Kawaii Kon 2024 Tabletop Gaming Room Application

This guide is your key to everything you need to know about the Kawaii Kon Tabletop Gaming Room. It has been updated for 2024, and contains important information, pricing, and contract terms. Please read it carefully and feel free to email any questions or comments you have to tabletop@kawaiikon.com.    Important Dealer Information

• Kawaii Kon will be held March 29-31, 2024 at the Hawaii Convention Center located at 
  1801 Kalakaua Ave, Honolulu, HI 96815
• The Tabletop Gaming room will be located inside rooms 316ABC and 313ABC in the Hawaii Convention Center
• Kawaii Kon saw over 20600 unique attendees for the 2023 show. 

Tabletop Gaming Room Times: (TENTATIVE, SUBJECT TO CHANGE) Thursday 10:00 AM Tabletop Gaming Room Set-Up 6:00 PM Tabletop Gaming Room Set-Up Closed Friday 9:00AM Tabletop Gaming Room Setup 10:00AM Tabletop Gaming Room Opens* 10:00PM Tabletop Gaming Room Closes Saturday 9:00AM Tabletop Gaming Room Setup 10:00AM Tabletop Gaming Room Opens* 10:00PM Tabletop Gaming Room Closes Sunday 9:00AM Tabletop Gaming Room Setup 10:00AM Tabletop Gaming Room Opens* 5:00PM Tabletop Gaming Room Closes   Advertising
The Kawaii Kon program guide is distributed to over 20,000 attendees, and is a great way to advertise your company! If you are interested in having an ad, contact the Kawaii Kon marketing team at tabletop@kawaiikon.com.   Booth Pricing
Double Booth – Retail Sponsor
$2200 MSRP worth of merchandise or gift certificates AND $1100 cash or  $2200 cash 10’ x 20’ Up to 4 tables Up to 6 chairs 4 Memberships included 3 Required events in the Tabletop Game Room   Single Booth – Retail Sponsor
$800 MSRP worth of merchandise or gift certificates AND $700 cash or  $1100 cash 10’ x 10’ Up to 2 tables Up to 4 chairs 2 Memberships included 3 Required events in the Tabletop Game Room   Game Publisher Space
$800 MSRP worth of merchandise or gift certificates or  $400 cash Up to 1 table Up to 2 chairs 2 Memberships included 3 Required events in the Tabletop Game Room   Local (Hawai’i) Vendor – Promotion Only
$400 MSRP worth of merchandise or gift certificates or  $200 cash NO booth space NO Memberships included Post Sponsor’s banner, poster, or sign  3 Required events in the Tabletop Game Room   Exhibitor Membership Pricing
Each booth comes with the specified number of Memberships to the convention. You must indicate you want these Memberships on the application. Up to 4 additional Memberships may be purchased for $70 each and must be indicated on this application (no exceptions). If you need to purchase additional Memberships during the show, they will be available for $100 each. Purchasing badges at the show will be at the additional Exhibitor Membership Price, so it is advantageous to purchase your badges early.   A maximum of 10 Exhibitor Memberships will be allowed per Dealer.   Sponsorship Merchandise & Delivery An itemized (item, quantity, and retail price) list of your sponsorship merchandise is due to the Tabletop Gaming Director no later than March 1, 2024.   Your sponsorship merchandise may include gift certificates. Kawaii Kon requires tangible certificates or gift cards. Monetary amounts must be $20 or less per certificate; smaller denominations are preferred. If the certificates have an expiration date, IT’S COMPLICATED (Kawaii Kon) reserves the right to exchange unused gift certificates for replacements with extended expiration dates.   The merchandise must be delivered to the Tabletop Director on the Thursday set up day (March 28, 2024) from 3–6 pm. We will verify the merchandise against your previously submitted Merchandise List and issue a confirmation. We may request early pickup/delivery of some specific on your sponsorship list with advance notice.   Event Requirements & Schedule Vendors with booth space must provide a minimum of three (3) significant events open to Kawaii Kon attendees. These events may include tournaments, instructional workshops, or other Tabletop gaming related events. The Tabletop Gaming Director will review your Sponsorship Event proposals to determine if it meets the event requirement of the agreement. For additional guidelines, please contact us at tabletop@kawaiikon.com.   Submit your event proposals to the Tabletop Gaming Director no later than March 11, 2024. A form will be emailed to you upon approval.   Once we complete the room schedule, we will send you confirmation on the dates and times for your requested events.   You may submit more than the three (3) events specified in your agreement. We will schedule as many events as the Tabletop Gaming room can accommodate. Events on the official schedule have priority use of the Tabletop Gaming Room space.   You may charge an entrance fee for your event(s).   Event panels do not count towards your Tabletop event requirement. If you would like to offer an event panel at Kawaii Kon, please visit the Panels page on our website to complete a Panel submission form.   Event Prize Support Kawaii Kon will provide prize support based on availability. We will make every effort to provide prizes to your event winners if your event meets these conditions:   a.         The event must be pre-approved by the Tabletop Director and appear on the official Tabletop Gaming room schedule.   b.         It must be a not-for-profit event. The Vendor may not charge an entrance fee that exceeds the total retail price of the merchandise the tournament competitor receives to participate. If the competitors do not receive merchandise, you may not charge an entrance fee. For example, if you are running a Magic: The Gathering™ tournament, you may charge an entrance fee less than or equal to the retail cost of the card packs the competitor receives.   c.         Your event must have a limited number of winners. We will make every effort to provide a sufficient number of prizes based on the number of entrants and the event structure. We will not provide “giveaways” to every attendee at your event or for tournaments where “everyone's a winner.”   If an event does not meet these conditions, you must provide any needed prize support (prizes you provide do not count towards your merchandise sponsorship minimum). You are welcome to supplement provided prizes with your own prize support. Additional prizes are not counted towards your merchandise sponsorship minimum.   Booth Cancellations
If you decide to cancel your booth, notify us immediately. Booth refunds are approved on a case by case basis.  Approved refunds will receive their money minus a 10% processing fee if we are able to resell the booth. Failure to check in by 9am Friday will result in forfeiture of your purchased spaces. Transfers or Refunds will not be given after February 15th.   Shipping to Kawaii Kon
Do you have a lot of merchandise to transport? We will provide info on how to ship items to the show closer to the event.
Banned Items
These items cannot be sold under any circumstances at Kawaii Kon:

