YamaCon 2025 Rules and Regulations for Exhibitors
General Convention Information YamaCon 2025 warmly welcomes all exhibitors to the Exhibitor’s Hall. The convention is scheduled from Dec 5th to the 7th at the LeConte Center in Pigeon Forge, TN. While we always strive to adhere to our initial plans, exhibitors should understand that occasional changes may be necessary for the overall good of the convention. Dedicated volunteers and professional security personnel will be available in the Exhibit Hall to minimize theft. Should any issues arise, including those with fellow exhibitors, please consult with our help desk.
Venue Policies
- Staples, nails, tacks, and other tapes are strictly prohibited on convention floors and walls.
- Exhibitors are not to deface any venue materials permanently.
- Signage, banners, or flyers are restricted to your allocated space. An additional table will be set up for excess flyers.
- Sales or distribution of adult-themed material are strictly prohibited, and YamaCon has the authority to judge the appropriateness of all displays. YamaCon does not permit the sales of AI created artwork.
- The sale or display of weapons and other questionable materials is forbidden.
Pricing, Availability, and Setup
- The Exhibit Hall booth pricing varies by type and location, with additional processing fees. All booth prices exclude these processing fees.
- Exhibitors must respect boundaries and not encroach on neighboring spaces.
- No-shows risk losing their space, which might be sold at a discounted rate to waiting list patrons.
- Payment must be made during booth selection; otherwise, you risk forfeiting your space.
- The Exhibitor's Hall is located in the LeConte Center. Selling outside of this area is prohibited.
- Each booth comes equipped with a 6-foot table in a 10x10’ curtained space and two chairs.
- Any additional needs, like power or extra tables, can be sourced from our partners.
Hours of Operation
Load in and load out times will be communicated closer to the event. But load in will begin on Thursday Dec 4th, and load out will be Sunday Dec 7th.
- Thursday: -
- Friday & Saturday: -
- Sunday: -
Note: Times might change based on room setup requirements. Exhibitors must exit by 9pm on Sunday, Dec 7th.
General Rules
Exhibitors can join any convention event at standard rates. Each table comes with two 3-day admissions.
YamaCon reserves the right to limit booth availability.
By participating, exhibitors agree to the attached CONTRACT TERMS AND CONDITIONS.
YamaCon 2025 Exhibitor Contract Terms and Conditions
- Provision of Space: YamaCon guarantees 6’ exhibitor tables in 10x10’ booths within the “Exhibit Hall”. Space will be available for setup by 12pm on Thursday, Dec 4th, 2025.
- Promotion: YamaCon will actively promote the event but does not guarantee a specific attendance count.
- Subletting: Exhibitors cannot sublet their tables.
- Safety and Liability: YamaCon is not responsible for damages or injuries. Exhibitors assume all risks associated with their participation.
- Prohibited Activities: Activities like smoking, selling unpackaged food, or possessing alcohol are not allowed in the Exhibit Hall. Bootlegged or copyrighted materials are strictly prohibited. YamaCon does not permit the sales of AI created artwork.
- Compliance with Laws: Exhibitors must follow all local, state, and federal laws, especially concerning sales and taxes.
- Infringing Material: Selling or displaying material that infringes copyrights or trademarks can lead to immediate ejection.
- Offensive Material: YamaCon reserves the right to judge and potentially eject exhibitors for displaying inappropriate or offensive materials.
- Behaviour: Exhibitors must follow general convention attendee rules during off-hours.
- Security: YamaCon provides security after hours but is not liable for any losses.
- Setup and Decoration: Exhibitors must ensure all materials and decorations adhere to venue policies.
- Insurance: It's the responsibility of the exhibitor to have their insurance coverage.
- Changes to Agreement: YamaCon reserves the right to make changes to this agreement if necessary.
- Hold Harmless: Exhibitor will hold harmless YamaCon and event facilities or any of their respective officers, agents, employees, members, representatives or affiliates, from any liability, damage, loss, harm, claim, or injury to property or person of the Exhibitor, Exhibitor officers, agents, employees or other persons, whether caused by the negligence of YamaCon or event facilities, or from theft, fire, water, accident, or any other cause whatsoever.
- Liabilities: Exhibitors agree to not hold YamaCon responsible for any lost investments or revenues stemming from unclaimed or cancelled tables.
- Communication Failures: Breaches of this agreement resulting from communication lapses will be addressed in a manner that best serves the interests of both parties.
- Claiming Tables: Exhibitors are required to claim their tables by 12PM on Friday, Dec 5th, 2025. If unable to do so, written notice explaining the delay must be provided to YamaCon at least one week prior to the mentioned date.
- Unclaimed Tables: Tables not claimed by the deadline may be reallocated or resold at YamaCon discretion.
- Refunds on Cancellation: Exhibitors who cancel their booths within 30 days of purchase are entitled to a full refund (100% of the booth's cost minus fees).
- YamaCon Cancellation: In the unlikely event that YamaCon is cancelled due to unforeseen circumstances, such as acts of nature or events beyond the control of YamaCon organizers, and the event can't be rescheduled, a good faith effort will be made to refund 50% of the exhibitor's payment.
