Replay FX 2018 Marketplace Contract


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Event Name: Replay FX
Event Location: David L Lawrence Convention Center
Event Address: 1000 Fort Duquesne Blvd, Pittsburgh, PA, 15222
Event Dates: July 26 – July 29, 2018

Setting Up:
July 25, Wed: All vendors will be assigned individual loading times.
July 26, Thurs: 8am until 10:30am (Small / Hand-carried items only)

Breaking Down:
July 29, Sun: 5pm until 9pm (Teamster help available)
July 30, Mon: 9am until 12pm (Teamster help available)

Operating Hours: Vendors determine their own operating hours within the constraints of the overall Replay FX schedule with the following two exceptions:

1 – Vendors must be fully open for business a minimum of 8 hours each day.
2 – Vendors must be fully open for business on Sunday between the hours of 3pm and 5pm.


Any vendor found to be violating either of these exceptions will be assessed, and agrees to pay, an additional $100 penalty. General security will be provided during the festival, but vendors assume all risk associated with leaving their booths unattended. Vendors will be permitted to cover and / or relocate small items overnight or during periods when they are closed.

IMPORTANT CHANGES FROM REPLAY FX 2017:

  • Replay FX has grown to the point where the convention center insists our vendor loading process be fully scheduled in advance in order to keep the loading docks clear and safe for the laborers involved. All vendors will be assigned a specific arrival time on Wednesday, July 25. Any vendor who arrives outside of his or her designated loading time will be put on standby and will not be permitted to access the loading dock until an acceptable gap in the schedule is available. If no gap in the schedule occurs prior to the end of the designated loading period, the late vendor will either be turned away entirely or asked to pay the overtime required in order to keep the dock workers later than originally scheduled. Vendors are encouraged to include their loading preferences when submitting this contract. We will take special requests into account if they are made prior to June 1. PLEASE DO NOT ATTEMPT TO ACCESS THE LOADING DOCK OUTSIDE OF YOUR DESIGNATED TIME. THE LOADING DOCK GUARD WILL HAVE A SCHEDULE, AND YOU WILL BE TURNED AWAY.
  • Many vendors did not require the number of chairs that were provided by default with each booth space, so we have reduced the number of chairs in each booth from two per table to one. If you require more chairs for your booth, please request them on this contract. Chairs requested at a future date will incur an additional $5 fee. CHAIRS AND TABLES REQUESTED AFTER JULY 15 WILL NOT BE PROVIDED.
  • The pricing structure has been updated to reflect increased demand, although a discount is being offered to all 2017 vendors to offset the price increase.

WHO DO I CONTACT WITH QUESTIONS?
E-mail questions to the following addresses:
Director@ReplayFX.org
Marketplace@ReplayFX.org

HOW DO I PAY?
An invoice will be e-mailed to you after completion of this contract. We accept payment via Paypal.

HOW DO I KNOW I HAVE BEEN ACCEPTED?
After signing your contract and completing payment, you will be contacted by a member of our team to confirm our receipt of your information and payment. Your vendor name will also be added to our list on this website.

If there are any issues with your submission or payment, you will be notified prior to your vendor name being listed. If you do not hear from a member of our team or see your name placed on our list of vendors within two weeks, please contact us immediately.

MY BUSINESS IS SMALL. CAN I STILL GET A SPACE?
Absolutely. Vendor spaces at Replay FX are broken down into multiple categories. Some of the spaces are specifically reserved for large game-related corporations. Some spaces are reserved for interesting technology displays like VR goggles or cutting-edge equipment. Other categories are reserved for more straight-forward operations such as comic book sales, pinball parts dealers, or game resellers. All types are welcome, but the best way to secure a space is by signing up early. Vendor spaces at Replay FX have sold out each of the last two years far in advance of the event.

WHAT ARE THE VENDOR HOURS?
Vendors must be open for business a minimum of 8 hours per day, and all vendors must be open between the hours of 3pm and 5pm on Sunday. Vendors are permitted to manage their own hours outside of these requirements.

DO YOU HAVE ANY RESTRICTIONS ON TYPES OF VENDORS?
Yes. We greatly prefer gaming, toy, comic, fantasy, or certain technology-related vendors. Any vendor who does not fall into one of the categories listed on the contract below should e-mail us for pre-approval.


General Information

Business Name:

Business Website:

Authorized Representative:

Address:

Address:

City:

State:

Zip Code:

Phone:

E-mail:


Load-in Time

Due to the increasing number of vendors applying for space at Replay FX, the David L. Lawrence Convention Center has insisted we schedule specific times for loading dock access. All vendors will be assigned a specific 30-minute window when they are scheduled to arrive, and they will only be permitted to gain access to the loading dock during that window. Any vendor who does not arrive during his or her scheduled time will be forced to wait until a gap opens in the schedule. If no gap opens in the schedule, vendors will be forced to wait until the end of the day and may incur a fee required to keep the union labor beyond the scheduled loading time.

Please note that this 30-minute window only reflects the time when a vendor must arrive and does not impact the amount of time a vendor has to actually set up their booth.

ALL VENDOR LOADING TIMES ARE SCHEDULED AT THE DISCRETION OF REPLAY FX STAFF. Through the submission of this contract, vendors agree and fully understand that the choice selected below is their preference only and not a guarantee of the time when they will be scheduled to arrive. All loading dock access will be scheduled on a first-come-first-served basis, intentionally benefiting vendors who choose to sign up early in the process.

When would you prefer to access the loading dock?


Product or Service Type

Select Product / Service Type:

If the options to the left do not apply to your situation, please offer a description below:

Additional Information:


Booth Size and Cost

Booth Size:

Pricing for 2017 vendors:

  • 10×10 = $150
  • 10×20 = $250
  • 10×30 = $325
  • 20×20 = $425

Pricing for new vendors:

  • 10×10 = $175
  • 10×20 = $300
  • 10×30 = $400
  • 20×20 = $500

Were you a vendor at Replay FX 2017?

*An invoice will be e-mailed to you upon submitting this contract. Your booth space will be reserved only after payment has been received.

Electrical Requirements:

Each additional table beyond what is included with your space costs $10. Please select the amount of additional tables you require, if any, here:

Each booth space comes with one chair. Please select the amount of additional chairs you require, if any, below.

Each vendor will receive one complimentary vendor pass for each of their first three 10ft x 10ft spaces purchased. Additional vendor passes may be requested at any time for a fee of $75. Vendor passes will be distributed by Replay FX staff during check-in. If you require additional vendor passes, please select the amount below.

Location: (Please note your placement is not guaranteed)

NOTES:

  • An invoice will be e-mailed to you after submitting this contract. Your space is not reserved until payment is made.
  • Each vendor is permitted to bring their own tables and chairs and is expected to not rely on Replay FX at the last minute. Any tables or chairs requested after submitting this contract will incur an additional fee. ANY CHAIRS OR TABLES REQUESTED AFTER JULY 15, INCLUDING DURING SETUP AT THE EVENT, WILL NOT BE PROVIDED. PLAN ACCORDINGLY!
  • 10ft of pipe and drape will be included if the space in question is not located against a wall.
  • All tables provided by Replay FX will be skirted.

Agreement

This Application, properly completed and executed by Vendor, upon acceptance by Replay FX LLC shall constitute a valid and binding contract between the parties. In its sole discretion, Replay FX LLC may establish reasonable event-related regulations, as it deems necessary, in the interest of the general success of the event. Vendor shall be bound by all conditions, rules and regulations stated herein or otherwise stated by Replay FX LLC. If any portion of this agreement is found to be unenforceable, the remaining portions will still be considered binding and enforceable.

GUIDELINES FOR PRODUCTS, SERVICES AND ATTIRE

The following is a list of goods and services a Vendor is NOT permitted to sell. This list is not intended to be all-inclusive. Determination of the acceptability of any goods or services offered by Vendors at the Event shall be at the sole discretion of Replay FX LLC and your signature on this agreement confirms that if you are asked to remove any item or items or discontinue any service while at the Event, you will comply with the request. Failure to comply with any such request may, at Replay FX LLC’s sole discretion, result in the immediate termination of this agreement and you will be asked to vacate the Vendor area and Event site without refund of your Vendor fees or security deposit. Inappropriate attire is not allowed. If attire is deemed inappropriate for any employee or any person associated with your booth, he or she will be asked by Replay FX LLC to make changes in their attire to become suitable for the event environment. If Replay FX LLC’s requested changes are not made, the person in question associated with your booth will be asked to vacate the event property. Replay FX LLC also reserves the right to restrict the use of, limit the hours of, censor, cancel and/or prohibit booth models.

GOODS & SERVICES NOT PERMITTED FOR SALE:

Alcoholic beverages, illegal items, firearms, ammunition and inappropriate material including racism, profanity, anti-Semitism, drug paraphernalia, sexual material and hate speech. If it is illegal, do NOT sell it. The sale of event specific merchandise which bears the Event name, Event dates, city name with Event dates, or Event logo is strictly prohibited. In addition to the above listing, Replay FX LLC selects Vendors based on a goal of providing the right mix of products within a limited space and because of the expected number of Event attendees. Therefore, it is possible that the number of Vendors of a particular product or service may be limited.

LOADING DOCK:

Any vendor who requires loading dock access outside of the times they are scheduled to arrive or depart must schedule that access in advance. The loading docks at the David. L. Lawrence Convention Center are governed by union rules, and unscheduled requests for access WILL BE DENIED. This restriction includes any vendor who receives a loading dock parking pass and leaves a vehicle on the dock. To be safe, assume that the loading dock WILL NOT have in-out privileges outside of scheduled times for any reason.

ASSIGNMENT AND USE OF SPACE

Specific vendor locations on the show floor will not be announced ahead of time. Vendors are asked to speak with Replay FX staff at the vendor check-in booth upon arrival. Replay FX staff will then direct all vendors to their locations. We will attempt to accommodate specific placement requests on a case-by-case basis but make no guarantees. Vendor check-in will be marked with a sign and located immediately inside of the Hall A loading dock entrance.

Replay FX LLC reserves the unconditional right to assign Locations. In assigning Locations, Replay FX LLC may consider the number of Events the Vendor attends, the order in which Vendors submit properly completed and executed applications and payments and whether Vendors meet other Event standards. Submitting an Application does not ensure access to a Location for any Event. Vendors must meet Event quality standards and exhibit categories. Any Location not occupied by the completion of installation of displays will be reassigned at the sole discretion of Replay FX LLC. Replay FX LLC may retain all or part of any deposit or fee paid for an unoccupied Location. If a Vendor cancels their attendance in writing prior to June 1, 2018, all fees, including the security deposit, are fully refundable. Amplified sound must be kept at a reasonable level.

Replay FX LLC will provide 24-hour security, but all risk associated with leaving merchandise and / or displays is the sole responsibility of the Vendor. Subject to the terms and conditions set forth herein and for the Event set forth above, Replay FX LLC grants and Vendor accepts the non-transferable right to sell/display their Products/Services.

Vendor agrees to use the Location and conduct its business in an orderly and lawful manner and to abide by all rules and regulations prescribed by Replay FX LLC. No later than one week prior to the Event, specific requirements as to time for installation and dismantling at each Location shall be set forth in a Vendor information letter. Such requirements shall be binding upon the Vendor as though fully set forth herein. Vendor shall not transfer, assign or sublease all or any part of the Location to any other person, nor permit the Location to be used by any other person. Vendor also is not permitted to execute this contract and then assign a dealer or other representative of their product or service to represent them. This contract is solely executed and is binding between Replay FX LLC and the Vendor business name or d.b.a. on this contract. Replay FX LLC reserves the right to decline, prohibit or expel a vendor who, in Replay FX LLC sole judgment, fails to maintain the character of the Event.

Vendor shall not display or sell Products/Services, distribute advertising material or solicit business of any kind except within their designated vendor area without prior approval of Replay FX LLC staff. The Products/Services may not extend beyond the limits of the designated vendor area without prior approval from Replay FX LLC. No part of the Products/Services may extend into any aisle. Exhibit space must be neat and clean at all times. Nothing shall be posted on, tacked, taped, glued, tied, nailed, screwed or otherwise attached to the walls, floors, vehicles or other parts of the convention hall exhibit area or any premises, indoor or outdoor, where Replay FX LLC Vendor area is set up without permission from the proper building authority and Replay FX LLC. Cleaning of exhibit space shall be the responsibility of Vendor. Vendor will deposit trash in proper receptacles. After the event, if Vendor leaves exhibit space unclean with trash, packing material, etc., Vendor will be invoiced a $100 cleaning fee.

