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ConGregate 9

July 14-16, 2023 | Downtown Marriott & The Embassy Suites | Winston-Salem, NC

2023 Author Table (Hallway Space)

THIS AREA WILL BE LOCATED IN THE EMBASSY SUITES - GARDEN TERRACE


Please read carefully.

ConGregate reserves the right to refuse space to anyone without further explanation.

Notes:

  • You may apply for the space using the form on this page. Please read our Hallway Space Policies below first.
  • All hallways spaces are juried.
  • Beginning in 2022, ConGregate began rotating out some of our hallways tables each year. The space is not particularly large, and we have been bringing back many of the same exhibitors, year over year. If you have been to ConGregate recently, please do not feel slighted if we elect to have someone different for the upcoming year. It’s not personal; we just simply need to provide some opportunities to other exhibitors. We urge you to reapply for the following year.
  • We will contact you within 2-3 weeks of your application to advise if you have been accepted.

Policies:

HALLWAY SPACES
Hallway table spaces are approximately 7’ wide and 5’ deep in size. The cost per author space is $50.00 (USD). Due to space constraints, ConGregate can only offer a maximum of 1 space to any author, or 2 spaces to any publisher. 

Hallway spaces will be assigned solely at the discretion of the ConGregate staff.
 
TABLES
Each hallway table space includes one (1) 6 foot “classroom” style table, which is 6’ long x 18” deep. Authors are free to bring their own tables or other display materials at no additional charge, but those items must easily fit inside the assigned hallway space. 
 
CONVENTION MEMBERSHIPS
Each author space comes with one convention membership. Additional convention memberships can be purchased at a special discount rate of $25.00 for a maximum of up to two memberships with the purchase of your hallway space.
 
LABOR
Author is expected to provide enough labor for load-in, load-out and to operate their booth. Due to liability issues, ConGregate is not able to provide any labor for the exhibitor.
 
PAYMENT
Hallway spaces will not be held for longer than 2 weeks without a signed contract and verified payment to ConGregate. Spaces not paid for will be sold to other authors on a first come basis. 
 
Once the signed contract is returned to ConGregate, an invoice will be emailed to the group. Payment can be made either by credit card or check (made out to ConGregate Productions). 
 
REFUNDS
All sales of space, tables and memberships are considered final. We are not able to offer refunds, due to potential loss of revenue from having declined other applications for hallway space.
 
LIABILITY
Exhibitors agree to release, absolve, and hold blameless ConGregate, including the host hotel, convention committee, ConGregate Productions, Inc. and all other agents thereof against all costs, damages, losses and liabilities resulting from any accident, bodily injury or property loss occurring to any person or persons including exhibitor, exhibitor’s agents, and/or employees, or attendees of the convention arising out of or resulting from the exhibitor’s use and occupancy of the exhibit area or any part thereof.
 
ATTENDANCE
ConGregate does not guarantee any specific attendance figures for the convention and/or any expected sales figures for the author during the weekend of the convention.
 
SECURITY
ConGregate will take every reasonable precaution for security in the hallway area during posted con hours; however, the ultimate responsibility for all merchandise, displays and exhibits resides with the owner/operator of said exhibit.
 
Please keep in mind, this area is open to the public 24 hours a day.
 
TAX REQUIREMENTS
It is the responsibility of the author to collect tax and pass it along to the state of North Carolina.
 
ELECTRICITY
There are limited electrical outlets in the Prefunction area. ConGregate will meet as many requests for electrical power as possible; however, ConGregate will not be able to guarantee that electricity will be available to all exhibitors. Authors may have the option to have the hotel run additional power at current rates. Electrical needs must be specified on the contract below.  (We recommend all exhibitors bring a heavy duty, grounded extension cord.)
 
HALLWAY SPACE RULES

Author agrees to abide by the following additional rules:

  1. All convention rules listed in the program book (also available on the convention’s website).
  2. Author agrees not to place any items in front of any neighboring hallway spaces or in front of any doors.
  3. Author shall not rent or give away any part of their assigned space to a third party without express permission of ConGregate’s Convention Chairman. (Two authors can share a table with permission)
  4. Author shall not set-up any sound system or video presentation without express permission of ConGregate’s Convention Chairman.
  5. Author agrees that ConGregate has the right to ask the exhibitor to remove any objectionable materials from the convention space.
  6. Author will comply with all written municipal, state and federal laws. 
  7. Author shall not hang anything on walls of the hotel.
  8. Author will have their table/space set up during all three (3) days of the convention.
  9. ConGregate can cancel this contract if the convention finds ample cause, based on the group’s actions.
  10. Author shall not move furniture in the Hallway spaces without first consulting ConGregate’s Convention Chairman.

2023 Author Table Application

Number of tables
I have read the hallway space policies.