Thank you for your interest in becoming a vendor at T-Pop Expo October 14-15, 2017 at the Wyndham Hotel 10918 E 41st St, Tulsa, OK 74146.  While we are still working out some additional benefits that we are bringing to you, here is a breakdown of what the booth and table opportunities we have at this time.  After you look over our choices please click on the link below to fill out a Vendor Application.  

Booth and Price Breakdown
Corner Premium 10’ x 10’ - $300
  • This is our premier space in the exhibitor hall it is a 10’ x 10’ booth that is located next to the tables were our featured talent will be sitting.  We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

Standard 10’ x 10’ - $280
  • These spaces offer you are largest square footage for you to offer your product to our attendees.

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

10’ x 10’ Booth with Air Wall Intrusion - $245
  • Due to the unique architecture of our exhibitor hall, several booths have a slight obstruction to the full space being utilized for sales. More specifically there are air walls utilized to section the ballroom into smaller sections.  Unfortunately, due to the age of the venue, these airways do not recess into the main walls, therefore, we have reduced the price from a standard booth.  They offer you a unique opportunity to display your products

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

Corner Premium 8’ x 10’ Booth - $225
  • This is one of strongest opportunities to display your products in the exhibitor hall it is a 8’ x 10’ booth with the greatest opportunity for sight lines and foot traffic.

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

Premium 8’ x 10’ Booth - $200
  • This is one of strongest opportunities to display your products in the exhibitor hall.  It is a 8’ x 10’ booth that offers strong sight lines and access to foot traffic.

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

Hallway Premium 8’ x 10’ Booth - $200
  • This is one of strongest opportunities to display your products at an 8’ x 10’ booth.

  • That is in the hallway that all foot traffic must traverse to get to the exhibitor hall, attractions or speaker halls.

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

Standard 8’ x 10’ Booth - $185
  • This vending opportunity is located in the exhibitor hall it is an 8’ x 10’ booth that is located in the central portion of the Exhibit Hall.

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

8’x 10’ with Air Wall Intrusion - $165
  • Due to the unique architecture of our exhibitor hall, several booths have a slight obstruction to the full space being utilized for sales. More specifically there are air walls utilized to section the ballroom into smaller sections.  Unfortunately, due to the age of the venue these airways do not recess into the main walls, therefore, we have reduced the price from a standard booth.  They offer you a unique opportunity to display your products

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You will receive 2 badges for the event.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

7’ x 10’ Booth - $145
  • We have a 7’ x 10’ booth that is located in our exhibitor hall.

  • We will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • Additional tables may be rented with proper notification to Tulsa Pop Staff in order secure the necessary items.

  • You may bring in additional tables that belong to you as long as they are clearly marked that they belong to you and not the hotel or decorator.

  • You will receive 2 badges for the event.

Exhibitor Hall 6’ Table - $135
  • This space is the exhibitor hall and we will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • You will receive 2 badges for the event.

Hallway 6’ Table - $125
  • This space is the exhibitor hall and we will supply a standard 6-foot rectangular table, that is 30 inches wide and the length is 72 inches.

  • Two chairs

  • A small sign that indicates your space.

  • You will receive 2 badges for event

T-POP Culture Expo was created by Tulsa Pop Kids as a fundraiser to help promote literacy amongst young people in NE Oklahoma and surrounding areas.  We seek to ignite their imagination by providing reading material that sparks their creativity and desires through the characters they want to read about.  As we travel that road together we know that good fences make good neighbors so we wanted to clearly list our rules so we know what to expect from one another at the convention.

Booth Definition and Placement

  • Tulsa Pop Culture Expo will be providing various vendor opportunities

  • Vendor Booths are multiple sizes, get with our vendor area representative to see what’s available. Sectioned areas (sectioning may include traditional pipe and drape or decorative Theatrical pieces to create sectioned areas.)

  • Each booth comes with exhibitor badges.

    • 2 badges per space purchased.

    • Additional exhibitor badges for the weekend for a discount to be determined

    • Badges are non-transferable

    • Passes are for Exhibitor & Staff use ONLY and are not permitted to be sold.

  • Each space contains

    • One 8’ tables

    • Two chairs

    • A small company identification sign

  • Exhibitors cannot expand into other booths or set-up outside of their designated booth space. This includes signage.

    • Unless other arrangements have been approved by Tulsa Pop Culture Expo staff member.

