Phoenix Fan Fusion 2022 Application :: Author Table - May 27-29, 2022


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Author Table - May 27-29, 2022 Application Details

Authors Tables:


Phoenix Fan Fusion offers a curated exhibit hall and author tables for independent and mainstream authors.  Everything being offered for sale must be the work of the author/artist/creator at the table and the artist/creator must be present at the event.

Author tables are for those who have been published or self-published, and are looking to meet fans and/or sell their books.  The author must be present at their table all three days of the event.

  • Price is $450 plus tax and service fees
  • Space is 6ft wide x 8ft deep
  • One 6ft skirted table
  • Two chairs
  • Three exhibitor credentials
  • One exhibitor sign


Important Information:

Before you apply, please read and understand the following:

  • Phoenix Fan Fusion's Author tables and Exhibit hall is NOT first-come, first-served, rather it is curated, with our exhibit hall participants carefully selected.
  • Table and booth space is issued only to the author listed on the application.  Spaces are not transferable and may not be sublet to another artist.
  • Submitting your application does not guarantee space.  It is a table request form only.  All table and booth space is limited, and acceptance in previous years does not guarantee acceptance this year.
  • If accepted, you will be sent a link with payment details.  Space is sold as first come, first serve upon approval.  You MUST make payment to guarantee your space.  Tables may sell out prior to the expiration date on your approval email.  The only way space will be reserved for you after approval is to complete your purchase using the link provided in your approval email.  It space is sold before you complete your purchase, you will automatically be added to the waitlist and offered a table when or if one becomes available.
  • Space cannot be shared with any artists not listed within the application.  You may not add additional artists to your table after your application has been approved. 
  • All authors and helpers must be 18 years old or older, unless permitted in writing by the Convention Director, Director of Operations, or Exhibitor Manager of Phoenix Fan Fusion.
  • If you plan to share your table, only ONE member should apply.  Be sure to include the other artist's information in the description of what will be sold.
  • Proxy selling is not allowed.  Authors must appear all three days, and tables cannot be operated by resellers or art brokers.
  • Accepted applicants are expected to be at their table during all open hours of the Phoenix Fan Fusion exhibitor hall.
  • Electricity is not included, but you may purchase directly through the building once you have your location.  Additional information to purchase electricity is sent prior to the show.
  • Wifi is not included, but paid options are available through the building once you have your location.  Additional information to purchase wifi is sent prior to the show.
  • All table or booth space must be staffed during all public exhibitor hall hours by a minimum of one person.  Failure to properly staff your table may result in forfeiture of your existing space without refund along with an inability to renew for a future show.

Display Information:

  • Tables may not be set up like a booth with side tables or displays that significantly block visibility of others around you.  If more space is needed please consider purchasing a 10x10' exhibitor booth.
  • Backdrops, print walls, banners, and displays are not to exceed 10' from the floor.
  • Displays on top of tables are not to exceed 4' from the tabletop.  Such displays must be stable and secured to the table by means of not damaging the table.
  • No display is allowed in front of tables or to extend into any aisle.
  • No display may infringe upon its neighboring space, including but not limited to outward side-facing displays, support brackets, extension poles, etc.
  • Displays are subject to staff and Fire Marshall discretion. If any display is deemed unsafe, the artist or exhibitor must adjust the display to meet staff recommendations.
  • Additional tables may not be added to Artist Alley spaces.
  • Tables may not be moved, pushed out, pushed back, raised, or otherwise rearranged.  If you require more space, we recommend you purchase a 10x10' exhibitor booth.
  • Areas directly behind tables may not have any displays blocking the tables next to them and walkways between and behind tables must be accessible at all times.
  • Luggage must be placed beneath the table, and cannot be placed in front, behind, or beside the table.
  • Do not take chairs from another without permission.  If you do take a chair without permission you may be charged for the chair or being removed from Phoenix Fan Fusion.  
  • Adult themed materials are allowed but must be tastefully displayed and cannot be accessible or sold to anyone under 18.
  • No rolling racks, shelving, or other display items will be allowed behind or next to artist alley tables.


Information

Information on load in and set up will be available by April 11, 2022, as we get closer to our event.

Please white label phoenixfanfusion.com, square-egg.com and growtix.com to be sure you receive all of our communications and purchase links.


