Tulsa Pop Culture Expo 2019 Application :: Exhibitor Application


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Exhibitor Application Application Details


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Information

Tulsa Pop Culture Expo was created by Tulsa Pop Kids, Inc. as an outreach event and fundraiser to help advance literacy and education for children in NE Oklahoma and surrounding areas.  We seek to ignite their imagination by providing reading material that sparks their creativity and desires through the characters that inspire them.  

 

In our third year, we’ve again tripled the size of our event, all to bring a more valuable experience for our attendees, celebrity guests, and our awesome exhibitors!





EXHIBITOR PRICING

TULSA POP CULTURE EXPO 2019

TULSA VENUE TBA

 

NOVEMBER 2-3  | SAT-SUN

 

AREA

DESCRIPTION

PRICE

ARTIST ALLEY

8x6 Standard for Flat Art

$200

ARTIST ALLEY

8x10 Standard for 3D Art

$300

ARTIST ALLEY

Electric Drop for Artist Booths

$25

VENDOR

8X10 Standard

$400

VENDOR

Electric Drop

$50






 

Booth Definition and Placement

·       Tulsa Pop Culture Expo will be providing various exhibitor opportunities

·       Exhibitor Booths are multiple sizes based on function

·       Sectioned areas (sectioning may include traditional pipe and drape or decorative Theatrical pieces to create sectioned areas.)

·       Each booth comes with exhibitor badges.

·       Two badges per space purchased.

·       Additional exhibitor badges for the weekend are $40 each.  (Savings of 33%)

·       Badges are non-transferable

·       Passes are for Exhibitor & Staff use ONLY and are not permitted to be sold.

·       Each space contains

·       Rear pipe and drape, 8’ tall

·       Table(s)

§  One table

§  6’ table for 8x6 Artist Alley booths

§  8’ table for 8x10 Exhibitor booths

§  Additional tables can be rented with 30 days advance notice

·       Two tables

§  Two 8’ tables for 8x20 Exhibitor booths

§  Additional tables can be rented with 30 days advance notice

·       Two chairs

·       A small company identification sign

·       A small garbage can.

·       Exhibitors cannot expand into other booths or set-up outside of their designated booth space. This includes signage.

·       Unless other arrangements have been approved by the Exhibitor Coordinator.

·       Electricity is available for order for a drop fee per booth as listed in the pricing table.

·       Adjacent booths may be purchased to create a larger sales space.

·       Booth placement priority is based upon a combination of factors, including the number of booths booked, compliance with sales tax remittance during the previous year’s Event, etc.  Tulsa Pop Culture Expo will make every effort to give you your top selections during the booth placement process, but cannot guarantee a specific placement.

·       Exhibitors may not rent or sublet their space without the express permission of the Exhibitor Coordinator.

·       Payments must be made through the online payment system. (GrowTix)

·       Discount codes are provided directly from your sales representative.

·       Exhibitor Floor maps will be made available prior to the event.

·       All booths must be paid-in-full in order to be placed on the map.

·       Booth placement will occur 30 days prior to the event.

·       Limited space will be provided for Press Areas and locations for broadcasting (podcasting, YouTubing, Twitching, Facebook Live, etc.).

 

WI-FI

·       The venue will provide a fee-based Wi-Fi service.

 

 

OPERATING HOURS AND LOAD IN:

·       Our Exhibition Floor Hours will be:

·       All hours are subject to change.

·       SATURDAY (9:30 AM – 9:00 PM)

·       SUNDAY: (9:30 AM – 4:00 PM)

·       Exhibition Room Set-up:

·       Exhibit Room Check-In

·       Friday (9:30 AM – 4:00 PM)

·       LOAD-IN

·       Friday (9:30 AM – 7:00 PM)

·       Exhibit Setup

·       Friday (9:30 AM – 7:00 PM)

·       Exhibit Room Check-Out

·       Sunday (4:15 PM – 6:00 PM)

§  Sales Tax remittance form and money due

§  Pre-Register for Tulsa Pop Culture Expo 2020

·       LOAD-OUT Sunday (4:15 PM – 8:00 PM)

·       Check in at the Exhibitor check in table. There will be no check-in at the loading dock after 4:00 PM on Friday. Your placement will be confirmed before the event, but all badges must be picked up at the show and will not be mailed prior to the event.

·       Exhibitors will check in with Exhibitor Coordinator prior to any and all load-in activities.

·       Assignment of space will be by Show Management. We will try to accommodate as many special requests as possible but cannot guarantee where you will be located.

 

Please note that by purchasing exhibitor space at Tulsa Pop Culture Expo 2019 you are agreeing to the terms and conditions below including any updates in the future.                

 

TERMS AND CONDITION:

 

GENERAL TERMS AND CONDITIONS

·       Defined Terms

·       The term “Event” means Tulsa Pop Culture Expo, currently scheduled to be November 2 -3, 2019 at Woodland Hills Mall, Sears anchor store space in Tulsa, OK.

§  The Event is owned, produced and managed by “Tulsa Pop Kids, Inc."   

·       As used hereinafter, the term “Organizer” means, collectively Tulsa Pop Culture Expo, Tulsa Pop Kids, Inc. and each of its/their respective officers, directors, agents, affiliates, representatives, employees and assigns, unless the context requires otherwise.

·       As used hereinafter, the term “Exhibit Facility” means, collectively the properties of a venue in Tulsa, OK. 

·       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 with Tulsa Pop Kids, Inc. (ii) each of its officers, directors, shareholders, employees, contractors, agents, representatives, and/or invitees, as applicable. (iii) Any artist, vendor, exhibitor, etc. that rented booth space or occupies booth space during the Event.

·       Booth Operations:  Booths must remain intact and staffed throughout the Event during scheduled exhibitor hours and may not be dismantled prior to the official closing of the Event.  Organizer will not be held responsible for any issues arising from an unstaffed booth during show hours.

·       Load-Out:  The loading dock will not be open for breakdown prior to the close of the exhibition room.

·       Aisle Interference: Giveaway tables, autograph tables, video viewing tables, or demonstration tables of any kind must be placed a minimum of 1 ft. back from the aisle.

·       Video games should be installed at the back of the booth to accommodate persons playing as well as onlookers. Should participants and/or onlookers interfere with the normal traffic flow of the aisle or overflow into the neighboring exhibits, the Show Management will require you to discontinue the activity.

·       Prizes: No drawings for prizes may be held that require the winner be present to win. This includes trivia contests, audience participation events, and scavenger hunts. Absolutely no games or contests where a fee is charged to participate are allowed. This includes bingo-type games, wheels of fortune, card picks, raffles, and grab bags as well as video games and other arcade style games. No contest will be allowed that involves the consumption of any food or beverage. Contests must comply with applicable state and federal regulations.

 

 

 

 


Terms and Conditions and Disclaimer

·       Indemnification Exhibitor

·       Exhibitor shall indemnify, defend (with legal counsel satisfactory to Tulsa Pop Culture Expo 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.

 

·       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 Organizer’s maximum liability under any circumstance exceed the amount actually paid to Tulsa Pop Culture Expo 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.




·       Cancellation by Exhibitor

·       Cancellation: Generally, partial cancellation of booth space is not permitted, any partial cancellation must have the prior written consent of Tulsa Pop Culture Expo, which consent shall be in Tulsa Pop Culture Expo’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 $50.00.  

·       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 booth space rate.

·       There will be no refunds for cancellations made less than 60 days prior to the opening day of the Event.

·       Any past due account for booth space as of September 20, 2019 will be considered as Cancelled by the Exhibitor.  The space will be reinstated in inventory at the Organizer’s discretion and no refund will be due the Exhibitor.

 

·       Cancellation by Tulsa Pop Culture Expo

·       If Exhibitor fails to make a payment required by this contract in a timely manner, Tulsa Pop Culture Expo may terminate this contract immediately (and Exhibitor’s participation in the Event) without further notice and without obligation to refund monies previously paid.

·       Tulsa Pop Culture Expo 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 Tulsa Pop Culture Expo.  All final payments are due by September 20, 2019.  Tulsa Pop Culture Expo 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.  

·       Tulsa Pop Culture Expo 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 Tulsa Pop Culture Expo’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 Tulsa Pop Culture Expo removes or restricts an exhibit which Tulsa Pop Culture Expo considers to be objectionable or inappropriate, no refund will be due Exhibitor.

 

·       Cancellation of the Event

·       If Tulsa Pop Culture Expo cancels the Event due to circumstances beyond the reasonable control of Tulsa Pop Culture Expo (such as acts of God, acts of war, governmental emergency, labor strike or unavailability of the Exhibit Facility) Tulsa Pop Culture Expo 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.

·       Tulsa Pop Culture Expo reserves the right to cancel, rename or relocate the Event or change the dates on which it is held. If Tulsa Pop Culture Expo 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, Tulsa Pop Culture Expo shall assign use of such space to Exhibitor pursuant to the terms of this contract.

·       If Tulsa Pop Culture Expo elects to cancel the Event other than for reasons previously described in this paragraph, Tulsa Pop Culture Expo 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.