The company, its employees and agents, as described filled out by
applicant on this application, is herein referred to as Exhibitor. THE
RICHMOND, VA COMICON, LLC is herein referred to as VACC.
show itself, the actual event (“VA Comicon”, “Old School Comicon”,
“Collectibles Expo”, “Richmond, VA Comicon” and “Fairfax, VA Comicon”) is herein
referred to as the Exhibition.
The actual occupancy of the space taken by Exhibitor is of the essence
of this License. If Exhibitor does not occupy such space, VACC is
authorized to occupy such space or to cause such space to be occupied
as VACC deems in the best interest of the Exhibition without in any way
releasing Exhibitor from any liability hereunder. VACC reserves the right
to relocate Exhibitor. It is further agreed that the conditions, rules and
regulations printed on this License or any attachments hereto, and in the
exhibitors’ manual, as any of such may be amended from time to time,
are made a part hereof as though fully incorporated herein, and Exhibitor
agrees to be bound by such. In the event of a vendor cancellation, zero
refund will be issued unless we are booked to capacity, and are able to
replace you from a waitlist. This Policy will be strictly enforced.
1. Cancellation Policy. In the event Exhibitor seeks to cancel this
License or withdraw from the Exhibition, Exhibitor may only do so by
giving written notice to VACC, by certified mail, return receipt requested.
Cancellation notice may also be given by email, but does not go into effect until replied to.
The date of cancellation, withdrawal or downsize in space as applicable
shall be the post mark date on the notice, or email reply. Cancellation entitles you to a
refund amounting to 0% of your total payment. I.e. your entire payment is
forfeited and no refund shall be due. If there is a waitlist, we will attempt
to fill your space, and will issue a 100% refund of amount paid within 30
days following the event if we are able to fill the space at the full rental value.
2. Exhibits & Material. Exhibits will be limited to those companies or
other entities offering materials, products, or services of specific interest to
registrants. VACC reserves the right to determine the eligibility of any
product for display. Exhibiting manufacturer’s representatives and/or
distributors must list its participating principals as the exhibitors of record.
Only the sign of Exhibitor may be placed on the booth or in the printed list
of exhibitors of the Exhibition. No exhibitors or advertising will be allowed
to extend beyond the space allotted to Exhibitor, or above the back and
side rails of such space. Exhibitor agrees not to sell or distribute any adult
material to minors. All “Adults Only” material must be either behind the
table or, if displayed on a table or display rack, bagged and covered so
that minors may not open it. Any adult material depicting nudity must be
“blinded” (i.e. the nudity or sexual conduct must be covered). Adult videos
and magazines are not to be displayed openly. A sign may be posted to
let customers know that you carry such merchandise. VACC does not
allow bootleg or counterfeit materials of any kind. Possession or sale of
these materials is at your own risk. Exhibitor agrees that its exhibit shall
be admitted and shall remain from day to day solely by strict compliance
with these rules. VACC reserves the right to reject, eject, or prohibit any
exhibit in whole or in part, or Exhibitor or any of Exhibitor’s representatives
upon VACC’s good faith determination that the same is not in accordance
with these rules and regulations.
3. Limitation of Liability. Exhibitor agrees to indemnify and hold
harmless VACC and the sponsor, owner, exhibition hall facility, and city in
which this Exhibition is being held, and each of their respective officers,
agents and employees, against all claims, losses, suits, damages,
judgments, expenses, costs (including, without limitation, reasonable legal
fees) and charges of every kind arising out of or resulting from its
execution of this License or its occupancy of the space herein contracted
for by reason of personal injuries, death, property damages or any other
cause sustained by any persons or others. VACC shall not be responsible
for loss or damage to displays or goods belonging to Exhibitor, whether
resulting from fire, storms, acts of God, air conditioning or heating failure,
theft, pilferage, mysterious disappearance, bomb threats or other causes.
All such items brought to the Exhibition are displayed at Exhibitor’s own
risk, and should be safeguarded at all times. The Raceway Complex provides
basic security, and can radio for help, and Exhibitor agrees that the
provision of such services constitutes adequate discharge of all
obligations of VACC to supervise and protect Exhibitor’s property within
the Exhibition. Exhibitors may furnish additional guards at their own cost
and expense, only with
prior approval by VACC. Exhibitor agrees that VACC shall not be liable in
the event of any errors or omissions in Exhibitor’s Official Directory
listings or in any promotional material. VACC makes no representations
or warranties with respect to the number of Exhibition attendees or the
demographic nature of such attendees.
