Exhibitor, Vendor, and Artist Application

Thank you so very much for your interest in participating in IbashoCon. Here at IbashoCon, our goal is to bring the very best in vending and entertainment to our attendees, and that includes you! Please read our Terms and Conditions below very carefully, and reach out to us should you have any questions. 

PLEASE NOTE THE FOLLOWING:

AI Art is not eligible for sale at our convention. Period. IbashoCon cannot guarantee requests for corner spaces, however please let us know if you need mobility accommodations and we will do our very best to assist you as we are able to. Once an application is submitted and approved, your vendor fee will be automatically charged to your account. Please ensure that the payment method which you have listed is correct and has funds available. IbashoCon cannot guarantee table availability unless the application fee is paid in full.

https://www.ibashocon.com/termsandconditions

PLEASE NOTE THE FOLLOWING TERMS YOU AGREE TO BY PURCHASING SPACE AT OUR EVENTS:

IbashoCon, its partners, venues, or others can be referred to as event management set forth herein. Event management reserves the right to amend or change these guidelines at any time.

• Application approval is at the discretion of event management. Event management reserves the right to refuse the application of any company or individual.

• Exhibitors spots are not secured until the table fee has been paid in full, and an approval email is received. Once accepted to participate, Terms and Conditions are binding unless otherwise waived in writing.

• Event management reserves the right to change the setup and/or event times due to weather or any other unforeseen conditions.

• Exhibitors fees are non-refundable unless otherwise stated. In some cases, they may be used as credit for a similar event.

Exhibitors must comply with all local, state, and federal laws, and will not hold event management liable for any breaches, losses, or damage to themselves or their property. All exhibitors agree to hold event management and event staff blameless against any loss, damage, theft, expenses, claims, or actions arising from any personal or property damage, loss or theft due to said exhibitors’ participation.

Inclement Weather Policy

• Absent extreme, severe weather, the event will not be canceled.

• The decision to cancel the event is at the sole discretion of event management.

• It is the responsibility of the exhibitors to monitor the weather and check in with event management if they are unsure of how the event may be impacted.

Refunds may be issued or credited if the event is canceled due to things outside of our control.

Application Process

Exhibitors must carry the proper licenses, insurance, and tax ID for your business.

It is the responsibility of the individual business or individual to obtain appropriate licenses, collect sales tax and pay federal, state, and local taxes and comply with all applicable rules and regulations for being a merchant.

Application Qualifications:

• All exhibitors must complete the written exhibitors application form.

• Exhibitors will be approved based upon products or services deemed eligible by event management.

• Exhibitors must be willing to participate in cross-promotion of the event.

• Exhibitors must be willing to comply with the Terms & Conditions and Rules & Regulations.

Submission of the exhibitors’ application does not guarantee acceptance for the requested date or any future dates. Accepted exhibitors will be notified via email, typically within 7-14 business days of their submitted application, depending on the timeline for the event.

Rules & Regulations

When you submit your application, you acknowledge having read and reviewed these Terms and Conditions, which set forth the terms and conditions applicable to exhibitors at the event. The Terms and Conditions shall automatically become a binding legal agreement between you and IbashoCon upon your acceptance as an exhibitor.

• AI Art may not be sold at our events.

• All merchandise bought or sold at the event is done strictly between artists/vendors/exhibitors and attendees/buyers, IbashoCon and its partners are not a party to or responsible in any way for any transactions made between said parties.

• No selling of reproductions, bootleg, or fake items. Exhibitors selling unauthorized merchandise that infringes upon copyright or licensing agreements will be asked to leave the event. No refunds will be given if you break this rule and are asked to leave.

• NO SWORD VENDORS OR WEAPONS VENDORS ALLOWED. THIS INCLUDES SWORDS, KNIVES, OTHER SHARP ITEMS, TASERS, LASERS, ETC… ANYTHING THAT IS A WEAPON. Exhibitors who attempt to sell weapons at the event will be asked to remove the items from their booth. Repeat offenders will be asked to leave the event, with no refund given.

• NO VAPE, TOBACCO, CBD, OR ANY TYPE OF SMOKING-RELATED SALES ARE ALLOWED. This is an all-ages event, and vendors found selling smoking-related products will be asked to remove the items from their booth. Repeat offenders will be asked to leave the event, with no refund given.

