8-Bit Block Party Exhibitors Application Details

 

Information

2020 EXHIBITOR OPTIONS:

  • Artist Alley Table - (1) 8x8 Booth;  (2) Exhibitor Badges (1) Table and chair.

All items must be original, handmade items from Seller. No resale items are allowed - even if you have “enhanced” them. The sale of merchandise from third parties must be approved by 8-Bit Block Party management.  Sellers must provide additional table and chairs.

Prices for artist alley-

  • Round 1  (5/14 to 1/27/2020)  $80

  • Round 2 (1/28 to 3/27/2020)  $120

  • Vendor Tables

  • We will provide one table and a chair, sellers must provide additional tables and chairs.

  • Double standard - (2)  10x10 Booths; (2) Exhibitor Badges.

  • Corner - (1) Corner 10x20 Booth; (2) Exhibitor Badges.

  • Standard - (1) Standard 10x10 Booth; (2) Exhibitor Badges

Prices for vendor tables-

  • Round 1 (5/14 to 1/27/2020) standard- $150 double standard- $250  Corner- $300

  • Round 2 (1/28 to 3/27/2020) standard- $200 double standard- $300 Corner- $350

 

***ALL SPACE FEES MUST BE PAID BY THE END OF THE DAY ON 3/27/2020, NO EXCEPTIONS.

 

* All set up must fit in allotted space without infringing on another exhibitor's space.

SET UP TIMES

Fri. March 27th: 1pm to 8pm

*Set up is not permitted once doors have opened to the public.

 

BREAK DOWN TIMES

Sat. March 28th: 7pm - 10pm*

*Break down is not permitted before 7pm.

 

CHECK IN

All Exhibitors will check in with 8-Bit Block Party Staff at the Exhibitor check in table prior to setup (Fri. and Sat. morning prior to show start). The Exhibitor check-in table is located inside left as you enter from the front door. You will need to check-in under your business or organization name for which you signed up under. Once you are checked in you will be given your exhibitor badges and/or wristbands and can purchase any additional at this time, if needed. No one without a badge and/or wristband will be allowed into the venue during set up or show hours, no exceptions.

 

ADD ONS

  • Electricity - Electricity is not included with your exhibition space reservation. Electricity can be purchased from the venue in advance or at during set up hours at an additional cost.

  • Exhibitor Badges - Each booth purchase includes (2) Exhibitor Badges. Additional Exhibitor Badges may be purchased during check in or online for $5 each.

Terms and Conditions and Disclaimer

2020 EXHIBITOR POLICIES

The terms and conditions set out below explain the agreement and expectations of 8-Bit Block Party, its respective officers, directors, staff, affiliates, representatives, employees and volunteers, have of its artists, vendors, and all third parties/dealers that will conduct business on site as exhibitors at a booth/table during the convention. Failure to comply with these terms and policies will result in forfeiture of all fees paid, removal from the convention and a ban from all future events.

 

CANCELLATION POLICY

Cancellation requests must be made in writing and/or sent via email to info@8bitblockparty.com Exhibitors who cancel exhibit space more than 90 days prior to the opening day of the event will be refunded their purchase price minus Growtix Service Fees and a $50.00 Cancellation Fee from 8-Bit Block Party, LLC. Exhibitors who cancel exhibit space less than 90 days prior to the opening day of the event, but more than 60 days prior to the opening day of the event, will be refunded 50% of total purchase price minus Growtix Service Fees and a $50.00 Cancellation Fee from 8-Bit Block Party, LLC. There will be no refunds for cancellations made less than 60 days prior to the opening day of the event.

 

TEXAS SALES TAX

All persons that will be selling merchandise are required by Texas law to have an active Texas Sales Tax Permit. The Texas State I.D. number must be provided to 8-Bit Block Party upon reservation of Exhibitor Space. If your permit is inactive you are required to have it updated prior to selling at the event. Texas law requires an 8.25% sales tax be charged on all taxable purchases.

 

RESTRICTIONS

The following items and actions are prohibited: the sale of food and/or beverages without prior approval; switching or rearranging tables from the original placement by 8-Bit Block Party; and the sale, distribution, solicitation, and promotion of any items or services not reviewed by 8-Bit Block Party and given prior consent.

 

A.) Merchandise - The display or sale of illegally manufactured or copied merchandise goods, otherwise known as “bootleg”, “pirated” or “counterfeit” items are NOT allowed. Only properly licensed, commercially produced materials or original works may be on display, sold or purchased. Items found to be in violation will be removed from display for sale immediately, and the Exhibitor will not be allowed at future events. In addition, the display or sale of pornographic and/or adult merchandise 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 8-Bit Block Party. Additional restrictions may be communicated by 8-Bit Block Party at the time of the convention.

