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Terms and Conditions – Panelists, Performers & Invited Guests

  1. Defined Terms
    The term “Event” means Unplugged Expo X Cosplay Matsuri (abbreviated at UXCM) that is planned be held on September 13-September 14, 2019 (“event dates”) at the Japanese Canadian Cultural Centre (“Exhibit Facility”) that is located at 6 Garamond Ct, North York, ON M3C 1Z5. As used hereinafter, the term “Organizer” includes all UXCM staff, agents, attorneys, and representatives. The terms “Invitee” means, collectively (I) the company, any other business entity, or person(s) that applied for or was invited as a panelist, performer, or other positions associated with scheduled programming and agreed to enter into this contract upon acceptance by Organizer in the manner stated in the application and (ii) each of its officers, directors, shareholders, employees, contractors, agents, representatives, and/or invitees, as applicable.
  1. Contract Acceptance
    This contract shall become binding and effective only when it has been fully executed on the website by the Organizer, and the Invitee submits an application to the Organizer, and/or the Organizer informs Invitee and confirms Invitee’s participation at the Event through written or digital communications.
  1. Assumption of Risks
    Invitee expressly assumes all risks associated with, resulting from or arising in connection with Invitee’s participation or presence at the Event, including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business or profits of Invitee, whether caused by negligence, intentional act, accident, act of God or otherwise. Invitee has sole responsibility for its property or any theft, damage or other loss to such property (whether or not stored in any courtesy storage area, including without limitation any subrogation claims by its insurer). Neither Organizer nor the Exhibit Facility accepts responsibility, nor is a bailment created, for property delivered by or to Invitee. Neither Organizer nor the Exhibit Facility shall be liable for, and Invitee hereby fully and forever release and discharge the Organizer and the Exhibit Facility, individually and collectively, and their present and former officers, directors, shareholders, partners, affiliates, employees, agents, representatives and attorneys, and predecessors, assignees and successors of each of them, from all claims, actions, causes of action, demands, cross – claims, counter-claims, obligations, contracts, indemnities, contributions, suits, debts, sums, accounts, controversies, rights, damages, costs, attorneys’ fees, losses, expenses and liabilities whatsoever, in law, equity or otherwise (collectively “Claims”) which either may now have or have had or which may hereafter accrue, individually, collectively or otherwise in connection with, relating to or arising out of Invitee’s participation and/or presence in the Event. Invitee acknowledges that there is a possibility that subsequent to the execution of this contract, it will discover facts or incur or suffer claims that were unknown or unsuspected at the time this contract was executed, and which if known by it at that time may have materially affected its decision to execute this contract. Invitee acknowledges and agrees that by reason of this contract, it is assuming any risk of such unknown facts and such unknown and unsuspected claims. Notwithstanding such provisions, this release shall constitute a full release in accordance with its terms.
  1. Indemnification
    Invitee shall on a current basis, indemnify, defend (with legal counsel satisfactory to UXCM in its sole discretion) and hold Organizer and the Exhibit Facility harmless from any and all claims, demands, suits, liabilities, damages, losses, costs, reasonable attorneys’ fees and expenses, which result from or arise out of or in connection with (a) Invitee’s participation or presence at the Event; (b) any breach by Invitee of any agreements, covenants, promises or other obligations under this contract; (c) any matter for which Invitee is otherwise responsible under the terms of this contract; (d) any violation or infringement (or claim or violation or infringement) of any law or ordinance or the rights of any party under any patent, copyright, trademark, trade secret or other proprietary right; (e) any libel, slander, defamation or similar claims resulting from the actions of Invitee; (f) harm or injury (including death) to Invitee; and (g) loss or damage to property or the business or profits of Invitee, whether caused by negligence, intentional act, accident, act of God, theft, mysterious disappearance or otherwise. Invitee shall not settle or compromise any claims against Organizer without Organizer’s prior written consent.
  1. Limitation of Liability
    Under no circumstances shall Organizer or the Exhibit Facility be liable for any misconduct, damages, injuries or death resulting from the actions of any Invitee and an Invitee’s associated parties. Organizer makes no representations or warranties, express or implied, regarding the number of persons who will attend the Event or regarding any other matters.
