This application should be used for Food Vendors who have a Food Truck or Booth and wish to sell Food and/or Beverages at BCCC 2024.
Standard Inline Booth 10'x10' - $500
Corner Booth 10'x10' - $600
End Cap Booth (Two Corner Booths) 10'x20' - $1200
Standard Inline Booth 10'x10' - $400
Corner Booth 10'x10' - $500
End Cap Booth (Two Corner Booths) 10'x20' - $950
Standard Inline Booth 10'x10' - $400
Corner Booth 10'x10' - $500
End Cap Booth (Two Corner Booths) 10'x20' - $950
Inline Square Booth (Four Standard Inline Booths) 20'x20' - $1400
End Cap Square Booth (One Endcap + Two Standard Inline Booths) 20'x20' - $1600
Standard Inline Booth 10'x10' - $250
Corner Booth 10'x10' - $350
Standard Inline Booth 8'x8' - $300
Corner Booth 8'x8' - $400
Standard Inline Booth 8'x8' - $200
Corner Booth 8'x8' - $300
Registration Fee - Standard Price - $250
Friday, August 2, 2024: 10:00AM – 8:00PM (Access through Large Roll-up Doors & Pedestrian Doors. Vehicles allowed to enter building until 7pm in most areas.)
Saturday, August 3, 2024: 7:00AM – 9:00AM (Limited Exhibitor Access through Pedestrian Doors Only. No vehicles allowed inside building.)
Sunday, August 4, 2024: 8:00AM – 9:00AM (Limited Exhibitor Access through Pedestrian Doors Only. No vehicles allowed inside building.)
Saturday, August 3, 2024: 9:00AM - 6:00PM
Sunday, August 4, 2024: 9:00AM - 6:00PM
*Please Note: The first hour listed, the Exhibit halls will be open to VIP pass holder ONLY.
Sunday – August 4,
2024: - 6:00PM - 10:00PM (Large overhead doors opened at 6:30pm. Vehicles
allowed into building by 7pm.)
The move in and move out
times above are for the convenience of the Exhibitors. All Exhibitors must be
in place one hour before the Exhibit Floor opens to the public and check in
with the Exhibitors’ Registration Desk. All Exhibitors will be given their Credentials
at time of check-in. You will be required to either print out all tickets from
GrowTix or have them available on a smart device and have them scanned in by
registration staff.
If the exhibit area is
not claimed by 9:00AM on Saturday, August 3rd, the exhibit space will be considered
abandoned. It will be
considered available for purchase and setup by another Exhibitor. Refunds will
only be given at the discretion of Bell County Comic Con. Please see the
section on our cancellation policy for details.
Bell County Comic Con reserves the right to remove any material left behind and place it in storage at the Exhibitor’s expense or dispose of items left as abandoned. All Exhibitors are responsible for providing their own labor and staffing. Bell County Comic Con volunteers and/or hospitality staff are not available to help with Move In/Move Out or the setup of any merchandise in any way, nor will the Bell County Expo Center staff be available. The Move In/Move Out of exhibits must be through designated loading docks and freight doors. The main lobbies, side doors and passenger elevators are not to be used for such purposes.
All Exhibitor Booth Space Sales are FINAL. No refunds will be given. Generally, cancellation of booth space is not permitted, any cancellation must have the prior written consent of Bell County Comic Con, which consent shall be in Bell County Comic Con’s absolute discretion.
EXHIBITOR AGREEMENT
This document sets forth the
rules for the Exhibitor Halls at BELL COUNTY COMIC CON (henceforth known as
“the Convention”). By renting space(s) in the Convention Exhibitor Halls, you
(henceforth known as “Exhibitor”) agree to abide by these rules by written
acceptance below. Acceptance is based on the terms set forth below and the plan
of exhibits, rates, and rules and regulations may be established from time to
time as set forth in updated and amended information, all of which constitute
part of this contract. In any case where the Exhibitor Halls Agreement is
amended, all other terms and conditions of this agreement remain in full force
and effect.
Exhibitor Halls/Booths
o The Exhibit Halls for Bell County Comic Con is the Cadence Bank Center (formerly the Cadence Bank Center (formerly the Bell County EXPO Center)) in Belton, TX.