 

B.) Weapons - refer to edged, sharp, 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. Dealers 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. 8-Bit Block Party does NOT allow the selling of guns or ammunition of any kind. Dealers selling items that may be categorized as a weapon must inform the attendee that they must visit the weapons check table for weapon information. Dealers 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.

 

Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter 8-Bit Block Party with a concealed handgun.

Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a handgun that is carried openly.

 

C.) Sound - The use of devices for mechanical reproduction of sound or music is permitted, but must be controlled. The sound of any kind must not be projected outside of individual booths. Exhibitors are specifically prohibited from employing any carnival-type attraction, animal or human, or from operating such noise-creating devices as bells, horns or megaphones. 8-Bit Block Party reserves the right to determine sound interference with others and Exhibitor shall comply with any request by 8-Bit Block Party to discontinue any such sound or music.

 

BOOTH ASSIGNMENT

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 8-Bit Block Party. Only 8-Bit Block Party has the authority to transfer or trade tablespace with any other entity. Any trades or transfers may be requested to 8-Bit Block Party in writing and must be received 60 days prior to the opening day of the event. Additional fees may apply.

 

All self-built displays or additions for tables/booths must be pre-approved by 8-Bit Block Party. All structures (racks, back tops, etc.) that create enclosed walls must be pre-approved by 8-Bit Block Party. Use of aisles and common areas, distribution of samples and printed matter of any kind, and any promotional material are restricted to the exhibit booth. All exhibits shall display products or services in a tasteful manner as determined in 8-Bit Block Party’s sole discretion. The aisles, passageways and overhead spaces remain strictly under control of 8-Bit Block Party and no signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of 8-Bit Block Party. Uniformed attendants, models and other employees must remain within the booths occupied by their employers. Any and all advertising distribution must be made from Exhibitor 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 an Exhibitor’s exhibit space is prohibited.

 

BOOTH OCCUPANCY

Exhibit space, occupancy hours, and dates for installing, occupying and dismantling exhibits shall be those expressly specified by 8-Bit Block Party. If Exhibitor fails to install its display in its assigned space by the time show opens or leaves its space unattended during the Exhibit hours, 8-Bit Block Party shall have the right to take possession of the space and NO REFUND will be due to Exhibitor. All exhibits must be open for business during convention hours. Exhibitor may not dismantle the display until the convention is officially closed by 8-Bit Block Party at 7:00 pm on Saturday, March 28th, 2020. Exhibitors who fail to abide by occupancy regulations will be banned from further participation at 8-Bit Block Party events.

 

ASSUMPTION OF RISKS

Exhibitors expressly assume all risks associated with, resulting from or arising in connection with their participation or presence at 8-Bit Block Party and the San Antonio Event Center, 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.  All Exhibitors are required to carry and maintain proof of liability insurance and will be required to provide said proof to 8-Bit Block Party to complete reservation.

 

