Setup will be on Thursday April 2nd from 12PM-9PM (times subject to change). Load-in will occur through roll-up doors primarily with pallet and forklift available on an as-available basis, as well as assistance. If you require the Loading Dock, you must contact to schedule the specific time, or for Drayage services please contact:
Thank you for your interest in setting up as an Exhibitor, Vendor, Independent Publisher, Developer, Crafts Person, Artist, Writer or Filmmaker at The Great Philadelphia Comic Con! 2020 event which will take place April 3-5th, 2020.
All Exhibitors, Vendors, Artists, etc… will be located in Hall A, B, D and E of The Greater Philadelphia Expo Center.
Our Exhibition Room Hours will be:
FRIDAY April 3rd: 1:00pm – 9:00pm
SATURDAY April 4th: 10:00am – 8:00pm
SUNDAY April 5th: 10:00am – 6:00pm
Assignment of space will be by show management and you will be contacted by show management about final load-in times and location prior to the event. We will try to accommodate as many special requests as possible but cannot guarantee where you will be located. All badges must be picked up at the show and will not be mailed prior to the event.
Electrical service is available from the Greater Philadelphia Expo Center, but must be purchased via our system to ensure proper placement when layout is performed. Please remember to order in a timely manner if you wish to receive the early incentive rates.
Please email Venders@PhiladelphiaComicCon.com or call 908-454-8394 for additional assistance.
EXHIBITOR & VENDOR BOOTHS
10x10 STANDARD INLINE PIPE & DRAPE BOOTH: $675 (Discounted Early Bird Rate Available Prior to January 1, 2020)
10x10 CORNER PIPE & DRAPE BOOTH: $800 (Discounted Early Bird Rate Available Prior to January 1, 2020)
Exhibitor and Vendor Booths are 10′ X 10′ pipe and draped areas. Each booth comes with exhibitor passes (two passes for first two booths, and one badge for each additional booth reserved), one eight foot table, two chairs, a small company sign, and a small garbage can. Corner Booths come with an additional six foot table for the 2nd face out. Additional tables are available from the decorator for a fee, or you may bring your own. Electricity is available for order for a fee. Additional exhibitor badges are $35. Badges are non-transferable. Please note that by purchasing exhibitor space at The Great Philadelphia Comic Con! you are agreeing to the terms and conditions below. There is a 25% deposit required to hold space, with 100% balance due by 2/1/20. Any booth reservations not paid in full by 2/1/20 will be cancelled and reservation lost. In the event of booth cancellation, exhibitor will need to re-apply for space based on availability. All booth reservations made after 2/1/2020 require payment in full. No deposits will be accepted after 2/1/2020.ARTIST ALLEY
Artist Alley is the area of the show designed for established and upcoming artists, writers, filmmakers, and cosplayers. Artist spaces are approx. 6 foot wide by 6 foot deep and come with with (1) 6 foot long table, 1 Chair and 2 Badges. These tables are placed directly next to each other in a row. Only one space may be purchased per artist. If you need more than one space, we suggest you upgrade to an Exhibitor or Premium Artist Booth. These spaces are reserved for aspiring artists who are selling/promoting their own personal work and MAY NOT be used to sell other merchandise not created by the artist. There is a 25% deposit required to hold space, with 100% balance due by 2/1/20. Any space reservations not paid in full by 2/1/20 will be cancelled and reservation lost. In the event of space cancellation, Artist/Creator will need to re-apply for space based on availability. All space reservations made after 2/1/2020 require payment in full. No deposits will be accepted after 2/1/2020.
For those purchasing a Featured Booth, we encourage you to send us a 1200px Wide x 800px High image, as well as a bio and social media links to be added to our website to promote your attending the event. Please send such images and bios to Carla@greatconventions.com.