The date for the convention is August 3-4, 2024. Each vendor booth space is at least (but not limited to) 10 feet by 10 feet, each artist booth space is at least (but not limited to) 8 feet by 8 feet, and both includes the following:
▪ One (1) 8 foot Table
▪ Two (2) Side Chairs
▪ Pipe & Drape
▪ No preferential treatment is given to any Exhibitor in booth location in the Exhibit Halls. Spaces are chosen by the Convention for the best fit and flow of the room, not by order of payment received.
● Artist Discount Policy
To qualify for the artist discount at the convention, a sample of work must be submitted for review along with your booth application. Please provide a link to images in the website area. Items that are sold must be created by the artist at the booth in order to qualify for the artist discount.
● Booth Configuration
You may configure your booth(s) as you see fit, adding additional shelves, kiosks, etc., as long as they do not interfere with other Exhibitors’ areas or violate Cadence Bank Center (formerly the Bell County EXPO Center) requirements.
● Payment/Refund/Cancellation Policy
o Payment is required to secure your space prior to the show. After your application is approved, Bell County Comic Con will send you an email with information on how to process your payment.
o Booth Cancellation: Should Exhibitors find they cannot attend the Convention, or need to reduce the number of booths purchased, they may cancel booths by contacting the Exhibitor Coordinator to make arrangements. There will be no refund for cancelled booths beyond July 20, 2024. Booths for which Exhibitor has cancelled or given up any claim or reservation are returned to the pool of available space at the standard booth rate.
· Procedures for Exhibitor Protection of Valuables
The Convention will be providing as secure as Exhibit Halls as possible. Please take extra precautions in the placement of your merchandise and cash to guard against the possibility of theft. Exhibitor is responsible for their own property, merchandise, and money. Under no circumstances will the Convention or the Cadence Bank Center (formerly the Bell County EXPO Center) or its personnel be liable for loss or damage (including but not limited to) merchandise, equipment, or revenue.
● Exhibitor Halls Hours
o Attendees will be allowed access to the exhibition hall between opening and closing. The Convention requires that Exhibitors or their associates be present at all times during convention hours.
▪ Saturday, August 3, 2024: 10:00AM to 6:00PM (VIP 9:00AM)
▪ Sunday, August 4, 2024: 10:00AM to 6:00PM (VIP 9:00AM)
o Convention Staff and Exhibitors will be allowed access to the hall earlier than the public on the days of the convention. Date / Time open for setup staff:
▪ Friday, August 2, 2024: 10:00AM to 8:00PM
▪ Saturday, August 3, 2024: 7:00AM to 9:00AM
▪ Sunday, August 4, 2024: 8:00AM to 9:00AM
These hours can change at any time, entirely at the Convention’s discretion. Best efforts will be made to notify Exhibitor of any changes.
● Exhibitor Halls Setup
o Before unloading and setting up your merchandise, Exhibitor MUST check-in with the Exhibitor Coordinator. Exhibitor Check-in will be located in the Registration Pavilion in Hall C.
● Exhibitor Passes
o Two passes will be given out for each booth reserved. For example, if you have 4 booths reserved, you will receive a total of 8 badges. Exhibitor badges must be worn at all times by any person working at a booth. Passes may not be sold, loaned, or otherwise transferred to persons who are not working for you. Exhibitor Halls passes may be shared among employees, but the practice of using one pass shared among multiple employees simultaneously is prohibited and could result in the confiscation of pass(es). Every individual working your booth(s) must wear a pass at all times. If you are with a production house, animation/comic studio, or other part of the industry and wish to have more badges for your industry (i.e. non-retail) personnel, please request additional passes at Exhibitor Check-in. They will be available for $40 per pass.
● Exhibitor Halls Policies
o Food and Beverage Products Policy
▪ Outside food and/or beverage concessions are not permitted to be sold inside the Cadence Bank Center (formerly the Bell County EXPO Center) due to the centers policy. However, Food and/or drink Trucks/Vendors may be setup outside of the venue. Food and/or beverages purchased outside the Cadence Bank Center (formerly the Bell County EXPO Center) may be brought inside.
▪ All food or beverage products sold at BELL COUNTY COMIC CON require compliance with FDA labeling guidelines. For more information, please visit: http://www.fda.gov/Cosmetics/ResourcesForYou/Industry/ucm388736.htm#6
o Solicitation Policy
▪ No Exhibitor is allowed to solicit for any other convention, show, business, enterprise, or event either at their booth or while walking around BCCC – unless they have received prior permission in writing from the Exhibitor Director.
