contract, HVCCP in its sole judgment may refuse to consider for participation in future
events held by Organizer an Exhibitor who violates or fails to abide by the contract and any of the
accompanying rules and regulations. Any amendment or modification to this contract must be in writing
and signed by an authorized representative of HVCCP. Exhibitor may not assign this contract or any right
hereunder nor may Exhibitor sublet or license all or any portion of its exhibit space without the prior
written consent of HVCCP, which consent shall be in HVCCP's sole discretion.
18. Exhibitor Guide: Approximately One month from the Event, HVCCP will send an Exhibitor Guide to
the Primary Contact listed on the front of this agreement. The Exhibitor Guide will include information
integral to participation at the Event, including but not limited to additional exhibitor rules and
regulations, official contractor order forms, registration, shipping and drayage, utilities and building
services, exhibitor display rules, and move-in, move-out schedules.
19. Incorporation of Rules and Regulations: Any and all matters pertaining to the Event and not
specifically covered by the terms and conditions of this contract shall be subject to determination by
HVCCP in its sole discretion. HVCCP may adopt rules or regulations from time to time governing such
matters and may amend or revoke them at any time, upon reasonable notice to Exhibitor. Any such
rules and regulations (whether or not included in an Exhibitor Guide or similar document) are an integral
part of this contract and are incorporated herein by reference and shall have the full force and effect as
if such rules and regulations are fully set forth herein. Exhibitor shall observe and abide by additional
regulations made by HVCCP as soon as these additional rules or regulations are communicated to
Exhibitor. This contract (including the Exhibitor Guide and any additional rules or regulations adopted by
HVCCP from time to time) states the entire agreement of the parties with respect to the subject matter
20. Governing Law: this contract is governed by the laws of the State of New York as applied to
contracts entered into and entirely performed within such state. Exhibitor agrees that the courts located
in the State of New York shall constitute the exclusive forum for the resolution of any and all disputes
arising out of, connected with or related to this contract or the breach of any provision of this contract.
Exhibitor waives any right to assert lack of personal or subject matter jurisdiction and agrees that venue
properly lies in Poughkeepsie, New York.
21. Character of Displays: Use of Aisles and Common Areas Distribution of samples and printed matter
of any kind, and any promotional material is restricted to the exhibit booth. All exhibits shall display
products or services in a tasteful manner as determined in HVCCP's sole discretion. The aisles,
passageways and overhead spaces remain strictly under control of HVCCP and no signs, decorations,
banners, advertising material or special exhibits will be permitted in any of these spaces except by
written permission of HVCCP. Uniformed attendants, models and other employees must remain within
the booths occupied by their employers. Any and all advertising distribution must be made from
Exhibitor only from within his or her booth. Equipment must be arranged so that show visitors do not
stand in the aisle while examining equipment or watching demonstrations. Strolling entertainment or
moving advertisements outside of an Exhibitor's exhibit space is prohibited.
22. Sound Advertisements: The use of devices for mechanical reproduction of sound or music is
permitted, but must be controlled. Sound of any kind must not be projected outside of the exhibit
booth. Exhibitors are specifically prohibited from employing any carnival-type attraction, animal or
human, or from operating such noise-creating devices as bells, horns or megaphones. HVCCP reserves
the right to determine sound interference with others and Exhibitor shall comply with any request by
HVCCP to discontinue any such sound or music.
23. Fire and Safety: Laws Federal, state and city Laws must be strictly observed. A full listing of these fire
and safety regulations will be found in the Exhibitor Guide.
24. Rights of Offset: Enforcement In the event Exhibitor is indebted to HVCCP, whether or not such
indebtedness arises from this or any other agreement, HVCCP shall have the right in its discretion, to
apply any refunds of exhibit booth fees properly due Exhibitor to such other indebtedness in the event
legal action is filed by HVCCP to enforce the terms and provisions of the agreement, the prevailing party
in such action shall be entitled to reimbursement of court costs and reasonable legal fees.
25. Adding Terms & Conditions: HVCCP will be providing to you from time to time additional materials
which will specify additional terms and conditions for your participation and/or presence at the Event.
Such additional terms and conditions (including without limitation those specified in the document
entitled "General Terms and Conditions") are hereby fully incorporated herein by reference and shall
have the full force and effect as if such terms and conditions are fully and expressly set forth herein. You
hereby agree that all information containing terms and conditions provided to you by HVCCP shall be
deemed fully read and understood by you and that you shall be bound by all the terms and conditions
contained herein and therein.