  • Additional tables are available from the decorator for a fee of $20 per.  Or they may bring their own.

  • Electricity is available for order from the convention center for a fee of $25 per booth.

  • Premier Booths are located adjacent to the standard booth space and are indicated in the forthcoming vendor map.

    • They have a higher visibility to attendees.

  • Standard Booths are in the middle and on the sides of the vendor hall.

  • Adjacent spaces may be purchased to create a larger sales space.

  • Corner spaces are available on a first come, first serve basis.

  • Booth placement priority is based upon a combination of factors,

  • Exhibitors may not rent or sublet their space without the express permission of Tulsa Pop Culture Expo.

  • Checks will be accepted only with Tulsa Pop Culture Expo staff approval and there are no exceptions allowed.

  • Payments must be made through the online payment system. (GrowTix)

  • Discount codes are provided directly from your sales representative.

  • Maps will be made available prior to the event.

  • All booths must be paid-in-full in order to be placed on the map.

  • Booth placement will occur upon payment.

  • Press Areas and locations for broadcasting (podcasting, YouTubing, Twitching, Facebook Live, etc) will be available.

WIFI

  • For our event the hotel will be providing internet to the vendors.

  • If higher Speed Wifi is required it can be purchased from the Hotel for an additional cost

OPERATING HOURS AND LOAD IN:

  • Our Exhibition Room Hours will be:

      • All hours are subject to change.

    • FRIDAY

      • We will be hosting a Zombie Walk downtown at 8pm or TBD… This is a fundraiser walk, admission for this for vendors at a discount

      • SATURDAY (9:30am-7:00pm)

    • SUNDAY: (9:30am-5:00pm)

    • Exhibition Room Set-up:

      • Friday (12- 10pm)

      • Saturday (6:00am – 9;30am)

  • Check in at the Exhibitor check in table. There will be no check in at the loading dock after 12:00pm on Friday. Your placement will be confirmed before the event, but all badges must be picked up at the show and will not be mailed prior to the event.

  • Exhibitors will check in with Tulsa Pop Culture Expo staff member prior to any and all load-in activities.

  • Assignment of space will be by show management. We will try to accommodate as many special requests as possible but cannot guarantee where you will be located.

Please note that by purchasing exhibitor space at Tulsa Pop Culture Expo Tulsa  2017 you are agreeing to the terms and conditions below.

TERMS AND CONDITION:

GENERAL TERMS AND CONDITIONS

  • Defined Terms

    • The term “Event” means Tulsa Pop Culture Expo, currently scheduled to be October 15-16, 2016. at the Wyndham Hotel in Tulsa .

    • The Event is owned, produced and managed by “Tulsa Pop Culture Expo Tulsa.”

    • As used hereinafter, the term “Organizer” means, collectively Tulsa Pop Culture Expo Tulsa, and each of its/their respective officers, directors, agents, affiliates, representatives, employees and assigns, unless the context requires otherwise.

    • The term “Exhibitor” means, collectively (I) the company, any other business entity, or person that applied for exhibit space rental and agreed to enter into this contract with Tulsa Pop Culture Expo (ii) each of its officers, directors, shareholders, employees, contractors, agents, representatives, and/or invitees, as applicable.

    • Booths must remain intact and manned throughout the hours of the convention and may not be dismantled prior to the closing of the convention. Tulsa Pop Culture Expo Tulsa  will not be held responsible for any issues arising from an unmanned booth during show hours. The loading dock will not be open for breakdown prior to the close of the exhibition room.

  • Aisle Interference: Giveaway tables, autograph tables, video viewing tables, or demonstration tables must be placed a minimum of 2 ft. back from the aisle. Videogames should be installed at the back of the booth to accommodate persons playing as well as onlookers. Should participants and/or onlookers interfere with the normal traffic flow of the aisle or overflow into the neighboring exhibits, the Show Management may ask you to discontinue the activity.

  • Prizes: No drawings for prizes may be held that require the winner be present to win. This includes trivia contests, audience participation events, and scavenger hunts. Absolutely no games or contests where a fee is charged to participate are allowed. This includes bingo-type games, wheels of fortune, card picks, raffles, and grab bags as well as video games and other arcade style games. No contest will be allowed that involves the consumption of any food or beverage. Contests must comply with applicable state and federal regulations.