• Any goods and services deemed illegal under the laws of the United States of America, the state of Hawai‘i and the City and County of Honolulu.
  • This includes unlicensed Music CDs, Video CDs, DVDs, Blu-Ray Discs, Computer and Video Game software)
• Unlicensed pins, Wall Scrolls, Toys, Plush, Pillows, Models (Resin or Vinyl kits), Decals, Stickers, and Posters that are not properly marked and labeled with the appropriate copyright information
• Themed apparel from unlicensed work
  • Hats, Headbands, Shirts, Reusable Face Masks, etc
• Weapons
  • Real metal, throwing, and firing weapons
• Adult Materials
  • Non-Anime Cosplay and Manga Material

COVID-19 Health and Safety Guidelines
We request that all participants of Kawaii Kon please be fully vaccinated against COVID-19. We have not yet determined our exact COVID-19 policies, but VENDORS must follow all sanitation protocols established for the convention such as wearing a mask and using hand sanitizer. We will provide updates via email and upon checking in. If you are feeling sick the week of the convention or have been exposed and are not vaccinated, please stay home. We will transfer your table to next year. ITS COMPLICATED is not responsible in any manner for any risks related to COVID-19 in connection with the event. The World Health Organization has classified the COVID-19 outbreak as a pandemic and that COVID-19 is a highly contagious and dangerous disease, and that contact with the virus that causes COVID-19 may result in significant personal injury or death regardless of vaccination status.  Kawaii Kon is complying with all state, local, and Hawai’i Convention Center safety protocols regarding COVID-19.    For more information regarding the Safe Oahu Response Plan (formerly Honolulu’s Tier System), please visit the Safe Oahu website HERE: https://www.oneoahu.org/safe-oahu-response-plan

Join us for all of your Kawaii Kon favorites, like panels, tabletop games, esports, guests, concerts, exhibitors, artists and more!

