FallCon 36 is organized and administered by the FallCon Gaming Society. For the
purpose of these Terms and Conditions the terms "FallCon Organizing
Committee" and/or the "FallCon 36 Organizers" refers to the persons authorized
by The FallCon Gaming Society to administer the Fallcon 36 event.
An Exhibitor is defined as a person or organization who purchases an exhibition
space at FallCon 36 for the use of promoting their organization or business
and/or selling goods or services from their organization or business.
A Sponsor is defined as a person or organization who purchases a sponsorship
at FallCon 36 with the goal of promoting their organization or business to the
attendees at FallCon 36.
The Exhibitor and/or Sponsor agrees to abide by all terms & conditions adopted
by the FallCon 36 Organizers prior to, during or after the Convention. The
decision of the FallCon 36 Organizers on any question of interpretation of these
terms and conditions shall be final, conclusive and binding on all parties.
The Exhibitors and Sponsors agree to abide by all rules and regulations put in
place by the venue. The exhibitor agrees and understands that the venue shall
have final determination in regards to regulatory infringements in regards to their
set rules and regulations.
Exhibitor & Sponsor fees are due and payable in full through the online
registration system prior to any Exhibitor space or Sponsor Level being secured
to the proponent (unless otherwise specified).
Exhibitors & Sponsors will not be allowed to move into the FallCon 36 Convention
unless fees are fully paid. In the event the Exhibitor or Sponsor fails to make
payment or fails to comply in any respect with the Exhibitor & Sponsor Terms &
Conditions, participation in the FallCon 36 Convention shall cease and terminate.
Any payment made by the Exhibitor or Sponsor on account hereof will be retained
by the FallCon 36 Organizers as liquidated damages for breach of the contract.
FallCon 36 Organizers may thereupon re-rent said Exhibitor Space or Sponsor
The Exhibitor or Sponsor agrees to obtain at its own expense, any licenses or
permits required from government bodies, trade or industry associations, and
any other third parties, for the operation of his/her business during the
The Exhibitor agrees to obey any non-smoking / non-vaping regulation in effect at
the facility and agrees to ensure that its officers, agents, employees, and those
for whom in law that are responsible for, obey any such, regulation.
No animals are permitted on the convention floor, except service dogs.
Agreements for exhibitor space and sponsorship are valid for the FallCon 36
convention only. All Exhibitors and Sponsors receive the following as part of their
agreement with FallCon:
Social Media and website advertisement on FallCon 36 platforms leading
up to FallCon 36 (logo and information provided by the Exhibitor and/or
Logo in the FallCon 36 programming card (or equivalent), available to all
Company name (in text) on the back of all volunteer t-shirts for FallCon 36,
The benefits specific to their Exhibition space or Sponsorship Level
(outlined on FallCon 36 website during application and registration for
Exhibiting or Sponsorship).
Permission for direct selling of goods or services at FallCon 36 varies dependent
upon type of exhibitor or sponsorship. The types of good and service that can be
sold at FallCon 36 are limited based on the restrictions noted in Section 3.0 of
these Terms and Conditions.
Exhibitors at vendor booths and within exhibitor areas are permitted direct
selling of goods and services within their area.
Sponsors do not have a space on the convention floor and are NOT
permitted to sell good and services at FallCon 36.
The Exhibitor or Sponsor will be responsible for, and make good, any damages
that may be caused to the FallCon 36 venue or to its appurtenances which, but
for the Exhibitor's use, would not have occurred. All damages to the venue
caused by the Exhibitor or Sponsor will be charged back to the Exhibitor or
Sponsor at cost plus an administration fee.
The FallCon Organizing Committee reserves the right to remove any Exhibitor or
Sponsor who disregards and/or breaches:
any of the terms and conditions presented herein,
venue rules, or
City, Provincial or Federal laws.
Any Exhibitor or Sponsor removed from FallCon 36 will not be issued a refund. An
assessment will be completed after the convention to determine if the exhibitor
or sponsor removed will be eligible to attend future events held by the FallCon
Names and email addresses to use for any badges included with the exhibitor /
sponsorship package must be provided with payment. If required, substitutions
may be made by providing names to the Sponsorship Coordinator prior to the
convention or the registration coordinator at the convention.
