PNW Collector Convention Vendor Terms and Conditions

Welcome to PNW Collector Convention! We’re excited to have you as part of our community of collectors, creators, and enthusiasts. The following terms and conditions are designed to ensure a productive, safe, and enjoyable experience for all participants. 

By reserving a table or booth at our conventions, you agree to comply with these terms.

1. Application and Approval:

• PNW Collector Convention reserves the right to accept or reject applications based on the fit and availability of space, as well as the nature of the vendor’s merchandise or services.

2. Payment:

• Payment for vendor space must be received at time of purchase. 
• Failure to make timely payment may result in the forfeiture of the reserved space.

3. Cancellation Policy:

• Vendors who wish to cancel their reservation must notify PNW Collector Convention in writing.
• Cancellations made more than 15 days before the event will receive a 50% refund. Cancellations made within 15 days of the event will not be eligible for a refund.

4. Use of Space:

• All displays must be contained within the assigned space and must not obstruct aisles or neighboring booths.
• Vendors are responsible for maintaining a clean and orderly space throughout the event.
• Vendor spaces are allocated based on the order of registration and payment. Specific location requests are not guaranteed.

5. Set- Up and Tear-Down:

• Vendors must adhere to the set-up and tear-down schedules. Setup is from 7:00am -10:00pm Saturday June 8th, and tear down starts at 5:00pm and will end at 8:00pm on Sunday June 9th. 
• The loading zone is located in the back of the convention center located on West Grandridge BLVD.

6. Conduct:

• Vendors are expected to conduct themselves in a professional manner at all times. Harassment, discrimination, or any form of abusive behavior will not be tolerated.
• PNW Collector Convention reserves the right to remove any vendor from the event who fails to adhere to these standards, without refund.

7. Prohibition of Gambling, Raffles, and Unauthorized Contests

• General Prohibition: The Vendor acknowledges and agrees that no forms of gambling, raffles, lotteries, or unauthorized contests shall be conducted, promoted, or facilitated at the Convention or within the premises provided by PNW Conventions LLC for the duration of the event, including but not limited to the setup and breakdown periods.
• Definition: For the purposes of this Agreement, “gambling” shall be defined as any game of chance or skill, whether operated by coin, token, electronic means, or any other method that involves a wager, bet, or any form of consideration, including but not limited to casino games, sports betting, and poker. “Raffles” and “lotteries” are defined as any drawing or contest wherein participants purchase tickets for a chance to win a prize, with winners determined by random drawing or any other method involving an element of chance. “Unauthorized contests” refer to any competitions or promotional games not expressly approved in writing by PNW Conventions LLC.
• Compliance with Laws: The Vendor agrees to comply with all applicable local, state, and federal laws and regulations regarding gambling, raffles, lotteries, and contests. The Vendor further agrees to indemnify and hold harmless PNW Conventions LLC against any fines, penalties, or damages arising from the Vendor’s breach of this clause.
• Enforcement and Consequences of Breach: Any violation of this clause by the Vendor, its employees, agents, or representatives, as determined at the sole discretion of PNW Conventions LLC, may result in immediate termination of this Agreement, expulsion from the Convention, and forfeiture of any fees paid to PNW Conventions LLC without any obligation for refund or compensation. PNW Conventions LLC reserves the right to take any additional legal or equitable remedies to enforce this clause.
• Notification of Violation: If the Vendor becomes aware of any gambling, raffle, or unauthorized contest activities occurring at the Convention, they must immediately notify a PNW Conventions designated representative.

8. Merchandise:

• All merchandise sold or displayed must be legal and appropriate for the event’s audience. The sale of counterfeit, illegal, or stolen goods is strictly prohibited.
• PNW Collector Convention reserves the right to inspect merchandise and request the removal of any items deemed inappropriate or unauthorized.

9. No Drugs and Alcohol:

• The possession, consumption, or sale of illegal drugs and alcohol at the event is strictly prohibited. Violation of this policy will result in immediate termination of this agreement and expulsion from the event.

10. Liability and Insurance:

• Vendors are responsible for their own merchandise and equipment. PNW Collector Convention will not be liable for damage, theft, or loss.
• Vendors must carry their own insurance to cover their property and liability for injury to others or damage to property.
• Armed security will be on-site from setup until breakdown.

11. Compliance:

• Vendors must comply with all local, state, and federal laws and regulations, including those related to sales tax collection.
• Vendors must comply with all local health, safety, and fire regulations. Failure to comply may result in immediate termination of this agreement without refund.

12. Amendment and Dispute Resolution:

• PNW Collector Convention reserves the right to amend the event schedule, layout, or any other aspect of the convention as necessary.
• Vendors will be notified of any significant changes as soon as possible.
• PNW Collector Convention reserves the right to amend these terms with notice. Any disputes will be resolved through arbitration.

13. Agreement to Terms:

• By completing the reservation process, vendors agree to abide by these terms and conditions, as well as any event-specific rules or regulations communicated by PNW Collector Convention.

By participating as a vendor, you agree to these terms.

Vendors must ensure quality, timely delivery, and adhere to all relevant regulations. No engagement in gambling or unethical practices. Professional conduct is mandatory. Breach of terms may result in contract termination and potential legal action. Payment terms to be followed as agreed.

Vendor Attendance Obligation

The Vendor hereby agrees and commits to participating in the PNW Collector Convention, which is scheduled for June 8 and June 9, 2024, spanning a total of two (2) consecutive days. The Vendor understands and acknowledges that their presence and operation are required for the entirety of the event, across both days specified.

1. Full Participation Requirement: The Vendor is expected to have their booth or designated area fully operational from the official opening until the closing on each day of the event, as per the event schedule provided by the Organizer.
2. Set-Up and Dismantle: Vendors are permitted to set up their booths or designated areas on June 8th at 7:00am – 10:00am before the event start time and must dismantle their booths June 9th between 5:00pm – 8:00pm after the event concludes. Early dismantling or late setup without prior written approval from the Organizer is strictly prohibited.
3. Non-Compliance: Failure to comply with the full participation requirement, including but not limited to, absence on one or both days of the event, early dismantling, or late setup, may result in penalties as determined by the Organizer. Such penalties may include, but are not limited to, forfeiture of any fees paid, exclusion from future events organized by the Organizer, and/or other remedies as deemed appropriate.
4. Notification of Unforeseen Circumstances: Should any unforeseen circumstances arise that could prevent the Vendor from fulfilling their obligation to participate fully in the event, the Vendor must notify the Organizer in writing as soon as possible. The Organizer reserves the right to consider the circumstances and make a final determination regarding any potential adjustments to the Vendor’s obligations or penalties.

By agreeing to these terms, the Vendor acknowledges their commitment to full participation at the PNW Collector Convention and understands the consequences of non-compliance with this obligation.

Thank you for choosing to be a part of PNW Collector Convention. We look forward to a successful event together!

Please reach out with questions to inquiries@PNWConventions.com or by calling (509) 308-4236.