Wizard World Convention Vendor Terms Of Serivce

2021/2022 BOOTH & TABLE PACKAGE DETAILS*: 

 

ONE (1) 10 X 10 BOOTH INCLUDES: 

  • Four (4) Weekend Wristbands  
  • One (1) 8’Lx30”Wx30”H Covered Table  
  • One (1) Chair 

ONE (1) ARTIST ALLEY TABLE INCLUDES: 

  • Two (2) Weekend Wristbands 
  • One (1) 8’Lx30”Wx30”H Covered Table  
  • One (1) Chair 

 

Additional weekend wristbands are available for purchase 

o For all events EXCLUDING Philadelphia/Chicago: $40/wristband (Limit 4 per 10x10 Booth and 2 per 

single Artist Alley table.) 

  • For Philadelphia/Chicago events: $60/wristband (Limit 4 per 10x10 Booth and 2 per Artist Alley table.) 

 

2021/2022 BOOTH & TABLE PLACEMENT PROCEDURE: 

 

  • Whenever possible, maps will be made available approximately 20 to 30 days prior to the event start date, if not sooner. 
  • Artists will receive an invitation to select table space once a full balance has been paid. 
  • Artists are highly encouraged to pay-in-full as soon as possible to select placement early. 
  • Exhibitors will receive an invitation to select booth space once a minimum 20% deposit has been paid. 
  • Exhibitors are highly encouraged to put down a payment as soon as possible to select placement early. 
  • Exhibitors with deposits must remit full payment by 30 days prior to the first show date. Exhibitors who are not paid-in-full by this date will forfeit their reserved space on the floor map and must choose again once their payment is complete. 
  • Artist Alley corners are limited for each show and given on a first come, first serve basis in placement selection.  
  • Booth and table placement priority is based primarily on the order in which Placement Email responses are received, however a combination of other factors is also considered, including the number of conventions booked on the Wizard World tour, the number of booths or tables booked, the number of sponsorships ordered, etc. Wizard World will make every effort to give you your top selections during the booth and table placement process but cannot guarantee any specific placement. 
  • Exhibitors selling food, beverages and any other edible products must adhere to the requirements and restrictions set by the convention center. This may include a monetary buyout, a local staffing requirement, certain health permits, etc. Please disclose the sale of any edible products to your salesperson immediately to be sure you are in compliance. Failure to do so may result in your removal from the event. 

DISCOUNTS & LOYALTY PROGRAM: 

 

Artist Alley MULTI-EVENT Discounts  

3-5 Events in a calendar year: 10% 

6-11 Events in a calendar year: 15% 

12-15 Events in a calendar year: 20% 

ALL Events in a calendar year: 25% (With non-refundable / non-transferable deposits on each) 


To receive a multi-event discount, you must pay-in-full for all events that you want to attend in a calendar year. If you want to add additional events throughout the year, you can enter a new discount tier for the remaining events of the year, but the discount will not be retroactively applied. If you pay incorrectly- any overpayment will be automatically rolled to next show you are registered for or be put into a TBD account. Any cancellation or drop after purchase may affect your discount tier and will be recorded.  

 

Exhibitor MULTI-EVENT Discounts  

3-5 Events in a calendar year: 10% 

6-11 Events in a calendar year: 15% 

12-15 Events in a calendar year: 20% 

ALL Events in a calendar year: 25% (With non-refundable / non-transferable deposits on each) 

To receive a multi-event discount, you must place either a 20% deposit or a 50% deposit on all events that you want to attend in a calendar year (see the “Exhibitor Deposits” section below for more information.) 

  • Full payment due no later than 30 days prior to show 
  • If you want to add additional events throughout the year, you can enter a new discount tier for the remaining events of the year, but the discount will not be retroactively applied. 

If you pay incorrectly- any overpayment will be automatically rolled to next show you are registered for or be put into a TBD account. Any cancellation or drop after purchase may affect your discount tier and will be recorded. Please note that the email you use to sign up with online is the email you will receive updates from Wizard World on- please use your correct email. 