The FallCon 36 Convention is open to attendees during the following times:
Fri, August 25 2023, 12:00pm – 11:30pm
Sat, August 26 2023, 9:00am – 11:30pm
Sun, August 27 2023, 9:00am – 5:00pm
2.0 Arrival and Set-Up/Closure and Tear-Down
Exhibitors are to arrive between 8:30 am and 11:00 am on Friday to set-up their
vendor area. Exhibitor Booths will be labeled with your booth number and name.
Exhibition areas must be fully set-up and ready before 12:00 pm on Friday,
August 25th. FallCon volunteers will be available if you have any questions, but
are not available to help set-up Exhibitor areas.
Any deliveries and shipments to the venue for use in exhibiting must be brought
through the loading dock by the Exhibitor themselves within the time noted
above. Receiving and off-site storage of shipments that arrive prior to the stated
time are the responsibility of the Exhibitor and will not be received at the
Transport of material from the loading dock to the exhibitor area will be the
responsibility of the staff of the Exhibitor. FallCon shall bear no responsibility for
any loss or damage of any freight shipped to any of its venues.
Exhibitor & Sponsor badges issued by FallCon 36 must be worn at all times while
at the venue. Badges must be picked up from the Volunteer & Vendor Check-in
desk, on-site at the convention during arrival and set-up on Friday, August 26,
2022 before 12:00 pm. Exhibitors arriving after 12:00 pm can pick up badges
from the Registration desk. Exhibitor badges are for use by booth attendants only
and cannot be resold. Any Exhibitor or Sponsor found reselling badges will be
removed from the convention without refund and disallowed from exhibiting at
future FallCon conventions, as well as at affiliated events.
Exhibitor area tear-down and move-out is on Sunday, August 27th. Exhibitors are
encouraged to remain open until 5:00 pm for the completion of the convention,
but can begin tear-down at 4:00 pm if desired. Tear down of Exhibitor booths is
not permitted any earlier than 4:00 pm on Sunday. Tear down and transport of
any required material to the loading dock will be the responsibility of the staff of
the Exhibitor. The loading dock will be available for Exhibitor use starting at 5:30
pm on Sunday. All Exhibitor tear-down and move-out must be completed by 7:30
pm on Sunday. Any exhibitor material left at the venue or in the loading dock
after the conclusion of the event shall be deemed as "abandoned" and disposed
3.0 Exhibition Space and Display
FallCon 36 Organizers reserve the right to determine the eligibility of Exhibitors
and Sponsors for FallCon 36, to reject or prohibit Exhibitors or Sponsors which
the Organizers consider objectionable or not aligned with the goals of the FallCon
36 convention. FallCon 36 Organizers reserve the right to relocate Exhibitors
when, in the opinion of the FallCon 36 Organizers, such moves are necessary to
maintain the character and/or good order of the Convention.
The Exhibitor agrees to occupy the contracted space during the full term of the
Convention. Setting up outside of the authorized footprint will result in a single
request to bring the booth back into compliance. If not put back into compliance,
the Exhibitor will be asked to tear down and depart without refund.
All exhibits must be staffed at all times with one attendant that is at least 18
years of age or greater.
The Exhibitor is not permitted to sublet the contracted exhibition space without
written permission from the FallCon 36 Organizers. Further to this, the Exhibitor
is not permitted to display or promote representation of any other companies
and / or products other than that of the registered Exhibitor.
It is expected that Exhibitors will have staff available at their booth, and be open
for attendee interaction, for at least the following minimum durations (except as
noted in (6)): 4 hours on Friday, 8 hours on Saturday, and 4 hours on Sunday.
Exhibitors may offer extended hours if they choose, and are invited to post this
information at their booth. Any Exhibitor who closes their exhibition or moves out
early without receiving permission may be disallowed from attending or
exhibiting at future events with FallCon.
