Exhibitor Corner Booth - June 2 - 4, 2023 Application Details
Phoenix Fan Fusion offers a curated Exhibit Hall for pop culture related exhibitors, vendors, artists, crafters, creators, and authors. Comic Books, Superheroes, Sci Fi, Anime, Horror, Gaming and Fantasy are all accepted pop culture genres we seek to include in our exhibitor hall. Should your product or service not cover those genres, and you are looking to reach a targeted mass audience that Phoenix Fan Fusion provides, we recommend you discuss a sponsorship opportunity with our Director of Sales Kristin Rowan. Email her at firstname.lastname@example.org. We do not accept multi-level marketing, cosmetic, toiletries, or food related creators or vendors.
- Price is $1250 plus tax and service fees
- Space is 10ft wide x 10ft deep
- One 8ft skirted table
- Two chairs
- Three exhibitor credentials
- One exhibitor sign
Before you apply, please read and understand the following:
- Phoenix Fan Fusion's 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 exhibitor listed on the application. Spaces are not transferable and may not be sublet to another exhibitor.
- Submitting your application does not guarantee space. It is a space 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. Space 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 space when or if one becomes available.
- Space cannot be shared with any exhibitors not listed within the application. You may not add additional exhibitors to your table after your application has been approved.
- All exhibitors 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 space, only ONE member should apply. Be sure to include the other exhibitor's information in the description of what will be sold.
- Accepted applicants are expected to be at their booth 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.
- Backdrops, print walls, banners, and displays are not to exceed 10' from the floor.
- 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.
- 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.
- Any fake weaponry must be securely fastened to displays
Information on load in and set up will be available by April 11, 2023, as we get closer to our event.
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Terms and Conditions and Disclaimer
1. Defined Terms
The term “Event” means PHOENIX FAN FUSION, currently scheduled to be June 2-4, 2023. (“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
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.
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 2023 available until April 2, 2023.
- No refund, credit, or transfers available for cancellations April 3, 2023 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) and PHOENIX FAN FUSION does not reschedule the event, then PHOENIX FAN FUSION shall refund to each Exhibitor its exhibit space rental payment previously paid. 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.
12. 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.
13. Taxes and Licenses
Exhibitor and PHOENIX FAN FUSION shall each 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.
14. Observance of Laws
Exhibitor and PHOENIX FAN FUSION shall each 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.
15. Additional Terms and Conditions
PHOENIX FAN FUSION has sole control over attendance policies. Except as provided to the contrary in this agreement, 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 agreement, PHOENIX FAN FUSION 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 agreement and any of the accompanying rules and regulations. Any amendment or modification to this agreement must be in writing and signed by an authorized representative of both Exhibitor and PHOENIX FAN FUSION. Exhibitor may not assign this agreement or any right hereunder nor may Exhibitor sublet or license all or any portion of its exhibit space without the prior written consent of PHOENIX FAN FUSION, which consent shall be in PHOENIXFAN FUSION’s sole discretion. PHOENIX FAN FUSION acknowledges and agrees that SIE is a third party beneficiary of this Agreement, and as such is entitled to receive all benefits and exercise all rights contained herein.
16. Exhibitor Information
Approximately one month from the Event, PHOENIX FAN FUSION will send Exhibitor Information to the Primary Contact listed on the agreement. This will include information integral to participation at the Event, including but not limited to additional exhibitor rules and regulations, official agreement or order forms, registration, shipping and drayage, utilities and building services, exhibitor display rules, and load-in, load-out schedules.
17. Incorporation of Rules and Regulations
Any and all matters pertaining to the Event and not specifically covered by the terms and conditions of this agreement shall be subject to determination by PHOENIX FANFUSION in its sole discretion. PHOENIX FAN FUSION my adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable written notice to Exhibitor. Any such rules and regulations (whether or not included in an Exhibitor Service Manuals or similar document) are an integral partof this agreement 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 PHOENIX FAN FUSION as soon as these additional rules or regulations are communicated to Exhibitor. This agreement (including the Exhibitor Service Manuals and any additional rules or regulations adopted by PHOENIX FAN FUSION from time to time) states the entire agreement of the parties with respect to the subject matter hereof.
18. Governing Law
This agreement is governed by the laws of the State of Arizona as applied to agreements entered into and entirely performed within such state. Exhibitor agrees that the courts located in the State of Arizona shall constitute the exclusive forum for the resolution of any and all disputes arising out of, connected with or related to this agreement or the breach of any provision of this agreement. Exhibitor waives any right to assert lack of personal or subject matter jurisdiction and agrees that venue property lies in Phoenix, Arizona.
19. 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 PHOENIX FAN FUSION’s sole discretion. The aisles, passageways and overhead spaces remain strictly under control of PHOENIX FAN FUSION and no signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of PHOENIX FAN FUSION. Uniformed attendants, models and other employees must remain within the booths occupied by their employers. Any and all advertising distribution must be made by Exhibitor and only from within his or her booth. Strolling entertainment or moving advertisements outside of an Exhibitor’s exhibit space is prohibited.
20. 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. PHOENIX FAN FUSION reserves the right to determine sound interference with others and Exhibitor shall comply with any request by PHOENIX FAN FUSION to discontinue any such sound or music.
21. Fire and Safety Laws
Federal, State and city laws must be strictly observed. Exhibitor shall be responsible for compliance with all applicable laws within Exhibitor’s own space. Additional information regarding fire and safety regulations will be found in the Exhibitor Information.
In the event of legal action between the parties, the prevailing party in such action shall be entitled to reimbursement of court costs and reasonable legal fees.
23. Terms and Conditions Updates
PHOENIX FAN FUSION will be providing to Exhibitor 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 PHOENIX FAN FUSION 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.
24. Dispute Resolution
The parties agree to use reasonable good faith efforts to settle any and all disputes, which may occur between them. The parties agree that disputes will be resolved as follows: (1)either party may send written notice to the other party of a dispute, (2) upon receipt of the notice, the parties agree to discuss the dispute by phone to resolve the dispute amicably,(3) if the parties are unable to resolve the dispute by phone, the parties agree to attend a face-to-face meeting in Phoenix, Arizona (or at a mutually agreed upon location in Arizona)within fifteen (15) days of the written notice being received, (4) If the dispute cannot be resolved within 30 days of the initial written notice being provided, either party may seek civil remedies under the laws of the State of Arizona. The parties agree to waive their rights to a jury, if the matter goes to trial. The parties can amend or modify the timing set forth in this paragraph by an agreement memorialized to a writing signed by both parties.
This Agreement, including any exhibits referred to in this Agreement, constitutes the entire agreement and understanding of the parties with respect to the subject matter of this
Agreement and supersedes all prior understandings and agreements, whether written or oral, among the parties with respect to such subject matter.