  • Giveaways and Flyer Distribution: Giveaways and flyer distribution should take place from within the exhibitor booth.  Flyers maybe distributed in aisles, or lobbies, adjacent to the vendor hall of the Wyndam Hotel.

  • Stickers: Exhibitors may give away or distribute stickers however if Exhibitors stickers are found adhered to any surface of the hotel the exhibitor will be charged for removal of stickers found.

  • All sword and knife dealers must provide proof of insurance upon request.

  • In addition, all vendors/exhibitors/artists acknowledge that Tulsa Pop Culture Expo Tulsa  and all Tulsa Pop Culture Expo Tulsa staff members, workers, employees and agents, will NOT provide or maintain insurance coverage for vendors/exhibitors persons or property, and it is their sole responsibility to obtain insurance covering loss.

  • Tulsa Pop Culture Expo Tulsa in no way endorses any artists/vendor’s/exhibitor’s merchandise, exhibits, views, beliefs, or actions. All artists/vendors/exhibitors are deemed to be their own business/entity and in no way reflect the views, beliefs, intentions and/or direction of Tulsa Pop Culture Expo Tulsa. Artists/vendors/exhibitors do not represent Tulsa Pop Culture Expo Tulsa in any way.

  • All merchandise bought or sold at the Tulsa Pop Culture Expo Tulsa is done strictly between artists/vendors/exhibitors and attendees/buyers, Tulsa Pop Culture Expo Tulsa  is not party to or responsible in any way for any transactions made between said parties.

  • No Bootleg merchandise will be tolerated.

  • No outside food vendors are allowed.

  • Handcarts/Dollies: At no time when the Exhibit Hall is open to the public is any type of handcart allowed on the Exhibit Hall floor. No handcarts are allowed in the lobby at any time. When off-loading heavy objects during move in/out, the use of floor protection and extreme care are required outside Exhibit Hall.

  • Helium: Helium balloons are not allowed, including distribution and sale.

  • Pyrotechnics and Lasers: A special permit is required for the use of pyrotechnics and/or lasers and must be pre-approved by the Fire Marshal. Stand-by personnel may be required at the cost of the exhibitor.

  • In-booth storage: Exhibitors may store a maximum of one day’s worth of stock in their booth. Additional onsite storage is available at a cost through TBD.

  • PLEASE NOTE: To arrange in-booth cleaning services, please contact TBD.

  • Fog/smoke machines: No fog/smoke machines will be permitted in the vendor Hall. Any device that produces smoke or any other airborne particulate will not be allowed.

  • Fasteners: No nails or screws may be driven into the floor. No damage of any nature may be done to any part of the Exhibit Hall. Never staple, tape or deface drapes, materials or walls belonging to the Wydhm hotel or Show Decorator.

  • Damages: Any damage caused to the building by an exhibitor or their employee is the sole responsibility of the exhibitor and will be billed accordingly.

Adult Oriented Materials

  • Adult materials are restricted and may only be displayed in a manner approved by Tulsa Pop Culture Expo staff. All adult materials must be either behind the table or, if displayed on a table or display rack bagged or covered so that minors may not open it. Any adult material containing nudity must be covered in accordance with 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 show with no refund.

  • No Live Animals are allowed without the express consent of Tulsa Pop Culture Expo.

  • Nudity is NOT allowed in the convention center under any circumstances.

  • No Bingo, Lottery type gaming (or gambling of any sort) is allowed.

State Taxes

  • State tax is the responsibility of the artist/vendor to collect according to state laws.

  • No exhibit may block or interfere with other exhibits or with the aisle space. Any damage caused to the building or its furnishings by the Artist/Exhibitor are the sole responsibility of the Artist/Exhibitor.

  • Exhibitors are not permitted to have celebrity guests in their booths without the express written permission of Tulsa Pop Culture Expo. These requests will be granted only on limited circumstances due to contractual obligations and restrictions.

  • PLEASE NOTE: Booth placement is subject to Fire Marshal changes at any point during the duration of the event.

  • Assumption of Risks; Releases

    • Exhibitor expressly assumes all risks associated with, resulting from or arising in connection with Exhibitor’s participation or presence at the Event, including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business or profits of Exhibitor or Exhibitor’s employees, contractors, representatives, patrons, guests or invitees (collectively, the “Exhibitor Parties”), whether caused by negligence, intentional act, accident, act of God or otherwise.

