Exhibit Space Terms and Conditions and Disclaimers
The company, its employees and agents, as described filled out by the applicant on this application, is herein referred to as the Exhibitor. Tucson Comic Con, LLC, the show management, is herein referred to as TCC. The show itself, Tucson Comic-Con, is herein referred to as the Exhibition.
This License represents the occupancy of the space taken by the Exhibitor. If Exhibitor does not occupy such space, TCC is authorized to occupy such space or to cause such space to be occupied as TCC deems in the best interest of the Exhibition without in any way releasing the Exhibitor from any liability hereunder. TCC reserves the right to relocate Exhibitor. It is further agreed that the conditions, rules and regulations printed on this License or any attachments hereto, and in the Exhibitors’ Manual, as any of such may be amended from time to time, are made a part hereof as though fully incorporated herein, and Exhibitor agrees to be bound by such. Carefully read the “Cancellation Policy” to ensure you fully understand your rights and financial obligations. This policy will be strictly enforced.
1. Cancellation Policy: In the event Exhibitor seeks to cancel this License or withdraw from the Exhibition, Exhibitor may only do so by giving written notice to TCC, by certified mail, return receipt requested. The date of cancellation, withdrawal or downsize in space as applicable shall be the postmark date on the notice. Cancellations made 90 days or more before the date of the Exhibition entitles you to a refund amounting to 50% of your total payment. For cancellations made within 90 days or less of the date of the Exhibition, Exhibitor’s entire payment is forfeited and no refund shall be due.
2. Exhibits & Material: Exhibits will be limited to those companies or other entities offering materials, products, or services of specific interest to registrants. TCC reserves the right to determine the eligibility of any product for display. Exhibiting manufacturer’s representatives and/or distributors must list its participating principals as the exhibitors of record. Only the sign of Exhibitor may be placed on the booth or in the printed list of exhibitors of the Exhibition. No exhibitors or advertising will be permitted to extend beyond the space allotted to the Exhibitor, or above the back and side rails of such space. Exhibitor agrees not to sell or distribute any adult material to minors. All “adults only” material must be either behind the table or, if displayed on a table or display rack, bagged and covered so that minors may not open it. Any adult material depicting nudity must be “blinded” (i.e. the nudity or sexual conduct must be covered). Adult videos and magazines are not to be displayed openly. A sign may be posted to let customers know that you carry such merchandise. TCC does not permit bootleg or counterfeit materials of any kind. Possession or sale of these materials is at your own risk. Sale or distribution of AI artwork of any kind is prohibited by TCC. Failure to comply with this policy can lead to immediate removal from the Exhibition. Exhibitor agrees that its exhibit shall be admitted and shall remain from day to day solely by strict compliance with these rules. TCC reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or Exhibitor or any of Exhibitor’s representatives upon TCC’s good faith determination that the same is not in accordance with these rules and regulations.
3. Tobacco, Weapons & Drugs Sales: The sales of tobacco products (including vaporizer products), firearms, and drugs are strictly prohibited by the Tucson Convention Center.
Bladed Weapons: Costume bladed weapons can be sold with peace bonding-occurring at the location of the sale. Any sharp blades must be sold in original packaging, or re-boxed and sealed, with instructions that weapons are not to be removed from packaging on Tucson Convention Center property under penalty of immediate removal from the exhibition and membership revocation. If packaging is not available the exhibitor may escort the purchaser to the exit with the item to secure it in their vehicle.
4. Artist Alley Tables: The sale of products or services at Artist Alley tables is limited to Exhibitor’s own creations. The sale of third-party products and/or services of which Exhibitor has no creative involvement is strictly prohibited.