Terms and Conditions and Disclaimer

1. Defined Terms

The term “Event” means PHOENIX FAN FUSION, currently scheduled to be May 27-29, 2022. (“Event Dates”) at the Phoenix Convention Center (“Exhibit Facility”). The Event is owned, produced and managed by Square Egg Entertainment Inc., DBA PHOENIX FAN FUSION LLC. As used hereinafter, the term “Organizer” means, collectively, PHOENIX FAN FUSION, 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 PHOENIX FAN FUSION 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 agreed to during the checkout process by checking the “I acknowledge that I have read and agree with the Square Egg Entertainment terms and conditions, privacy policy, and any event specific disclaimers.” checkbox.


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, sickness, or injury to the person (including death), property, business or profits of Exhibitor or Exhibitor employees, contractors, representatives, patrons, guests or invitees (collectively, the “Exhibitor Parties”), whether caused by negligence, intentional act, accident, pandemic, act of God or otherwise. Exhibitors have sole responsibility for its property or any theft, damage or other loss to such property and the Exhibitor Parties’ 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 and the Exhibitor Parties’ 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 and/or damage to property belonging to the Exhibitor or to the Exhibitor Parties. Exhibitors acknowledge 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.



4. Indemnification

Exhibitor shall on a current basis, indemnify, defend (with legal counsel satisfactory to PHOENIX FAN FUSION 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, and (h) damage or loss of any property belonging to Exhibitor or the Exhibitor Parties.. Exhibitor shall not settle or compromise any claims against Organizer without Organizer’s prior written consent.


5. Limitation of Liability

Under no circumstances shall the 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 PHOENIX FAN FUSION 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

PHOENIX FAN FUSION, 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 held by an Organizer 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. PHOENIX FAN FUSION reserves the right to restrict or remove any exhibit, which PHOENIX FAN FUSION, in its sole discretion, believes, is objectionable or inappropriate. Sharing or subletting space is expressly forbidden without written permission of PHOENIX FAN FUSION. 


7. Assignment of Space

PHOENIX FAN FUSION shall assign exhibit space 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 the Organizer. PHOENIX FAN FUSION reserves the right to change the floor plan or to move an Exhibitor to another booth location prior to or during the Event if PHOENIX FAN FUSION in its sole discretion determines that to do so is in the best interest of the Event.


8. Tiered Cancellation Policy

Cancellation: Generally, partial cancellation of booth space is not permitted; any partial cancellation must have the prior written consent of PHOENIX FAN FUSION, which consent shall be in PHOENIX FAN FUSION’s absolute discretion.

Purchases may be cancelled and will be refunded based on the schedule below:   

  •     Full refund on space purchased for Phoenix Fan Fusion 2020, 2021, or January 2022 available until February 26, 2022.
  •     No refund, credit, or transfers available for cancellations February 27, 2022 or later.

Space is not transferable, and subletting is expressly forbidden.


9. Cancellation of the Event

If PHOENIX FAN FUSION cancels the Event due to circumstances beyond the reasonable control of PHOENIX FAN FUSION (such as acts of God, acts of war, governmental emergency, labor strike, pandemic,  or unavailability of the Exhibit Facility) PHOENIX FAN FUSION 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. PHOENIX FAN FUSION reserves the right to cancel, rename or relocate the Event or change the dates on which it is held. If PHOENIX FAN FUSION changes the name of the Event, relocates the Event to another event facility within the same city or changes the dates for the Event, no refund will be due to Exhibitor; provided however, PHOENIX FAN FUSION shall assign use of such space to Exhibitor pursuant to the terms of this contract. If PHOENIX FAN FUSION elects to cancel the Event other than for reasons previously described in this paragraph, PHOENIX FAN FUSION 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.


10. Exhibit Space Occupancy

Hours and dates for installing, occupying and dismantling exhibits shall be those expressly specified by PHOENIX FAN FUSION. If Exhibitor fails to install its display in its assigned space by one hour before the show opens or leaves its space unattended during the Exhibit hours, PHOENIX FAN FUSION shall have the right to take possession of the space and no refund will be due to the Exhibitor. All exhibits must be open for business during the Event hours each day of the Event. Exhibitors may not dismantle their display until PHOENIX FAN FUSION officially closes the Event on the last day of the Event.


11. Listings and Promotional Materials

By Exhibitor’s participation in the Event, Exhibitor expressly grants to PHOENIX FAN FUSION 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 PHOENIX FAN FUSION promotional materials. PHOENIX FAN FUSION 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 PHOENIX FAN FUSION may also take photographs of Exhibitor’s booth space, exhibit and personnel during, before or after the open hours of the Event and use such photographs for any PHOENIX FAN FUSION promotional purposes.