CYBER CITY CON & ALAMO CITY TOY SHOW 2018 VENDOR

Vendor booths are a 10x10 space and very limited. Each space will come with one table. 

*Pipe and drape can be purchased at an extra cost at event.

NOTE: you may bring an extra table or setup materials of your choosing but they can NOT go out of your space. 

Terms and Conditions

Terms and Policies
Cyber City Con – San Antonio Terms & Policies
The terms and conditions set out below explain the agreement and expectations Cyber City Con – San Antonio, its respective officers, directors, staff, affiliates, representatives, employees and volunteers, vendors, and all third parties/dealers that will conduct business on site at a booth/table during the convention.
Booth sales begin on October 1, 2017, and will end by close of business on February 16, 2018.

FAILURE TO COMPLY WITH THESE TERMS AND POLICIES WILL RESULT IN FORFEITURE OF ALL VENDOR FEES PAID, REMOVAL FROM THE EVENT, A BAN FROM ALL FUTURE ALAMO CITY COMIC CON ACTIVITIES, AND POSSIBLE INCARCERATION.

ALL VENDORS THAT WILL BE SELLING MERCHANDISE ARE REQUIRED TO HAVE A STATE OF TEXAS SALES TAX PERMIT. THE TEXAS STATE I.D. NUMBER MUST BE PROVIDED TO CYBER CITY CON – SAN ANTONIO AT THE TIME OF APPLICATION SUBMISSION.

“Vendors” are defined as individuals and entities that sell commercially produced retail items, which may include comic book properties, real or virtual, and are not limited to selling original items that were created by hand.
The term “booths” will refer to all space purchased by artists, vendors, and dealers to promote and conduct their retail business.

RESTRICTIONS
The following items are prohibited: the sale of food and/or beverages; additional tables or chairs than those provided by CYBER CITY CON – San Antonio; switching or rearranging tables from the original placement by CYBER CITY CON – San Antonio; and the sale, distribution, solicitation, and promotion of any items or services not reviewed by CYBER CITY CON – San Antonio and given prior consent.
The display or sale of illegally manufactured or copied merchandise (“bootlegs”) is NOT allowed. Only properly licensed, commercially produced materials or original works may be on display, sold or purchased. Certificates of authenticity must be presented if asked by CYBER CITY CON – San Antonio or the San Antonio Police Department.
The display or sale of pornographic and adult merchandise (as defined by Cyber City Con – San Antonio and the City of San Antonio) to ANYONE under the age of 18 is ILLEGAL. Due to the nature of our family-­‐ friendly event, these items are STRICTLY PROHIBITED and NOT ALLOWED AT Cyber City Con – San Antonio.

BOOTHS
Booth placements are NOT GUARANTEED, and will be made at the discretion of convention organizers ONLY. Booth assignments are subject to change at any time and can be communicated on the convention floor by Cyber City Con – San Antonio.
Only CYBER CITY CON – San Antonio has the authority to transfer or trade table space with any other entity.

CANCELLATION POLICY
Cancellation requests must be made in writing and sent via email to cole@cybercitycon.com
For cancellations prior to close of business February 1, 2016, Cyber City Con – San Antonio will refund the total due, minus any applicable third party payment processing fees and taxes.
For cancellation requests from February, 2016 through close of business 29, 2015, Cyber City Con – San Antonio will refund 50% of the total due, minus any applicable third party payment processing fees and taxes.
Cancellation requests received after close of business February 29, 2015 will receive no refunds.

ASSUMPTION OF RISKS
Vendors assume all risks associated with, resulting from or arising in connection with their participation or presence at Cyber City Con – San Antonio and the Marriot Plaza San Antonio, including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business or profits of artist/vendor/dealer, whether caused by negligence, intentional act, accident, act of God or otherwise.

SECURITY
Cyber City Con – San Antonio will provide security, which may include, but not limited to San Antonio Police Officers and our own security personnel. Security will be stationed inside the convention center and surrounding areas once the convention is open to artists, dealers, and vendors. Although security is offered Cyber City Con – San Antonio asks that any cash and/or valuables be taken at the end of each day. All parties are responsible for their own property.
Cyber City Con – San Antonio asks that all vendors take extra care in placement of merchandise and cash boxes.

DESIGNERS
A design company (Hilton) is responsible for the move-­‐in and design of Cyber City Con – San Antonio.. If you have any questions regarding shipping early or help moving in you may email cole@cybercitycon.com

ELECTRICITY
Electricity is available for your table/booth at an additional charge. For information regarding price and how to purchase, please contact Hilton directly.

ADDITIONS
All self-­‐built displays or additions for tables/booths must be must be pre-­‐approved by Cyber City Con – San Antonio. All structures (racks, back tops, etc.) that create enclosed walls are NOT permitted on or around the tables.

WEAPONS
Weapons refer to edged, sharp, or training swords, knives and any items commonly considered to be weapons by Texas State Law. All sharpened edges must be sheathed and peace tied at all times. Vendors who sell these items are encouraged to provide a sealed box for attendees and should notify the attendee that the weapon may be carried in the convention center (boxed, bagged, and/or piece bonded) as long as they are at least 18 years of age.
Drawing of weaponry, horseplay, or careless handling of weapons in public areas is not allowed and may result in expulsion from the convention.
Cyber City Con – San Antonio does NOT allow the selling of guns or ammunition of any kind.