This Document forms the basis of an agreement between ITS COMPLICATED, LLC, and the vendors who wish to sell merchandises or services at Kawaii Kon, herein known as Vendors. ITS COMPLICATED, LLC is the host organizer and promoter of entertainment conventions and services. Vendors in the business of buying and selling certain printed, audio, and visual material hereinafter designated as the Property identified and described as follows: video tapes, audio tapes, comic books, magazines, electronic media, CD, DVD, and other materials associated with Film/Motion picture, Animation, Comics, Manga, Video games and all associated periodicals with in stated and unstated genres. The term ITS COMPLICATED, LLC shall be termed to mean the individual or individuals assigned by the board of directors of ITS COMPLICATED, LLC as Vendors’ Room Liaisons.Vendor shall be fully responsible to pay for any and all damages to property owned by the Hawaii Convention Center or ITS COMPLICATED, LLC or their owners or managers, which results from any act or omission of Vendor. Vendor agrees to defend, indemnify and hold harmless, Hawaii Convention Center, ITS COMPLICATED, LLC, and their respective owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Vendor’s use of the property. Vendor’s liability shall include, without limitation, all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Vendor, its agents, employees, and business invitees which arise from or out of the Vendor’s occupancy and use of the exhibition premises, Hotel or any part thereof.ITS COMPLICATED, LLC has contracted with the Hawaii Convention Center and Ala Moana Hotel (herein known as ‘venue’) and pursuant to the terms of that contract has the authority to provide a conference room and vendor tables for the convention. ITS COMPLICATED, LLC shall be responsible for all monies owed to ‘venue’ pursuant to the terms of its contract therewith. Vendor hereby enters into a contract with ITS COMPLICATED, LLC for vendor space at the show or show. ITS COMPLICATED, LLC shall be responsible for coordinating with ‘venue’ the preliminary setup for the convention. Vendor agrees to contact ‘venue’ for any usage of telephone access and electricity in the exhibit hall, and will pay for any charges, if any. ITS COMPLICATED, LLC will not be held liable for any fees for electricity and/or telephone access in the exhibit hall.
ITS COMPLICATED, LLC agrees to provide roughly 10’ x 10’ vendor booths and Exhibitor Memberships to the convention.
ITS COMPLICATED, LLC agrees to be responsible for promoting the show. ITS COMPLICATED, LLC makes no representations as to the number of attendees and/or customers who will be in attendance.
Subletting of tables is not permitted.
Each application will be processed on a first come-first service basis.
Vendor shall be responsible for the actual setup and breakdown of its displays, loading and unloading their own materials, and cleanup of their assigned booth space. This includes dismantling of displays, packing and transporting materials, and disposing of any refuse or unwanted items.  Vendors who do not properly clear their booth space by the close of the convention may be subject to a fine of up to $500.
ITS COMPLICATED, LLC shall not be liable for any loss or damage to Vendor’s property or for any personal injury suffered by Vendor or any of its agents.
There is to be no smoking or otherwise burning of objects within the Vendors’ Room at any time.
All vendors shall have a signed copy of the ITS COMPLICATED, LLC Vendor Exhibition Contract (this document) on file with ITS COMPLICATED, LLC. No vendor shall be allowed to sell merchandise or services at the convention facility without having a signed copy of file with ITS COMPLICATED, LLC. The convention facility shall be deemed to mean any function space used by the VENUE.
Selling of items by Vendors on convention grounds, which includes the stated event location and adjoining facilities, their parking lots, other than the Vendors’ Room or any other designated area noted by ITS COMPLICATED, LLC is NOT allowed during the weekend of any ITS COMPLICATED, LLC event. This includes the selling of items inside Hotel rooms, lobby, or its facilities. Vendors who fail to comply will be ejected without warning and without refund.
Vendors may play audio devices at moderate volume. ITS COMPLICATED, LLC reserves the right to determine the definition of ‘moderate volume.’ Furthermore, ITS COMPLICATED, LLC also reserves the right as to what audio content may be played during the hours of operation of the Vendors’ Room.
All vendors must claim their booth space before Friday March 29, 2024 at 10:00 AM. Booths which have not been claimed by that time may be resold at the sole discretion of ITS COMPLICATED, LLC. Booths that are cancelled without thirty (30) days written notice shall not be refunded or transferred. Booths that are cancelled prior to thirty (30) days before the convention may be partially refunded if ITS COMPLICATED, LLC can resell the booth. Vendor agrees to hold the convention harmless for any lost investments or revenues as a result of either (a) unclaimed or (b) cancelled tables.
All vendors certify that they have complied with all federal, state, and local policies regarding the collection of any and all required taxes.
