Exhibitor Contract

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

other requirements.

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


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.


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

designated space.

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.