    • Exhibitor has sole responsibility for its property or any theft, damage or other loss to such property and the Exhibitor Parties’ property (whether or not stored in any courtesy storage area), including without limitation any subrogation claims by its insurer.

    • Neither Organizer nor the Exhibit Facility accepts responsibility, nor is a bailment created, for property and the Exhibitor Parties’ property delivered by or to Exhibitor. Neither Organizer nor the Exhibit Facility shall be liable for, and Exhibitor hereby fully and forever release and discharge the Organizer and the Exhibit Facility, individually and collectively, and their present and former officers, directors, shareholders, partners, affiliates, employees, agents, representatives and attorneys, and predecessors, assignees and successors of each of them, from all claims, actions, causes of action, demands, cross-claims, counter-claims, obligations, contracts, indemnities, contributions, suits, debts, sums, accounts, controversies, rights, damages, costs, attorneys’ fees, losses, expenses and liabilities whatsoever, in law, equity or otherwise (collectively “Claims”) which either may now have or have had or which may hereafter accrue, individually, collectively or otherwise in connection with, relating to or arising out of Exhibitor’s participation and/or presence in the Event and/or damage to property belonging to the Exhibitor or to the Exhibitor Parties.

  • Indemnification Exhibitor

    • Exhibitor shall indemnify, defend (with legal counsel satisfactory to Tulsa Pop Culture Expo Tulsa  in its sole discretion) and hold Organizer and the Exhibit Facility 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, and

      • (h) damage or loss of any property belonging to Exhibitor or the Exhibitor Parties.. Exhibitor shall not settle or compromise any claims against Organizer without Organizer’s prior written consent.

  • Limitation of Liability

    • Under no circumstances shall Organizer or the Exhibit Facility 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 Organizers maximum liability under any circumstance exceed the amount actually paid to Tulsa Pop Culture Expo Tulsa by Exhibitor for exhibit space rental pursuant to this contract. Organizer makes no representations or warranties, express or implied, regarding the number of persons who will attend the Event or regarding any other matters.

  • Qualifications of Exhibitor

    • Tulsa Pop Culture Expo, in its sole discretion, shall have the right to determine whether a prospective exhibitor is eligible to participate in the Event.

    • Tulsa Pop Culture Expo reserves the right to restrict or remove any exhibit which Tulsa Pop Culture Expo, in its sole discretion, believes is objectionable or inappropriate.

  • Assignment of Space

    • Exhibit space shall be assigned by Tulsa Pop Culture Expo in its sole discretion for the Event and for the Event Dates only.  Allocating space by the type (Premiere, corner, etc).

    • Any such assignment does not imply that similar space will be assigned for future events held by Organizer.  Tulsa Pop Culture Expo reserves the right to change the floor plan or to move an Exhibitor to another booth location prior to or during the Event if Tulsa Pop Culture Expo in its sole discretion determines that to do so is in the best interest of the Event.

  • Cancellation by Exhibitor

    • Cancellation: Generally, partial cancellation of booth space is not permitted, any partial cancellation must have the prior written consent of Tulsa Pop Culture Expo, which consent shall be in Tulsa Pop Culture Expo’s absolute discretion.

    • Exhibitors who cancel exhibit space more than 90 days prior to the opening day of the Event, will be refunded total due, less $50.00.

    • 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 pay a cancellation fee of 50% of total due.

    • There will be no refunds for cancellations made less than 60 days prior to the opening day of the Event. Exhibitor payment will be required.

  • Cancellation by Tulsa Pop Culture Expo

    • If Exhibitor fails to make a payment required by this contract in a timely manner, Tulsa Pop Culture Expo may terminate this contract immediately (and Exhibitor’s participation in the Event) without further notice and without obligation to refund monies previously paid.

    • Tulsa Pop Culture Expo 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 Tulsa Pop Culture Expo.  Tulsa Pop Culture Expo 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.

    • Tulsa Pop Culture Expo 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 Tulsa Pop Culture Expo’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 Tulsa Pop Culture Expo removes or restricts an exhibit which Tulsa Pop Culture Expo considers to be objectionable or inappropriate, no refund will be due Exhibitor.

  • Cancellation of the Event

    • If Tulsa Pop Culture Expo cancels the Event due to circumstances beyond the reasonable control of Tulsa Pop Culture Expo (such as acts of God, acts of war, governmental emergency, labor strike or unavailability of the Exhibit Facility) Tulsa Pop Culture Expo shall refund to each Exhibitor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred, in full satisfaction of Organizer’s liabilities to Exhibitor.