▪ Any Exhibitor found breaking this policy will be asked to leave and not invited back to Bell County Comic Con in the future.
o Weapons Dealer Policy
▪ Exhibitors who sell weapons at their booth will be expected to adhere to the Weapons Dealer Policy. As Bell County Comic Con is a VERY crowded convention and the handling of weapons within the Exhibit Halls by Attendees can become dangerous – all weapons dealers will be required to hold the weapon purchased at their booth after the purchase until the purchaser is exiting the convention.
▪ The purchaser may pick up the weapon when:
▪ A) If the purchaser is willing to exit the convention and take the weapon directly to their vehicle at time of purchase, leave the weapon in their vehicle, and return to the convention.
▪ B) The purchaser is ready to exit the convention for the day and may pick up their weapon before exiting.
▪ The Exhibitor will be required to hand over the weapon in the original box/packaging or peace bonded if the original packaging is not available.
▪ Failure to comply with this policy will result in removal of the Exhibitor from the Exhibit Halls, the revocation of Exhibitor status, and forfeiture of booth rental fees.
▪ Please plan to have a system to identify each purchasers’ item with their name and phone number. Any items not picked up at the close of the convention day will be collected by a convention representative and held at the information booth.
o Adult Materials Policy
▪ Bell County Comic Con is being marketed as a family friendly show. As such, there will be an increased number or minors and families attending the convention. We require that all Exhibitors, particularly those with adult merchandise, keep any merchandise or artwork with adult content in a separate portfolio available only upon request to adults. There will be a zero tolerance policy for displays of adult content. Discerning what constitutes adult content is at the sole discretion of the Exhibitor Coordinator; failure to comply with initial warning may result in removal from the Exhibitor Halls, the revocation of Exhibitor status and forfeiture of booth rental fees.
▪ Any Exhibitor selling adult material must ID purchasers to make sure they are 18 or older. BELL COUNTY COMIC CON has a no tolerance policy regarding the sale of adult material to minors. Failure to comply with the BELL COUNTY COMIC CON Adult Materials Policy may result in removal from the Convention and forfeiture of all Exhibitor fees.
▪ Exhibitors with Adult Content are allowed to display discreet “Adult Content Available Upon Request” type signage at their booth.
o Bootleg / Piracy Policy
▪ The Convention does not allow the sale of bootleg merchandise such as burned CDs/DVDs, music or DVDs that are manufactured without observation of legitimate copyrights, etc. The Convention does not allow the advertising of bootleg or knockoff products/services, and "shuttle" service to other locations for the purchase of such products or services. Advertising legitimate products and services is, of course, both allowed and encouraged.
▪ BELL COUNTY COMIC CON has a no tolerance policy regarding bootleg merchandise. If you are found to be selling or offering for sale bootleg merchandise, you will be immediately removed from the Exhibitor Halls, without refund, and will not return to the event at any future date.
▪ All bootleg merchandise identification and warnings are at the Convention’s discretion. Failure to comply with BELL COUNTY COMIC CON Bootleg Policy or a subsequent violation may result in removal from the Convention and forfeiture of all Exhibitor fees. The burden of proof as to the legitimacy of any item offered for sale rests solely with the Exhibitor.
o Bootleg Items which may NOT be sold at the Convention include (not limited to)**
▪ "Knockoff" or bootleg merchandise (for example: Son May and Ever Anime CDs). “Grey Market” CDs (re-imports from other Asian countries)
▪ Bootleg video tapes, video CDs, or DVDs (this includes bootlegged videos recorded on blank videotapes or DVDs with printed labels; pirate copies of any titles that have been released commercially in the United States, Japan, or elsewhere; titles taped off the air in Japan—and any and all “fansubs”).
▪ Any posters, idol cards, etc., which read "Kodak," "Fuji," etc. on the back.
▪ Any figures or model kits manufactured by "LWDragon", "GHD", "Bendi" or "Phantom"
▪ Unlicensed reproductions of any products actually released by any Japanese or American companies.
▪ Any items which depict, replicate, or portray characters or designs protected under intellectual property rights laws, and are manufactured without proper license. This includes but is not limited to figures, posters, wall scrolls, costumes, jewelry, key chains, accessories, prop or live steel weapons, etc.
▪ Items that Exhibitor did not disclose in their Exhibitor Application when applying for booth space.