Creator Corner is the area of the show designed for established and upcoming creators, crafters, and others who feel they do not fit into the traditional Artist Alley designation. Spaces are approx. 6 foot wide by 6 foot deep and come with with (1) 6 foot long table, 1 Chair and 2 Badges. These tables are placed directly next to each other in a row. Only one space may be purchased per creative. If you need more than one space, we suggest you upgrade to a traditional Exhibitor Vendor 10x10 or Premium 8x8 Booth. These spaces are reserved for aspiring creatives who are selling/promoting their own personal work and MAY NOT be used to sell other merchandise not created by YOU. There is a 25% deposit required to hold space, with 100% balance due by 2/1/20. Any space reservations not paid in full by 2/1/20 will be cancelled and reservation lost. In the event of space cancellation, Artist/Creator will need to re-apply for space based on availability. All space reservations made after 2/1/2020 require payment in full. No deposits will be accepted after 2/1/2020.
For those purchasing a Featured Booth, we encourage you to send us a 1200px Wide x 800px High image, as well as a bio and social media links to be added to our website to promote your attending the event. Please send such images and bios/links to Carla@greatconventions.com.
`All purchasers must complete and return the Application, and agree to the Terms and Conditions found therein and below.
PLEASE NOTE THE FOLLOWING TERMS YOU AGREE TO BY PURCHASING SPACE AT THE GREAT PHILADELPHIA COMIC CON!
\GENERAL TERMS AND CONDITIONS
1. EXHIBITOR’S UNDERSTANDING AND CONSENT
a. By submitting an application to be an Exhibitor, also known as Vendor, Artist, or Writer, at Great Conventions, LLC, DBA The Great Philadelphia Comic Con! (Henceforth to be referred to as GPCC), you, your employees, your business, and all business associates and others which may attend GPCC on your
behalf (collectively “Exhibitor” or “You”), should your application be accepted, agree to all terms, conditions, rules, and regulations set forth by GPCC.
b. Exhibitor understands and agrees that GPCC and its representatives, at its sole discretion, may alter the terms, conditions, rules, and regulations of any and all agreements, with or without prior notice, and that said alterations will supersede any and all terms and agreements made prior to said alterations.
c. Exhibitor understands and agrees that GPCC will make every effort to resolve any dispute between Exhibitor and GPCC and that any and all resolutions GPCC provides are final.
2. PAYMENT FOR EXHIBITOR SPACE
a. By submitting this application Exhibitor agrees that Exhibitor understands the payment policy and agrees to make payment to GPCC in a timely fashion and in accordance with the terms set forth in this application.
b. GPCC requires a 25% deposit of the total cost to hold a space(s).
c. Exhibitor has ten (10) business days from day of email notification of acceptance into GPCC to pay for space rental(s) in full or to pay a minimum 25% deposit. Space reservations will be canceled if no payment is received.
e. Payment in full is due by February 1, 2020.
f. Exhibitor agrees to pay a cancelation fee of 25% of the total cost owed to GPCC for any and all cancellations. Refunds of any remaining balance will only be issued if Exhibitor cancels before January 1, 2020. If Exhibitor fails to cancel by this date set forth herein, no refund will be issued.
3. EXHIBITOR SPACE
a. GPCC will provide each vendor exhibitor space: pipe and drape, one 8ft table (end booths may request an additional 6ft table for a fee), and two chairs. Artist and writer exhibitor space is provided with one 6ft table and two chairs.
b. Any and all additional equipment and furnishings for your space are the responsibility of Exhibitor.
c. Power may be ordered for an additional charge prior to event. You are responsible for bringing UL listed power strips and UL listed extension cords with an amperage rating of no less than 10 amps per cord.
d. GPCC and its representatives reserve the right to change or alter Exhibitor locations at their sole discretion with or without prior notice.
e. Subletting of space is not permitted.