    • Tulsa Pop Culture Expo reserves the right to cancel, rename or relocate the Event or change the dates on which it is held. If Tulsa Pop Culture Expo changes the name of the Event, relocates the Event to another event facility within the same city or changes the dates for the Event to dates that are not more than thirty (30) days earlier or thirty (30) days later than the dates on which the Event originally was scheduled to be held, no refund will be due to Exhibitor; provided however, Tulsa Pop Culture Expo shall assign use of such space to Exhibitor pursuant to the terms of this contract.

    • If Tulsa Pop Culture Expo elects to cancel the Event other than for reasons previously described in this paragraph, Tulsa Pop Culture Expo 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 the Organizer to Exhibitor.

  • Exhibit Space Occupancy

    • Hours and dates for installing, occupying and dismantling exhibits shall be those expressly specified by Tulsa Pop Culture Expo.

    • If Exhibitor fails to install its display in its assigned space by one hour before show opens or leaves its space unattended during the Exhibit hours, Tulsa Pop Culture Expo 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 the Event hours each day of the Event.  Exhibitor may not dismantle their display until the Event is officially closed by Tulsa Pop Culture Expo on the last day of the Event.

  • Listings and Promotional Materials

    • By Exhibitor’s participation in the Event, Exhibitor expressly grants to Tulsa Pop Culture Expo 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 Event and to use such names in Tulsa Pop Culture Expo promotional materials.

    • Tulsa Pop Culture Expo 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 Tulsa Pop Culture Expo may also take photographs of Exhibitor’s booth space, exhibit and personnel during, before or after the open hours of the Event and use such photographs for any Tulsa Pop Culture Expo promotional purpose.

  • Care of Exhibit Facility

    • Exhibitor shall promptly pay for any and all damages to the Exhibit Facility or associated facilities, booth equipment or the property of others caused by Exhibitor.

  • Taxes and Licenses

    • Exhibitor shall obtain any licenses, permits or approvals under federal, state or local law applicable to its activities at the Event at its sole expense.

    • Exhibitor shall obtain any necessary tax identification numbers and permits and for paying all taxes, license fees, use fees, or other fees, charges, levies or penalties that become due to any governmental authority in connection with its activities at the Event.

    • Any health department permits must be obtained by vendor from the appropriate authorities.

  • Copyrighted Materials

    • Exhibitors shall not play or permit the playing or performance of, or distribution of any copyrighted material at the Event unless it has obtained all necessary rights and paid all required royalties, fees or other payments.

  • Observance of Laws

    • Exhibitor shall abide by and observe all federal, state and local laws, codes, ordinances, rules and regulations, and all rules and regulations of the Exhibit Facility (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.

  • Additional Terms and Conditions

    • Tulsa Pop Culture Expo 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, Tulsa Pop Culture Expo in its sole judgment may refuse to consider for participation in future events held by Organizer and 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 Tulsa Pop Culture Expo Staff Member.

    • 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 Tulsa Pop Culture Expo, which consent shall be in Tulsa Pop Culture Expo’s sole discretion.

  • Exhibitor Service Guide

    • The Exhibitor Service Manuals will include information integral to participation at the Event, including but not limited to additional exhibitor rules and regulations, official contractor order forms, registration, shipping and drayage, utilities and building services, exhibitor display rules, and move-in, move-out schedules.

    • They will be available in PDF from the website.

    • Any and all matters pertaining to the Event and not specifically covered by the terms and conditions of this contract shall be subject to determination by Tulsa Pop Culture Expo in its sole discretion.

    • Tulsa Pop Culture Expo 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 (whether or not included in an Exhibitor Service Manuals or similar document) 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 Tulsa Pop Culture Expo as soon as these additional rules or regulations are communicated to Exhibitor. This contract (including the Exhibitor Service Manuals and any additional rules or regulations adopted by Tulsa Pop Culture Expo from time to time) states the entire agreement of the parties with respect to the subject matter hereof.

  • Governing Law

    • This contract is governed by the laws of the State of Oklahoma as applied to contracts entered into and entirely performed within such state.

    • Exhibitor agrees that the courts located in the State of Oklahoma 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 property lies in Oklahoma City, OK.