All vendors certify that have complied with all federal, state, and local policies regarding obtaining valid licenses required to participate as a vendor.
All vendors will obey federal, state, and local laws and ordinances regarding the sale of material that, intentionally or unintentionally, infringes upon the trademarks or copyrights of another party. Any vendor selling materials which infringes upon the trademark or copyright of another party may be ejected without warning and without refund. ITS COMPLICATED, LLC reserves the right to inspect and/or eject questionable material at any time. This includes, but is not limited to, the following products or companies: Bootlegged videos Fan-subbed videos Bootlegged (burned) audio CDs, VCDs, and DVDs Burned or Bootleg video games (e.g. PlayStation, Dreamcast) Bootleg Carts (e.g. Nintendo GBA)
Banned Items
These items cannot be sold under any circumstances at Kawaii Kon:
Any goods and services deemed illegal under the laws of the United States of America, the state of Hawai‘i and the City and County of Honolulu.
Unlicensed pins, Wall Scrolls, Toys, Plush, Pillows, Models (Resin or Vinyl kits), Decals, Stickers, and Posters that are not properly marked and labeled with the appropriate copyright information
Themed apparel from unlicensed work (Hats, Headbands, Shirts, Reusable Face Masks, etc)
Weapons (Real metal, throwing, and firing weapons)
Vendors shall not display material that is deemed offensive or inappropriate. ITS COMPLICATED, LLC has the sole right to determine what is or is not offensive or inappropriate. Vendors who continue to display material which has been deemed to be offensive or inappropriate may be ejected without warning and without refund. Furthermore, vendors shall not sell any offensive or inappropriate materials to minors who are under the age of eighteen (18) years of age. Vendors who sell such materials to minors shall be ejected without warning and without refund. Failure to comply is immediate grounds for ejection without warning and without refund.
All ejected vendors are still subject to state law in which the ITS COMPLICATED, LLC sponsored event resides with regards to tax collection.
Only those vendors with Exhibitor Memberships will be allowed in the room during set-up, closing, and takedown times. Only those with Exhibitor Memberships will be allowed behind vendor tables at any time.
Vendors are expected to follow the same rules of behavior as the rest of the convention attendees during off-hours. Any Vendor ejected from the convention during those hours must leave immediately the next morning during the set-up time.
Vendors will have thirty (30) minutes to close down for the night each evening. After the thirty minutes, the room will be locked. Under no circumstances will it re-open until the posted time the next morning.
Vendor is responsible for providing their own insurance, if desirable, to protect Vendor and Vendor’s property from damage, loss, theft, harm or injury. Neither ITS COMPLICATED, LLC nor ‘VENUE’ will obtain insurance on Vendor’s behalf. Vendor is solely responsible for its own company exhibited material, goods, samples, and other property.
Upkeep of Vendor’s booth, merchandise, and refuse is responsibility of the Vendor.  Failure to properly dispose of refuse during or after the convention may result in a fine of up to $500.
All displays, chairs, tables and merchandise must be maintained within Vendor’s designated area.
Vendor agrees that the handling, viewing, and sale of adult-themed merchandise (“Hentai”, “Ecchi”, “Yaoi,” “ Yuri”) will be restricted to persons of age 18 and older and that they are responsible for verification of age before any sale. Vendor agrees to bag/package said merchandise in an opaque bag upon sale. In addition, adult themed- merchandise must be displayed in a manner that restricts access from the general public. Video displays of adult- themed merchandise are not allowed.
Vendor will hold harmless ITS COMPLICATED, LLC and event facilities or any of their respective officers, agents, employees, representatives or affiliates, from any liability, damage, loss, harm, claim, or injury to property or person of the Vendor, Vendor officers, agents, employees or other persons, whether caused by the negligence of ITS COMPLICATED, LLC or event facilities, or from theft, fire, water, accident, or any other cause whatsoever that are not covered under ITS COMPLICATED, LLC’s standard insurance policy.
ITS COMPLICATED, LLC reserves the right to make changes or amend the contract and has the final say on all matters pertaining to the use and function of the Vendors’ Room during the run of the show.
Any promotional fees from a Vendor, Vendor, and/or persons representing a company involved with related industry must be presented to the CEO upfront and in writing.
The addition of any extra charges to be incurred ( i.e. Phone, Drayage ) Will be made available via an addendum provided by ITS COMPLICATED, LLC upon request or until an updated information is made available to vendors. 
Vendor agrees that pictures may be taken of their staff and booth setup to be used for promotional reasons of ITS COMPLICATED, LLC.