New Vendor deposits are due May 11th 2018.
Returning Vendor deposits are due May 27th 2018
The Wizarding Dayz booths are based on a 10X10 system with the exception of Artist Alley and Author Islands.
Each 10X10 space will receive (3) pipe and drape walls, (1) 8' table and (2) chairs. Please let us know if you will not need any of these items.
As you register for your booth please make sure you select a category that your business or organization best falls into. If you are not sure what category you would fall in to please email us at valerie@wizardingdayz so we can best help you. We are limiting the number of vendors in each category to best serve not only our patrons but you as a vendor. Each vendor will get 4 vendor wristbands per day for volunteers or employees. More employee/volunteer passes can be requested and given out upon approval.
*If you are in need of Power or vendor accessories, you can order those through GES. If you need WIFI that can be purchased on-site at the Expo Center
All vendors have to pay a deposit before booth placement will be made. If for any reason you need to cancel your booth you will need to cancel in writing through an email. If you cancel at least 30 days before the event date you will get a refund minus a $25 service fee. If you cancel later than 30 days a $75-$150 will be deducted from your refund depending on the date you cancel and the situation.
HOW WILL I KNOW I AM APPROVED?
All applications will go under a review process. There is no particular order to when applications are reviewed.
You will receive an email from GrowTix letting you know that your status has updated. As soon as you receive a pay link you have been approved and as soon as you make a payment you will be assigned a spot on the Vendor Map.
All vendors will need to be approved to be a vendor. If you are not sure if your business or organization meets the vendor requirements, please email us at Valerie@wizardingdayz.com
Exhibit Space Terms and Conditions and Disclaimers
1. Defined Terms
The following are conditions for becoming a Vendor at 2019 Wizarding Dayz. scheduled for February 22nd & 23rd, 2019 at the Mountain America Expo Center
2. Contract Acceptance
This contract shall become binding and effective only when it has been signed by the Vendor and deposit is paid.
3. Assumption of Risks; Releases
Vendors expressly assumes all risks associated with (resulting from or arising in connection with) Vendor's participation or presence at the Event, including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business or profits of Vendor, whether caused by negligence, intentional act, accident, act of God or otherwise. Vendor has sole responsibility for its property or any theft, damage or other loss to such property. Neither Organizer nor the Exhibit Facility accepts responsibility, nor is a bailment created, for property delivered by or to Vendor. 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, 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 Vendor's participation and/or presence in the Event. Vendor acknowledges 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. Vendor acknowledges and agrees that by reason of this contract and it is assuming any risk of such unknown facts and such unknown and unsuspected claims.
Vendor shall on a current basis, indemnify, defend 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 Vendors' participation or presence at the Event; any breach by Vendor of any agreements, promises or other obligations under this contract; any matter for which Vendor is otherwise responsible under the terms of this contract; any 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; any libel, slander, defamation or similar claims resulting from the actions of Vendor; harm or injury (including death) to Vendor; and loss or damage to property or the business or profits of Vendor, whether caused by negligence, intentional act, accident, act of God, theft, mysterious disappearance or otherwise. Vendor shall not settle or compromise any claims against Organizer without Organizer's prior written consent.
5. LIMITATION OF LIABILITY
Under no circumstances will the organizer or Mountain America Expo Center be liable for any lost profits or any incidental, special, indirect, punitive or consequential damages whatsoever of any lost profits or damages. In no event shall Wizarding Dayz maximum liability under any circumstance exceed the amount paid to Wizarding Dayz by Vendor for Vending 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
Wizarding Dayz, 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 Organizer like that of the Event may be required to submit a description of the nature of their business and the items intended to be exhibited. Wizarding Dayz reserves the right to restrict or remove any exhibit which Wizarding Dayz, in its sole discretion, believes is objectionable or inappropriate. Only Exhibitors with products and/or services relating to comic books, comic strips, animation, or other related popular culture items are eligible to exhibit. No adult materials may be displayed or sold, as this is a family event.
7. Assignment of Space
Vendor space shall be assigned by Wizarding Dayz Management.
-All vendors must pay a deposit before booth placement will be made. If for any reason you need to cancel your booth you will need to cancel in writing through an email. If you cancel at least 30 days before the event date you will get a refund minus a $25 service fee. If you cancel later than 30 days a $75-$150 will be deducted from your refund depending on the date you cancel and the situation.
Wizarding Dayz reserves the right to change the floor plan or to move a vendor to another booth location prior to or during the Event if Wizarding Dayz in its sole discretion determines that to do so is in the best interest of the Event. You will be notified if this happens in advance.
8. Cancellation by Vendor
All vendors must pay a deposit before booth placement will be made. If for any reason you need to cancel your booth you will need to cancel in writing through an email. If you cancel at least 30 days before the event date you will get a refund minus a $25 service fee. If you cancel later than 30 days a $75-$150 will be deducted from your refund depending on the date you cancel and the situation.
*By agreeing to be a Vendor at Wizarding Days you are investing in your business and its success. You are deciding to be at an event as a vendor. Wizarding Dayz does not guarantee that any vendor will make a profit and will not refund any Vendor their booth fee during or after the event. We want all Vendors to succeed. If you need help promoting, need ideas for your booth or need guidance on how to navigate being a vendor at our event please reach out before the event so we can help you.
