1. Exhibitor Eligibility
Exhibitors must be authors, publishers, bookstores, literary agents, or other entities related to the book and publishing industry.
Exhibitors must submit a completed application form by the designated deadline to be considered for participation.
Approval of Exhibitor Application: The event organizers reserve the right to review and approve all exhibitor applications based on relevancy and availability of space.
2. Booth Assignment
Booth assignments will be made at the discretion of the event organizers, who will take into account the nature of the exhibitor’s products or services and the overall layout of the event.
Booth locations will be communicated to exhibitors in advance of the event, and no exhibitor may move to a different location without prior approval from the organizers.
3. Exhibitor Fees and Payment
Exhibition Fees: The exhibitor fee is $75 per booth. This fee covers booth space. Vendors are responsible for all display materials including tables & chairs.
Payment must be made in full upon approval of the exhibitor application.
4. Booth Setup and Dismantling
Setup: Exhibitors may begin setting up their booths on Oct 5, 2025 between 7A-9A. Booths must be fully set up by 9.30A..
Dismantling: Exhibitors are required to remain at their booths until the event closes. Dismantling must be completed by 6P on Oct 5, 2025.
Late Setup or Early Dismantling: Exhibitors must not begin to dismantle or leave their booth before the end of the event. Early teardown without permission may result in exclusion from future events.
5. Exhibitor Responsibilities
Booth Staffing: Exhibitors must have staff present at their booth during all event hours, which are from 10A to 4P.
Display and Materials: Exhibitors are responsible for the setup and maintenance of their booths, including displaying books, promotional materials, and any other products or services. All displays must be professional, safe, and in compliance with event guidelines.
Safety and Security: Exhibitors must ensure that their display is structurally safe and that it does not pose any hazard to other exhibitors or attendees.
Noise and Disruptions: Exhibitors must ensure that their display and activities do not create excessive noise, disturbances, or distractions for other exhibitors and attendees. All demonstrations, music, or other activities must be pre-approved by event organizers.
6. Prohibited Items and Activities
The following are prohibited at the event:Sale of unauthorized goods: Only books, book-related products, and items pre-approved by the event organizers are allowed for sale.
Animals: Except for service animals, pets and other animals are not permitted.
Food and Beverages: Exhibitors may not sell or distribute food or beverages unless explicitly approved by event organizers.
Inappropriate Content: Any materials that are deemed offensive, obscene, or inappropriate for a public event will be immediately removed at the discretion of the organizers.
7. Cancellation and Refund Policy
Cancellation by Exhibitor: BOOTH FEES ARE NON-REFUNDABLE.
Cancellation by Organizers: In the unlikely event that the event is canceled or rescheduled due to circumstances beyond our control (e.g., inclement weather, government restrictions), exhibitors will be notified as soon as possible. Refunds or rescheduling options will be offered based on the specific circumstances.
8. Liability and Insurance
Liability: The event organizers are not responsible for any loss, damage, theft, or injury sustained by exhibitors, their staff, or their property during the event. Exhibitors are responsible for their own insurance and risk management.
Indemnity: Exhibitors agree to indemnify and hold harmless the event organizers, venue owners, and affiliated parties against any claims arising from their participation in the book fair, including damages or losses to property or person.
9. Photography and Media
The event organizers reserve the right to take photographs and videos during the event, which may include images of exhibitor booths and products. By participating, exhibitors grant permission for these images to be used for marketing, promotion, or other event-related purposes.
Exhibitors may not take photographs or video footage of other exhibitors’ booths without permission.
10. Compliance with Laws
Exhibitors must comply with all applicable federal, state, and local laws, including those related to sales tax, intellectual property, and business licensing.
Exhibitors are responsible for obtaining any necessary permits or licenses for their booth operations, including tax identification numbers and sales permits.
11. Amendments to Terms and Conditions
The event organizers reserve the right to modify these terms and conditions at any time. Exhibitors will be notified of any changes in writing.
Acknowledgment
By submitting your application and payment, you acknowledge that you have read, understood, and agree to comply with these Terms and Conditions for participation in the THEMATA Book Fair.
