UPDATED 1/25/2024

By submitting my “Vendor” (Crafter, Artist, Creator) application for 2024 TooManyGames (the “Event”) show to Level 4 Event Management, Inc (“L4E”), the undersigned hereby agrees to and make the following contractual representations in pursuant to this Vendor Agreement (the “Agreement”). I agree that I am signing this as a representative for any and all individuals in my company:

  1. Payments: All payments must be received in full to secure your space. 
    1. No refunds will be given for any reason. Be sure you wish to participate in the 2024 show before purchasing your spot. 
    2. Table Sharing is not allowed without prior approval from L4E.  
    3. Transfer of spots to another vendor is not allowed without approval from L4E. If you find out you cannot attend the show and wish to do this, please contact us directly prior to reaching out to anyone else. 

  2. Space: The 2024 vendor marketplace will be juried. Each vendor will have to go through the jurying process to be accepted into the event. L4E will provide each vendor with the exhibit space items they are invoiced. Any additional equipment and/or furnishings needed to run the space is the responsibility of the vendor. Any damage to the spot itself including but not limited to walls, floor, tables, is the sole responsibility of the vendor.
  3. Merchandise for Sale Rules: 
    1. L4E will not be held liable for any merchandise sold by Vendor.
    2. Vendors agree to hold harmless and indemnify L4E from any loss or damage of merchandise that may occur during the event. It is up to each individual vendor to carry insurance for themselves and their goods.  
    3. Vendor agrees to comply with all state, municipal and federal laws in connection with what is being sold at the event. This includes:
      1. PA Sales Tax: Anyone selling at the event needs to have either a current and valid PA Sales Tax ID Number or Transient Certificate on file with us. PA law requires anyone selling in the state to submit this to the promoter. Please forward any questions you have to your Accountant.
    4. L4E does not permit the sale of any bootleg/pirate merchandise at the convention. Any person found selling this merchandise will be given one warning. If there is a second incident you will be required to leave the convention without a refund.This includes but is not limited to  
      1. copies of games released in the US
      2. roms and emulators not licensed for distribution
      3. digital or physical copies of manuals or guide books
      4. mod chips
      5. consoles modded to play bootlegs
      6. copies of movies/cds
      7. compilations of copyrighted materials
      8. flash memory cartridges for current generation systems
    5. TooManyGames is an all-ages event, as such we ask that any vendors who make available the sale of adult merchandise (whether it be games, movies, cartoons, comics, etc…) keep it out of the view of children. If we are informed that you have adult merchandise out in the open where children have access you will be reminded ONCE about our adult materials policy. If there are any further complaints the material must then be packed away and will no longer be permitted to be sold. IF YOU SELL ANY ADULT MATERIAL TO ANYONE UNDER THE AGE OF 18 YOU WILL BE REMOVED FROM THE CONVENTION WITHOUT A REFUND! Event staff will make the final determination of what is deemed appropriate and what is deemed adult material.
    6. The Greater Philadelphia Expo Center will be providing food and drink sales from their on-site concession room. The sale of food and drinks by vendors is permitted only for novelty or collectible items and not for consumption.

  4. Set up / Tear Down:  Vendors will be notified 1-2 weeks prior to event on load in times and load in policies.  Vendors are 100% responsible for their own setup and tear-down. The Greater Philadelphia Expo Center does not supply hand carts or other means to transport merchandise, please make sure you bring what you need to move your gear. You may customize your area as you see fit, adding shelving, displays, pipe and draping, etc… as long as it fits within your designated area and does not interfere with other surrounding vendors. Any extension cords which run outside your designated area must be taped to the floor to prevent tripping hazards. You may begin tear-down of your space when the show ends at 5PM on Sunday. All vendors must be out of the expo center by 8PM on Sunday.

  5. Advanced Shipments: The Greater Philadelphia Expo Center does not hold merchandise that has been shipped ahead. You are responsible for bringing all your own merchandise on the day of the event or making arrangements to ship your merchandise in advance to our decorator, General Exposition. For accepted vendors, you will receive details on how to ship items to the expo center using General Exposition.

