ELECTRIC CITY DICE AND COSPLAY
TERMS AND CONDITIONS
All vendors agree to the following terms and conditions with reservation of any booth space at “Electric City Dice and Cosplay” in Great Falls, MT. These terms and conditions are laid out to provide a satisfactory event for all parties involved.
Show Hours:
Set-up will be allowed on Friday from 4:00 pm to 9:00 pm (venue will be locked at 9:00 pm) and Saturday from 7:30 am to 11:00 am. No set-up will be permitted before or after these hours. Sunday vendors can do restocks from 8:00 am to 11:00 am. There is a vendor meeting every morning at 11:00 am at the Stage.
Electric City Dice and Cosplay vendor space is open to the public from 12:00 pm to 7:00 pm on Saturday. Sunday hours are 12:00 pm to 5:00 pm. All booths must be open during show hours. The space will be secured at 7:30 pm on Saturday and there will be no re-entry.
Teardown will open from 5:00 pm on Sunday until 9:00 pm. If a booth is thorndown before 5:00PM Sunday without a heads up to event management do to an emergency, the vendor will be removed from future considerations for two years.
We will have Secruity during hours of the event, and building will be Secrured during the night.
Booth Reservations:
Booth spaces are only reserved with full payment. No booths are “held” without payment. In rare cases, Electric City Dice and Cosplay reserves the right to deny any booth sales to any individuals and/or business.
Table Space and Policies:
The booths start at 10 x 10. Each booth will come with one table and two chairs. Tables are 8ft in length. Extra tables and chairs are available for $18 per table and $2 per Chair (see reservation form). Only space within the length and width of the booth shall be used to display merchandise unless granted permission from Electric City Dice and Cosplay.
Exhibitor Badges:
Two badges are included with each 10 x 10 booth reservation. If additional vendor badges are desired, vendors should purchase badges with booth reservations to save time. If you decide you need another badge on the day of the show, you may still purchase up to two per booth at the Advanced ticket price of $20 each. *Please limit six additional badges per vendor unless special circumstances exist. Badges are intended for vendors and their helpers. Electric City Dice and Cosplay discourages the practice of purchasing additional badges to allow shoppers early bird entry. This creates security issues and distracts other Vendors from preparing for the retail public.
Cleanliness:
The Montana ExpoPark and/or Electric City Dice and Cosplay does not provide a cleaning crew. All Vendors are to leave their space “broom clean”. All food, trash, and recyclables must be removed from your area. Any vendor leaving excessive trash will not be permitted to set up for future shows.
Subletting Booth:
Subletting booths or any space is not allowed without permission from Electric City Dice and Cosplay and requires pre-approval. In the case that more than one vendor is sharing a booth, the person whose name appears on this contract assumes full responsibility and is the only party listed in advertising. Where there is a partnership, such as “Bob and Joe’s Comics” for example, they will be listed as such. However, only one individual shall sign the agreement, make payment, & assume full liability.
Photos/Video at Electric City Dice and Cosplay:
Vendors understand that photos/video will be taken by Electric City Dice and Cosplay for our social media and website. You must let us know if you would prefer not to be personally in the photo/Videos. Vendors also understand that this is a public event and that visitors will be taking photos/Videos. That is the fun and excitement of a large event. If a vendor feels someone is taking excessive photos of their booth/merchandise they can reach out to Electric City Dice and Cosplay Staff.
Vendors Code of Conduct:
Vendors are expected to act in a respectful and professional manner to the public, other exhibitors, Montana ExpoPark Staff, Security, Electric City Dice and Cosplay staff, and volunteers. Customer service plays a critical role for all vendors to our clientele. There will be zero tolerance for rude and/or mean interactions with visitors to the area. It is our collective responsibility to make sure all visitors have a pleasant experience and want to return the following year.
Any racism, harassment, or acts of aggression will not be tolerated. Electric City Dice and Cosplay welcomes fans from all walks of life.
This show is about board games, comics, tabletop games, pop culture, and general family fun interests.
Also, Electric City Dice and Cosplay prides itself on being a “family friendly” show and everyone should behave accordingly.
Insurance (Hold Harmless Agreement):
Vendors accept full liability for any injury or loss to themselves, their staff, or their property while attending the show and release the Electric City Dice and Cosplay & the Montana ExpoPark from any liability.
(Vendors are required to provide their own insurance for their property)
Cancellation Policies:
If a vendor cancels, table refunds will not be issued until “Electric City Dice and Cosplay” has resold your booth(s) to a new vendor. Once payment has been received by the new vendor, a refund will be issued, minus a 10% administration fee.
If the show must be cancelled due to the fault of the promoter full table refunds will be issued and vendors shall release “Electric City Dice and Cosplay” from any additional liability.
If the show is cancelled due to an “Act of God” (including but not limited to weather related issues such as flood or loss of power etc.), vendors release “Electric City Dice and Cosplay” from any liability and no refunds shall be made.
Bootleg or Adult Material:
Electric City Dice and Cosplay does not condone bootleg or counterfeit materials of any kind. Possession or sale of these materials is at your own risk. If a vendor is caught selling bootlegs and/or counterfeit items, they could be asked to leave the show and not be invited back.
Vendors agree not to distribute any “Adult Only” material to minors. Any products containing adult content must be kept out of sight of attendees under the age of 18.
In addition, no material shall be displayed that depicts characters in a derogatory light based on race, religion, gender, or sexual orientation.
Food and Drink:
We do not allow Food or Drink Vendors as per Montana ExpoPark Policy. As Such we will not be accepting any applications in regard to Food and Drink. If this is not followed it will result in you being asked to leave the venue. If removed from the event no refund will be given.
No outside food or drinks will be allowed.
Additional Polices:
All vendors agree to abide by all additional policies of the Montan ExpoPark, Electric City Dice and Cosplay, city and county ordinances, state laws and fire codes. Any undocumented policies will be dealt with on a case-by-case basis.
Breaking any of these terms and conditions could result in being asked to leave the venue. If removed from the event no refund will be given.
Please keep a copy of these policies for your records.
Contact Electric City Dice and Cosplay for any clarification at electriccitydicencosplay@gmail.com