This application for exhibit space at Anime Boston 2025 (hereinafter referred to as the “Event”), which will become a contract between The New England Anime Society, Inc. (hereinafter referred to as the “Promoter”) and the signee (hereinafter referred to as the “Exhibitor”), upon written acceptance, is based on the terms set forth below and the plan of exhibits, rates, and rules and regulations as may be established from time to time as set forth in updated and amended information, all of which constitute part of this contract. In any case where the Exhibitor Space Contract is amended, all other terms and conditions of this agreement remain in full force and effect.
1.) CANCELLATION. Exhibitor shall be responsible for all payments under the terms of this contract whether Anime Boston 2025 is canceled, delayed, relocated, in whole or in part, as a result of riot, strike, civil disorder, act of war, act of God, or any other cause of any kind not within Promoter’s control.
2.) REFUNDS. Exhibitor must contact Promoter at least 90 days before the event date for a full refund less a $50.00 service fee. Within 60 days of the Event, only 50% of the amount paid will be refunded, less a $50.00 service fee. Within 30 days of the Event, only 25% of the amount paid will be refunded, less a $50.00 service fee. Refunds will be issued 30 days after the Event concludes. No refunds will be issued for cancellations or expulsions during Anime Boston 2025. Promoter is not responsible for any expenses incurred by Exhibitor while preparing for or exhibiting at Anime Boston 2025.
3.) TAXES AND LICENSES. Exhibitor is responsible for obtaining any and all licenses, permits, or approvals required under law applicable to their activity at Anime Boston 2025. Exhibitor shall be responsible for obtaining any necessary tax identification and paying all taxes, license fees, fines or any charges that may be owed any governmental entity with respect to Exhibitor’s participation in Anime Boston 2025. Exhibitor will be required to provide a registered ST-1 taxpayer identification number to Promoter, as described in the above description. Register online at https://mtc.dor.state.ma.us/mtc/_/.
4.) INSURANCE. Exhibitor acknowledges that Promoter, the Hynes Convention Center, the Massachusetts Convention Center Authority (MCCA), the Sheraton Boston, and Marriott International and any contractor hired by Promoter do not maintain insurance covering Exhibitor’s property and it is the Sole Responsibility of Exhibitor to obtain such insurance.
5.) HOLD HARMLESS. Exhibitor agrees to assume all risk, and to indemnify and hold harmless The New England Anime Society, Inc., the Hynes Convention Center, the MCCA, the Sheraton Boston, Marriott International, its Owners, their respective officials, subsidiaries, agents, affiliates, operators, officers, volunteers and employees, as well as any contractors hired by Promoter (hereafter “the Indemnified Parties”) from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with Promoter’s use of the leased premises or arising out of any act or omission of Promoter or any of Promoter’s employees, agents, contractors, representatives, patrons, guests or invitees; excepting such claims, demands, defense costs, liability, expense, or damages arising out of the sole negligence of one or more of the Indemnified Parties.
6.) RESPONSIBILITY. Exhibitor assumes responsibility and agrees to defend the Indemnified Parties from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with Exhibitor’s or Promoter’s use of the leased premises. Neither Promoter nor the Indemnified Parties will be responsible for any injury, loss or damage that may occur to Exhibitor, Exhibitor’s employees or property from any cause whatsoever.
7.) LIABILITY. Anyone visiting, viewing, or otherwise participating in Exhibitor’s exhibit is deemed to be the invitee or licensee of Exhibitor, rather than the invitee or licensee of Promoter. Promoter shall not be liable for any injury whatsoever to the persons conducting or otherwise participating in the conduct of Exhibitor’s exhibit or to invitees, licensees or guests of Exhibitor. Exhibitor assumes full responsibility for the actions of its agents, employees, or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless the Indemnified Parties from responsibility or liability resulting directly or indirectly, or jointly, from other causes which arise because of the actions or omissions of its agents, employees, or independent contractors.
8.) WARRANTY. There is no other agreement or warranty between Exhibitor and Promoter except as set forth in this document. The rights of Promoter under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorized officer of Promoter. Any action which Promoter or Exhibitor may bring against each other, based upon or in any way relating to this contract or its performance, shall be brought in the Boston Municipal Court located within the County of Suffolk, Commonwealth of Massachusetts, and Promoter and Exhibitor hereby waive all defenses concerning personal jurisdiction and/or venue in order to give effect to this provision.
