WhedonCon 2019 Application Details
Thank you
for your interest in exhibiting at WhedonCon 2019 taking place June 7th
– 9th at the Hilton LAX.
Early
Payment Discount of 20% if paid in full by Dec 31st, 2018
· --- Exhibitor Booth: $350 plus
processing fee.
$280 pre-Dec 31st 10' x
10' space with pipe and drape, one 6' long table, two chairs, two vendor
level badges and 20% discount for
program book ad
· --- Exhibitor Table: $225 plus
processing fee.
$180 pre-Dec 31st 6' x
6' space containing one 6' table, two chairs, two vendor level badges and
20% discount for program book ad.
Please
fill in all fields. If a question is not applicable, please enter “NA” in that
field.
Once
an application is submitted, you will receive a response with 72 hours.
Please do
not send payment until your application has been formally approved and you
have received a purchase link.
Information
1. Exhibitor
Space/Area Purchase: Purchases may be made under the following
guidelines:
a) Exhibitor space
(table or booth) fee includes 6′ draped table, 2 chairs and 2 Exhibitor Level
Access Badges. Exhibitor Access is not
transferrable unless special arraignments are made with WhedonCon.
b) Additional
access badges may be purchased at a discount.
c) IMPORTANT
NOTE – WhedonCon is not required to provide anything outside this contract.
However, a limited number of spaces with electricity will be available for an
additional fee per section purchased. We will try to meet special requests as
noted on the application, but cannot guarantee to do so or to assign a specific
space or location.
d) Exhibitor
agrees to use assigned space for sale or exhibit of material that is of a
science fiction, fantasy, gaming or other “fannish” nature. Food sales are not
allowed.
e) Exhibitor
agrees that they have the legal title to material offered for sale and are
responsible for ensuring that the material is in compliance with all State and
Federal laws, regulations and ordinances in force at the site of and at all
times during the convention.
f) Exhibitor
agrees that they are self-insured.
g) Exhibitor
agrees that all merchandise sold is to be as represented and that all
appraisals made by exhibitors are to be made at their own risk.
h) Exhibitor must have a current Seller's Permit:
https://www.cdtfa.ca.gov/taxes-and-fees/faqseller.htmi) If Exhibitor
cancels space, space fee is non-refundable. See Exhibit Space Disclaimer and 3
for details.
j) Exhibitor is
strongly urged to be ready to open when the room opens on Friday, and must be
ready when the doors open on Saturday and Sunday. Exhibitors are to maintain
their spaces until the room closes each day of the convention.
2. Exhibitor Room Hours: Friday, June 7th 3:00pm-7:00pm; Saturday, June 8th 10:00am – 7:00pm; Sunday, June 9th 10:00am – 5:00pm
3. Installation, Setup and Removal: Set-up for the room (unless otherwise agreed to) will be approximately
Thursday, June 6th 6:00 pm – 9:00 pm some exhibits may
be moved into the Venue, on a case by case basis only.
Friday, June 7th 9:00am – 1:30pm
Saturday, June 8th -8:00am – 9:00am
Exhibitors must make arraignments with the Vendor Coordinator upon arrival for their assigned area and information. It is the sole responsibility of Exhibitors to be able to set up their area safely.
Exhibitors must be completely setup no later than 30 minutes prior to doors opening. Removal / Breakdown doesn’t start until Sunday, June 9th at 5:00pm, to be completed no later than 8:00pm.
Exhibitors must make arraignments with the Vendor Coordinator upon arrival for their assigned area and information. It is the sole responsibility of Exhibitors to be able to set up their area safely.
Exhibitors must be completely setup no later than 30 minutes prior to doors opening. Removal / Breakdown doesn’t start until Sunday, June 9th at 5:00pm, to be completed no later than 8:00pm.
Terms and Conditions and Disclaimer
(continuing)
4. Payment
Policy: All
exhibit space fees must be paid in full to reserve exhibitor space unless otherwise agreed by both parties. Once the contract is signed and returned to
Fandom Charities a GrowTix link will be sent to Exhibitor for payment to be
made.
5. Cancellations/Refunds:
Cancellations must be made in writing (print or
email); they cannot be taken over the phone. Cancellations are effective as of
the date of receipt by Fandom Charities Inc. Refunds may
be granted by January 31, 2019 only if WhedonCon can find a suitable
replacement exhibitor, minus a $50 fee. Any
exhibitor that cancels as of February 1, 2019 forfeits all fees.
