Vendor Terms & Conditions
Terms: For the purposes of this document, COC EXPO LLC may be referred to as “COC EXPO LLC”, “COC”, or “Show Management” and will refer to COC EXPO LLC, it’s parent companies, subsidiaries and/or contractors. “Vendor” and or “Exhibitor” will be used to represent anyone attending one of our Expos as a vendor or exhibitor. Capitalization may or may not be used in any situation and the use of capitalization will not change the meaning of the term. Section headers in Bold are for section reference only.
Agreement: By agreeing to exhibit or vend with COC EXPO LLC, you agree to the terms and conditions set forth in this document and on any registration paperwork. Should there be a discrepancy between this document and an event specific document or form, the event specific document or form should be considered most recent and will supersede the information here regarding the discrepancy only. Should any of the terms of this agreement be broken by the Vendor or Exhibitor, COC EXPO LLC reserves the right to cancel participation in any and/or all events that you may be registered for with no refund.
Application & Registration: The Carnival of Curiosities Expo is meant to be a marketplace of marvels, mysteries and the macabre. During your application and registration process, you may be asked for a description and photos of your products. COC EXPO LLC reserves the right to cancel and fully refund any vendor or exhibitor that we fee does not represent the spirit of the Carnival of Curiosities Expo. Further, should a vendor misrepresent the items and/or products they plan to exhibit, COC EXPO LLC reserves the right to remove said vendor from the show and cancel all future registrations without refund. Should there be a material change (or addition) to the products you plan to exhibit, please contact show management ASAP and we will work with you to ensure compliance.
Permits, Taxes, Insurance & Licenses: Each vendor is responsible to follow all venue, local, state and federal laws, rules and/or policies regarding permits and licenses required for your products and/or to sell your products at any given venue. You are also responsible for all appropriate sales taxes and any insurance requirements. Additionally, the selling of any material that is copyrighted or licensed must be accompanied by documentation allowing you to sell said item.
Public and Family Friendly: While the theme of our Expo may be considered “Fringe”, all aspects of our Expo will be suitable for public display and will be family friendly. All display items and/or items of sale will be legal & ethical. This is to include the ethical sourcing of all materials, including animals, used to produce your end products. COC reserves the right to audit any vendor to confirm that no animal was intentionally harmed for the purposed of commerce or “art”. COC has adopted a zero-tolerance stance on this. Any approved items that may be of a questionable nature (IE: true crime photos, anying with nudity, etc.) should be kept out of the direct view of show attendees and should only be shown to adults in a controlled environment.
Assignment of Space: Exhibit space assignments will be at the discretion of COC EXPO LLC., based on the receipt of completed application, all required paperwork and and payment in full. Once application has been received and accepted by COC EXPO LLC, the space and location may not be changed, transferred or canceled by the Vendor without a written request and subsequent concurrence by COC EXPO LLC. Each exhibitor space is intended to be occupied by a single vendor; booth sharing will not be allowed. All exhibit personnel shall be employees/representatives of Vendor occupying space. Exhibitor is responsible for any damage to facility and expo rentals including pipe and drape.
Set-up, Tear-Down and Failure to Occupy: Set-up and tear-down times and instructions will be posted on our Website no later than 4 weeks prior to the Expo and, as an exhibitor, you agree to follow these times and instructions. Any space not occupied by end of the posted set-up time may be forfeited by Exhibitor without refund. By requesting to Exhibit at the Expo, you are agreeing to having your booth be set-up and attended for the entire Expo. Exhibitors may not tear-down before the published tear-down time. Should you tear-down early or leave your booth unattended, COC reserves the right to cancel your participation in any and all future shows without refund. Set-up and tear-down times require a lot of coordination and staffing on both the part of COC and the venue. Going over the posted times can carry extreme costs to show management. For this reason, any exhibitor going beyond the allotted set-up or tear-down time will be fined $200/hour (in 1 hour increments) for any additional time needed. You are responsible to leave your space in the same condition you found it in – all trash must be removed when you load out or a cleaning fee of no-less than $100 will be charges.
Use of Exhibit Space: Exhibitors shall arrange their exhibits so they do not obstruct or otherwise take away from other exhibitors/booths. Exhibits shall be arranged so that Exhibitor representatives will be inside the space assigned and not infringe on aisles. All exhibits must be self-sustaining and free standing (nothing can hang from pipe, drape or walls without prior written approval) and must be 100% within the assigned booth space. All decoration material must be flame-retardant. Exhibit hall fire exits & safety equipment must be fully accessible & in full view at all times. Oversize display materials & equipment requests must be submitted in writing & pre-approved by COC at least 30 days prior to the Expo. No open flames, scents, music, amplified sound, canopies or tents are allowed in the Expo without written permission.
Restrictions: At its sole discretion, the COC EXPO LLC reserves the right to prohibit any display or exhibit, or any part of a proposed exhibit, that is deemed not suitable for display in a public, family friendly environment.
Human Remains: COC EXPO LLC does not allow the display or sale of any human remains in any form. If we are made aware of any human remains at the show, local law enforcement will be notified immediately and, regardless of law enforcement action, the vendor will be asked to leave imidiatly.