Vendors selling items that may be categorized as a weapon must inform the attendee that they must visit the weapons check table for weapon information.
Vendors selling weapons must conform to all local, state and federal regulations. Sales of weapons may be made only after verification of age using a government-­‐issued identification card showing the purchaser is eighteen (18) years or older. Any participant caught purchasing a weapon for a minor will be removed from the convention and proper authorities will be notified.

SOUND
The use of devices for mechanical reproduction of sound or music is permitted, but must be controlled. Sound of any kind must not be projected outside of individual booths. Vendors are specifically prohibited from employing any carnival-­‐type attraction, animal or human, or from operating such noise-­‐creating devices as bells, horns or megaphones. Cyber City Con – San Antonio reserves the right to determine sound interference with others and vendor shall comply with any request by Cyber City Con – San Antonio to discontinue any such sound or music.

BOOTH DISPLAYS
Use of aisles and common areas, distribution of samples and printed matter of any kind, and any promotional material is restricted to the vendor booth. All exhibits shall display products or services in a tasteful manner as determined in Cyber City Con – San Antonio’s sole discretion. The aisles, passageways and overhead spaces remain strictly under control of Cyber City Con – San Antonio and no signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of Cyber City Con – San Antonio. Uniformed attendants, models and other employees must remain within the booths occupied by their employers. Any and all advertising distribution must be made from vendor only from within his or her booth. Equipment must be arranged so that show visitors do not stand in the aisle while examining equipment or watching demonstrations. Strolling entertainment or moving advertisements outside of a vendor’s exhibit space is prohibited.

OCCUPANCY
Booth space, occupancy hours, and dates for installing, occupying and dismantling exhibits shall be those expressly specified by Cyber City Con – San Antonio. If vendor fails to install its display in its assigned space by one hour before show opens or leaves its space unattended during the Exhibit hours, Cyber City Con – San Antonio shall have the right to take possession of the space and NO REFUND will be due to vendor. All booth space must be open for business during convention hours. Vendor may not dismantle the display until the convention is officially closed by Cyber City Con – San Antonio. Vendor may not assign their display space to third parties without prior written approval from Cyber City Con – San Antonio.

ADDITIONAL TERMS AND CONDITIONS
If vendor fails to make a payment required by this contract in a timely manner, Cyber City Con – San Antonio may terminate this contract immediately (and vendor’s participation in the convention) without further notice and without obligation to refund monies previously paid. Cyber City Con  – San Antonio reserves the right at its discretion to refuse vendor permission to move in and set up a booth space if vendor is in arrears of any payment due to Cyber City Con – San Antonio. Cyber City Con – San Antonio is expressly authorized (but has no obligation, expressed or implied) to occupy or dispose of any space vacated or made available by reason of action taken under this paragraph in such manner as it may deem best, and without releasing vendor from any liability hereunder. Cyber City Con – San Antonio may also terminate this contract effective upon written notice of termination if vendor breaches any of its obligations under the contract without any obligations, expressed or implied, on Cyber City Con – San Antonio’s part to refund any payments previously made and without releasing vendor from any liability arising as a result of or in connection with such breach. If Cyber City Con – San Antonio removes or restricts an exhibit which Cyber City Con – San Antonio considers to be objectionable or inappropriate, no refund will be due vendor.

Vendor shall on a current basis, indemnify, defend (with legal counsel satisfactory to Cyber City Con – San Antonio in its sole discretion) and hold Alamo City Comic Con and Marriot Plaza harmless from any and all claims, demands, suits, liabilities, damages, losses, costs, reasonable attorneys’ fees and expenses, which result from or arise out of or in connection with (a) vendors’ participation or presence at the Event; (b) any breach by vendor of any agreements, covenants, promises or other obligations under this contract; (c) any matter for which vendor is otherwise responsible under the terms of this contract; (d) any violation or infringement (or claim or violation or infringement) of any law or ordinance or the rights of any party under any patent, copyright, trademark, trade secret or other proprietary right; (e) any libel, slander, defamation or similar claims resulting from the actions of vendor; (f) harm or injury (including death) to vendor; and (g) loss or damage to property or the business or profits of vendor, whether caused by negligence, intentional act, accident, act of God, theft, mysterious disappearance or otherwise. Vendor shall not settle or compromise any claims against Cyber City Con – San Antonio without Cyber City Con – San Antonio’s prior written consent.
UNDER NO CIRCUMSTANCES SHALL Cyber City Con – San Antonio OR Marriot Plaza BE LIABLE FOR ANY LOST PROFITS OR ANY INCIDENTAL, SPECIAL, INDIRECT, PUNITIVE OR CONSEQUENTIAL DAMAGES WHATSOEVER FOR ANY OF THE ACTS OR OMISSIONS WHETHER OR NOT APPRISED OF THE POSSIBILITY OF ANY SUCH LOST PROFITS OR DAMAGES. IN NO EVENT SHALL Cyber City Con – SAN ANTONIO’S MAXIMUM LIABILITY UNDER ANY CIRCUMSTANCE EXCEED THE AMOUNT ACTUALLY PAID TO Cyber City Con – SAN ANTONIO BY VENDOR FOR BOOTH SPACE RENTAL PURSUANT TO THIS
CONTRACT. Cyber City Con – San Antonio makes no representations or warranties, express or implied, regarding the number of persons who will attend the convention or regarding any other matters.
If Cyber City Con – San Antonio cancels the convention due to circumstances beyond the reasonable control of Cyber City Con San Antonio (such as acts of God, acts of war, governmental emergency, labor strike or unavailability of the