9.) RESELLING, SHARING, AND SUBLETTING. The subletting, reselling, and sharing of exhibit space at Anime Boston 2025 without the prior permission of Promoter is prohibited. A violation of this policy may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
10.) SECURITY. Promoter will provide unarmed security guard service for the exhibition space during the hours the exhibit premises are closed. However, Exhibitor is solely responsible for Exhibitor’s exhibit material. All property of the Exhibitor is understood to remain in the Exhibitor’s care, custody and control in transit to or from or within the confines of the Event premises.
11.) ADULT MATERIAL. Exhibitor may not display material depicting nudity or sexual conduct or products intended for sexual congress unless they are blinded (covered) or displayed in such a way that they cannot be viewed or be accessible to minors in any way. Adult materials may not be displayed on the display counter and adults must request to be able to view them. It is Exhibitor’s responsibility to verify the age of each individual requesting to view or purchase adult material. Adult materials should be separated from other products. For example, adult books stored in a box should be stored separate from other books stored in similar boxes. No adult material may be sold, given or distributed to any minor. Promoter reserves the right to require Exhibitor to remove items from public display if they are not deemed appropriate by Promoter. Failure to comply with the requirements set forth in this paragraph may result in Exhibitor’s expulsion for Anime Boston 2025 with no refund of the Exhibit Space Rental Fee, arrest and/or criminal prosecution.
12.) INAPPROPRIATE MATERIAL. Promoter reserves the right to require Exhibitor to remove materials from public display if they are not deemed appropriate by Promoter. Any materials determined to be inappropriate for the community (as determined by Promoter) may not be sold at Anime Boston 2025 under any circumstance. Examples of inappropriate materials include, but are not limited to material promoting hate speech or hate groups. A repeated violation of this policy may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
13.) HUCKSTERISM. Exhibitor agrees to refrain from aggressive hucksterism. This includes, but is not limited to shouting to bring attention to Exhibitor’s wares, use of a public address system to bring attention to Exhibitor’s wares, excessive noise (such as the use of large drums) to bring attention to Exhibitor’s wares, and the wearing of large signboards or costumes to advertise Exhibitor’s wares elsewhere in the Exhibit Hall without prior expressed permission from Promoter. Any Exhibitor found to be engaging in this practice will be asked to cease its continuation. A repeated violation of this policy may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
14.) WEAPONS. Exhibitor agrees to refrain from the sale of weapons or replicas of weapons under any circumstance. This includes, but is not limited to swords, knives, guns, and wooden training swords. This also includes any weapons or replicas of weapons of any material of manufacture including, but not limited to metals, plastics, foam, or wood. Any Exhibitor found selling weapons or replicas of weapons will be asked to remove them from the Exhibit Hall. A repeated violation of this policy may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
15.) FOOD AND DRINKS. Facility regulations prohibit the sale/distribution of food and drinks unless the vendor has an active contract with MCCA's food contractor, Levy Restaurants. The Vendor/Exhibitor must provide verifiable proof of contract to the Exhibits division prior to filling out this application. The Exhibits division will verify all contracts with Levy directly. Any Exhibitor found distributing food and/or drinks without an active, verified contract with Levy and permission from the Anime Boston Exhibits Director will be asked to remove the offending items from the Exhibit hall. A repeated violation of this policy will result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee. Food and Drink includes, but is not limited to, Ramune, Pocky, Tea (including leaves), Coffee (including beans/grounds), and Chocolate. Any Exhibitor found giving away samples of food and/or drinks without prior permission from Promoter, regardless of compliance with MCCA regulations governing the distribution of samples will be asked to remove it from the Exhibit Hall. A repeated violation of this policy may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
16. Unlicensed Merchandise (including Fan Art and Fanmade Merchandise): Anime Boston does not allow the sale of unlicensed merchandise in our Dealers' Room. This includes but is not limited to bootleg (unlicensed mass-produced) merchandise, "factory seconds" merchandise, fan art, and handmade items making unlicensed use of another party’s intellectual property. This includes, but is explicitly not limited to anime properties, and also includes any logos or emblems used in such properties. Exceptions are made for doujinshi fan comic books procured at Comiket. Any Exhibitor carrying such items may be removed from the vendor hall for the entire duration of Anime Boston with no refund and may be banned from future Anime Boston events.