9. Cancellation by Wizarding Dayz
If Vendor fails to make a payment required by this contract in a timely manner, Wizarding Dayz Management may terminate this contract immediately (and Vendor's participation in the Event) without further notice and without obligation to refund monies previously paid. Wizarding Dayz reserves the right at its discretion to refuse Exhibitor permission to move in and set up an exhibit if Vendor is in arrears of any payment due to Wizarding Dayz 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 Vendor from any liability hereunder.
If Wizarding Dayz removes or restricts an exhibit which Wizarding Dayz considers to be objectionable or inappropriate, no refund will be due to the Vendor. Wizarding Dayz may also terminate this contract effective upon written notice of termination if Vendor breaches any of its obligations under the contract without any obligations, expressed or implied, on Wizarding Dayz part to refund any payments previously made and without releasing Vendor from any liability arising because of or in connection with such breach.
10. Cancellation of the Event
If Wizarding Dayz cancels the Event due to circumstances beyond the reasonable it's control (such as acts of God, acts of war, governmental emergency, labor strike or unavailability of the Exhibit Facility) Wizarding Dayz shall refund to each Vendor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred, in full satisfaction of Organizer's liabilities to Exhibitor. Wizarding Dayz reserves the right to cancel, re-name or re-locate the Event or change the dates on which it is held. If Wizarding Dayz 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, Wizarding Dayz shall assign use of such space to Vendor pursuant to the terms of this contract.
11. Exhibit Space Occupancy
Hours and dates for installing, occupying and dismantling exhibits shall be those expressly specified by Wizarding Dayz. If Vendor fails to install its display in its assigned space by 1 hour before show opens or leaves its space unattended during the Exhibit hours, Wizarding Dayz shall have the right to take possession of the space and no refund will be due to Exhibitor. If a vendor leaves event early and loads out before Vendor hall is closed to the public, they will not be allowed to be a vendor at Wizarding Dayz the next year. +If you have circumstances beyond your control on why you need to leave early please talk with our on-site Vendor team.
All Vendors must be open for business during the event hours. Vendor may not dismantle the display until the Event is officially closed by Wizarding Dayz. Exhibitors may not assign their display space to third parties without prior written approval from Wizarding Dayz.
12. Listings and Promotional Materials
By Vendors’ participation in the Event, Vendor expressly grants to Wizarding Dayz a fully paid, perpetual non-exclusive license to use, display and reproduce the name, trade names and product names of Vendor in any directory (print, electronic or other media) listing the exhibiting companies at the Event and to use such names in Wizarding Dayz promotional materials. Wizarding Dayz shall not be liable for any errors in any listing or descriptions or for omitting any vendor from the directory or other lists or materials. Vendor agrees that Wizarding Dayz may also take photographs or Vendor's booth space, exhibit and personnel during, before or after the open hours of the Event and use such photographs for any Wizarding Dayz promotional purpose.
13. 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.
14. Taxes and Licenses
Vendor shall 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.
15. Copyrighted Materials
Exhibitors shall not play or permit the playing or performance of, or distribution of any copyrighted material at the Event unless it has obtained all necessary rights and paid all required royalties, fees or other payments.
16. Observance of Laws
Exhibitor shall 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.
17. Additional Terms and Conditions
Wizarding Dayz has sole control over attendance policies. Except as provided to the contrary in this contract; 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 contract, Wizarding Dayz 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 contract and any of the accompanying rules and regulations. Any amendment or modification to this contract must be in writing and signed by an authorized representative of Wizarding Dayz. Exhibitor may not assign this contract, or any right hereunder nor may Exhibitor sublet or license all or any portion of its exhibit space without the prior written consent of Wizarding Dayz, which consent shall be in Wizarding Dayz sole discretion.
18. Exhibitor Service Guide
Once Exhibitor contract has been approved and processed, Wizarding Dayz will send an Exhibitor Service Guide to the Primary Contact listed on the front of this agreement. The Exhibitor Service Guide will include information integral to participation at the Event, including but not limited to additional exhibitor rules and regulations, official contractor order forms, registration, shipping and drayage, utilities, and building services, exhibitor display rules, and move-in, move-out schedules.
19. Incorporation of Rules and Regulations
Any and all matters pertaining to the Event and not specifically covered by the terms and conditions of this contract shall be subject to determination by Wizarding Dayz in its sole discretion. Wizarding Dayz may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable notice to Exhibitor. Any such rules and regulations (whether or not included in an Exhibitor Service Guide or similar document) are an integral part of this contract and are incorporated herein by reference and shall have the full force effect as if such rules and regulations are fully set forth herein. Exhibitor shall observe and abide by additional regulations made by Wizarding Dayz as soon as these additional rules or regulations are communicated to Exhibitor. This contract (including the Vendor Service Guide and any additional rules or regulations adopted by Wizarding Dayz from time to time) states the entire agreement of the parties with respect to the subject matter hereof.
20. 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 Wizarding Dayz sole discretion. The aisles, passageways and overhead spaces remain strictly under control of Wizarding Dayz. No signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of Wizarding Dayz.
21. Fire and Safety Laws
Federal, state, and city laws and Mountain America Expo Center rules and regulations must be strictly observed.