ADDITIONAL TERMS AND CONDITIONS

If Exhibitor fails to make a payment required by this contract in a timely manner, 8-Bit Block Party may terminate this contract immediately (and Exhibitor’s participation in the convention) without further notice and without obligation to refund monies previously paid. 8-Bit Block Party reserves the right at its discretion to refuse Exhibitor permission to move in and set up an exhibit if Exhibitor is in arrears of any payment due to 8-Bit Block Party. 8-Bit Block Party 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 Exhibitor from any liability hereunder. 8-Bit Block Party may also terminate this contract effective upon written notice of termination if Exhibitor breaches any of its obligations under the contract without any obligations, expressed or implied, on 8-Bit Block Party’s part to refund any payments previously made and without releasing Exhibitor from any liability arising as a result of or in connection with such breach. If 8-Bit Block Party removes or restricts an exhibit which 8-Bit Block Party considers to be objectionable or inappropriate, no refund will be due Exhibitor. Exhibitor shall on a current basis, indemnify, defend (with legal counsel satisfactory to 8-Bit Block Party in its sole discretion) and hold 8-Bit Block Party and the San Antonio Event Center 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) Exhibitors’ participation or presence at the Event; (b) any breach by Exhibitor of any agreements, covenants, promises or other obligations under this contract; (c) any matter for which Exhibitor 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 Exhibitor; (f) harm or injury (including death) to Exhibitor; and (g) loss or damage to property or the business or profits of Exhibitor, whether caused by negligence, intentional act, accident, act of God, theft, mysterious disappearance or otherwise. Exhibitor shall not settle or compromise any claims against 8-Bit Block Party without 8-Bit Block Party’s prior written consent. UNDER NO CIRCUMSTANCES SHALL 8-Bit Block Party OR THE San Antonio Event CENTER 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 8-Bit Block Party’S MAXIMUM LIABILITY UNDER ANY CIRCUMSTANCE EXCEED THE AMOUNT ACTUALLY PAID TO 8-Bit Block Party BY EXHIBITOR FOR EXHIBIT SPACE RENTAL PURSUANT TO THIS CONTRACT. 8-Bit Block Party makes no representations or warranties, express or implied, regarding the number of persons who will attend the convention or regarding any other matters. If 8-Bit Block Party cancels the convention due to circumstances beyond the reasonable control of 8-Bit Block Party(such as acts of God, acts of war, governmental emergency, labor strike or unavailability of the San Antonio Event Center) 8-Bit Block Party shall refund to each Exhibitor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred, in full satisfaction of 8-Bit Block Party’s liabilities to Exhibitor. 8-Bit Block Party reserves the right to cancel, re-name or re-locate the convention or change the dates on which it is held. If 8-Bit Block Party 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 Exhibitor; provided however, 8-Bit Block Party shall assign use of such space to Exhibitor pursuant to the terms of this contract. If 8-Bit Block Party elects to cancel the convention other than for reasons previously described in this paragraph, 8-Bit Block Party shall refund to each Exhibitor its entire exhibit space rental payment previously paid, in full satisfaction of any and all liabilities on the part of 8-Bit Block Party to Exhibitor. By Exhibitor’s participation in the convention, Exhibitor expressly grants to 8-Bit Block Party a fully paid, perpetual non-exclusive license to use, display and reproduce the name, trade names and product names of Exhibitor in any directory (print, electronic or other media) listing the exhibiting companies at the convention and to use such names in 8-Bit Block Party promotional materials. 8-Bit Block Party shall not be liable for any errors in any listing or descriptions or for omitting any Exhibitor from the directory or other lists or materials. Exhibitor agrees that 8-Bit Block Party may also take photographs or Exhibitor’s booth space, exhibit and personnel during, before or after the open hours of the convention and use such photographs for any 8-Bit Block Party promotional purpose. Exhibitor shall promptly pay for any and all damages to the San Antonio Event Center or associated facilities, booth equipment or the property of others caused by Exhibitor. Exhibitor shall abide by and observe all federal, state and local laws, codes, ordinances, rules and regulations, and all rules and regulations of the San Antonio Event Center (including without limitation any union labor work rules). Without limiting the generality of the foregoing, Exhibitor shall construct its exhibits to comply with the Americans with Disabilities Act. 8-Bit Block Party has sole control over attendance policies. Except as provided to the contrary in this contract; all monies paid by Exhibitor shall be deemed fully earned and non-refundable at the time of payment. Exhibitor 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, 8-Bit Block Party in its sole judgment may refuse to consider for participation in future events held by 8-Bit Block Party an Exhibitor 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 8-Bit Block Party. Exhibitor may not assign this contract or any right hereunder nor may Exhibitor sublet or license all or any portion of its exhibit space without the prior written consent of 8-Bit Block Party, which consent shall be in 8-Bit Block Party’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 8-Bit Block Party in its sole discretion. 8-Bit Block Party 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 Exhibitor. 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. Exhibitor shall observe and abide by additional regulations made by 8-Bit Block Party as soon as these additional rules or regulations are communicated to Exhibitor. This contract (including any additional rules or regulations adopted by 8-Bit Block Party 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. Exhibitor 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. Exhibitor 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 Exhibitor is indebted to 8-Bit Block Party, whether or not such indebtedness arises from this or any other agreement, 8-Bit Block Party shall have the right in its discretion, to apply any refunds of exhibit booth fees properly due Exhibitor to such other indebtedness in the event legal action is filed by 8-Bit Block Party 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.

 

By applying for and reserving exhibitor space for 8-Bit Block Party you agree to these terms and conditions listed above.

Contact Us

8-Bit Block Party

March 28, 2020

10 am - 7 pm

San Antonio Events Center

8111 Meadow Leaf Dr

San Antonio, TX 78227
info@8bitblockparty.com

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We’ll see you March 28!

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