**The Convention has final say over whether any specific item is allowed to be sold at the Convention and reserves the right to deny any item from being sold at the Convention for any reason. We request that you do not bring any of the listed prohibited merchandise to the convention.
● Noise
o Exhibitor Halls noise is to be kept to a minimum so as not to interfere with other Exhibitors and to permit attendees to hear Exhibitors and ask questions. All noise rules are subject to enforcement at Convention’s discretion.
o No merchandise hawking with yelling; especially using cupped hands or bullhorns.
o TV’s can be audible but must not interfere with neighboring Exhibitors.
o Music can be audible but must not interfere with neighboring Exhibitors. The Exhibitor must have the legal right to play any selection. Exhibitor assumes all responsibility for acquiring the license to play the music at their booth. Please keep in mind that the Convention will be playing music and any music played at the booth must not interfere with the Convention’s.
● Service to Exhibitors
o If there's anything else we can help you with, before or during the con, please let us know. We can't guarantee we can do it, but we will certainly try if possible. Please keep in mind that we will need to vacate the Exhibitor’s hall area by 10pm on Saturday evening. While we will have staff available to direct you, they will not be able to assist any Exhibitor with breakdown or load out.
● Hold Harmless
o Exhibitor agrees to assume all risk, and to indemnify and hold harmless the Convention, the Cadence Bank Center (formerly the Bell County EXPO Center), its Owners, their respective officers, subsidiaries, agents, affiliates, operators, officers, volunteers and employees (hereafter “the Indemnified Parties”) from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with the Convention’s use of the leased premises or arising out of any act or omission of the Convention or any of the Convention’s employees, agents, contractors, representatives, patrons, guests or invitees; excepting such claims, demands, defense costs, liability, expense, or damages arising out of the sole negligence of one or more of the Indemnified Parties.
● Responsibility
o Exhibitor assumes responsibility and agrees to defend the Indemnified Parties from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with Exhibitor’s or Convention’s use of the leased premises. Neither the Convention nor the Indemnified Parties will be responsible for any injury, loss or damage that may occur to Exhibitor, Exhibitor’s employees or property from any cause whatsoever.
● Liability
o Anyone visiting, viewing, or otherwise participating in Exhibitor’s exhibit is deemed to be the invitee or licensee of Exhibitor, rather than the invitee or licensee of the Convention. The Convention shall not be liable for any injury whatsoever to the persons conducting or otherwise participating in the conduct of Exhibitor’s exhibit or to invitees, licensees or guests of Exhibitor. Exhibitor assumes full responsibility for the actions of its agents, employees, or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless the Indemnified Parties from responsibility or liability resulting directly or indirectly, or jointly, from other causes which arise because of the actions or omissions of its agents, employees, or independent contractors.
● Warranty
o There is no other agreement or warranty between Convention and Exhibitor except as set forth in this document. The rights of Convention under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorized officer of the Convention. Any action which Convention or Exhibitor may bring against each other, based upon or in any way relating to this contract or its performance, shall be brought in the Bell County Municipal Court located within the County of Bell, State of Texas, and Convention and Exhibitor hereby waive all defenses concerning personal jurisdiction and/or venue in order to give effect to this provision.
● Subletting
o The subletting of exhibit space without prior permission of the Convention is prohibited. This includes sharing space with friends momentarily.
● Exhibitor Privacy
o Exhibitor gives the Convention the right to Exhibitor’s name or image for promotional purposes. Exhibitor also grants to the Convention the right to release Exhibitor contact information to the public.
● Exhibitor’s Age
o The Convention will not rent space in the Exhibitor Halls to any person under the age of 18 years.
● Insurance
o Exhibitor acknowledges that neither the Convention nor the Indemnified Parties maintains insurance covering Exhibitor’s property and it is the Sole Responsibility of Exhibitor to obtain such insurance.
● Right of Refusal
o Recognition and acceptance of Exhibitor’s contract for BELL COUNTY COMIC CON is entirely at the Convention’s discretion. While it is the Convention’s intention to provide opportunities to as many Exhibitors as possible, the Convention is not obliged to register any particular Exhibitor. Not registering a particular Exhibitor may be the result of not having an appropriate space available, documentation and the payment of fees not being completed in a timely manner, a previous history of Exhibitor problems, or many other factors.
If you have any questions about this document or the rules put forth within, please contact: [email protected]