  6. Weapons Policy: TooManyGames understands the needs for cosplayers to have character accurate weapons for their costumes and collectors to have new and interesting items. TooManyGames does allow weapon sales at the event. Both vendors and attendees have to follow the same weapon policy. No sharpened/live blades are permitted at the event (which includes swords, throwing stars, throwing cards, etc…), no chemically propelled guns (ie: real guns), no projectiles, or any other item which may be considered dangerous. When building your display please keep in mind that TooManyGames is an all ages event and children will be walking around the show, please keep dangerous items out of the reach of children. Airsoft guns are permitted for sale but are REQUIRED to have the painted orange safety tip on them. This is standard Pennsylvania law and anyone who does not follow this will be subject to removal from the show without a refund. Sale of the air canisters, projectiles, or ammunition for airsoft guns is prohibited. Following any weapon sale it is the responsibility of the vendor to inform the customer that weapons are not allowed to be opened in the Greater Philadelphia Expo Center. All weapons purchased by attendees must be placed in their vehicle or taken to their residence, hotel room, etc. All weapons must be packaged securely, boxes must be taped securely shut and blades must be properly wrapped. Copies of the weapon policy will be made available to any vendor selling weapons at the show. They must be prominently displayed for customers to read.

  7. Greater Philly Expo Center Policies: 
    1. No one may paste, nail, tape, or otherwise attach to walls, floors, ceilings, columns, partitions, or trim of the exterior or interior of the expo hall or any equipment furnished by the expo hall any bills, signs, floor coverings, double-faced tape, self-adhesive stickers, badges or other articles.
    2. No one may drill holes or place any nails, hooks, tacks, screws, or any other items into any part of the expo hall or any equipment furnished by the Greater Philadelphia Expo Center.
    3. No advertisements, signs, billboards, or other visual media devices shall be placed outside of, or attached to, the exterior or interior of the building.
    4. No handbills or the like may be placed on the windshield of any vehicles located in the Greater Philadelphia Expo Center parking lot.
    5. Gambling is prohibited.
    6. Smoking is not permitted in the expo hall.
    7. Helium or other lighter-than-air inflated balloons are not permitted inside the expo hall.

  8. I further understand that L4E assumes no responsibility or liability for my safety or for the consequences of my activities.

  9. I hereby release, waive and covenant not to sue, and further agree to indemnify, defend and hold harmless the following parties: L4E, its members, managers, employees, independent contractors, employees and attendees; the Event directors, the host facility, venue and property owners or operators upon which the Event takes place; and any other organizers, promoters, sponsors, advertisers, coaches and officials for this Event; law enforcement agencies and other public entities providing support for the Event; and each of their respective parent, subsidiary and affiliated companies, officers, directors, partners, shareholders, members, agents, employees and volunteers (Individually and collectively, the “Released Parties”), with respect to any liability, claim(s), demand(s), cause(s) of action, damage(s), loss or expense (including court costs and attorneys’ fees) of any kind or nature (“Liability”) which may arise out of, result from, or relate in any way to my participation in the Event, including claims for Liability caused in whole or in part by the negligent acts or omissions of the Released Parties. I further agree that if, despite this Agreement, I, or anyone on my behalf, makes a claim for Liability against any of the Released Parties, I will indemnify, defend and hold harmless each of the Released Parties from any such Liabilities which any may be incurred as the result of such claim.

  10. Photography: As a condition of my participation in the Event, I hereby grant L4E a non-exclusive, royalty free, limited license to use my name, likeness, image, photograph, voice, video, and other information (collectively, “Likeness”), in any media platform or format whatsoever, and to distribute, broadcast and exhibit these without charge, restriction or liability I acknowledge that I have read and understood the above Release.

  11. COVID-19: Level 4 Event Management Inc. cannot prevent you from becoming exposed to, contracting, or spreading COVID-19 while participating or volunteering in our events. It is not possible to prevent the presence of the disease. Therefore, if you choose to participate in our events you may be increasing your risk of contracting and/or spreading COVID-19. I hereby voluntarily choose to accept any and all assumptions of risk associated with the above statement. If I have any COVID-19 symptoms, such as: fever, cough, or any other symptom that is normally associated with COVID-19, I agree to stay home and not participate in the event as well as let the volunteer coordinator know in advance. 

  12. I acknowledge and agree that any disputes, including any legal action, arising out of my volunteering at the Event, shall be brought exclusively in the courts of Montgomery County, Pennsylvania, and shall be governed by the laws of the Commonwealth of Pennsylvania. I submit myself to the jurisdiction of such courts for all such purposes.