6. No Shows:
If an Exhibitor does not occupy and exhibit in the
designated space by assigned load-in date of the exposition (unless otherwise
agreed by both parties), WhedonCon has the right to use “no show” exhibit space
in such a manner as it may deem in the exposition’s best interest. Failure to
appear forfeits all fees.
7. Exhibits,
Eligibility, Assignment and Relocation: WhedonCon reserves the right to
determine the eligibility of any company or product for inclusion as Exhibitor.
Exhibitor understands and agrees that WhedonCon has the sole discretion of
booth assignment and is under no obligation to assign Exhibitor space preferred
by Exhibitor. WhedonCon also reserves
the right to alter all event floor plans at any time.
8. Subletting
Space: Exhibitors are not allowed to assign, sublet,
or appropriate the whole or any portion of their area.
9. Exhibit Services and Exhibitor-Appointed Contractors: Exhibitor is responsible for contracting or hiring
any labor or other services involved for the installation, manning and
breakdown of their exhibit space, and any costs for said labor or services.
10. Exhibit Space:
Exhibitors
agree to not place any displays upon walls (this includes using pins or tapes).
Displays must be able to prop on own, have its own stand, or be secured. Exhibitor
is liable for any damage incurred upon the drape, chairs, or tables provided.
Damages include but not limited to: tears, spills, stolen, burned, broken, or
missing. Exhibitor is responsible to inspect and reporting any damages seen on
provided items prior to set up. Exhibitor is to report to Vendor Coordinator
for any such problems. Exhibitors are
not to obstruct sight to other Exhibitor’s rental spaces or blocks exits or
exit pathways will have their displays moved, rearranged or dismantled at
Exhibitor’s expense.
Exhibitor ensures there is
a minimum of one Exhibitor representative present at each booth at any given
time. Badges must be worn at all times during setup and breakdown, and for the
duration of the WhedonCon.
No illegal activity may be
conducted at the WhedonCon by the Exhibitor or Exhibitor’s employees, agents or
representatives. This includes but is not limited to: sale of bootleg items,
illegal services, substances, or any other item or service prohibited by the
State of California or the City of Los Angeles. It is the responsibility of the
Exhibitors to determine the legality of their wares and services.
11. Prize
Drawings and Promotions: Any
prize drawings, raffles, contests, or other promotions must follow all local, state,
and federal laws and be approved in advance by Fandom Charities Inc.
12. Exhibitor is prohibited from using the Fandom Charities, Whedonopolis or WhedonCon name, logo, and mascots on any Exhibitor products or related merchandise at WhedonCon as well as outside the WhedonCon, unless given permission in writing to do so by a WhedonCon authorized representative. This includes, but is not limited to: handmade crafts, works of art, clothing, edibles, printed materials, and signage. All official WhedonCon merchandise will be sold from the WhedonCon "Merch" table. Any products represented as "official" WhedonCon merchandise or bearing the WhedonCon name and logo sold from other locations may be confiscated by the WhedonCon Team.
13. Insurance:
Fandom Charities Inc. and WhedonCon shall not be
liable for loss or damage of any article of equipment or property of Exhibitor that
Exhibitor may suffer during installation/removal or during the convention itself,
by reasons of robbery, fire, accidents, or any other destructive cause. Insurance
must be maintained by the Exhibitor at Exhibitor’s own expense.
14. Indemnification
and Waiver: Exhibitor agrees to indemnify, hold harmless, and
defend Fandom Charities Inc., WhedonCon and Hilton Los Angeles Airport, and
their respective members, officers, and directors, agents, and employees
(“indemnitees”) from and against any and all liabilities, damages, actions,
losses, claims, and expenses on account of personal injury, death, or damage to
or loss of property or profits arising out of or contributed to by any act,
omission, negligence, fault, or violation of a law or ordinance by the
Exhibitor or its employees, agents, contractors, patrons, and invitees. Exhibitor
hereby waives each and every claim that arises or may arise in favor against
one or more of the indemnities for any and all losses of damage. Such waiver
precludes the assignment of any claim by subjugation or otherwise.
15. Facilities
Rules: Exhibitor agrees to comply with all rules and
regulations prescribed by the management of the exhibit facilities, meet the requirements
of local authorities, and obtain, at their own expense, any necessary permits,
licenses, or equipment for their booth.