17.) AI "ART": Anime Boston does not allow the sale of products using AI-derived artwork (large model, generative, etc.) This includes, but is not exclusive to: prints, decorative wall-hangings, books, shirts, and drinking glasses and mugs. Any Exhibitor selling "original" work found to be derived from artificial intelligence processes may be removed from the exhibit hall for the entire duration of Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
18.) STICKERS. Exhibitor agrees to refrain from the sale or distribution of stickers under any circumstance. This includes, but is not limited to stickers, decals, and clings. Any Exhibitor found selling stickers will be asked to remove them from the Exhibit Hall. Exhibitor is permitted to adhere a sticker to an item, but it should be securely adhered before it leaves Exhibitor’s booth. This expands the Hynes Convention Center rule regarding stickers. A repeated violation of this policy may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee.
19.) EXHIBITOR PRIVACY. Exhibitor gives Promoter the right to Exhibitor’s name or image for promotional purposes. Exhibitor also grants to Promoter the right to release Exhibitor contact information to the public.
20.) EXHIBITOR’S AGE. Promoter will not rent space in the Exhibit Hall to any person under the age of 18 years.
21.) AUTOGRAPHS. Exhibitor will not sell autographs of celebrities or other notable personages as their primary (or only) stock in trade unless Exhibitor is selling their own signature or is acting as a direct representative of the celebrity or other notable personage. This includes, but is not limited to the signatures of celebrity guests of Anime Boston 2025, or the author of a book. Exhibitor is allowed to sell autographed items as up to 5% of all of their entire exhibit installation. The definitions of “celebrity” and “notable personage” are left to the discretion of Promoter. Calculation of percentage makeup of autographed items is left to the discretion of Promoter.
22.) FACILITY AND CONTRACTOR RULES. Exhibitor will follow all rules and regulations put forth by the MCCA and Hynes Convention Center Management, as well as Freeman Co. Pages relevant to Exhibitor are included in a digital downloadable version of this contract file after the sample floor plan map. Additional pages may be sent by Freeman Co. Failure to follow any of these rules may result in Exhibitor’s expulsion from Anime Boston 2025 with no refund of the Exhibit Space Rental Fee. Exhibitor may also be barred from entering the Hynes Convention Center in the future, as determined by Hynes Convention Center management and the MCCA.
23.) EVENT POLICIES AND RULES. Exhibitor will follow all policies and rules for Anime Boston 2025, as posted on Event website, where appropriate. Policies and rules can be found at https://www.animeboston.com/coninfo/convention_policies/ and
24.) EXHIBITOR APPOINTED CONTRACTORS. If Exhibitor chooses to utilize its own contractor (“EAC”) to provide any services, Exhibitor must contact Promoter to determine if exclusive rights to provide those services are already contracted by Exhibitor and to get permission to use EAC. If Promoter grants permission, Exhibitor provide the following to Promoter at least 15 days prior to the Event: (i) A written statement setting forth the identity and intended use of the EAC.(ii) A certificate of insurance evidencing that the EAC has in place the minimum insurance coverage as defined herein. Exhibitor will be solely responsible for ensuring that each EAC furnish evidence of workers compensation insurance in the minimum amount required by state law as well as evidence of commercial general liability in a minimum amount of one million dollars ($1,000,000) covering all operations and automobile liability insurance and a minimum amount of one million dollars ($1,000,000) covering all owned, hired and non-owned vehicles. The policies for Commercial General Liability and Automobile Liability shall name Promoter, The Massachusetts Convention Center Authority, and Freeman Co. as additional insureds for the events covered by this document.
25.) SMOKING. Smoking of any kind is not permitted in the Hynes Convention Center. Please note this includes, but is not limited to, cigarettes, cigars, electronic cigarettes, vaporizers, or the burning of any kind of incense.
26.) IDENTIFICATION. All vendors must have their company/organization name prominently visible at all times in their booth.
27.) EVICTION AT ANY TIME. Exhibitor can be evicted from Anime Boston 2025 at any time, for any reason given or not given, including, but not limited to any violations of the terms of this contract. This can include, but is not limited to, harassing or fighting with other Exhibitors or show attendees, sabotage or interference of any kind with other Exhibitors, or cheating any show attendees. Any expulsion will receive no refund of Exhibit Space Rental Fee and all expulsions will be considered regarding Exhibitor’s privilege to participate in any future event organized by Promoter.
Implementation of Exhibit Space rental through this on-line registration form shall be considered equivalent to a signed agreement to all terms and conditions.
![Dealers Room Application [WAITLIST ONLY]](/event-pics/176947-cover-rggq44nk75bp1733492052-600.jpg "Dealers Room Application [WAITLIST ONLY]"){kind=small}