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Application

Event Details

Event Name: Replay FX
Event Location: David L Lawrence Convention Center
Event Address: 1000 Fort Duquesne Blvd, Pittsburgh, PA, 15222
Event Dates: August 1 – August 4, 2019

Setting Up:
July 31, Wed: All vendors will be assigned individual loading times.
August 1, Thurs: 8am until 10:30am (Small / Hand-carried items only)

Breaking Down:
August 4, Sun: 5pm until 9pm (Teamster help available)
August 5, 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.

Changes from 2018

Beer Garden: In an effort to drive additional traffic toward the vendor area, a “Beer Garden” will be placed at the center of the vendor area inside Hall B. This Beer Garden will be the only location inside Replay FX where alcohol will be available for purchase.

Rows: All vendors will be placed in rows, rather than staggered locations, to allow for easy line-of-site viewing for attendees.

Replay FX Bucks: Starting in 2019, smaller tournaments at Replay FX will award “Replay FX Bucks” in lieu of actual cash prizes. “Replay FX Bucks” function similarly to cash but are only redeemable at vendor booths inside the event. If an attendee purchases something from your booth with Replay FX Bucks, keep the certificate they use and exchange it for equal cash value at the Replay FX information booth.

Frequently Asked Questions

Who do I contact with Questions?

E-mail questions to the following addresses:
Director@ReplayFX.org
Marketplace@ReplayFX.org

How do I pay?

You will be required to pay for your space via Paypal or Credit Card upon submitting this application. If you do not pay at the time of submission, your application will not be accepted.

How do I know if I've been accepted?

We will e-mail you to confirm receiving your application and payment.  If there are any problems, we will let you know at that point. If you have submitted payment and not received confirmation within two weeks, please contact us.

Do you accept small businesses?

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 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.

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 submission of 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 B 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, 2019, 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, 2019 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, terrorism, 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 reason not 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.