Become a Hoopla Exhibitor
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Event Information
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We no longer have exhibitor space open for the 2019 Gaming Hoopla!
All exhibitors for the 2019 Gaming Hoopla must fill out an Exhibitor Application on our Tabletop.Events page. Once your application is approved, you will be prompted to purchase a booth. All booths are on a first come-first served basis. Booth Information $200 cash donation for an appr. 100 sq ft booth. $275 cash donation for an appr. 150 sq ft booth. Booths include:
Additional Information
Arrival / Set-Up
When you arrive, please make contact with either Brent Cunningham (On-site Coordinator) or Scott Halvorson (Exhibitor Liaison). The room will be available to exhibitors for set-up on Thursday night from 6:30 pm – 9:00 pm, as well as Friday morning from 8:00 am – 9:45 am. All exhibitors are expected to have their booths completely set and manned by 10:00 am Friday morning. Once you are set up, you may park in any of the facility parking areas. Parking is free. Lodging Exhibitors may take advantage of the same discounted room rates we offer attendees. Attendees will have the choice of a room with 1 King bed or 2 Double beds for just $94 + taxes and fees (total $104.34) when booking any nights Thursday - Saturday. Room rates include breakfast for 2 guests at the full breakfast buffet featuring hot and cold items, including an omelet station. Use the link below to for your discount when booking online, or just tell them you're with the Gaming Hoopla group if you book by phone. Click here for more information. After the Convention – Packing Up Exhibitors may begin packing up at 4:00 pm on Sunday, or after the closing ceremonies have finished, whichever is later. Please break down any unwanted boxes, and notify a staff member to dispose of them. Exhibitors are expected to dispose of all trash and other materials in their booths in the proper receptacles. |
Dates:
April 26-28, 2019 Location: Doubletree by Hilton Libertyville - Mundelein 510 East IL Route 83 Mundelein, Illinois, 60060 Convention hours: Friday: 10 AM to 2 AM Saturday: 8 AM to 2 AM Sunday: 8 AM to 6 PM Exhibitor Hours: Exhibitors are expected to be open at 10:00 a.m. each morning of the convention. Though we have no specific closing hour, for the best experience for our attendees and exhibitors alike, we request that all exhibitors stay open until at least 6:00 pm on Friday and Saturday, and 4:00 pm on Sunday. If you would like to keep your booth open later than those hours, you are welcome to do so. Friday: 10 AM to 6 PM Saturday: 10 AM to 6 PM Sunday: 10 AM to 4 PM |
General Rules & Regulations
1. No materials may be posted/attached to hotel walls, fixtures, or furniture. Adhesives of any kind are prohibited. Exhibitors are liable for all expenses incurred from the removal of such.
2. Selling outside of the exhibitor booth is prohibited.
3. Exhibitors must comply with, and be bound by, all laws, ordinances, and regulations of the country, state, county, city, facility, and, whenever applicable, police and fire departments.
4. Exhibitor Booths must be manned by a company representative at all times or your Exhibitor Booth will be considered CLOSED. If company representatives need to leave the booth unattended for short periods during the day, we recommend bringing a table sign to indicate to customers when you will be returning. Gaming Hoopla staff and volunteers are not responsible for any aspect of your booth if no representative is present.
5. Demonstrations of games may be submitted as events through the tabletop.events website.
6. All exhibitors are expected to read an abide by the Gaming Hoopla Rules & Policies.
Security & Liability.
1. Gaming Hoopla staff members will be present during all hours of the convention, however, Gaming Hoopla is not responsible for property loss or damage, so please arrange your booth to discourage both. Doors to the room will be locked after hours.
2. Exhibitors are solely responsible for paying all applicable city, county, state, and federal taxes on sales and promotional activities at the Gaming Hoopla.
3. The Gaming Hoopla is not responsible for any injury to exhibitors' agents, servants, employees, or damage to or theft of property from any cause prior to, during, or subsequent to the convention. Exhibitors hereby expressly agree to indemnify and hold harmless The Hoopla Foundation against any and all claims for such loss, damage, or injury.