Loyalty Program 

Buy ten (10) booths/tables and get one (1) free (“Bonus”).  

  • Earned bonus booths/tables are bankable. All 10 booths must be paid in full and used prior to the granting of a bonus. 
  • Earned bonus booths/tables must be used in the same category (Retail or AA).
  • Earned bonus booths/tables must be used at an event where at least one (1) booth/table is purchased. 
  • Earned bonus booths/tables must be used by the exhibitor who earned them. The selling or trading of free booths to other exhibitors is strictly forbidden. Non-compliance may result in suspension from Wizard World 

 

EVENT REQUIREMENTS: 

  • Wristbands are for Exhibitors, Artists and Staff use ONLY and are not permitted to be sold or transferred throughout the show. 
  • Exhibitors and Artists may not rent or sublet their space without the express permission of Wizard World. Exhibitors and Artists must occupy their space throughout all days of the convention. 
  • Exhibitors and Artists cannot expand into other booths/tables or set-up outside their designated space. This includes signage, which must be front facing only. 
  • Load-in may only occur during the times listed on the One Sheet/Exhibitor Kit/Packet. Exhibitors and Artists must be fully set-up by event start. 
  • All displays must be properly secured to the ground including sandbags, weights and duct tape as the hall may experience wind. Wizard World is not responsible for any damage caused by displays that are not properly secured. The exhibitor is responsible for any damage to their own items and to any other artist or exhibitor’s damaged items if not in compliance. 
  • If you are selling any blade, sword, or airsoft guns, you must inform Wizard World and adhere to our weapons policy.  
  • All sword and knife dealers must provide proof of insurance with payment.  
  • Adult materials are restricted and may only be displayed in a manner approved by Wizard World.  Exhibitors and Artists are not permitted to have celebrity guests in their booths or at their tables without the express written permission of Wizard World. These requests will be granted only on limited circumstances due to contractual obligations and restrictions. 
  • Video or audio recording of any kind is not permitted at Exhibitor & Artist meetings. Exhibitors and Artists are not permitted to transmit Exhibitor materials to unauthorized third parties. 

PLEASE NOTE: Booth and table placement is subject to Fire Marshal changes at any point. Failure to comply with the previous requirements may result in suspension from Wizard World




EXHIBITOR DEPOSITS, CANCELATION, REFUND & TRANSFER POLICY: 

 

You can choose either a 20% or 50% deposit option to obtain the multi-event discount. 

  • If you choose the 20% deposit option, this amount is non-refundable and non-transferable. 
  • If you choose the 50% deposit option, this is amount is refundable and transferable subject to the following terms:  

o No refund or transfer will be given if request is submitted 30 days or less prior to an event. If you cancel your booth space more than 30 days prior to the event, you will be allowed to transfer funds to a future event. You are allowed one (1) cancellation or transfer per year at no cost. Additional cancellations or transfers are subject to a $25 fee.  

  • Deposits do not guarantee or hold discount tiers if you cancel/drop shows. If you cancel a show your discount will be dropped accordingly to reflect the above discount tiers. If you have registered for the requisite number of booths to reach a certain discount tier, any cancellation that drops your discount code will be recorded and you will be charged the difference from past shows to reflect current discount. 
  • All transfers or refunds MUST be approved by your sales representative only. Failure to notify Wizard World in writing of a cancellation more than 24 hours prior to load-in start time of an event is an automatic forfeiture of funds. Do not request a transfer or refund from either Accounting or the Sales Coordinators. 
  • Shows that postponed can only be transferred. No refunds are given on postponed shows.
  • Deposits will create a hold on the specific event and the specific number of booths that the deposits are made on. This hold remains only until booth placement starts. You will then be required to pay the balance owed and will receive a Final Notice that payment is due. If full payment is not made by the Final Notice of booth placement, your deposit will either be transferred or forfeited subject to the 20%/50% deposit rules. Please note that deposits do not guarantee a specific booth, just a hold on a booth at the event. 