  1. Qualifications of Invitee
    Organizer, in its sole discretion, shall have the right to determine whether a prospective Invitee is eligible to participate in the Event. Applicants who have not previously attended at a prior event similar to that of the Event may be required to submit a description of the nature of their business and the items intended to be exhibited. Organizer reserves the right to restrict or remove any invitee which Organizer, in its sole discretion, believes is objectionable or inappropriate. Adult materials (as defined in accordance to Ontario laws) may not be displayed or sold except to persons over the age of majority, 19 years of age.
  1. Assignment of Space
    Exhibit space shall be assigned by Organizer in its sole discretion for the Event and for the Event only. Any such assignment does not imply that similar space will be assigned for future events by Organizer. Organizer reserves the right to change the floor plan or to move an Invitee to another booth or room location prior to or during the Event if Organizer in its sole discretion determines that to do so is in the best interest of the Event.
  1. Cancellation by Invitee
    Invitee may cancel out of the Show at any given time upon written or digital notification to Producer. The appropriate payment must be received according to the notification sent to the Invitee. Organizer shall be entitled to retain all payments due under the cancellation policy set forth above regardless of whether Organizer resells or otherwise reassigns the canceled exhibit space.
  1. Cancellation by Organizer
    If Invitee fails to make a payment required by this contract in a timely manner, Organizer may terminate this contract immediately (and Invitee’s participation in the Event) without further notice and without obligation to refund monies previously paid. Organizer reserves the right at its discretion to refuse Invitee permission to move in and set up an exhibit if Invitee is in arrears of any payment due to Organizer. Organizer is expressly authorized (but has no obligation, expressed or implied) to occupy or dispose of any space vacated or made available by reason of action taken under this paragraph in such manner as it may deem best, and without releasing Invitee from any liability hereunder. Organizer may also terminate this contract effective upon written notice of termination if Invitee breaches any of its obligations under the contract without any obligations, expressed or implied, on Organizer’s part to refund any payments previously made and without releasing Invitee from any liability arising as a result of or in connection with such breach. If Organizer removes or restricts an exhibit which Organizer considers to be objectionable or inappropriate, no refund will be due Invitee.
  1. Presented Content and Use of Designated Space.
    The content presented by Invitee must be accordance with Canadian law. The use of Invitee’s designated space must follow the Event’s and Event Facility’s rules and regulations.
  1. Listings and Promotional Materials by Invitee’s participation in the Event
    Invitee expressly grants to Organizer a fully paid, perpetual non-exclusive license to use, display and reproduce the name, trade names and product names of Invitee in any directory (print, electronic or other media) listing the exhibiting companies at the Event and to use such names in Organizer promotional materials. Organizer shall not be liable for any errors in any listing or descriptions or for omitting any Invitee from the directory or other lists or materials. Invitee agrees that Organizer may also take photographs of Invitee’s designated programming during, before or after the open hours of the Event and use such photographs for any promotional purpose or the Organizer.
  1. Care of Exhibit Facility
    Invitee shall promptly pay for any and all damages to the Exhibit Facility or associated facilities, booth equipment or the property of others caused by Invitee. If Invitee gives away free samples of food or drink, Invitee will be bound by and will follow the Exhibit Facilities guidelines with regard to such samples. Organizer reserves the right to cause Invitee to immediately cease all distribution of food and drink, even free samples, at Organizer’s sole discretion.
  1. Copyrighted Materials
    Invitee shall not play or permit the playing or performance of, or distribution of any copyrighted material at the Event unless it has obtained all necessary rights and paid all required royalties, fees or other payments.
  1. Observance of Laws
    Invitee shall abide by and observe all federal, state and local laws, codes, ordinances, rules and regulations, and all rules and regulations of the Exhibit Facility (including without limitation any union labor work rules). Without limiting the generality of the foregoing, Invitee shall construct its exhibits to comply with The Accessible Canada Act.
  1. More Information for Invitee
    Organizer may send more information to Invitee. This information may be but not limited to additional Invitee rules and regulations, registration, utilities and building services, Invitee display rules, Event schedule, requirements for panels and performances, and content guidelines. The Invitee may permit or not permit photography and/or videography at the invitee’s designated session. If photography or videography is permitted, the Invitee understands that the organizer may use said photos/video in their promotional activities in future events.
