BR&WL-CON Exhibitor Agreement

This AGREEMENT shall commence at the time that "I agree" is selected during the Exhibitor application submission process. It will be made by and between Board, Role-playing & War-gaming League, Inc. as BR&WL-CON (hereinafter referred to as “Organizer”) and the organization completing the application (hereafter referred to as “Exhibitor”).

Organizer Duties

The Organizer will ensure that a space is provided within the main exhibit hall at the hosting facility. This space will include tables and chairs, based on the type of booth the Exhibitor has chosen, once the Exhibitor application has been approved.

Load in day for Exhibitors will be on Thursday, 14 August 2025, from 6-10pm. The event will be held from 15-17 August 2025 with the following hours:

• Friday, 15 August: Exhibitor access 7am-11pm; Attendee access and Exhibitor exhibit times 10am-11pm

• Saturday, 16 August: Exhibitor access 7am-11pm; Attendee access and Exhibitor exhibit times 10am-11pm

• Sunday, 17 August: Exhibitor access 7am-9pm; Attendee access and Exhibitor exhibit times 10am-5pm

• Tear down commences at 5pm-9pm on August 17th.

Event Reminders: The Exhibitor will receive email reminders at your preferred contact 8 weeks, 4 weeks, 2 weeks before the event, and again during the week of the event.

Website Promoting The Organizer will include an active link on the website brawlcon.com (hosted by TableTop.Events) directing to the Exhibitor’s business location.

Exhibitor Staff Passes: The Organizer will supply weekend passes for the Exhibitor’s staff, the number of which will be based on the booth type purchased, following the approval of the Exhibitor application.

Advertising: Exhibitor shall receive a half page color ad space in the BR&WL-CON event booklet free of charge. This half page is upgradable to a full page for $300 payable at the time of contract signature.

Security & Monitoring: BR&WL-CON Staff and security provides a presence for the entirety of the event while it is open and the doors are unlocked.

The Organizer shall NOT be entitled to any sales nor percentage of any sales made by the Exhibitor for any goods during the Event.

Exhibitor Requirements

Insurance

Exhibitors are required to carry insurance for their individual booths. Please send your insurance documentation to the Organizer, Shane Jensen (BR&WL-WARBOSS) at warboss@brawl-games.com with the subject line “Company Name - Exhibitor Insurance”. If you require assistance in obtaining insurance, please contact Shane Jensen for help.

Exhibitor Booth & Staff Appearance Guidelines

These guidelines are designed to ensure BR&WL-CON remains a professional event while adhering to Safety Codes and Standards. Compliance is overseen by Organizer Staff. Here are the detailed standards:

• Table Covering: All tables must be covered with material extending to the floor if they are visible to the public.
• Trash Management: All waste, particularly empty boxes, must be stored properly until disposal.
• Booth Height: Booth displays are limited to a maximum height of 12 feet. Exhibitors wishing to exceed this must request and receive pre-approval from the Organizer’s BR&WL-WARBOSS.
• Staff Presence: A staff member must be present in each booth at all times during the exhibitors operating hours.
• Attire: Clothing with profanity or depicting inappropriate behavior is not permitted.
• Back Wall in Linear Booths: For linear booths, any structure exceeding 8 feet in height on the back side must be plain, without any trademarks, graphics, or logos.
• Fire Safety: Fire safety equipment like hoses, extinguishers, and alarm systems must remain unobstructed and accessible.
• Flammable Materials: Use of flammable materials in booth displays is prohibited.
• Audio/Visual: Music and special lighting need prior approval from the BR&WL-WARBOSS.
• Distribution: Distribution of products, literature, or promotional materials outside the designated exhibitor space (aisles, meeting rooms, registration lobby, parking lots) is not allowed without written permission from BR&WL-CON.
• Sales and Demonstrations: Conduct sales presentations and product demonstrations within your booth space, ensuring that all personnel and attendees stay within the contracted area, avoiding encroachment into aisles or neighboring exhibits.
• Exhibitor Booth Operational Hours: It is expected that Exhibitors booths will be open for customers during the main Exhibit Hours of BR&WL-CON. If for any reason, a booth must be closed, the Exhibitor shall contact the Organizer Staff.
• Closed Exhibitor Booths: When an Exhibitor closes their booth, drapes will be available to restrict access to products. Additionally the Organizer provided attended Staff to monitor access.