 

PAYMENT PROCEDURES 

 

  • Exhibitor Booths, Artist Alley Tables, Pallet Shipping and additional wristbands should be purchased via the Tixr system.  
  • To purchase the items listed above, please express interest in exhibiting with one of our salespeople listed at the top of page one, or if you are an artist, write to artistalley@wizardworld.com. Your salesperson can assist you in gaining access to the Tixr system if you are not already able to. 
  • If you prefer to pay by check, please inform your salesperson so you may be sent an invoice. Checks must be made out to “Wizard World” and must be mailed to: “Wizard World / Attn: Sales Team /16142 Wyandotte Street, Van Nuys, CA 91406.” 
  • Checks must be received at the Van Nuys office 14 days prior to the first day of load-in. Checks received after this date will be automatically returned to the sender and will not be deemed paid. 
    • Please include the Invoice # in the memo of the check. 
    • Exhibitors will be responsible for any fees incurred by bounced checks.  
  • If no check is received within 14 days prior to the first day of load-in, exhibitors will be required to pay via credit card. NO payments will be accepted on-site.     
    • Exhibitors will not receive booth placement until payment is remitted. 
  • Exhibitors and Artists are responsible for completing all local tax procedures set by the city and state in which each convention is held. Wizard World provides information and paperwork whenever possible as a professional courtesy but cannot be held not responsible for the filing and/or payments of the vendors. If you have questions beyond what Wizard World provides, please contact the local tax office for assistance. Vendors who are not in compliance with local tax procedures may be banned from returning, by law, until cleared. 

 

 

WRISTBAND POLICY 

.

  • Passes are for Artist & Staff use ONLY and are not permitted to be sold. 
  • Each 10x10 Exhibitor Booth includes FOUR (4) complimentary weekend wristbands. These wristbands give you access to the event floor during load-in hours and throughout all 3-4 days of the event. A maximum of FOUR (4) additional weekend wristbands per 10x10 booth may be purchased. 
  • Each Half Exhibitor Booth includes TWO (2) complimentary weekend wristbands. These wristbands give you access to the event floor during load-in hours and throughout all 3-4 days of the event. A maximum of TWO (2) additional 

weekend wristbands per 10x10 booth may be purchased. 

  • Each Artist Alley Table includes TWO (2) complimentary weekend wristbands. These wristbands give you access to the event floor during load-in hours and throughout all 3-4 days of the event. A maximum of TWO (2) additional weekend wristbands per table may be purchased. 




  • Additional wristbands must be purchase on-site at the Exhibitor & Artist Registration kiosk with cash only. Wristbands are $40 each for 3-Day shows and $60 each for 4-Day shows.  
  • Each wristband can be used for one person and is not transferable. This policy will be strictly enforced. 
  • A Wizard World staff member must put on your wristbands individually. Wristbands must be worn always when on the event floor.  
  • Wristbands can be picked up at Exhibitor & Artist Registration kiosk at any point during the event. They will be under the Exhibitor or Artist name used when registering. 
  • No children under the age of 14 years old are allowed on the event floor during Load in/Load out, no exceptions. This is the policy of the Convention Center Public Safety department. Wizard World does not provide childcare services

BOOTLEGGING POLICY & ANTI- INDEMNIFICATION CLAUSE   

 