For Exhibitors at a Creator Table, reduced operating hours are permitted. It is
expected that Creator Table Exhibitors will have staff available at their booth, and
be open for attendee interaction, for at least the following minimum durations: 2
hours on Friday, 4 hours on Saturday, 2 hours on Sunday.
All parts of the exhibit must be built to be stable and all walkways must be clear
and open. Questionable stability or other hazards to attendees and users of the
space will be identified by the FallCon 36 organizers and must be corrected or
removed. If not put into compliance to the satisfaction of the FallCon 36
Organizers, the Exhibitor will be asked to tear down and depart the convention
Only specific brands of non-marking tape and adhesive are allowed at the
Convention venue. The exhibitor must confirm with the venue or the FallCon
Organizers prior to doing any taping, marking or sign hanging which affixes to the
floor, walls, or supplied booth components. FallCon 36 bears no responsibility for
damages and/or staining caused by an exhibitor. All charges for clean-up and
repair will be charged back to the Exhibitor responsible.
All use of electrical items must be in compliance with venue and Fire Safety
Terms and Conditions. Use of venue electrical outlets is not included for
Exhibitors and Sponsors. Unauthorized use of venue electrical outlets is not
All lighting used by the Exhibitor or Sponsor must be approved by FallCon 36
Organizers and carry the appropriate CSA listing.
Sound must be kept to a minimum for the comfort of all exhibitors and
attendees. Absolutely no excessive noise or music or any kind will be allowed,
unless pre-approved by the FallCon 36 organizers. The use of recorded music,
public address systems or other similar devices for the purpose of attracting
attention to the Exhibitor's exhibit space is strictly prohibited.
A designated wifi connection will only be provided to Exhibitors whose package
includes internet. Live streaming, podcasting or recording is permitted by prior
arrangement only – please inform FallCon 36 organizers at the time of
purchasing an exhibitor space if you intend to live stream, podcast, and/or record
at the convention. The FallCon 36 Organizers will review the request and provide
All Exhibits must be in good taste and be family friendly and non-discriminatory
in nature, keeping in the theme and nature of the event (refer to FallCon Code of
Conduct). All exhibits must further be non-associative or must not promote any
specific religious or political doctrine. Final determination of what shall qualify
shall be made by the Fallcon 36 Organizers. All Exhibitors are subject to
continued assessment throughout the event. Should any exhibit or display be
found to not fall within this guideline, a warning will be issued to the Exhibitor. If
the Exhibitor has already received a documented warning from the FallCon 36
Organizers, and an effort to comply with the guideline was not made, the
Organizers reserve the right to remove the exhibitor from the convention without
refund, and the exhibitor may be banned from attending future FallCon events.
The display, distribution, or selling of any of the following products at Exhibitor or
Sponsorship areas is prohibited:
Bootlegged materials or those subject to copyright infringement,
Adult merchandise (defined as material depicting nudity, sexuality, or
conduct that would be considered pornographic under Provincial or
Food and beverages (any and all types, alcoholic or non-alcoholic)
Copyright materials used at the booth must be in compliance with the copyright
agreement; the Exhibitor is responsible for any claims that may arise from
violation thereof at their booth. Any exhibitor being found to be displaying,
distributing or selling any of the aforementioned items will be asked to remove
the materials from the venue. If said items are returned to the booth, or if the
exhibitor refuses to comply with the removal request, the exhibitor will be
removed from the event immediately, will not be refunded any portion of payment
made, and may be banned from attending future FallCon events.
An Exhibitor display must not exceed the standard drapery partition height of 8
feet. Display units must be finished to the satisfaction of the FallCon 36
Organizers so that a raw or unfinished sides are not left exposed to the next
Exhibitors must maintain their booth/table areas in a clean and orderly fashion
both during all convention hours. Cleaning which involves loud noise or strong
odours should be completed outside of operating hours of FallCon 36 unless it is
needed to remove a hazardous condition.
All materials owned by the exhibitor must remain within the confines of the booth
or area at all times. All business must be conducted within your allotted exhibit
space. No selling may be conducted in the aisles or on the convention floor.