4. EXHIBITOR BADGES AND IDENTIFICATION
a. Exhibitors will be issued two exhibitor badges and/or wristbands for each of the first two spaces rented and one badge and/or wristband with each additional space rented. Additional badges and/or wristbands may be purchased at a discounted rate, however, Exhibitor may only purchase additional badges and/or wristbands up to the allotted amount the space comes with. Example: Exhibitor rents two exhibitor spaces and receives four badges and/or wristbands with the spaces. Exhibitor may purchase up to four additional exhibitor badges and/or wristbands, but no more.
b. No day passes shall be issued for Exhibitors. We highly encourage you to bring only workers who can work all four days (one load-in day, plus three convention days).
c. Children 10 and under are admitted free of charge and may attend your booth with no additional fee. Children 10 and under must be attended at all times. Children over 10 require a weekend or exhibitor pass.
d. Exhibitors and their staff must check in each morning (including children) at the designated check-in station. Valid identification (described as a driver’s license, state ID card, military ID, or passport) and exhibitor badge and/or wristband may be requested at exhibitor check-in each morning and anytime for any reason. Failure to provide identification at GPCC's request will result in Exhibitor staff not being permitted onto, or removed from, the exhibitor areas. [Children under the age of 16 will be exempt to the ID requirement. Children under 16 must be checked in by their parent.]
e. You agree that any and all badges and/or wristbands issued to you remain the property of GPCC and that all badges and corresponding privileges can be revoked at anytime. Upon revocation, Exhibitor agrees to return all badges and/or wristbands.
f. You understand that any and all badges and/or wristbands, including, but not limited to, exhibitor badges and/or wristbands, are to be issued to a single individual and are non-transferable. Any attempt to transfer a badge and/or wristband will result in that badge being revoked and repossessed, at which point the offending parties will be asked to leave the premises. No replacement badge and/or wristband will be issued in its place.
g. Exhibitor agrees that you may only pickup exhibitor badges and/or wristbands during load-in on Thursday. No exhibitor passes will be issued or distributed after this time.
h. Exhibitor agrees that additional passes will only be available for purchase during exhibitor load-in. Payment for badges and/or wristbands purchased at exhibitor load-in may only be made with cash.
i. Exhibitor badges and/or wristbands will also allow access to all convention areas that standard badge holders have access to. In the case of limited availability of space in any area of the convention other than the exhibitor areas, you agree that standard and VIP badge holders will be given priority over Exhibitor pass holders and GPCC makes no guarantees about space, guest, panel, etc. availability throughout the convention.
5. LOAD-IN AND LOAD-OUT
a. Exhibitor agrees that load-in times will be scheduled by GPCC, are not negotiable, and that Exhibitor and its representatives will be on time for load-in. Failure to arrive in a timely manner may result in your load-in being delayed or prohibited. No refunds will be issued based on Exhibitor’s failure
to load-in during the allotted time.
b. Exhibitor will be notified of their scheduled load-in time through email correspondence, no less than seven (7) days in advance. Please note locations are subject to change without notice.
c. Exhibitor understands that there will be a limited amount of time to load-in and set-up on Thursday and that a small amount of additional set-up time will be provided on Friday before the convention opens. Friday load-in shall consist of only hand carried, or small handcart loads, no Dock, Forklift, or Dreyage services will be available on Friday.
d. Exhibitor agrees to have completed set-up, in its entirety, no later than 30 minutes before the convention opens to badge holders each and every day of the convention.
e. Exhibitor agrees to have all exhibitor spaces open and operational from open to close every day of the convention, including, but not limited to, the final day of the convention. No early break down, departure, or load-out is permitted.
f. Exhibitor understands that there will be a set amount of time to load-out on the final convention day and agree to remove all of Exhibitor’s product, belongings, and set-up within the allotted time. Failure to comply may result in additional costs from the host facility charged directly to the Exhibitor.
g. Exhibitor understands that load-in only takes place on the Thursday before the convention begins and you will not be permitted to load-in any other day.
h. No child under the age of 18 is permitted in the facility during load-in or load-out times. This includes, but is not limited to, the Vendor Floor, Artist Alley, Writers Row, loading docks, truck staging areas, and/or service corridors.
6. DISPLAY RULES AND REGULATIONS
a. Exhibitors may make use of audio and/or visual equipment.
b. Exhibitor agrees to not display or output any offensive images or sound. GPCC and its representatives reserve the right to determine what is offensive and at their sole discretion direct that offensive material is removed.
c. Exhibitor agrees to play any audio at a reasonable noise level. GPCC and its representatives reserve the right to determine what is a reasonable level and may at any time direct Exhibitor to reduce the audio levels or stop audio output all together.
d. Exhibitor understands that their exhibitor space or final exhibitor space setup may not block or interfere with any other space, booth, exhibit, or aisle. All of final exhibitor space setup must remain inside of the dimensions of the space rented.
e. Exhibitor agrees that any damage Exhibitor, Exhibitor’s staff, and/or your representatives cause to the host facilities and/or their equipment is Exhibitor’s sole responsibility and that Exhibitor will be held liable for repairs and replacement by the host facility and that GPCC will, at their request, provide them with your contact information in order for them to settle any claims or disputes with you directly.
7. MERCHANDISE FOR SALE
a. Exhibitor agrees to notify GPCC through email correspondence, no later than January 15, 2020, if Exhibitor intends to sell weapons of any kind - real, fake, prop, costume, or otherwise - at Exhibitor’s booth.
b. Exhibitor agrees not to sell any adult material to minors. This includes, but is not limited to the sale of weapons - real, fake, prop, costume, or otherwise.
c. All adult materials must be displayed behind tables, unless they are boxed, bagged, or otherwise sealed and cannot be opened.
d. All swords must be sold boxed or sheathed.
e. Exhibitor understands that all weapons of any kind sold must be peace-bonded at the booth using official GPCC peace-bonding materials which GPCC will provide. Furthermore, Exhibitor will instruct those customers that purchase swords that they must be left in the box and if no box is provided
then they must be left in the sheath. Exhibitor agrees to notify them that failure to comply will result in their removal from GPCC. Real firearms are not permitted for sale or display at GPCC.
f. Any adult material containing nudity or images of a graphic and sexual nature must be covered and displayed in accordance with all state and local laws.
g. Exhibitor agrees that all merchandise/items you sell and/or bring onto the premises of the host facility and GPCC are legal and licensed. No illegal or unlicensed items are allowed.
h. If a publisher, artist, copyright holder, or other finds that their property is being sold unlicensed by any exhibitor at the convention or elsewhere and said publisher, artist, copyright holder, or other presses charges with the authorities, then that exhibitor will be removed from the convention premises immediately. No refunds will be issued.
i. Exhibitor agrees not to display, play, permit the display or playing of, performance of, or distribution of any copyrighted material unless you have acquired all the necessary rights and approvals and have paid all necessary royalties, fees, and other payments required to gain permission to use said material.
8. EXCLUSIVE/BRANDED MERCHANDISE FOR SALE
a. Exhibitor agrees that the sale of any item branded with GPCC’s intellectual property, logos, images, type, slogans, etc., requires the completion and approval of licensing and permission application.
b. Exhibitor understands that it is at GPCC’s sole discretion as to who is approved to sell GPCC branded merchandise and at what quantities.
c. Exhibitor understands that selling GPCC branded merchandise requires approval from, and a contract with, The Great Philadelphia Comic Con!, and Exhibitor agrees to have at their booth and to present a copy of the contract if asked.
d. Exhibitor understands that selling, displaying, or providing free of charge, any GPCC branded items or materials without expressed written consent from The Great Philadelphia Comic Con! is in direct violation of GPCC’s rights and that violators will be prosecuted to the fullest extent of the law.
a. GPCC, at its cost, will provide overnight security at the main host facility.
b. Exhibitor agrees that Exhibitor is responsible for the security and safety of your own merchandise and/or product during load-in, load-out, and convention hours.
c. Exhibitor understands and agrees that GPCC, its representatives, partners, or host facilities are not responsible for any property that is lost, stolen or damaged.
