In it’s simplest form, these terms and conditions exist to set out clear standards and expectations between the Festival Directors, organisers, volunteers, vendors and exhibitors.
2.1 Exhibitor – a person who brings a machine(s) for use during the entire weekend of the festival, in exchange for admission into the show. Exhibitors will receive one (1) weekend general admission pass (Exhibitor Pass). Exhibitor Passes do not include Tournament entry or any additional rights or privileges.
2.2 Vendor – a person or company who purchases allocated space (booth) during the show with the express intent of selling or displaying a product. Vendors will receive a pre-determined number of general admission passes (Vendor Passes). Vendor space is by application only and approved at the sole discretion of the organisers.
3.1 Pinball Machine – Should be straight forward right? Well just in case…a pinball machine is a game played on a device in which the player operates a plunger to shoot a ball down or along a slanted surface having obstacles and targets, and bring equipped with flippers to keep the ball in play.
3.2 Suitability to Exhibit – Pinball machines suitable for consideration to be exhibited must in good general working condition, with NO FAULTS, and be absent of any major cosmetic damage through wear and tear, age, use or otherwise. We appreciate many machines are decades old (and this will be taken into consideration), however the organisers reserve the right to approve or reject machines to exhibit.
3.3 Pre-Approval to Exhibit – Only pinball machines pre-approved by the Organisers shall be permitted to be exhibited at the Festival. Prior to the Festival, the organisers may request photos of exhibition machines in order to make a determination on suitability. Please understand, this is not to overly scrutinise people’s machines, rather to ensure we can “put on the best show” to the general public. It is highly likely we may have more than one machine of the same title offered for exhibition.
3.4 On-Site Assessment – During the “bump-in” procedure, Organisers will have a certified electrician on-site to electronically test and tag each machine – this is a not-negotiable requirement! Any machine failing an electrical test or deemed unsafe by the electrician or organisers will be refused entry and required to be removed immediately. Organisers reserve to the right to in their sole discretion, reject any machine that presents at “bump-in” not meeting any of the suitability criteria identified in 3.2 or believed to have been misrepresented in any way.
3.5 Exhibitor Pass – Where an Exhibitor’s machines pass on-site assessment at bump-in, they will then be provided with a Exhibitor Pass for the duration of the festival. This pass may not be sold, exchanged or used by any other individual other than the named person on the pass – the pass at all times remains the property of the West Coast Pinball Festival and may be recalled, revoked, or voided at any time and without warning.
4.1 Bump-In & Setup – Festival setup is on Friday, 18 September, 2020 from 10:00AM until 4:00PM, no machines may be delivered outside of these times without the express approval of the Festival Directors. The Organisers will work with Exhibitors/Vendors to negotiate workable arrangements for bump-in if required outside the scheduled times.
4.2 Exhibition Condition – All machines exhibited in exchange for an Exhibitor Pass during the Festival must be in playable condition and set to free play for the entire duration of the show. Exhibitors will not be able to tamper with, work-on or otherwise switch-off their machines during the show without approval of the organisers.
4.3 Machine Cards – To maintain uniformity across all machines on display, the Festival will provide “machine-spec” cards (similar to instruction cards) for each machine. The cards will include details of the machine (Manufacturer, Title, Year of Release, Production Quantity, IPDB Ranking, Owner, For Sale – Yes/No, and a means to contact the owner). The purpose behind these cards is to communicate basic information to Festival patrons regarding the machine and provide a means for the owner to indicate if the machine is available for purchase.
4.4 Moving Machines – Once the Festival has commenced (4:30PM Fri, 18 Sept 2020) no machine may be moved without prior approval of the organisers. No Exhibitor/Vendor may reposition, level or otherwise interfere, adjust, tamper with any machine without the express permission of the machine owner AND organisers. No equipment (trolleys, toolboxes, cleaning equipment may be moved onto the show-floor without permission of the organisers). Vendors may maintain a space within their booth for their own equipment; Exhibitors will be allocated a space outside public access to store any belongings during the show (however, security of personal property remains the responsibility of the individual at all times).
4.5 Vendor Booths – Vendors are solely responsible for the content and conduct of their booths, and the security of the goods and quality of the services provided. The Festival does not warrant or guaranteed any goods or services provided to patrons of the Festival by any vendors/exhibitors.
4.6 Liability – Vendors/Exhibitors are solely responsible for their pinball machines, products, equipment and security. The West Coast Pinball Festival and its organisers (West Coast Pinball Festival Organisers) are NOT RESPONSIBLE for loss of products or machines due to theft, damage, misuse, or Acts of God and/or Nature.
4.7 Transport – It is the vendor’s/exhibitor’s responsibility to transport their own pinball machines (and any other required items) to and from the West Coast Pinball Festival show floor, including moving into position. Bump-in/out volunteers will be on-hand to assist, however no machine may be moved without the presence of the owner.
4.8 Festival Floorplan – All vendors/exhibitors are required to abide by the instructions from the organisers with regards to allocated floorspace – no vendor/exhibitor is permitted to deviate from the approved floorplan without the express approval of the Festival Directors. Floorplans will be shared with vendors/exhibitors prior to the Festival.
4.9 Bump-Out – Festival pack-up is on Sunday, 20 September, 2020 from 3:30AM until 6:00PM. All machines and equipment must be removed from the Festival during this time. Alternate arrangements for pack-up and collection of machines may be possible at the sole discretion of of the Organisers and subject to agreement with the venue manager.
4.10 Removal of Machines – Vendors/Exhibitors agree to leave machines in service until the closure of the Festival at 3:00PM on Sunday, 20 September, 2020 and will inform any buyers (if applicable) that machines purchased are not to be moved or transported from the premises before that time and date. Machines removed before this time period will be subject to an early exit fee equal to the price of an adult weekend pass (Wizard Pass). If early removal is required, vendors/exhibitors must seek prior approval from the Festival Director BEFORE any machine is moved within or transported from the Festival.
4.11 Technician Access – Technicians will be available, as time allows, to assist with diagnosis and minor repairs needed to keep playable machines running for the duration of the show. Any repairs or parts will be the responsibility of the owner of the machine and any agreement reached between the owner of the machine and the technician shall in no way obligate the West Coast Pinball Festival or its organisers.
4.12 Advertising & Promotion – Vendors are permitted to advertise their products and services within the confines of their allocated floorspace. Exhibitors may advertise their machines “for sale” in accordance with the Festival-provided machine cards (4.3). Any Exhibitor intending on promoting products/services at the Festival must seek prior approval from the organisers.
4.13 Breaches – At any time prior to, or during the conduct of the Festival, any vendor/exhibitor that flagrantly breaches these conditions (expectations) will have their approval to exhibit cancelled, any passes cancelled, including in extreme cases ejection for the Festival for the remainder of the weekend. Any machine owner by an ejected exhibitor will be removed from the festival show floor and will be available for collection subject to the bump-out procedure explained at 3.8.