  • Wizard World does not permit or condone the sale of bootleg or unauthorized artwork or products at our shows. The sale and/or display of ANY artwork or products shall ONLY BE ALLOWED, where the artwork or products have been approved by the license holder for the property depicted Exhibitor warrants that the products that are being sold do not infringe on copyright or trademark laws. By attending the event as an Artist or Exhibitor, you are agreeing to follow these guidelines and any violation may result in immediate expulsion from the convention without refund. Wizard World works with law enforcement authorities, licensees, and rights holders to act against the sale of bootleg and unauthorized artwork at this event. Any artist caught selling any bootleg or otherwise unauthorized artwork or material may additionally be subject to prosecution by local, provincial, and federal authorities who will be given full access to this event. 
  • Artists and Exhibitors assume entire responsibility and hereby agree to protect, indemnify, defend and save Wizard World harmless against all claims, losses and damages to person or property, governmental charges and or fines and attorney fees arising out of or caused by exhibitor’s installation, removal, occupancy or use of the exhibition premises or any part thereof. 
  • Artists and Exhibitors agree to hold Wizard World harmless from loss or damage of artwork or injury sustained during attendance at its events. Wizard World takes no responsibility for items lost or stolen: it is up to artists and exhibitors to carry insurance for their goods. 
  • Artists and Exhibitors understand that Wizard World does not maintain insurance covering Artists and Exhibitors, their employees, family or helpers, or property, and it is the sole responsibility of Artists and Exhibitors to obtain such insurance should Artists and Exhibitors want or need such insurance. 
  • There will be security on premises, however Wizard World is not responsible for Artist or Exhibitor’s property. Be vigilant, not paranoid, and help each other if needed. 
  • Wizard World RESERVES THE RIGHT TO DENY VENDOR / CREATOR ACCESS TO ANY EVENT IF THE COMPANY FEELS THAT PARTICIPATION BY A GROUP OR INDIVIDUAL WILL HARM THE EVENT OR OUR COMPANY IN ANY MANNER. IMAGE EVENTS WILL BE THE FINAL ARBITER IN THESE CASES. THIS INCLUDES SUBLETTING SPACE FOR THE SHOW. 

 

 

ARTIST ALLEY REGULATIONS AND RESTRICTIONS  

 

  • Artists must occupy their table(s) throughout all the days of the convention
  • The use of extra tables or more than two chairs is strictly prohibited. Tables may not be switched or rearranged, and no displays or items may be placed in front of the table. 
  • Artists may not place risers under their table to raise the height. 
  • Artists may not expand into other tables or set up outside of their designated table confines. Additionally, no artwork, signage or other items can be on the backside or sides of your display 
  • No self-built structures that create closed “walls” are permitted. Please upgrade to a Small Press booth if you require walls. All backdrops must be properly secured to the ground including sandbags, weights and duct tape as the hall may experience wind. Wizard World is not responsible for any damage caused by displays that are not properly secured. The artist is responsible for any damage to their own items and to any other artist or exhibitor’s damaged items if not in compliance.  
  • The Artist Alley two-foot-wide walkway must be kept clear always. Absolutely no boxes or displays are allowed in the walkway area.  
  • Due to Fire Marshal safety concerns, displays must NOT exceed 10 feet in height and table placement is subject to Fire Marshal changes at any point. 
  • The selling of artwork or items not created by the Artist is strictly prohibited. 
  • Artists may not rent or sublet their table(s) without the express permission of Wizard World. 
  • Adult material is restricted and may only be displayed in a manner approved by Wizard World. 
  • Airbrushing, face painters, caricature artists and/or professional cosplayers are not permitted in Artist Alley.  
  • Crafters or any artform that is not prints, paintings, drawings, photography, comics or books will be relegated to the Artisan and Crafter section of Artist Alley at Wizard World’s discretion. 

 

 

EVENT DATES ARE SUBJECT TO CHANGE. 

 

VIDEO OR AUDIO RECORDING OF ANY KIND IS NOT PERMITTED AT EXHIBITOR & ARTIST MEETINGS. ARTISTS AND EXHIBITORS ARE NOT PERMITTED TO TRANSFER EXHIBITOR MATERIALS TO UNAUTHORIZED THIRD PARTIES. 

 

BY SUBMITTING THIS DOCUMENT, YOU HAVE READ AND AGREED TO ALL TERMS LISTED ABOVE. FAILURE TO COMPLY WITH REQUIREMENTS ABOVE MAY RESULT IN SUSPENSION FROM WIZARD WORLD CONVENTIONS.