4. Exhibitors are required to insure their own exhibits, display materials, merchandise, and personnel. Exhibitors agree to indemnify, defend, and hold harmless the Hoopla Foundation against any and all claims for loss, damage, or injury associated with exhibitor's vehicles, property, personnel, events, and general conduct at the event. In the event that the Hoopla Foundation or the owners of the convention site are held liable for reasons caused or aggravated by exhibitor's action or failure to act in any manner whatsoever, said exhibitors shall reimburse the Hoopla Foundation and/or the convention-site owners for all costs incurred.
5. Exhibitors are fully responsible for any loss, damage, or injury to the convention-site owners or personnel resulting from exhibitors' displays or actions.
6. Exhibitors are fully responsible for any loss, damage, or injury to Hoopla attendees resulting from exhibitors' displays or actions.
7. Exhibitors are liable to the hotel for any and all damage, from whatever cause, to booth equipment and shall indemnify, defend, or hold harmless the Hoopla Foundation against any and all claims or suits for such damage.
8. The Hoopla Foundation reserves the right to cancel arrangements or contracts or close an exhibit whenever it is deemed necessary for the safety or comfort of those attending the Gaming Hoopla whenever the exhibit, activity, or material sold is objectionable or offensive to the average person attending the Gaming Hoopla, whenever legal conditions, convention policies, or requirements of the convention site so dictate, or whenever portions of the convention site are destroyed or damaged.
9. Likewise, the Hoopla Foundation reserves the right to cancel arrangements, contracts, or exhibits if the Gaming Hoopla fails to take place as scheduled, is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lock out, act of war, act of God, emergency declared by a government agency or the Hoopla Foundation management, or for any other reason that terminates this contract.
10. Exhibitors will comply with all laws of the United States as well as all applicable state or local ordinances, rules, and requirements of police and fire departments or other authorities of such jurisdictions, will obtain all necessary permits and licenses with respect to their activities, and will not do or suffer to be done anything during the term of this agreement in violation of any such laws, ordinances, rules, or regulations. If the attention of said exhibitors is called to any such violation committed by said exhibitors, or committed by any person employed by or admitted to the premises by said exhibitors, said exhibitors will immediately desist and correct, or cause to be corrected, such violation. Exhibitors agree to indemnify, defend, and hold harmless the Hoopla Foundation from any and all costs, suits, and legal proceedings alleging violations of any such law or regulation.
11. Use of any product by any exhibitor, employee, or agent thereof containing the Hoopla Foundation or Gaming Hoopla logotype is prohibited without the express written permission of the Gaming Hoopla. Exhibitors agree that if any materials making such unauthorized use appear at the convention, the Gaming Hoopla shall have the right to take possession of and destroy all such materials, as well as to pursue other available legal remedies.
12. All matters and questions not covered by this application and these terms are subject to the decision of the Gaming Hoopla management.
Exhibitors agree to abide by and conform to all additional rules and regulations from time to time adopted or prescribed by the Gaming Hoopla for the management of the Gaming Hoopla and the exhibit areas.
By filling out an Exhibitor Application, Exhibitors acknowledge that they have read the preceding terms and conditions, expressly agree to comply with them, and authorize the Gaming Hoopla/Hoopla Foundation to enforce them.
1. No materials may be posted/attached to hotel walls, fixtures, or furniture. Adhesives of any kind are prohibited. Exhibitors are liable for all expenses incurred from the removal of such.
2. Selling outside of the exhibitor booth is prohibited.
3. Exhibitors must comply with, and be bound by, all laws, ordinances, and regulations of the country, state, county, city, facility, and, whenever applicable, police and fire departments.
4. Exhibitor Booths must be manned by a company representative at all times or your Exhibitor Booth will be considered CLOSED. If company representatives need to leave the booth unattended for short periods during the day, we recommend bringing a table sign to indicate to customers when you will be returning. Gaming Hoopla staff and volunteers are not responsible for any aspect of your booth if no representative is present.