  1. Incorporation of Rules and Regulations
    Any and all matters pertaining to the Event and not specifically covered by the terms and conditions of this contract shall be subject to determination by Organizer in its sole discretion. Organizer may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable notice to Invitee. Any such rules and regulations (whether or not included in a confirmed email, information package, or similar document) are an integral part of this contract and are incorporated herein by reference and shall have the full force and effect as if such rules and regulations are fully set forth herein. Invitee shall observe and abide by additional regulations made by Organizer as soon as these additional rules or regulations are communicated to Invitee. This contract (including the Invitee Service Guide and any additional rules or regulations adopted by Organizer from time to time) states the entire agreement of the parties with respect to the subject matter hereof.
  1. Governing Law
    This contract is governed by the laws of the Province of Ontario as applied to contracts entered into and entirely performed within such province. Invitee agrees that the courts located in the Province of Ontario shall constitute the exclusive forum for the resolution of any and all disputes arising out of, connected with or related to this contract or the breach of any provision of this contract. Invitee waives any right to assert lack of personal or subject matter jurisdiction and agrees that venue property lies in the Province of Ontario.
  1. Character of Display
    Any and all advertising distributions must be made by Invitee only from within Invitee’s designated space and time. All exhibits shall display products or services in a tasteful manner as determined in Organizer’s sole discretion. The aisles, passageways and overhead spaces remain strictly under control of Organizer and no signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of Organizer. Uniformed attendants, models and other employees must remain within the booths occupied by their employers. Any and all advertising distribution must be made from Invitee only from within Invitee’s designated space and time. Equipment must be arranged so that Event visitors do not stand in the aisle while examining equipment or watching demonstrations. Strolling entertainment or moving advertisements outside of an Invitee’s designated space and time is prohibited.
  1. Sound Advertisements and Excessive Noise
    The use of devices for mechanical reproduction of sound or music is permitted, but must be controlled. Invitee agrees to work accordingly with AV help at the designated space and time. Invitee is specifically prohibited from employing any carnival-type attraction, animal or human, or from operating such noise-creating devices as bells, horns or megaphones. Organizer reserves the right to determine sound interference with others and Invitee shall comply with any request by Organizer to discontinue any such sound or music.
  1. Fire and Safety Laws
    The fire and safety regulations of the Event is in accordance with the applicable policies of the Event Facility.
  1. Bootleg/Grey Market Goods
    Grey Market Goods, also known as bootleg merchandise, mean all unlicensed products and reproductions of any kind including but not limited to weapons, costumes, accessories, and all products containing trademarked properties that are not authorized for sale by the Organizer. Grey Market Goods are not permitted for sale under any circumstances. If a booth or Invitee is caught offering Grey Market Goods for sale, the Invitee and any persons associated with the Invitee or otherwise connected with the sale or exploitation of Grey Market Goods must leave the Exhibit Facility immediately. Invitee will be responsible for any legal matters that arise from the Invitee’s distribution of Grey Market Goods.
  1. Additional Terms and Conditions
    Organizer has sole control over attendance policies. Invitee shall conduct itself at all times in accordance with normal standards of decorum and good taste. In addition to its right to close an exhibit and withdraw acceptance of the contract, Organizer in its sole judgment may refuse to consider for participation in future events held by Organizer an Invitee who violates or fails to abide by the contract and any of the accompanying rules and regulations. Any amendment or modification to this contract must be in writing and signed by an authorized representative of Organizer. Invitee may not assign this contract or any right hereunder nor may Invitee sublet or license all or any portion of Invitee’s designated space and time without the prior written consent of Organizer, which consent shall be in Organizer sole discretion.
    Organizer may provide you from time to time additional materials which will specify additional terms and conditions for your participation and/or presence at the Event. Such additional terms and conditions (including without limitation those specified in the document entitled “Terms and Conditions”) are hereby fully incorporated herein by reference and shall have the full force and effect as if such terms and conditions are fully and expressly set forth herein. You hereby agree that all information containing terms and conditions provided to you by Organizer shall be deemed fully read and understood by you and that you shall be bound by all the terms and conditions contained herein and therein.