10. TAXES AND LICENSES
a. If Exhibitor is granted permission to sell taxable goods or services at GPCC, Exhibitor agrees that you are a registered dealer with the Pennsylvania Department of Revenue or will be no later than the Friday of load-in for GPCC and must provide proof of registration if asked.
b. Exhibitor agrees to obtain any and all permits, licenses, identification numbers, and/or approvals under local, state, or federal law, at Exhibitor’s sole expense, that are applicable to your activities at GPCC.
c. Exhibitor understands and agrees that Exhibitor is responsible to pay to any government authority any and all taxes, use fees, license fees, penalties, levies, or charges due that may be incurred by Exhibitor’s activities at the convention.
11. STATEMENT OF VALUES
a. Any Exhibitor that has been approved to do business at GPCC is expected to conduct themselves in a manner that conforms with our Statement of Values before, during, and after the convention. The Statement of Values can be found on the GPCC website (www.philadelphiacomiccon.com).
b. Any Exhibitor that GPCC deems to be have acted in a manner which is contradictory of our Statement of Values will have their privileges as an exhibitor at GPCC revoked. You agree and understand that no refunds will be issued.
12. LIABILITY AND FORCE MAJEURE
a. Under no circumstances shall The Great Philadelphia Comic Con! be liable for any lost profits or any incidental, indirect, special, consequential, or punitive 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 GPCC’s maximum liability under any circumstances exceed the amount actually paid to GPCC by the Exhibitor for exhibitor space rental pursuant to this contract. GPCC makes no representations or warranties, express or implied, regarding the number of persons who will attend GPCC or regarding any other matter.
b. You agree to save, keep, protect and hold harmless The Great Philadelphia Comic Con! from any damage(s) or charge(s) imposed for violations of any regulation or ordinance by Exhibitor and Exhibitor’s employees or agents, or from Exhibitor’s failure to comply with the terms and agreements of
this contract. Furthermore, Exhibitor shall at all times protect, indemnify, save, and keep harmless GPCC against and from any liability, expense, loss, or cost damage which arises out of or from or by reason of any act or omission of Exhibitor, Exhibitor’s employees, or agents.
c. GPCC makes no guarantees, representations, or warranties about the location of any exhibitor space, the number of attendees during convention hours or any other time, and/or who any other exhibitors may be and/or what they may sell or offer to convention attendees.
d. The scheduling of GPCC is subject to change due to events beyond the control of The Great Philadelphia Comic Con! or its staff.
e. Exhibitor agrees to indemnify and/or hold The Great Philadelphia Comic Con! harmless for any and all injuries that occur within Exhibitor’s rented space, or for injuries that are caused by the actions of Exhibitor, Exhibitor’s employees, Exhibitor’s representatives, and/or Exhibitor’s other
associates, not limited to, but including friends and family. Exhibitors must comply with all local, state, and federal laws.
13. The Greater Philadelphia Expo Center (GPEC) - THE HOST FACILITY – POLICIES AND OPERATIONAL STANDARDS
• The Space shall not be used for sleeping or lodging purposes or, except for authorized concessions, be used for cooking without venue’s prior, express written consent.
• All vehicles and material handling equipment supplied by or for use in the Premises shall be equipped with wheels, which do not mark or mar the floor surface.
• No vehicles or other equipment or displays that exceed the Hall floor load shall be brought or placed in the Building.
• Exhibitors and their invitees shall promptly and courteously comply with the directions of any security personnel employed or used by Licensor or local authorities.
• No advertisements, signs, handbills or other visual media devices shall be placed outside of, or attached to, the exterior or interior of the Building without prior express written consent. No handbill or the like shall be placed on the windshields or any cars, wherever located within the Greater Philadelphia Expo Center (GPEC), before, during or after any Event. No handbills or other promotional material shall be distributed in areas other than the exhibitor area, without consent. Exhibitor will remove, at Exhibitors expense, any unauthorized signs that violate this rule.