• No outside food vendors are allowed.

• Adult materials must be either behind the table or covered so that minors may not open it. Any adult material containing nudity must be covered by local and state laws. Artists/Exhibitors agree not to sell any adult materials to minors. Violating this rule is cause for immediate dismissal from the event with no refund, and being banned from any future events hosted by the event management.

• Exhibitors should conduct themselves professionally and courteously to venue staff, market shoppers and other exhibitors. Repeat offenders will be asked to leave the event, with no refund given. Exhibitors are also responsible for their booth staff. The exhibitor is responsible for all actions of his or her booth staff or anyone wearing their company exhibitor badge. Exhibitor booth personnel found in violation of policies will be removed, having their badge confiscated.

• Exhibitors hereby give permission to be photographed and recorded, to be used for any future IbashoCon events and related marketing materials.

• Exhibitors are responsible for cleaning their space when the event closes.

• Abandoned Property: Any property not removed from the venue that has not been claimed within forty-eight (48) hours following the end of the event will be considered abandoned by the exhibitor.

• No standard exhibitor is allowed to sublease its space without prior approval from event management.

• Exhibitors are not permitted to solicit or sell in any part of the convention besides directly in front of their immediate booth/table area.

• Exhibitors MUST arrive prepared, early and ready for operation at the start of the event.

• Exhibitors must abide by arrival/breakdown times as directed by event management.

• Failure to comply with the rules and regulations may result in suspension or revocation of corresponding exhibitors privileges.

Booth and Exhibitor Fees (if applicable)

• Exhibitor fees are due upon approval, and the fee must be paid in full or the booth will be forfeited to other exhibitors.

• Exhibitor fees may vary according to location, and venue requirements (note: additional guidelines may be added per location or venue standards).

• Exhibitors fees are non-refundable. In the event that the event is canceled or postponed due to unforeseen circumstances a refund or credit will be given to all exhibitors.

Notice, that failure to uphold these guidelines may result in the exhibitors not being invited to future events.

Booth Spaces

• Exhibitor booths are 10x10 standard size, unless stated otherwise.

• Booth spaces will include one table, table skirt, and two chairs per booth.

• Exhibitors may be able to purchase more than one space, depending on the venue, and if event management allows it.

• Electricity availability varies by venue. If the booth has electricity, exhibitors are required to comply with safety guidelines and tape down all wiring and extension cords so they are not a tripping hazard.

• Signage may not be placed within the flow of foot traffic.

• All exhibitors are responsible for disposing of their own trash, and must do so in the designated areas allowed in the venue.

Set-Up

Floor plans will be generated prior to the event and distributed to exhibitors. Event management will do our best to accommodate any special requests, but this does not guarantee a particular type of space or location.

• Exhibitors must check in with event staff prior to set-up.

• Spaces may be assigned on a first come first serve basis or in an order the event management chooses.

• Exhibitors must bring their own setup, racks, extension cords, cash, change, POS system, etc.

• Exhibitors must be set up and ready by thirty minutes prior to the event start time.

• If you arrive after event start time, you may not be allowed to set up.

You are solely responsible for your belongings. IbashoCon, its partners, and the venue are not responsible for lost, stolen, or damaged items. Please ensure your items are properly secured and cared for during the entire event. It is recommended that all exhibitors carry insurance on their items and in some cases event management may require exhibitors to show proof of liability insurance to participate. 

Breakdown

• Exhibitors shall not begin packing earlier than the posted end time of the event, and must take all belongings with them when leaving the venue.

• Exhibitors must leave tables up until the end of the event, however packing may begin 15 minutes prior to the end of the event. 

• Exhibitors must take all of their belongings with them, and are asked to leave their spaces clean of debris. 

• Exhibitors who leave early or do not adhere to the cleaning policy may not be allowed to vend future events.

Promotion/Marketing

Exhibitors may be asked to participate in cross-promotion marketing to increase the viewership and engagement of potential attendees. IbashoCon and its partners utilize multiple social media platforms as well as physical marketing to increase the reach of our events, in the hopes of maximizing the success for parties involved in these events. However, IbashoCon and its partners cannot guarantee attendance or sales figures, as every exhibitor's experience may be different. 

Questions/Comments

For any questions/comments, please contact us at ibashocon@gmail.com. Thank you so much for partnering with us, and we look forward to working together!