·
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 |
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|
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 – 7:00 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.
· 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.