• Any tape or other adhesive materials used for marking the floor must be approved by GPCC. Exhibitor will be billed at a rate of $50 per hour for the removal of any such material left on the floor after the Event has ended.
• Admission of the public to the Event shall only be allowed through designated entrances and corridors.
• Vehicles not otherwise permitted in the Hall as part of the Event or the Move- In or Move- Out and animals shall not be allowed in the hall, except with GPCC prior, express, written consent.
• Exhibitor shall not obstruct or interfere with other tenants, occupants and users of or visitors to the building wherein the the Hall is located.
• In the interest of public safety, GPCC/GPEC may modify any terms or conditions of the Agreement or these Rules and Regulations, and all exhibitors shall comply with such modification.
• Gambling is prohibited.
• Parking is permitted only in designated parking areas.
• Smoking is not permitted in the hall. GPCC/GPEC has the right to take whatever action is necessary to preserve a smoke- ‐free environment.
• Carts or dollies with steel wheels are not permitted in carpeted areas.
• Loading and unloading are permitted only in designated loading areas. No loading is to take place at main entrances to Building nor carried through lobby.
• Helium or other lighter- ‐than- ‐air inflated balloons are not permitted inside the Hall, without express written consent of GPCC/GPEC. Removal of balloons in the Hall will be billed to Exhibitor at the rate of $50.00 per hour.
• Any equipment or articles of exhibitor’s remaining past the expirations of the Lod-Out Period may be considered abandoned and may be disposed of at cost to the owner of such equipment/articles. Items will not be stored for pick- ‐up.
• The Greater Philadelphia Expo Center will not accept freight shipments of any kind. All shipments should be made directly to appropriate drayage contractor. - GPCC utilizes Paul’s Transfer Co., Inc. for Dreyage; they can be contacted at 908-859-4443 for a quote should you require Dreyage services.
• Crates cannot be stored on exhibition floor at any time during event period.
• Food or beverage items may not be sold or given away at exhibitor booths without express written approval of GPCC/GPEC.
• Food or beverages may not be brought or consumed in facility, unless purchased at an on- ‐site concession stand or lounge or with express written consent of GPEC.
• Alcoholic beverages may not be brought or consumed in facility, unless purchased at an on- ‐site concession stand or lounge. Beverages must be removed from facility or will be subject to confiscation.
• Propane and other fuels may not be utilized in facility unless approved by the Township Fire Marshall.
• No pets are permitted in the Hall, with the exception of service animals, without express written consent of GPCC/GPEC.
• No Exhibitor may block or interfere with aisles.
14. FAILURE TO COMPLY AND RECITALS
a. Exhibitor agrees and understands that failure to comply with any or all of the Terms and Conditions set forth in this agreement or any or all requests made of Exhibitor, Exhibitor’s staff, and/or Exhibitor’s representatives by GPCC and its representatives constitutes a breach of contract between
Exhibitor and GPCC and could result in Exhibitor’s immediate removal from the convention. No refunds will be issued under these circumstances and Exhibitor forfeits any and all appeals and arbitration that may have been available to Exhibitor.
b. Exhibitor acknowledges that these Terms and Conditions are intended to be as broad and inclusive as permitted by law and that if any portion of these Terms and Conditions is held invalid or otherwise unenforceable, the validity and enforceable nature of all remaining provisions, terms, and conditions shall not be impaired.
c. Exhibitor has carefully read these Terms and Conditions and fully understands the contents. Exhibitor voluntarily agrees with the Terms and Conditions. Exhibitor acknowledges that the terms and conditions set forth herein are contractual on fully enforceable and not a mere recital.
Great Conventions, LLC DBA THE GREAT PHILADELPHIA COMIC CON! reserves the right to change, amend, and add to the rules and regulations of the show at any time. In the event that you new rules are added that prevent you from selling your core product, you will be notified and refunded in full.
For questions about vendor space, placement and availability, contact Jason@philadelphiacomiccon.com.
All mail should be addressed to: