Super Smash Con 2024 Exhibitor Agreement

Please read these terms carefully. You are the Exhibitor. Super Smash Con LLC is the Promoter. Super Smash Con is the Event.

Exhibitor agrees to pay for exhibit space, and that no space is held until paid in full. Payment will only be accepted via credit card (through PayPal) or PayPal.

Exhibit Space
Exhibit space is made up of 100² ft. (10’ x 10’) booths, separated by pipe and drape dividers which can be added together to create a larger exhibit space in the circumstance the Exhibitor purchases multiple booth spaces. Promoter agrees to provide each individual booth space with the following: one (1) 8’ skirted table, two (2) chairs, and one (1) wastebasket. Exhibit booth placement is not guaranteed, but Promoter will act in good faith when possible to accommodate requests and make as few changes as possible after the event floor plan has been released. Exhibitor agrees not to use any area outside of their designated exhibit space for sales, storage, display, or advertisement, and to be respectful of their neighboring Exhibitors. Exhibitor agrees to keep exhibit space clean and presentable during the Event. Exhibits must remain whole until the event has ended.

Occupation of Space
Exhibitor will be assigned a numbered exhibit space by Promoter one month prior to the event assuming the Exhibitor has paid in full. Exhibitor agrees to be set up in full in the assigned space on Thursday, August 8th before the venue doors close for the night (midnight). If Exhibitor is absent beyond this deadline, the Promoter has authority to occupy or relocate the space without releasing Exhibitor from any other terms of this agreement, or entitling Exhibitor to any refunds of payment. Multiple Exhibitors are not permitted to share exhibit space without prior approval from the Promoter or Marketplace Manager. Items to be advertised or sold should be appropriate for the theme of the Event (video game hardware, software, accessories, related merchandise, artwork, clothing, etc.). Promoter reserves the right to refuse exhibit space at its discretion to Exhibitors or items that do not fit the theme of the Event.

Exhibitor badges will be allotted based on the number of booths (two badges for each 10′ x 10′ booth space). Badges are for exhibitors and their employees only, and may not be sold, traded, or given away for any other purpose. Exhibitor badges do not guarantee entrance to all Event activities. Exhibitors may have the opportunity to purchase tickets to separately-ticketed functions. All Exhibitors are able to purchase entry to tournament events ($10 per event) with Exhibitor badges. The event fee covers the prize pool for each respective game.

Adult Materials and Weapons
Exhibitors are strictly prohibited from displaying, selling or distributing any “adult material” during the event. Adult material can be classified as (but not limited to): artwork or media with excessive nudity, sexually explicit or suggestive images, and/or violent or gory depictions. The Promoter reserves the sole right to determine if an Exhibitor is displaying merchandise that is within this description and may require Exhibitors to obscure or remove any merchandise from sale during the entirety of the event that is deemed inappropriate by the Promoter. The sale of weapons, both real and hyper-realistic, is strictly prohibited. Super Smash Con is designed for gamers of all ages and the Promoter asks that all Exhibitors uphold the “all-ages” spirit of Nintendo ©
and use good judgement in determining what is appropriate for display and/or sale. Failure to comply with Promoter’s requests to remove inappropriate and/or dangerous merchandise will result in the Exhibitor’s removal from the event with no right to a full or partial refund.

Unsanctioned Nintendo © Merchandise
Exhibitor agrees not to sell bootleg or counterfeit merchandise of any kind. Unlicensed or Infringing merchandise is not permitted. Exhibitors selling these kinds of merchandise may be asked to leave or to cease sale of said materials.

Exhibitors are responsible for collection and payment of Sales Tax related to merchandise sold at their exhibit space, and shall obtain any licenses, permits, identification numbers, or approvals under federal or local law applicable to its activities during the Event at its sole expense.

Exhibitor agrees to indemnify and hold harmless Promoter, sponsors, owners, the Dulles Expo Center, Events DC, and the District of Columbia, and 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. Promoter 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. Promoter will provide the services of a reputable security agency during the period of installation, show, and dismantling, and Exhibitor agrees that the provision of such services constitutes adequate discharge of all obligations of Promoter 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 Promoter. Exhibitor agrees that Promoter shall not be liable in the event of any errors or omissions in Exhibitor’s Official Directory listings or in any promotional material. Promoter makes no representations or warranties with respect to the number of Event attendees or the demographic nature of such attendees.

Exhibitor agrees to defer to Promoter’s authority on matters and disputes concerning third parties not covered by this agreement.

This License contains the entire agreement between Promoter and Exhibitor. It may only be modified in writing, signed by authorized representatives of both parties.