Cancellations & Rescheduling: COC EXPO LLC do not allow for cancelations or refunds for our Exhibit Booths and funds may not be transferred to a later event. While we never plan to move or reschedule our Expos, at times we have no other options (IE: weather, civil unrest, COVID, etc.). In the event of a rescheduled event, your registration will be moved to the new dates. An event will be considered rescheduled or moved if the event is within 60 miles and six months of the original event. Except for an “Act of God”, an event that is moved/rescheduled more than 60 miles or more than six months will be considered cancelled. In the event that COC EXPO LLC needs to cancel the Expo, a full refund will be provided to the vendor.
Unions: It is agreed that the Exhibitor will abide by, and comply with, rules and regulations concerning local unions having agreements with the show facility and/or authorized contractors employed by COC EXPO LLC.
Acts of God: In the event that the premises in which the exhibit hall was to be conducted shall become, in the sole discretion of COC EXPO LLC or show management, unfit for occupancy, or has been substantially interfered with by reason of any cause or causes not reasonably within the control of COC EXPO LLC, this agreement may be moved, rescheduled or terminated by COC EXPO LLC. For this purpose the term “cause or causes shall include but not by way of any limitation, fire, flood, epidemic, earthquake, explosion or accident, blockage, embargo, inclement weather, government restraints or restrictions, restraints or orders of civil defense or military authorities, riot or civil disturbance, strike, lockout boycott or other labor disturbance, inability to secure sufficient labor, failure, impairment or lack of adequate transportation, requisition or commandeering of necessary supplies or equipment by local, state, or federal law, ordinance, rule, order or decree or regulation, legislative, executive or judicial, and whether constitutional or an act of God.
Termination: Should COC EXPO LLC terminate this agreement pursuant to the provisions of this agreement, the Exhibitor waives any and all claims for damages and agrees that COC EXPO LLC may, after computing the total amount refundable to all Exhibitors (the amount by which the total amount of fees paid by all Exhibitors exceeds the total amount of COC EXPO LLC costs and expenses in connection with the preparation for conducting the show, including reasonable reserve for claims and other contingencies), refund to the Exhibitor, as and for complete settlement and discharge of all said Exhibitor’s claims and demands.
Liability: The Exhibitor indemnifies and agrees to hold harmless the COC EXPO LLC, StageOne Events, the host hotel and/or venue and their officers, directors, owner, employees and agents, from and against any actions, losses, costs, damages, claims and expenses (including attorney’s fees) arising from any damage to property or bodily injury to Exhibitors, his agents, representatives, employees by reason of the Exhibitor’s occupancy or use of the exhibition facilities.
Demonstrations: No demonstrations or solicitations shall be permitted outside the Exhibitor’s assigned space and no signs or placards may be displayed on persons or otherwise outside the exhibit spaces.
Compliance: The Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations, and codes of duly authorized local, State, and Federal governing bodies together with the rules and regulations of the host hotel or venue.
Changes and Corrections: The information in this document is believed to be accurate and true. If a mistake is found or brought to our attention, we will correct it as quickly as possible. The dates, times, availability of spaces and sponsorship items may be changed or updated at anytime. Changes and corrections to the information in this document do not release the Applicant and/or Exhibitor from any obligation under this agreement.
Exhibitor, Sponsor & Vendor Code of Conduct: All Exhibitors, Sponsors and Vendors that attend COC EXPO LLC functions agree to the following:
1. Only paid exhibitors, in their assigned exhibit space, shall be permitted to solicit business and/or hand out literature within the Exhibit Hall, venue and within 200 yards of the building.
2. Exhibitors shall be limited to their assigned space for the purpose of soliciting and/or business transactions. No soliciting of any form shall take place outside this assigned space.
3. Professional displays are encouraged. Space visible to the public and/or your neighboring exhibitors must be finished attractively.
4. Undue noise or unseemly methods of demonstrations made in the operation of exhibits will not be tolerated. Sound levels of sound amplification equipment must not interfere with any other vendors, persons, or the Expo in general. Show management may terminate the use of any such equipment or methods. The final decision of what constitutes undue noise and unseemly methods shall rest with the venue, COC EXPO LLC and show management.
5. The exhibitor shall conduct their exhibit in a professional and reputable manner and shall be manned by registered agents of the Exhibitor during all times when the Show is officially open.
6. Exhibitors shall not make false or malicious statement(s) that may injure the professional reputation of another exhibitor, the venue, COC EXPO LLC, show management, and/or StageOne Events.
7. Exhibitor advertising shall be neither false nor in any way misleading.
8. Any complaints regarding an Exhibitor are to be made in writing, addressed to Show Management and delivered to the Expo Office or delivered to the Contact Address at the bottom of this document.
9. Show management shall interpret this Code of Conduct and resolve areas of conflict as they occur. Frequent or flagrant violations of any of the above regulations can result in Exhibitor being barred from future participation at COC EXPO LLC sponsored events.
Contact Show Management
COC EXPO LLC
C/O StageOne Events
PO Box 1038
Branson West, MO 65737
Email:
Phone: