The Game Expo Exhibitor Terms and Conditions

Show Operating Hours

Exhibitor, Indie Game Zone and Artist Zone Hours

*Doors open 9:30 for VIP, 10am for general pass holders
*Main Exhibitor and Arist area will be walled off with bollards off at 6pm Sat, But we highly recommend that all exhibitors cover their tables/displays when they leave if they are not staying open until 9pm.

Terms

Exhibitor – includes all employees and agents of any individual, partnership or company exhibiting (Inclusive of Artist Zone and Indie Game Zone stand holders)

Artist Zone & Indie Game Zone

Space Inclusions & Use of Space

1. Each Artist or Indie Game zone space includes a 2x2m space with velcro compatible walls (approx 2.4m high), 1 table, 2 chairs and 2 exhibitor passes. (Indie Game Zone spaces include power)
2. There is a maximum of one space per artist/artist collective.
3. Artist  or Indie Game Zone spaces will be allocated at the discretion of The Games Expo, however priority will be given to artists with specific accessibility requests.
4. Without prior written approval from The Game Expo, Exhibitors must not
   1. Construct a display or stand design above 2.4m high
   2. Exceed the provided 2x2m space
   3. Obstruct other artists space or line of sight with any display items
   4. Paint, mark, or otherwise damage any panels, walls, floors or other areas of the event venue. The Exhibitor is liable for any costs incurred in remedying damages caused.
   5. Hold, or allow to be held, any sale by auction, lottery, raffle, guessing competition, game of chance, etc. without written approval from The Game Expo.
5. Stands must be manned by the artist or artist representative for the operational hours of the event. Stands must not be packed up before the closing time on Sunday without prior approval from The Game Expo.

Application Process and Curation

1. All applications are judged on the strength of their portfolio
2. Priority will be given to artists whose work relates to the themes of The Game Expo
3. Any artists not accepted initially will be offered a place on a waiting list
4. Application decisions are final and at the discretion of The Game Expo

FanArt & Original Art (Artist Zone only)

1. Both Fan Art and Original Art are allowed to be sold at The Game Expo.
2. Commercial items that have not been designed, produced, or manufactured by the artist are not acceptable to be sold in the Artist Zone.
3. Items produced via 3rd parties using artwork designed by the artist (eg. prints, keyrings, pins, stickers) are acceptable.
4. Stolen or “copy and paste” artwork is strictly prohibited, even if the format has been transformed, and will be removed at the discretion of The Game Expo. This includes art created using AI engines using source images not owned by the artist.

Exhibitors

Space Inclusions & Use of Space

1. Space inclusions are set out in each exhibitor’s agreement
2. Without prior written approval from The Game Expo, Exhibitors must not
   1. Construct a display or stand design above 2.4m high
   2. Exceed their contracted space, or obstruct other exhibitors spaces
   3. Paint, mark, or otherwise damage any panels, walls, floors or other areas of the event venue. The Exhibitor is liable for any costs incurred in remedying damages caused.
   4. Hold, or allow to be held, any sale by auction, lottery, raffle, guessing competition, game of chance, etc. without written approval from The Game Expo.
3. Stands must be manned by the Exhibitor or staff for the operational hours of the event. Stands must not be packed up before the closing time on Sunday without prior approval from The Game Expo.

General

1. All exhibitors agree to comply with all relevant state and/or federal legislation, regulations, codes of practices including national Work, Health and Safety standard and any venue policies that apply to the venue and event.
2. The Game Expo takes no responsibility for any damage or losses incurred by an exhibitor before, during, and after the event.
3. Any items plugged into power must have a valid test and tag.

Insurance

1. It is the responsibility of the Exhibitor to ensure that appropriate Public Liability Insurance is taken out to cover their space, goods, and staff at The Game Expo.

Restricted or Bootleg/Unlicensed Material and Prohibited Sales

1. The Game Expo is an event for all ages and items on display or for sale must be appropriate for all audiences.
2. Explicit material (eg. Nudity, strong language, overtly sexual themes) is not allowed to be displayed or sold, and will be removed at The Game Expo’s discretion.
3. Any food or beverage items are prohibited to be sold or given away without prior agreement with The Game Expo.
4. Helium balloons are not permitted under any circumstances. Any cost relating to the retrieval of balloons will be the responsibility of the Exhibitor.

Event Cancellation and Refund Policy

1. Any artists or exhibitors who fail to occupy their space forfeit their fees with no refunds available.
2. In the event of cancellation by The Game Expo, all exhibitors will be fully refunded.
3. In the event of an exhibitor being unable to attend, partial or full refunds may be able to be provided at the discretion of The Game Expo, relevant to costs already incurred. 

The Game Expo reserves the right to amend or add to these conditions at any time as may be necessary for compliance with any laws, regulations or directions given by the Owner of the exhibition venue, and generally for the efficient running of the event.

All data collected for the purpose of Artist, Exhibitor and Indie Game stand applications is collected, held and used in accordance with our Privacy Policy.

Terms and Conditions Version 1.2 Updated 22/11/2022