ShadoCon 2013 Vendor Contract

ShadoCon 2013
ShadoCon 2013 Vendor Contract
October 4-6, 2013
Dealer’s Area
ShadoCon’s Dealer Area will be held in the Grand Hyatt Tampa Bat Hotel in Tampa, located on 2900
Bayport Drive, Tampa, FL 33607.
Payments and Reservations
A MyConsOnline account is required to reserve or pay for a vendor’s table. You may create an
account or log in to your existing account from our website http://shadocon.com/dealers.htm. You
have 30 days to pay for your reserved space. If no payment is made within that time, we will release
that space for others to purchase. Reservations made on or after September 1, 2013 will require
immediate payment. Payments can be made via PayPal or check. Checks must be made out to
Shado Conventions llc and must be received within 30 days of your reservation.
Vendor Package
A standard vendor package includes a 8ft X8ft booth, 8x2 table, 2 chairs, 1 wastebasket and two
2013 Vendor ShadoCon badges for all three days. Sponsor packages will receive additional
documentation detailing all items included in their cost.
Setup
To insure a positive experience to our guest and all our vendors we ask that you set up your booth
during the following times:
1. Thursday, October 3
6:00pm – 10:00pm
2. Friday, Ocotber 4
8:30am - 10:30am
3. Saturday, Ocrober 5
8:30am – 11:30am
We encourage vendors to bring self standing displays and signage. The Hyatt Regency Hotel does
not allow any equipment, furniture, fixtures, decorations, signs, banners or other signage to be taped,
nailed, tacked, stapled or otherwise fastened to their floors, doors, ceilings, walls, painted surfaces or
columns.
Dealer’s Responsibilities
All vendor employees must wear a 2012 ShadoCon Vendor’s badge at all times. If you require more
than the two vendor badges provided, additional vendor badges can be purchased at the convention.
Vendors may only setup during the allotted times.
Security
The dealer’s area will be open to the public during the following hours:
Friday, October 4
11:00am – 8:00pm
Saturday, Ocotber 5
10:00am – 6:00pm
Sunday, Ocotber 6
10:00am – 5:00pm
Dealer’s area will be locked each day after all vendors/exhibitors have exited. It is the responsibility of
the vendors/exhibitors to secure their merchandise during loading, unloading and Dealer’s area hours
of operation. Security will be available to assist vendors manage disgruntle or disruptive customers.
Any and all criminal charges or accusations need to involve local authorities and must be initiated by
vendor/exhibitor.
1 ShadoCon 2013
ShadoCon 2013 Vendor Contract
October 4-6, 2013
Policies
• Our convention is rated PG-13, we require all merchandise or content for sale or on display to
reflect the same rating.
• The sale of the following items, are NOT allowed:
Adult merchandise including Hentai, Yaoi, Yuri, Shounen-ai, Shoujo-ai or any other
questionable merchandise the Staff deems inappropriate.
Unlicensed, pirated, bootlegged, “Knockoff”, samples or fansub merchandise of any kind, type
or media.
Illegal substances, cigarettes, prescription drugs, cooked/prepared food or snacks/beverages
not allowed by the Hyatt Regency Hotel.
Sale of any merchandise for which another vendor has paid for exclusivity rights.
• Vendor/exhibitors may sell products and services in the dealer’s area only during hours the
dealer’s area is open to the public.
• Vendor/exhibitors may not market, promote or advertise for products or services available
online or at their store that are NOT allowed for sale at the convention as listed above.
• Vendors/exhibitors may not sell or offer services that are illegal or for which they don’t have
permission, license or rights to.
• Vendor/exhibitor has 59 days from the date of their reservation to cancel for a full refund.
• Any cancellations 60 days or more after the date of reservation or after August 1, 2013 will
result in forfeiture of any and all payments made.
• Vendors/exhibitors must adhere to all local and state sales tax requirements and laws,
including keeping separate sale/tax records for all transactions during the event. For more
information please visit www.hillstax.org
• Vendors/exhibitors must comply with local and the Grand Hyatt Tampa Bay Hotel fire, safety
and operating regulations.
• It is the vendor/exhibitor’s responsibility to remove all bulk trash after each day of business.
• Vendors/exhibitors need to remove all materials, belongings and bulk trash before 9:00pm on
Sunday, October 6, 2013
• Vendors/exhibitors will exercise anti-theft practices and precautions during loading, unloading,
and while open to for business to the general public.
• All weapons sold must be package securely and vendor’s must advice customer that they must
still abide by the Grand Hyatt Tampa Bay Hotel and ShadoCon’s weapons policy.
• Vendor’s/Exhibitor will be required to display weapons in ways that prevent mishandling.
Under no circumstances will Airsoft, paintball, pressurized or loadable weapon be sold or
displayed while loaded.
• Any insurance policies obtained by Shado Conventions LLC or the Grand Hyatt Tampa Bay
Hotel shall not extend or cover losses, damages or injuries incurred or cause by
vendors/exhibitors or their staff.
2 ShadoCon 2013
3 ShadoCon 2013
ShadoCon 2013 Vendor Contract
October 4-6, 2013
Company_______________________ Name________________________________
Contact_________________________ Name________________________________
Street___________________________Address ______________________________
City_________________________
Telephone___________
State_______
Fax ________
ZipCode_____
Email ___________________________
Website ________________________ Facebook ____________________________
What merchandise do you plan to sell at the convention? _______________________
Federal Tax ID or Personal Social Security Number ___________________________
Hillsborough County Sales Tax/City of Tampa Sales Tax ID _____________________
Please email or mail the completed and signed form to:
dealers@shadocon.com
or
Shado Conventions
6912 N. Hale Avenue
Tampa, Florida 33614
4 ShadoCon 2013
ShadoCon 2013 Vendor Contract
October 4-6, 2013
I have read and understand the information detailed in this contract. By signing below I
agree to abide to local, state, federal and international laws. I also understand that if I
violate any laws or refuse to abide Shado Conventions LLC or the Grand Hyatt Tampa
Bay Hotel policies; my dealer status will be revoked and dealer fees withheld.
Signature ________________________________ Date ___________________
Shado Conventions LLC and the Grand Hyatt Tampa Bay Hotel shall not be responsible for
any damage or losses due to theft, damage, fire or other causes. I understand that
Shado Conventions LLC and the Grand Hyatt Tampa Bay Hotel are not responsible for any
injuries, damages or losses to me, my business or staff resulting from my participation
or attendance of this event.
As a vendor or exhibitor I agree to pay for all damages to the property of Shado
Conventions LLC or the Grand Hyatt Tampa Bay Hotel, its owners, managers,
officers/directors, agents, employees, subsidiaries and affiliates, during my stay or
participation in the event.
I understand and agree that I am liable for any or all fines, losses, costs, damages, or
expenses arising from, out or by reason of any accident or bodily injury or other
occurrences to any person or persons, including the vendor/exhibitor, its agents,
employees and business invitees which arise from the vendor/exhibitor occupancy and
use of the Grand Hyatt Tampa Bay Hotel premises.
Signature _________________________________ Date ____________________
Please email or mail the completed and signed form to:
dealers@shadocon.com
or
Shado Conventions
6912 N. Hale Avenue
Tampa, Florida 33614
5