Exhibitor Terms & Conditions

1. Exhibition Space

A. Chicago Steampunk Exposition (AKA Promoter) will provide Exhibition space as detailed in Exhibitor Booth Selection. All single booth spaces are 10 x 10 and include two (2) vendor badges for entry. Each additional booth size purchased will include two (2) additional vendor badges, not to exceed five (5) total badges issued. Wi-Fi services are provided by the venue and are included in booth reservations. Electrical arrangements need to be made with the hotel prior to the event, and the Exhibitor is responsible for bringing additional cords, surge protectors, etc.

B. Chicago Steampunk Exposition provides the above equipment with each booth. All additional equipment and furnishings are the responsibility of the Exhibitor. You may provide your own furnishings. Please note that no contracted convention decorator is on site to accommodate additional on-site requests. 

C. Exhibitor will keep areas clean and are responsible for any damage to venue. Exhibitor agrees to leave the area “broom clean” at the close of the show. 

D. Chicago Steampunk Exposition reserves the right to change booth locations at the promoter’s discretion. 

E. No smoking or alcohol is allowed in the event venue at any time. 

2. Display and Merchandise Regulations 

A. Exhibitor agrees to remain set up for all hours of the Chicago Steampunk Exposition. No early breakdown is allowed without the prior consent of Chicago Steampunk Exposition . 

B. Any damage caused to the building or booth furnishings by the Exhibitor is the sole responsibility of the Exhibitor. 

C. Exhibitors are prohibited from blocking or interfering with other Exhibitors. 

D. Exhibits are subject to approval of Chicago Steampunk Exposition to comply with regulations and all decisions regarding the display of material shall rest solely with Chicago Steampunk Exposition. 

E. Performance of music: Exhibitor acknowledges that any live or recorded performances of music by or on behalf of Exhibitor at the Chicago Steampunk Exposition must be licensed from the appropriate copyright owner or its agent. Exhibitor warrants to promoter that it will take full responsibility for obtaining any necessary licenses to play or perform such music and agrees to defend, indemnify, and hold harmless Promoter from any damages or expenses incurred by Promoter due to Exhibitor’s use or authorization of use of such music. 

F. Exhibitors must keep volume of noise respectful to other Exhibitors. Chicago Steampunk Exposition reserves the right to discontinue any sound it deems as interference. 

G. Exhibitor agrees that all merchandise for sale is legal and licensed. Exhibitors selling unlicensed or “bootleg” merchandise may be ejected from the convention with no refund of booth fees and banned from participation in future events. 

H. Adult material – 1. Exhibitor agrees not to sell or distribute any adult material to minors. 2. All adults-only material must be either behind the table, or, if displayed on a table or display rack, bagged or covered so that minors may not open it. Any adult material depicting nudity must be “blinded” (i.e. the nudity or sexual conduct must be covered). 3. Adult videos and/or magazines are not allowed to be openly displayed.

3. Sales Tax 

A. Exhibitors are responsible for collecting Illinois Sales Tax.

B. Exhibitors not holding a State of Illinois sales tax license agree to file a Concessionaire’s Sales Tax Return within 3 days after the end of the con. 

C. Exhibitor understands that failure to file a Concessionaire’s Sales Tax Return may result in a tax assessment against you by the Revenue Commissioner.

4. Payment for Exhibition Space and Subletting 

A. Exhibitor understands Exhibitor’s payment policy and agrees to pay the fees as listed on the Exhibitor Booth Registration Form. 

B. If the Exposition is forced to close due to Force Majeure (see section 6), refunds will not be available.

C. Subletting of booth space is not allowed. 

D. Sharing of booth space is not allowed without the written permission of Chicago Steampunk Exposition. In the case of more than one Exhibitor sharing a booth; the person whose name appears on this contract assumes full responsibility for that booth, as specified here. Chicago Steampunk Exposition must be notified, at the time of booth reservation, of Exhibitors intending to share space. 

E. Refunds for booth fees may be requested by emailing carabasevents@gmail.com at least 90 days before the event.

5. Security 

A. Exhibitor is responsible for their own security during show hours, however Chicago Steampunk Exposition agrees to provide security during show load-in and load-out, and a security presence during show times. 

B. Chicago Steampunk Exposition, Carabas Events LLC, and the Hyatt Regency Schaumburg are not responsible for any theft or loss. (See section 6) 

6. Liability and Force Majeure 

A. The Exhibitor agrees to protect, keep, and save Chicago Steampunk Exposition and Carabas Events LLC, the promoters of the event, forever harmless from any damage(s) or charge(s) imposed for violations of any ordinance or regulation by the Exhibitor, his employees or agents, as well as failure to comply with the terms and agreements of this contract. Further, Exhibitors shall at all times protect, indemnify, save, and keep harmless Chicago Steampunk Exposition and Carabas Events LLC against and from any loss, cost, damage, liability, or expense which arises out of or from or by reason of any act or omission of the Exhibitor, his employees, or agents. 

B. In the event that Hyatt Regency Schaumburg or any part of the exhibit area thereof is unavailable, whether for the entire event or a portion of the event, as a result of fire, flood, tempest, or another such cause, or as a result of government intervention, malicious damage, acts of war, strike, labor disputes, riot, acts of God, or agency which Chicago Steampunk Exposition has no control, or should Chicago Steampunk Exposition decide that because of any such cause it is necessary to cancel, postpone, or re-site the show, or reduce installation time, exhibit time, or move out time, Chicago Steampunk Exposition shall not be liable to indemnify or reimburse the Exhibitor in respect of any damage or loss, direct or indirect, arising as a result thereof. 

7. Amendments 

A. Chicago Steampunk Exposition shall have the full power in the interpretation and enforcement of all contract regulations contained herein, and the power to make such amendments thereto, and such further rules and regulations as shall be considered necessary and proper. Failure to abide by the terms of this contract may result in rejection from the convention or loss of space at future events.