4. Default. Exhibitor’s booth/table must be occupied by 9am on the event of the show.
If Exhibitor’s booth/table is not occupied by the time set, and has
not contacted the Exhibits Director to make arrangements for late arrival,
such space may be possessed by VACC for any purpose it may see fit. If
Exhibitor breaches any of its obligations or covenants under this License,
including without limitation any Exhibition rule or regulation promulgated
pursuant to this License, VACC may, without notice, terminate this
License. In the event of such default, VACC may thereupon direct
Exhibitor forthwith to remove its employees, agents or servants, and all of
its articles of merchandise and other personal property from the space
licensed and from the Exhibition Hall. Your payment will be subsequently
5. Sub-licensing/ Booth Usage. Exhibitor shall not sub-license, assign or
otherwise permit any person to occupy Exhibitor’s booth, or any part
thereof, or use the booth for the exhibition of anything not specified in this
License. Exhibitor must seek VACC’s permission to sublet, share or sign
over their booth to another party. Exhibitor may not permit non-exhibiting
companies’ representatives to conduct business in its booth without the
express written permission of VACC. In the case of multiple parties
sharing one exhibit space, the person whose name appears of this
contract assumes full responsibility for that space as specified here.
VACC rulings in its sole discretion shall in all instances be final with regard
to use of any exhibit space.
6.Damage to Property. Exhibitor is liable for any damage
caused to building floors, walls or columns, or to standard
booth equipment, or to other exhibitors’ property. Exhibitor
may not apply paint, lacquer, adhesives, or other coating to
building columns and floors or to standard booth equipment.
7.Special Services. Electricity, internet, telephone, as well as other
special services needed by individual exhibitors, are provided only when
the exhibitor orders and agrees to pay for them directly to the persons
authorized to supply such services in conformity with city, insurance and
8.Booth Representatives. Booth representatives shall at all
times wear badge identification furnished by VACC. VACC
may at any time limit the number of booth representatives. All
booths must be staffed by Exhibitor during all hours the show
is open, as well as during setup and take-down.
9. Electrical Safety. All wiring on displays or display fixtures must
conform to the applicable standards established by various govern-mental
agencies and standard fire inspection ordinances. All display wiring must
exhibit the seal and/or such other seals of official approving agencies as
may be required at the site of the Exhibition.
10. Safety, Lighting and Fire Laws. All applicable fire and safety laws
and regulations must be strictly observed by Exhibitor. Cloth decorations
must be flameproof. Wiring must comply with local Fire Department and
Underwriters’ Rules. Smoking in exhibits is forbidden. Crowding will be
restricted and aisles and fire exits must not be blocked by exhibits. No
decorations of paper, pine boughs, leafy decorations or tree branches are
allowed. Acetate and most rayon drapes are not flameproof and may be
prohibited. Do not encroach on any aisles that border your booth. Fire
Extinguishers, Hose Cabinets, Fire Exits or Fire Alarms cannot be blocked
or covered. All decorations must be flame retardant or FR rated. They are
subject to a random flame test by the Fire Marshal. Acceptable materials
will not hold a flame. Materials can be manufacturer certified or may be
treated with a flame retardant. Wood less than one-quarter inch thick must
be treated. In most cases, floor coverings are the exception. Table
coverings are excepted if they do not overhang the table more than six
inches. Booth storage is allowed as follows: a. Cardboard boxes, packing
materials, waste and debris must be removed prior to the start of the show
and kept picked up during the show. b. All areas are inspected
periodically. c. Boxed brochures, product and sales material storage may
be allowed if kept tight, orderly and not stored behind the back of your
booth. All extension cords must be a minimum of 14 gauge, 3 wire and
grounded. Ties or cable clamps must be used when running cord.
Lightweight extension cords or “zip cords” are strictly not allowed. Power
strips are approved for additional outlet plugs (Cube tabs are not allowed
and power strips cannot be “daisy chained”). Cords, plugs, and strips must
have UL labeling Lighting must be UL labeled and used consistent with
11.Sales Tax. Exhibitors are responsible for collection and
payment of COMMONWEALTH OF VIRGINIA and RICHMOND
CITY Retail Sales Tax. You must provide show management
with either a UBI Number or Tax Registration number. If you
set up without a valid number, any fines incurred will be
passed on to you, the Exhibitor.