Exhibitors and Sponsors are not permitted to offer prizes, draws and/or
giveaways without prior written authorization from FallCon 36. All lotteries must
be in conformance with and follow the requirements of Provincial Gaming Laws.
4.0 Fire, Safety, and Security
Exhibitor and Sponsor displays must meet all Provincial and Federal fire codes.
No materials which are dangerous by reason of their flammable, combustible or
explosive nature will be accepted or admitted. No Fire Extinguishers, Hose
Cabinets, Fire Exits, and/or Fire Alarms shall be blocked or covered at any time
during the convention.
Exhibitors and Sponsors must take necessary precautions to protect and guard
any products or demonstrations of products that are liable to cause accidents,
injury or damage to any individual or to the property of the FallCon 36 venue.
FallCon 36 Organizers will not be liable for any loss to an exhibit or injury to
persons due to the negligence of Exhibitors or Sponsors.
FallCon 36 does not take any responsibility whatsoever for safeguarding any
products, money, or parts of an exhibit on the convention floor. The security of
Exhibitor/Sponsor spaces is solely the responsibility of the Exhibitor or Sponsor.
The main convention hall, which contains all Exhibitor and Sponsor areas, will be
locked overnight, during non-convention hours. The FallCon 36 Organizers do not
take any responsibility for any theft or loss that the Exhibitor or Sponsor may
incur at the FallCon 36 convention.
Notice of cancellation must be in writing (by email) and must be received at least
fifteen (15) business days prior to the opening date of FallCon 36. Cancellation,
for any reason within 15 business days of the opening day will result in forfeiture
of all monies paid. Cancellation, for any reason, prior to 15 business days from
the opening day will result in a fee of 50% of the cost paid being withheld from
refund of any monies paid so as to cover sunk costs incurred.
Unless otherwise specified, exhibition and sponsorship fees are due and payable
in full under the terms and conditions as previously stated. Failure to appear at
the event does not release the Exhibitor or Sponsor from responsibility for
payment of the full cost of the space rented, nor does it constitute a refund of
monies paid in any respect. Failure to appear at the event, without any prior
communication to the FallCon 36 Organizers, will result in the Exhibitor or
Sponsor being disallowed from exhibiting at future events with FallCon.
In the event that the facility in which the convention is to be held is destroyed or
becomes unavailable for occupancy for reasons beyond the control of the
FallCon 36 Organizers, or for any reason the FallCon 36 Organizers are unable to
permit the Exhibitor or Sponsor to occupy the facility or space, or if the
convention is cancelled or curtailed for any reason, the FallCon 36 Organizers will
not be responsible for any loss of business, loss of profits, damage or expense
that the Exhibitor may suffer. The reasons listed include but are not limited to
fire, explosion, flood, weather or other Acts of God, acts of public enemies, riots
or civil disturbances, strike, lockout or boycott.
The Exhibitor or Sponsor accepts all risks associated with the use of the FallCon
36 convention space. The Exhibitor or Sponsor shall not make any claim or
demand or take legal action, whatsoever, against FallCon 36 Organizers, other
Exhibitors or Sponsors or the facility in which the convention is held, for any loss,
damage or injury howsoever cause, to the Exhibitor/Sponsor, its officers,
employees, agents or their property.
The Exhibitor or Sponsor shall indemnify the FallCon 36 Organizers from and
against all claims and demands, costs and charges of every kind resulting from
their occupancy of the exhibit space or area, for personal injuries, death, property
damages or any other damage sustained by the Exhibitor/Sponsor or its officers,
employees or those for whom in law are responsible, or a visitor to the
7.0 Contact Information
For any questions or concerns regarding exhibiting or sponsoring at FallCon 36 please contact: firstname.lastname@example.org
The FallCon Convention is located on Treaty 7 land in Moh’kinstis, the traditional Blackfoot name of this place which we
now call Calgary. We honour and acknowledge the traditional territories and oral practices of the Blackfoot Confederacy
(Siksika, Kainai, Piikani), the Tsuut’ina, the Îyâxe Nakoda Nations, the Métis Nation (Region 3), and all people who make their
homes in the Treaty 7 region of Southern Alberta.