The following “rules and regulations” constitutes an agreement with Townsquare Live Events LLC (“TLE”)/Geek'd Con to the following terms and conditions:
1. TLE reserves the right to prohibit any Exhibitor, Exhibit, or proposed Exhibit, which in TLE’s opinion is not suitable for Geek’d Con. This express reservation concerns persons, items, printed matter, conduct, and all other things which affect the character of Geek’dCon. This includes prior to the event, and on-site. Vendors may be asked to remove materials from booths. No refunds will be made available to vendors who violate these policies and refuse to remove items.
2. TLE reserves the right to adjust or make changes in booth assignments, up to and including the date of move in, to ensure an even flow of traffic or to maintain the theme of Geek’dCon.
3. No Exhibit shall be allowed to project into the aisle beyond the assigned space, and Exhibitors are not allowed to take contents of the booth out of the assigned space. This includes the distribution of literature or materials. Material needed to rope off a portion of space/protect a large piece of equipment from attendees shall be provided by the exhibitor. Sounds, lights, and smells should also be contained to the booth area, and not impact other vendor spaces.
4. Non-Exhibitor solicitation is expressly prohibited; any paid Exhibitor observing such activity shall promptly report it to the management of TLE. This includes paid photography.
5. All items sold should fall in line with the policies of Geek'd Con, Shreveport Convention Center, City of Shreveport, and all State & Federal Laws. Items such as prop weapons will be subject to security and police inspection. If a judgement call is made by the security team or Shreveport Police, changes to a vendor's booth may be required. Some prop weapons may not be allowed to be sold, or must be bagged and/or sealed in dark containers. Any bladed items, with permits, must be sealed prior to sale. If the seal is broken before the item leaves the venue, that guest will be removed, and potentially the vendor as well. No refunds will be made available to vendors who violate these policies.
6. All material or decoration used in the booth shall be flame-retardant. Exhibitors using flammable material must contact the Fire Department and be in compliance with existing fire codes.
7. No food or drinks may be sold without prior written approval from the Shreveport Convention Center and ASM Global. This includes a third-party contract between Exhibitor and Shreveport Convention Center. The sale of some pre-packaged food or drink may be approved under certain circumstances. TLE accepts no responsibility for necessary permits or city/state taxes for those food and drinks approved. No refunds will be given for booths who are cited for food permit violations.
8. No fund-raising contest activities (raffles/lotteries) will be allowed in the booths without prior written consent of TLE and a gaming license from the State of Louisiana Gaming Control Board.
9. All Exhibitors, their agents, or employees shall be responsible for any injury or defacing to the ceiling, walls or floors of the building or the booths or equipment of other Exhibitors.
10. In the event of fire, strikes, rioting, hurricanes, civil disorder, pandemic, or other circumstances making it impossible to operate the Exhibit hall to be determined within the discretion of TLE, this Agreement shall become null and void. A full refund of deposits will be made, or at the option of the Exhibitor will be transferred towards the cost of future exhibits.
11. No refunds will be made for canceled Exhibitor booths though TLE.
12. This Agreement shall not be assigned, and no rights granted to the Exhibitor in this Agreement shall be subcontracted without the written consent of TLE.
13. The exhibitor agrees to indemnify and hold harmless TLE and its subcontractors, agents, and employees by reason of any claim or liability imposed by law on account of property damage or bodily injuries, including death, resulting therefrom, sustained or alleged to be sustained by any person or persons, whether they be members of the public visiting the show, employees of TLE, or other Exhibitors occurring at or in connection with the presentation or presentations of Geek’dCon, resulting for the negligence of the Exhibitor, its agents, employees, or persons performing services for it, or resulting from any equipment, machinery or items displayed by the Exhibitor.
14. Notwithstanding any remedies available to the Exhibitor at law, the Exhibitor expressly releases and waives any and all claims against TLE, its agents, officers, directors, shareholders or employees, in consideration of the mutual agreement of the parties and the opportunity of Exhibitor to exhibit at Geek’dCon.
15. This Agreement contains all of the agreements of the parties, and may only be amended in writing by separate document duly executed by both parties.
16. This Agreement is entered into and performable in Shreveport, Louisiana. The appropriate courts of Shreveport, Louisiana shall have exclusive venue over any claims arising out of or related to enforcement or interpretation of this Agreement, or attendance at Geek’dCon.
SET-UP DETAILS:
• Larger displays, in some cases, can set up Wednesday before the event. You MUST call Townsquare Live Events LLC office at (318) 688-1130 to schedule a time on Wednesday.
• We do not furnish handcarts, dolly carts, rolling crates, or harnesses, nor does the decorator. Bring your own.
• Some vendors will be allowed to drive in to unload their merchandise. This will be limited to vendors in 10x20 and larger booth spaces. DRIVE IN will start Thursday from 10:00 a.m. to 4:00 p.m. and Friday at 8:00 a.m. until 11:00 a.m. DRIVE-IN WITH VEHICLES will not be permitted after 11:00 a.m. on Friday. Security will cut off drive in loading once the floor is too full, or if it starts raining, for safety purposes.
• Move-in for smaller (10x10 and 8x8) vendors: Thursday from 12:00 p.m. to 5:00 p.m. and Friday at 8:00 a.m. until 4:00 p.m.
• Booths must be unloaded by 4:00 p.m. on Friday—NO EXCEPTIONS. After 4:00 p.m., booths may be sold to exhibitor on waiting list. No refunds.
• Forklift usage will be at an additional cost, and must be coordinated through the Shreveport Convention Center. Townsquare Live Events does not have the ability or authority to provide forklift services.
• Vendors can enter through the loading dock. Vendor parking in the Loading Dock area is TEMPORARY. You cannot park your vehicle for an extended time behind the building.
TEAR-DOWN DETAILS:
• Booth must remain set up until 5:00 p.m. Sunday—NO EXCEPTIONS!
• Once tear down begins at 5:00 p.m. on Sunday night, Shreveport Convention Center Security retakes control of the venue. Security will have final say on any drive in loadouts, tear downs, and parking.
• Booth must be vacated by 11:59 p.m. Sunday night
SECURITY:
• Security is provided by show management from opening of show at 6:00 p.m. Friday until close of show at 5:00 p.m. Sunday.
• Show management is not responsible for any theft by public or other exhibitors.
