ReplayFX 2017 Marketplace Contract


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Event Name: ReplayFX
Event Location: David L Lawrence Convention Center
Event Address: 1000 Fort Duquesne Blvd, Pittsburgh, PA, 15222
Event Dates: July 27 – July 30, 2017

Setting Up:
July 26, Wed: 5pm until 9pm (Teamster help available)
July 27, Thurs: 7:30am until 10:30am (Small / Hand-carried items only)

Breaking Down:
July 30, Sun: 5pm until 9pm (Teamster help available)
July 31, Mon: 9am until 12pm (Teamster help available)

Operating Hours: Vendors determine their own operating hours within the constraints of the overall festival 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 2016:

  • Any vendor who requires loading dock access outside of the times listed within this contract must schedule that access in advance. The loading docks at the David. L. Lawrence Convention Center are governed by union rules, and there is a high likelihood that unscheduled requests 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.
  • Specific vendor locations on the show floor will not be announced ahead of time. Vendors are asked to speak with ReplayFX staff at the vendor check-in booth upon arrival. ReplayFX staff will then direct all vendors to their location. 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.
  • We greatly encourage vendors to know the amount of tables and chairs they require PRIOR to signing their vendor contract and to make any custom requests in advance. There is a limited supply of tables and chairs available, and all custom requests will be handled on a first-come-first-served basis. Each 10ft x 10ft vendor space automatically comes with one table and two chairs. Vendors are permitted to supply their own tables and chairs free of charge. Vendors requesting ReplayFX supply additional tables and chairs will be charged $10 per additional table and $5 per additional chair. Vendors who request unscheduled, additional tables or chairs during setup or during the event WILL NOT BE ACCOMMODATED.

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 ReplayFX 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.

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.


Contact Information

Business Name:

Business Website:

Authorized Representative:

Address:

Address:

City:

State:

Zip Code:

Phone:

E-mail:


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:

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 additional chair beyond what is included with your space costs $5. Please select the amount of additional chairs you require, if any, here:

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 ReplayFX staff during check-in. If you require additional vendor passes, please select the amount below.

NOTES:

  • 10ft of pipe and drape will be included if the space in question is not located against a wall.
  • All tables will be skirted by ReplayFX.

Agreement

This Application, properly completed and executed by Vendor, upon acceptance by ReplayFX LLC shall constitute a valid and binding contract between the parties. In its sole discretion, ReplayFX 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 ReplayFX 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 ReplayFX 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 ReplayFX 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 ReplayFX LLC to make changes in their attire to become suitable for the event environment. If ReplayFX LLC’s requested changes are not made, the person in question associated with your booth will be asked to vacate the event property. ReplayFX 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, ReplayFX 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.

ASSIGNMENT AND USE OF SPACE

ReplayFX LLC reserves the unconditional right to assign Locations. In assigning Locations, ReplayFX 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 ReplayFX LLC. ReplayFX 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, 2017, all fees, including the security deposit, are fully refundable. Amplified sound must be kept at a reasonable level.

ReplayFX 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, ReplayFX 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 ReplayFX 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 ReplayFX LLC and the Vendor business name or d.b.a. on this contract. ReplayFX LLC reserves the right to decline, prohibit or expel a vendor who, in ReplayFX 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 the their designated vendor area without prior approval of ReplayFX LLC staff. The Products/Services may not extend beyond the limits of the designated vendor area without prior approval from ReplayFX 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 ReplayFX LLC Vendor area is set up without permission from the proper building authority and ReplayFX 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 ReplayFX LLC showing proper credentials shall have access to the Location for reasonable inspection purposes at any time. In the sole judgment of ReplayFX LLC, if Vendor possesses or sells any improper materials or engages in improper or unlawful conduct at any Event, ReplayFX LLC will give Vendor notice to cease and desist such activity. If Vendor does not promptly comply, ReplayFX 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 Sunday, July 31, between the hours of 3pm and 5pm. Any vendor found to be violating either of these restrictions, as determined by ReplayFX staff, agrees to pay a $100 penalty.

CANCELLATION

Vendor must deliver a written cancellation prior to June 1, 2017 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.

ReplayFX 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 ReplayFX LLC’s control. If ReplayFX LLC is unable to deliver the Location for any of the reasons stated in this paragraph, ReplayFX 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 ReplayFX 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. ReplayFX 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 ReplayFX 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. ReplayFX 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 signing this contract.


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Signature Certificate
Document name: ReplayFX 2017 Marketplace Contract
Unique Document ID: 6af8175dd41eecd6d96a9183e54e98e6f94e9592
Timestamp Audit
2016-11-03 14:57:10 EDTReplayFX 2017 Marketplace Contract Uploaded by Mark Steinman - director@replayfx.org IP 67.163.197.1