Authorized representatives of Replay FX LLC showing proper credentials shall have access to the Location for reasonable inspection purposes at any time. In the sole judgment of Replay FX LLC, if Vendor possesses or sells any improper materials or engages in improper or unlawful conduct at any Event, Replay FX LLC will give Vendor notice to cease and desist such activity. If Vendor does not promptly comply, Replay FX LLC, at its option, and without further notice, may immediately terminate this agreement and revoke the rights granted hereunder. Failure to comply with the rules and regulations of the contract may result in the alteration or removal of the booth or other materials at the Vendor’s expense.

At the end of Event, or earlier if required by the terms of this agreement, Vendor shall yield and give up possession of the Location in as good of condition as it was when assigned, reasonable wear and tear accepted. Overnight power will be provided. 24-hour security will be provided, but even with security provided, Vendor accepts they are participating entirely at their own risk.

Vendors must be open for business a minimum of 8-hours per day. In order to prevent vendors from closing their booths early, all vendors must be open for business on the Sunday of the event between the hours of 3pm and 5pm. Any vendor found to be violating either of these restrictions, as determined by Replay FX staff, agrees to pay a $100 penalty.

CANCELLATION

Vendor must deliver a written cancellation prior to June 1, 2018 in order to receive a full refund on any fees paid. No refund will be made after the cancellation date. A stop pay placed on any check is considered fraud and will be treated as such.

Replay FX LLC is not liable for the non-delivery of the Location if non-delivery is due to any of the following causes: if the Event is cancelled or modified in any way or if the Location is damaged or destroyed by fire, act of God, public enemy, war or insurrections, strikes, the authority of the law, or any cause beyond Replay FX LLC’s control. If Replay FX LLC is unable to deliver the Location for any of the reasons stated in this paragraph, Replay FX LLC will reimburse Vendor for fees paid for that Event.

LIABILITY, INSURANCE AND INDEMNIFICATION

Vendor acknowledges that it is an independent contractor and not an agent, servant, employee, co-volunteer or representative of Replay FX LLC. Neither of the parties is authorized to contract any debt, liability or obligation for, or on behalf of the other party, unless outlined within the terms of this contract.

Vendor accepts full responsibility for all liability or damages to persons or property arising out of Vendor’s use and occupancy of the Location, including, without limitation the sale or promotion of the Products/Services. Replay FX LLC does not assume any responsibility for damages that might occur to Vendor, its employees, agents, customers, licensees or the property of any such persons by reason of such use, occupancy or sales.

Vendor further agrees to indemnify and hold harmless Replay FX LLC, Event, land/venue owner and the respective officers, directors, agents, and employees from any and all damages, which are caused directly or indirectly by the use or occupancy of the Location by Vendor or by the sale or promotion of Vendor’s Products/Services, including without limitation, injuries or damages to persons or property sustained by the public, Vendor’s employees or agents, other Vendors, concessionaires or Event participants. If any provision in this agreement is determined to be illegal or non-binding, the rest of the agreement is still enforced.

TAXES, LICENSES AND PERMITS

Sales and other taxes, when applicable, are the responsibility of the Vendor. Vendor will obtain all licenses and permits that are or may be required by any public authority for the sale or display of the Products/Services. Replay FX LLC may distribute a Vendor list including Vendor business name, Vendor contact name, address, websites, logos, photographs, and phone numbers to any tax office requesting this information.


Payment

An invoice will be e-mailed to you after submitting this contract. Your space is not reserved until payment is made.


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Document name: Replay FX 2018 Marketplace Contract
Unique Document ID: dd4e5ef20f01e282db91b64c0d9a473c003031ee
Timestamp Audit
November 3, 2017 4:52 pm ESTReplay FX 2018 Marketplace Contract Uploaded by Mark Steinman - director@replayfx.org IP 76.125.140.197