5. Exhibit Height Restriction: Fixtures installed in exhibits may not extend over 10 feet in height.
6. Limitation of Liability: Exhibitor agrees to indemnify and hold harmless TCC, its sponsors, owner, exhibition hall facility, and city in which this Exhibition is being held, and each of their respective officers, agents and employees, against all claims, losses, suits, damages, judgments, expenses, costs (including, without limitation, reasonable legal fees) and charges of every kind arising out of or resulting from its execution of this License or its occupancy of the space herein contracted for by reason of personal injuries, death, property damages or any other cause sustained by any persons or others. TCC shall not be responsible for loss or damage to displays or goods belonging to Exhibitor, whether resulting from fire, storms, acts of god, air conditioning or heating failure, theft, pilferage, mysterious disappearance, bomb threats or other causes. All such items brought to the Exhibition are displayed at Exhibitor’s risk, and should be safeguarded at all times. TCC will provide the services of a reputable protective agency during the periods of installation, show hours, and dismantling, and Exhibitor agrees that the provision of such services constitutes adequate discharge of all obligations of TCC to supervise and protect Exhibitor’s property within the Exhibition. Exhibitors may furnish additional guards at their own cost and expense, only with prior approval by TCC. Exhibitor agrees that TCC shall not be liable in the event of any errors or omissions in Exhibitor’s official directory listings or in any promotional material. TCC makes no representations or warranties with respect to the number of Exhibition attendees or the demographic nature of such attendees.
7. Default: If Exhibitor’s assigned space is not occupied by the time set for completion of installation of displays, such space may be possessed by TCC for any purpose it may see fit. If Exhibitor breaches any of its obligations or covenants under this License, including without limitation, any Exhibition rule or regulation promulgated pursuant to this License, TCC may, without notice, terminate this License. In the event of such default, TCC may thereupon direct Exhibitor forthwith to remove its employees, agents or servants, and all of its articles of merchandise and other personal property from the space licensed and from the Exhibition. Exhibitor’s payment will subsequently be forfeited.
8. Sub-Licensing / Booth Usage: Exhibitor shall not sub-license, assign or otherwise permit any person to occupy Exhibitor’s assigned space or any part thereof, or use the space for the exhibition of anything not specified in this License. Exhibitor may not permit non-exhibiting companies’ representatives to conduct business in its space without the express written permission of TCC. In cases of multiple parties sharing one exhibit space, the person whose name appears on this contract assumes full responsibility for that space as specified herein. TCC’s rulings in its sole discretion shall in all instances be final with regard to use of any exhibit space.
9. Damage to Property: Exhibitor is liable for any damage caused to building doors, walls or columns, or to standard booth equipment, or to other exhibitors’ property. Exhibitor may not apply paint, lacquer, adhesives, or other coatings to building columns and doors, or to standard booth equipment.
10. Special Services: Electricity, Internet, telephone, as well as other special services needed by individual exhibitors, are provided only when the exhibitor orders and agrees to pay for them directly to the entities authorized to supply such services in conformity with city, insurance and other requirements.
11. Exhibitor Representatives: Exhibitor and its representatives shall at all times wear badge identification furnished by TCC. TCC may at any time limit the number of representatives in an exhibit space. Exhibitor must staff assigned exhibit space during all hours the show is open, as well as during setup and teardown.
12. Electrical Safety: All wiring on displays or display fixtures must conform to the applicable standards established by various government agencies and standard fire inspection ordinances. All display wiring must exhibit the seal and/or such other seals of approving agencies as may be required at the site of the Exhibition.