  • Character of Displays:

    • Use of Aisles and Common Areas Distribution of samples and printed matter of any kind and any promotional material is restricted to the exhibit booth. All exhibits shall display products or services in a tasteful manner as determined in Tulsa Pop Culture Expo’s sole discretion.

    • The aisles, passageways and overhead spaces remain strictly under control of Tulsa Pop Culture Expo and no signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of Tulsa Pop Culture Expo.

    • Uniformed attendants, models and other employees must remain within the booths occupied by their employers. Any and all advertising distribution must be made by Exhibitor only from within his or her booth. Unless written permission is obtained from the staff of Tulsa Pop Culture Expo.

    • 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.

    • No strobe or flashing lights are permitted as part of any exhibit display. Flash photography is permitted.

    • Draping: Drape must hang at proper length and may not be pulled up to sell or display merchandise. No drape on an aisle table may be removed during the show. It is suggested that all aisle tables are draped.

    • Display safety: All materials, displays, and products must be safe, stable, and resistant to collapse and fire. Show Management reserves the right and sole discretion to decide whether an exhibitor meets this definition.

    • Covered booths: No exhibit space may incorporate a tent, partial or full roof or overhead covering of any kind without prior written approval. Partially covered booths must submit a Height and Line of Sight Variance request, please see Section 10. All partially covered booths are subject to additional rules and regulations.

    • Banners that are above and attached to your booth must be single-sided. Only exhibitors with a booth greater than or equal to a 20 ft. X 20 ft. island or peninsula exhibit may hang signs from the ceiling.

    • Nothing may be hung from the ceiling without prior written permission from Tulsa Pop Culture Expo.

    • All signs greater than 10 ft. high must be approved by Show Management prior to installation.  Mock up or pictures should be mailed to vendors@t-popexpo.com.

  • Sound Advertisements

    • The use of devices for mechanical reproduction of sound or music is permitted, but must be controlled. Sound of any kind must not be projected outside of the exhibit booth. Vendors are responsible for any ASCAP fees that are related to music they are playing.

    • 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. Tulsa Pop Culture Expo reserves the right to determine sound interference with others and Exhibitor shall comply with any request by Tulsa Pop Culture Expo to discontinue any such sound or music.

    • Or Exhibitors must monitor their own booths to be sure that noise levels from sound systems or any other device/activity are kept to a minimum and do not interfere with others. Show Management will be monitoring the sound levels of all booths and may require that an exhibitor turn down the sound level in their booth. Failure to comply may result in any sound system in the booth being turned off.

    • Interference: Speakers and sound systems must be turned to the inside of the booth. The use of sound systems or equipment producing sound is an exception to the rule, not a right. The Show Management reserves the right to determine at what point sound constitutes interference with others and must be discontinued.

    • Devices: No megaphones, bullhorns, or microphones will be allowed. Exceptions may be made on a case-by-case basis. Please contact Show Management for more details.

  • Fire and Safety Laws

    • Federal, State and city laws must be strictly observed. Exhibitor shall be responsible for compliance with all applicable laws. Additional information regarding fire and safety regulations will be found in the Exhibitor Service Manuals.

  • Rights of Offset;

    • Enforcement In the event Exhibitor is indebted to Tulsa Pop Culture Expo, whether or not such indebtedness arises from this or any other agreement, Tulsa Pop Culture Expo 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 Tulsa Pop Culture Expo 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.

  • Terms and Conditions Updates

    • Tulsa Pop Culture Expo will be providing to Exhibitor from time to time additional materials which will specify additional terms and conditions for your participation and/or presence at the Event. Such additional terms and conditions (including without limitation those specified in the document entitled “General Terms and Conditions”) are hereby fully incorporated herein by reference and shall have the full force and effect as if such terms and conditions are fully and expressly set forth herein.

    • You hereby agree that all information containing terms and conditions provided to you by Tulsa Pop Culture Expo shall be deemed fully read and understood by you and that you shall be bound by all the terms and conditions contained herein and therein.

    • In the event exhibitor breaches the terms of this agreement, or exhibitor displays or engages in  behavior that, in Tulsa Pop Culture Expo’s sole discretion, is determined to be a danger to Tulsa Pop Culture Expo, its guests, or the general public. Tulsa Pop Culture Expo has the right to remove exhibitor from the premises and provide no refund.

Parking

  • There will be no charge for parking for vendors at this event.

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