Hilton Garden Inn) Cyber City Con – San Antonio shall refund to each vendor its booth space rental payment previously paid, minus a share of costs and expenses incurred, in full satisfaction of Cyber City Con – San Antonio’s liabilities to vendor. Cyber City Con – San Antonio reserves the right to cancel, re-­‐name or re-­‐ locate the convention or change the dates on which it is held. If Cyber City Con – San Antonio changes the name of the convention, relocates the convention to another event facility within the same city or changes the dates for the convention to dates that are not more than thirty (30) days earlier or thirty
(30) days later than the dates on which the convention originally was scheduled to be held, no refund will be due to vendor; provided however, Cyber City Con – San Antonio shall assign use of such space to vendor pursuant to the terms of this contract. If Cyber City Con – San Antonio elects to cancel the convention other than for reasons previously described in this paragraph, Cyber City Con – San Antonio shall refund to each vendor its entire exhibit space rental payment previously paid, in full satisfaction of any and all liabilities on the part of Cyber City Con – San Antonio to vendor.
By vendor’s participation in the convention, vendor expressly grants to Cyber City Con – San Antonio a fully paid, perpetual non-­‐exclusive license to use, display and reproduce the name, trade names and product names of vendor in any directory (print, electronic or other media) listing the exhibiting companies at the convention and to use such names in Cyber City Con – San Antonio promotional materials. Cyber City Con – San Antonio shall not be liable for any errors in any listing or descriptions or for omitting any vendor from the directory or other lists or materials. Vendor agrees that Cyber City Con – San Antonio may also take photographs or vendor’s booth space, exhibit and personnel during, before or after the open hours of the convention and use such photographs for any Cyber City Con – San Antonio promotional purpose.
Vendor shall promptly pay for any and all damages to the Marriot Plaza or associated facilities, booth equipment or the property of others caused by vendor.
Cyber City Con – San Antonio shall abide by and observe all federal, state and local laws, codes, ordinances, rules and regulations, and all rules and regulations of the Marriot Plaza (including without limitation any union labor work rules). Without limiting the generality of the foregoing, vendor shall construct its exhibits to comply with the Americans with Disabilities Act.

Cyber City Con – San Antonio has sole control over attendance policies. Except as provided to the contrary in this contract; all monies paid by vendor shall be deemed fully earned and non-­‐refundable at the time of payment. Vendor shall conduct itself at all times in accordance with normal standards of decorum and good taste. In addition to its right to close an exhibit and withdraw acceptance of the contract, Cyber City Con – San Antonio in its sole judgment may refuse to consider for participation in future events held by Cyber City Con – San Antonio a vendor who violates or fails to abide by the contract and any of the accompanying rules and regulations. Any amendment or modification to this contract must be in writing and signed by an authorized representative of Cyber City Con – San Antonio. Vendor may not assign this contract or any right hereunder nor may vendor sublet or license all or any portion of its exhibit space without the prior written consent of Cyber City Con – San Antonio, which consent shall be in Cyber City Con – San Antonio’s sole discretion.

Any and all matters pertaining to the convention and not specifically covered by the terms and conditions of this contract shall be subject to determination by Cyber City Con – San Antonio in its sole discretion. Cyber City Con – San Antonio may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable notice to vendor. Any such rules and regulations are an integral part of this contract and are incorporated herein by reference and shall have the full force and effect as if such rules and regulations are fully set forth herein. Vendor shall observe and abide by additional regulations made by Cyber City Con – San Antonio as soon as these additional rules or regulations are communicated to vendor. This contract (including any additional rules or regulations adopted by Cyber City Con – San Antonio from time to time) states the entire agreement of the parties with respect to the subject matter hereof.
This contract is governed by the laws of the state of Texas as applied to contracts entered into and entirely performed within such state. Vendor agrees that the courts located in the state of Texas shall constitute the exclusive forum for the resolution of any and all disputes arising out of, connected with or related to this contract or the breach of any provision of this contract. Vendor waives any right to assert lack of personal or subject matter jurisdiction and agrees that venue properly lies in San Antonio, Texas.
In the event vendor is indebted to Cyber City Con – San Antonio, whether or not such indebtedness arises from this or any other agreement, Cyber City Con – San Antonio shall have the right in its discretion, to apply any refunds of booth fees properly due vendor to such other indebtedness in the event legal action is filed by Cyber City Con – San Antonio to enforce the terms and provisions of the agreement, the prevailing party in such action shall be entitled to reimbursement of court costs and reasonable legal fees.