Exhibitors' Products

Exhibitors are restricted to those who offer products or services that are of specific interest to the expected attendees. No exhibitor is allowed to display or allow the display of any products or services other than those listed on their application form. The Organizer has based its decision on the exhibitor's provided descriptions of these products and services and retains the authority to evaluate the suitability of any exhibitor for the event, based on what is offered. Should an exhibitor present products or services different from those described, or should they breach any regulations of the show, the facility, or local laws in Sugar Land, Texas, the Organizer, at its discretion, can remove the exhibitor from the event. In such cases, any fees paid by the exhibitor may be retained by the Organizer as liquidated damages, not as a penalty.

Subletting and Sharing of Space is Prohibited

Exhibitors are not allowed to assign, sublet, or divide any part of their assigned space. They must not display any goods or services other than those they regularly manufacture, distribute, or offer in their business. Additionally, exhibitors cannot allow representatives from other companies to solicit business or take orders within their space without obtaining explicit written permission from the Organizer’s BR&WL-WARBOSS at least 30 days before the event.

Exhibitor Booth Selection

Booth selection is based on the order in which payments are received. Upon receipt of payment the Exhibitor may choose your booth location from those available, for the size purchased.

Relocation and Floor Plans

The Organizer has the exclusive authority to alter the show floor plan or relocate exhibitors as deemed necessary. The Organizer can choose to reposition or remove an exhibitor or their display if it is considered beneficial for the event's overall welfare. Should an exhibitor or any of its representatives, including officers, agents, or employees, fail to adhere to any terms or conditions specified in this agreement, the Organizer reserves the right to shut down the exhibit at any time. In such instances, the exhibitor will not be eligible for any refund of fees paid.

Rules and Regulations

Exhibitors are required to comply with all laws, rules, and regulations set forth by Sugar Land, Texas, and the hosting facility. Additionally, exhibitors must adhere to any further regulations provided through email updates, as well as those that may be introduced periodically and posted on the organizer's website.

Liability

Neither the Organizer, the hosting facility, nor any of their officers, agents, employees, or other representatives shall be held responsible or liable for, and are hereby released from any accountability or liability regarding any damage, loss, harm, or injury to the person or property of the exhibitor or any of its officers, agents, employees, or other representatives. This includes incidents resulting from theft, fire, water damage, accidents, or any other cause. Neither the organizer nor the hosting facility will procure insurance to cover such incidents. It is agreed that all property of the exhibitor remains under the exhibitor's custody and control while in transit to, from, or within the facility.

It is also understood that the organizer’s role is to provide an opportunity for the exhibitor to showcase their products or services to attendees at BR&WL-CON. The exhibitor acknowledges that the organizer cannot guarantee attendance numbers, sales performance, or control over environmental or other conditions, whether inside or outside the facility.

Indemnity

The exhibitor agrees to indemnify, defend, and protect the organizer and the hosting facility from, and to hold and save them harmless against, any and all claims, demands, lawsuits, liabilities, damages, losses, costs, attorney fees, and expenses of any kind or nature. This includes those that might arise from or be caused by any action or inaction of the exhibitor or any of its officers, agents, employees, or other representatives. This encompasses, but is not limited to, claims related to property damage or loss, as well as any personal injury or harm to the exhibitor or any of its officers, agents, employees, or other representatives.

Termination of Exhibition

Should BR&WL-CON or any part of it be unable to proceed or be cancelled due to reasons such as war, fire, strike, government regulation, public catastrophe, acts of God or the public enemy, or any other unforeseen cause, the organizer reserves the right to decide on refunds. The organizer may refund the exhibitor a proportionate share of the remaining fees after accounting for the organizer’s incurred expenses and providing reasonable compensation to the organizer. However, this refund will not exceed the total fee paid by the exhibitor. In any other scenario where the exhibitor cannot participate in the show, no refund will be provided. Additionally, should there be a temporary interruption of BR&WL-CON for any reason, the exhibitor will not be eligible for any refund of the fee.

Thank You

We at Board, Role-playing & War-gaming League, Inc. extend our gratitude to you. It's not just our responsibility but our honor to organize the finest show for our attendees. Your enthusiastic participation and generous sponsorships are what make this event successful, and we truly value your contribution. Should you have any questions or suggestions, please don't hesitate to reach out to us.

Pamela Queens (BR&WL-Guild Master) guild-master@brawl-games.com

Shane Jensen (BR&WL-WARBOSS) warboss@brawl-games.com