5. Demonstrations of games may be submitted as events through the tabletop.events website.
6. All exhibitors are expected to read an abide by the Gaming Hoopla Rules & Policies.
Security & Liability.
1. Gaming Hoopla staff members will be present during all hours of the convention, however, Gaming Hoopla is not responsible for property loss or damage, so please arrange your booth to discourage both. Doors to the room will be locked after hours.
2. Exhibitors are solely responsible for paying all applicable city, county, state, and federal taxes on sales and promotional activities at the Gaming Hoopla.
3. The Gaming Hoopla is not responsible for any injury to exhibitors' agents, servants, employees, or damage to or theft of property from any cause prior to, during, or subsequent to the convention. Exhibitors hereby expressly agree to indemnify and hold harmless The Hoopla Foundation against any and all claims for such loss, damage, or injury.
4. Exhibitors are required to insure their own exhibits, display materials, merchandise, and personnel. Exhibitors agree to indemnify, defend, and hold harmless the Hoopla Foundation against any and all claims for loss, damage, or injury associated with exhibitor's vehicles, property, personnel, events, and general conduct at the event. In the event that the Hoopla Foundation or the owners of the convention site are held liable for reasons caused or aggravated by exhibitor's action or failure to act in any manner whatsoever, said exhibitors shall reimburse the Hoopla Foundation and/or the convention-site owners for all costs incurred.
5. Exhibitors are fully responsible for any loss, damage, or injury to the convention-site owners or personnel resulting from exhibitors' displays or actions.
6. Exhibitors are fully responsible for any loss, damage, or injury to Hoopla attendees resulting from exhibitors' displays or actions.
7. Exhibitors are liable to the hotel for any and all damage, from whatever cause, to booth equipment and shall indemnify, defend, or hold harmless the Hoopla Foundation against any and all claims or suits for such damage.
8. The Hoopla Foundation reserves the right to cancel arrangements or contracts or close an exhibit whenever it is deemed necessary for the safety or comfort of those attending the Gaming Hoopla whenever the exhibit, activity, or material sold is objectionable or offensive to the average person attending the Gaming Hoopla, whenever legal conditions, convention policies, or requirements of the convention site so dictate, or whenever portions of the convention site are destroyed or damaged.
9. Likewise, the Hoopla Foundation reserves the right to cancel arrangements, contracts, or exhibits if the Gaming Hoopla fails to take place as scheduled, is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lock out, act of war, act of God, emergency declared by a government agency or the Hoopla Foundation management, or for any other reason that terminates this contract.
10. Exhibitors will comply with all laws of the United States as well as all applicable state or local ordinances, rules, and requirements of police and fire departments or other authorities of such jurisdictions, will obtain all necessary permits and licenses with respect to their activities, and will not do or suffer to be done anything during the term of this agreement in violation of any such laws, ordinances, rules, or regulations. If the attention of said exhibitors is called to any such violation committed by said exhibitors, or committed by any person employed by or admitted to the premises by said exhibitors, said exhibitors will immediately desist and correct, or cause to be corrected, such violation. Exhibitors agree to indemnify, defend, and hold harmless the Hoopla Foundation from any and all costs, suits, and legal proceedings alleging violations of any such law or regulation.
11. Use of any product by any exhibitor, employee, or agent thereof containing the Hoopla Foundation or Gaming Hoopla logotype is prohibited without the express written permission of the Gaming Hoopla. Exhibitors agree that if any materials making such unauthorized use appear at the convention, the Gaming Hoopla shall have the right to take possession of and destroy all such materials, as well as to pursue other available legal remedies.
12. All matters and questions not covered by this application and these terms are subject to the decision of the Gaming Hoopla management.
Exhibitors agree to abide by and conform to all additional rules and regulations from time to time adopted or prescribed by the Gaming Hoopla for the management of the Gaming Hoopla and the exhibit areas.
By filling out an Exhibitor Application, Exhibitors acknowledge that they have read the preceding terms and conditions, expressly agree to comply with them, and authorize the Gaming Hoopla/Hoopla Foundation to enforce them.