REFUND AND EXHIBITOR CANCELLATION POLICY:
(a) More than 90 days before the Event:
If you cancel your exhibit space more than 90 days before the Event begins, you will receive a full refund minus a $50 cancellation fee. The refund will be processed to your original payment method within 30 days.
(b) Between 60 and 90 days before the Event:
If you cancel between 60 and 90 days before the Event, you will be charged a 50% cancellation fee. The remaining 50% will be refunded to your original payment method within 30 days.
(c) Less than 60 days before the Event:
Cancellations made less than 60 days before the Event are not eligible for any refund. You will not receive any portion of your payment back.
(d) Valid emergencies:
In the case of a valid emergency, such as a serious illness, injury, or death in the immediate family, you are eligible for special consideration. Exceptions are at the sole discretion of South Texas Conventions events.
NO-BOOTLEG POLICY
Be aware that we strictly enforce our No-Bootleg Policy. Under no circumstances shall exhibitors display or sell grey market goods, otherwise known as “bootleg”, “pirated” or “counterfeit” merchandise. Possession or sale of unauthorized materials is at the exhibitor’s own risk. If items are found to be in violation, the items will be removed from display for sale immediately, and the Exhibitor will be asked to tear down at the end of the day, no refunds, no exceptions. Exhibitors found in violation of our No-Bootleg Policy will not be allowed to sell at future events.
18+ MERCHANDISE POLICY
Any merchandise or artwork deemed indecent, obscene, lewd, or offensive by South Texas Conventions or the McAllen Convention Center will not be permitted for display.
DISPLAY GUIDELINES FOR LEWD OR NSFW ART
As a family-friendly convention with attendees of all ages, we require that all lewd, explicit, or sexually suggestive artwork be properly covered and displayed with discretion. Please adhere to the following guidelines:
No Minimal Coverage – Small stickers, sheer sleeves, or partial censors are not acceptable. Use solid barriers that fully and effectively conceal the content. Coverage must be substantial enough that no genitalia, exposed nipples, or graphic sexual content is visible in any way.
Opaque Covers Only – Use solid, non-transparent coverings (such as cardstock, folders, or binders) that fully conceal the artwork. No sheer plastic or see-through overlays.
Staff Discretion Applies – If our staff determines any piece of art is not in compliance or is inappropriately displayed, you will be required to remove or cover it immediately.
ARTIFICIAL INTELLIGENCE (AI)-GENERATED PRODUCTS/ART
Exhibitors may not display or sell any products or artwork created using Artificial Intelligence (AI) at South Texas Conventions events. This includes, but is not limited to, AI-generated artwork, designs, prints, merchandise, or any other items made with the use of AI during the creation process. If items are found to be in violation, the Exhibitor will be asked to tear down at the end of the day, no refunds, no exceptions. Exhibitors found in violation of our no Artifical Intelligence policy will not be allowed to sell at future events.
WEAPONS SALES
Any prop or replica that can be used as a weapon must be sold in a completely sealed box. Sales to minors are not permitted unless accompanied by an adult guardian. Weapons must be displayed in a manner that ensures they cannot be easily reached by attendees. Safety is the top priority.
SALES TAX PERMIT
All exhibitors are required by Texas law to have an active Texas Sales Tax Permit. Exhibitors must have their Sales Tax ID # available throughout the event. Should the Texas Sales Tax Permit be inactive, exhibitors are required to update it prior to selling at the event. Texas law mandates an 8.25% sales tax to be charged on purchases made within the state.
TABLES
Artist Alley Inlines include 1 table, and Artist Alley Corners include 2 tables. Please note that Retailer spaces do not include tables.
ELECTRICITY
Electricity is not included with the exhibition space purchase. Electricity, it can be purchased in advance from the McAllen Convention Center at a pre-event rate of $65 plus tax. On-site purchases made the day of the event will be charged at a higher rate of $165.
PIPE AND DRAPE
Pipe and drape is not included with your reservation.
BOOTH/TABLE PLACEMENT
The placement of booths/tables is at the sole discretion of South Texas Conventions. We reserve the right to change the layout at any time prior to or during the event.
EXHIBITOR WRISTBANDS
Each exhibitor will receive two exhibitor wristbands per space purchased. Additional exhibitor wristbands will be available for purchase during check-in, with a limit of two at a discounted rate of $45 for the weekend. Additional wristbands may be purchased at regular price if needed. Lost wristbands will not be replaced, and will need to be re-purchased.
BOOTH OCCUPANCY
Any reserved booths or tables must remain occupied during event hours. Early teardown is not permitted. If an exhibitor's booth is unoccupied or not set up during event hours, it may be claimed by South Texas Conventions without refund.
SUB-LEASING/TRANSFERS
Exhibitors may not transfer, gift, or sublet all or any portion of their designated exhibit space. Each exhibitor must apply individually and be approved in order to exhibit. If an exhibitor is unable to attend, their space will be offered to a pre-approved exhibitor on the waitlist.
OUTSIDE FOOD & DRINK
Outside food and drink are prohibited inside the McAllen Convention Center at all times, including during setup and teardown. Exhibitors with medical necessities for food or drink are encouraged to notify security for assistance in making accommodations.
FOOD VENDORS
The sale of food and beverages is prohibited unless prior written approval is obtained from both South Texas Conventions and the McAllen Convention Center. Food and Beverage vendors are subject to additional fees.