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ConGregate 8

2022 Hallway Space

Please read carefully.

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 will rotate 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.
  • Hallway spaces are generally available to fan groups, conventions, authors, musicians and other similar guests. These are not dealer spaces.
  • Due to space constraints, first preference goes to Featured Guests, then groups (writers groups, publishers, cons, fan groups, etc.), and then individuals.
  • We will contact you within 2-3 weeks of your application to advise if you have been accepted.

Policies:

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

HALLWAY SPACES
Hallway table spaces are approximately 7’ wide and 5’ deep in size. The cost per space is $25.00 (USD). Due to space constraints, Congregate can only offer a maximum of 1 space to any group.

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” wide.

Exhibitors are free to bring additional display materials, but those items must easily fit inside the assigned hallway space of  5' x 7' (see above).

CONVENTION MEMBERSHIPS
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
Exhibitor 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.

CONTRACT/PAYMENT
Hallway spaces will not be held for longer than 2 weeks without a signed contract.  

Once the signed contract is returned to ConGregate, an invoice will be emailed to the exhibitor in the Spring of 2022. Payment can be made either by credit card or check (made out to ConGregate Productions). Verified payment to ConGregate must be received within 2 weeks of the invoice date. Spaces not paid for will be sold to other vendors on a first come basis

REFUNDS
All sales of space, tables and memberships are considered final. Due to potential loss of revenue from having declined other applications for hallway space, we are not able to offer refunds.

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 exhibitor during the weekend of the convention.

SECURITY
ConGregate will take every reasonable precaution for security in the exhibit 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.

TAX REQUIREMENTS
It is the responsibility of the exhibitor to collect tax and pass it along to the state of North Carolina.

ELECTRICITY
There is very limited electrical outlet access 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 any exhibitor. Groups have the option to have the hotel run additional power at current rates. Electrical needs must be specified on the contract.  (We recommend the exhibitors bring a heavy duty, grounded extension cord.)

HALLWAY SPACE RULES
Exhibitor agrees to abide by the following additional rules:

  1. All convention rules listed in the program book (also available on the convention’s website)  - including safety precautions for COVID-19.
  2. Exhibitor agrees not to place any items in front of any neighboring hallway spaces or in front of any doors.
  3. Exhibitor shall not rent or give away any part of their assigned space to a third party without express permission of ConGregate’s Convention Chairman.
  4. Exhibitor shall not set-up any sound system or video presentation without express permission of ConGregate’s Convention Chairman.
  5. Exhibitor shall not sell any merchandise that is not specifically related to the group (books if you are an author, convention memberships, group related patches, etc.).
  6. Exhibitor agrees that ConGregate has the right to ask the exhibitor to remove any objectionable materials from the convention space.
  7. Exhibitor agree not to sell any food items (it's a violation of our hotel contract).
  8. Exhibitor shall not hang anything on walls of the hotel. (Exhibitor can contact the hotel to have items hung at current hotel rates.)
  9. Exhibitor will have their table/space set up during all three (3) days of the convention.
  10. Exhibitor shall not move furniture in the Hallway spaces without first consulting ConGregate’s Convention Chairman.
  11. Exhibitor will comply with all written municipal, state and federal laws.
  12. ConGregate can cancel this contract if the convention finds ample cause, based on the exhibitor’s actions.

2022 Hallway Space Application