Tulsa Pop Culture Expo was created by Tulsa Pop Kids, Inc. as an
outreach event and fundraiser to help promote literacy among 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 second year, we’ve combined forces with two great organizations, XPO Game Festival and OKPop Museum, and tripled the size of our event, all to bring a more valuable experience for our attendees, celebrity guests, and our awesome exhibitors!
EXHIBITOR PRICING |
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TULSA POP CULTURE EXPO 2018 |
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TULSA RENAISSANCE HOTEL CONVENTION
CENTER |
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NOVEMBER 2-3-4 | FRI-SAT-SUN |
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AREA |
DESCRIPTION |
PRICE |
ARTIST ALLEY |
8x6 Standard |
$220 |
ARTIST ALLEY |
8x6 Premium - Inline |
$240 |
ARTIST ALLEY |
8x6 Premium - End/Corner |
$260 |
VENDOR |
8x10 Vendor Booth |
$415 |
VENDOR |
10x10 Premium Booth - Inline/Edge |
$460 |
VENDOR |
10x10 Premium Booth - End/Corner |
$485 |
VENDOR |
10x20 Premium Booth - Edge |
$865 |
ALL |
Electric Drop |
$75 |
Booth Definition and Placement
· Tulsa Pop
Culture Expo will be providing various exhibitor opportunities
· Exhibitor
Booths are multiple size, get with our exhibitor area representative to see
what's available. 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 8x10 Exhibitor and 8x6 Artist Alley booths
§ 8’ table
for 10x10 Exhibitor booths
§ Additional
tables can be rented with 30 days advance notice
·
Two tables
§ Two 8’
tables for 10x20 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 of $75 per booth.
· Premium Booths
are located adjacent to the standard booth space and are indicated on the exhibitor
map.
· Standard
Booths are in the middle and on the sides of the exhibit hall.
· 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
Renaissance Tulsa Hotel & Convention Center 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.
·
FRIDAY (3:30 PM - 7 PM)
·
SATURDAY (9:30 AM - 7 PM)
·
SUNDAY: (9:30 AM - 4 PM)
· Exhibition
Room Set-up:
·
Exhibit Room Check-In
·
Friday (8 AM – 1 PM)
·
LOAD-IN
·
Friday (8 AM - 2 PM)
·
Exhibit Setup
·
Friday (8 AM – 3 PM)
·
Exhibit Room Check-Out
·
Sunday (4:15 PM – 9 PM)
§ Sales Tax
remittance form and money due
§ Pre-Register
for Tulsa Pop Culture Expo 2019
·
LOAD-OUT Sunday (4:15 PM - 10 PM)
· Check in at
the Exhibitor check in table. There will be no check-in at the loading dock
after 1:00 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 2018 you are agreeing to the terms
and conditions below.
TERMS AND CONDITION:
GENERAL TERMS AND CONDITIONS
·
Defined Terms
·
The term “Event” means Tulsa Pop Culture Expo, currently scheduled
to be November 2-4, 2018 at the Renaissance Tulsa Hotel & Convention Center
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 known as Renaissance Tulsa Hotel & Convention
Center 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.
· Videogames 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 18, 2018 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 18, 2018. 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.