12. Performance of Music and Sound Regulations. Exhibitor
acknowledges that any live or recorded performances of music by or on
behalf of Exhibitor at the Exhibition must be licensed from the appropriate
copyright owner or its agent. Exhibitor warrants to VACC that it will take
full responsibility for obtaining any necessary licenses to play or perform
such music and agrees to defend, indemnify and hold harmless VACC
from any damages or expenses incurred by VACC due to Exhibitor’s use
or authorization of use of such music. Mechanical or electrical devices
which produce sound must be operated so as not to disturb other
exhibitors. VACC reserves the right to determine the placement and
acceptable sound level of all such devices, and may determine at what
point sound constitutes interference with others and must be discontinued.
OFFENSIVE LANGUAGE SPOKEN OR IN PRINT WILL NOT BE
TOLERATED. Please inform show management immediately of any
Personnel and Attire. VACC reserves the right to determine whether the
character and/or attire of booth personnel are acceptable for attendees. If
not deemed appropriate by VACC staff, booth personnel will be asked to
leave the Exhibition and return in appropriate attire. If Exhibitor does not
comply with VACC staff’s request, VACC may thereupon direct Exhibitor
forthwith to remove the personnel permanently from the show.
13. Resolution of Disputes. In the event of a dispute or disagreement
between Exhibitor and an official contractor, or between Exhibitor and a
Labor Union or Labor Union Representative, or between two or more
exhibitors, all interpretations of the rules governing the Exhibition,
actions, or decisions concerning this dispute or disagreement by VACC
intended to resolve the dispute or disagreement shall be binding on
14. Care and Removal of Exhibits. VACC will maintain the cleanliness
of all aisles. Exhibitor must, at its own expense, keep exhibits clean and
in good order. All exhibits must remain fully intact until the Exhibition has
officially ended. Disturbing or tearing down an exhibit prior to the official
closing hour of the Exhibition can result in a refusal by VACC to accept or
process exhibit space applications for subsequent exhibitions. Exhibits
must be removed from the building by the time specified in the Exhibitors’
Manual. In the event Exhibitor fails to remove its exhibit in the allotted
time, VACC reserves the right, at Exhibitor’s expense, to ship the exhibit
through a carrier of VACC’s choosing or to place the exhibit in a storage
warehouse subject to Exhibitor’s disposition or to make such other
disposition of the exhibit as it may deem desirable without any liability to
15. Insurance. Exhibitor is advised to see that its regular company
insurance includes extraterritorial coverage, and that it has its own theft,
public liability, and property damage insurance.
16. Amendment to Rules. Any matters not specifically covered by the
preceding rules shall be subject solely to the decision of VACC. The
VACC shall have full power in the matter of interpretation, amendment
and enforcement of all said rules and regulations.
17. License Acceptance. Deposit of your check does not
constitute acceptance of this License. This License shall not
be binding until accepted by VACC.
18. Integration of License. This License contains the entire agreement
between VACC and Exhibitor. It may not be orally modified. Only an
agreement in writing signed by a duly authorized representative of the
party against whom enforcement of any waiver or modification is sought
will be enforceable.
19. Information on our website subject to change without notice and without
refund, as is your placement in the event hall. We reserve the right to relocate your
booth at any time with zero compensation to the Exhibitor.
20. You may NOT “push out” your table beyond your space, and you are NOT allowed to vend
from the SIDE of your booth. You may only sell to people in FRONT of, or WITHIN your
21. All imitation weapons for sale MUST comply with our posted Cosplay guidelines.
No sharp-edged metal weapons shall be displayed for sale (this includes throwing
stars, knives, daggers, swords, etc.)
22. Unlicensed, counterfeit or bootlegged items are strictly prohibited at all
VACC events. Any disputed items must be removed. You may not sell prints of other
people’s works (or direct derivative – GOOGLE: “Rob Granito”) without showing a
letter allowing you the right to do so.
23. BY SIGNING THIS DOCUMENT YOU AGREE TO DISTRIBUTE TWO (2) APPROVED E-MAILS
PROMOTING THE VA COMICON TO YOUR CURRENT CONTACT LIST. IF YOU USE FACEBOOK,
YOU AGREE TO POST AT LEAST FOUR (4) APPROVED FACEBOOK UPDATES LINKING TO
VACOMICON.COM, 1 PER WEEK LEADING UP TO THE EVENT.