13. Safety, Lighting & Fire Laws: Exhibitor must strictly observe all applicable fire and safety laws and regulations. Cloth decorations must be flameproof. Wiring must comply with local fire department and underwriters’ rules. Smoking and electronic cigarette “vaping” on the Exhibition premises are prohibited. Crowding will be restricted and exhibits must not block aisles and fire exits. No decorations of paper, pine boughs, leafy decorations or tree branches are permitted. Acetate and most rayon drapes are not flameproof and may be prohibited. Exhibitor may not encroach on any aisles that border its assigned exhibit space. All decorations must be flame retardant or FR rated, and they are subject to random flame testing by the Fire Marshall. Table coverings are excepted as long as they do not overhang the table more than six inches. Booth space storage is allowed as follows: A. Cardboard boxes, packing materials, waste and debris must be removed prior to the start of the show and kept picked up during the show. B. All areas are inspected periodically. C. Boxed brochures, product and sales material storage are permitted if kept tight, orderly and not stored behind the back of your booth space. All extension cords must be a minimum of 14 AWG, 3-wire and grounded. Ties and or cable clamps must be used when running cord. Lightweight 2-wire extension cords or “zip cords” are strictly prohibited. Grounded strips are approved for additional outlet plugs, but may not be daisy chained. All cords, plugs, power strips, and lighting must have visible UL stickers or certifications and are only to be used in consistency with their intended designs. The total amperage and wattage requirement of all electrical devices used must not exceed the defined limits of the outlet(s) provided to Exhibitor’s exhibit space.
14. Performance of Copyrighted Works & Sound Regulations: Exhibitor acknowledges that any live or recorded performances of copyrighted work (music, movies and television) by or behalf of the Exhibitor at the Exhibition must be licensed from the appropriate copyright owner or its agent. Exhibitor warrants TCC that it will take full responsibility for obtaining any necessary licenses to play or perform such copyrighted work and agrees to defend, indemnify and hold harmless TCC for any damages or expenses incurred by TCC due to Exhibitor’s use or authorization of use of such copyrighted work. Mechanical or electrical devices that produce sound must be operated so as not to disturb other exhibitors. TCC reserves the right to determine the placement and acceptable sound level of all such devices, and may determine at what point their produced sound constitutes interference with others and must be discontinued.
15. Personnel & Attire: TCC reserves the right to determine whether the character and/or attire of Exhibitor and its personnel are acceptable for attendees.
16. Firearms: The carrying of firearms, concealed or non-concealed, is not permitted anywhere in the Exhibition or in any areas on the Tucson Convention Center campus, except by members of law enforcement.
17. Care & Removal of Exhibits: TCC will maintain the cleanliness of all aisles. Exhibitor must, at its own expense, keep assigned exhibit space clean and in good order. All exhibits must remain fully intact until the Exhibition has officially ended. Disturbing or tearing down an exhibit space prior to the official closing hour of the Exhibition can result in a refusal by TCC to accept or process applications for future exhibitions. Exhibits must be removed from the building by the time specified in the Exhibitor Packet supplied to Exhibitor prior to the show. In the event that Exhibitor fails to remove its exhibit in the allotted time, TCC reserves the right, at Exhibitor’s expense, to ship the exhibit through a carrier of TCC’s choosing or to place the exhibit in a storage facility subject to Exhibitor’s disposition or to make such other disposition of the exhibit as it may deem desirable without any liability to TCC.
18. Insurance: Exhibitor is advised to see that its regular company insurance includes extraterritorial coverage, and that it has its own theft, public liability and property damage insurance.
19. Resolution of Disputes: In the event of a dispute or disagreement between Exhibitor and an official contractor, or between Exhibitor and a labor union or labor union representative, or between two or more exhibitors, all interpretations of the rules governing the Exhibition, actions, or decisions concerning this dispute or disagreement by TCC intended to resolve this dispute or disagreement shall be binding on Exhibitor.
20. Amendment to Rules: Any matters not specifically covered by the preceding rules shall be subject solely to the decision of TCC. TCC shall have full power in the matter of interpretation, amendment and enforcement of all said rules and regulations.
21. License Acceptance: Deposit of your check or acceptance of your credit card payment does not constitute this License. This License shall not be binding until approved by TCC.
22. Integration of License: This License contains the entire agreement between TCC and Exhibitor. It may not be orally modified. Only an agreement in writing signed by a duly authorized representative of the party against whom enforcement of any waiver or modification is sought will be enforceable.
23. Tucson Convention Center Bag Policy: Exhibitors are exempt from Tucson Convention Center Bag Policy when using exhibitor specific entrances.
