EXHIBITOR TERMS

IMPORTANT INFORMATION FOR VENDORS & EXHIBITORS

EXHIBITORS
SCHEDULE
TOURNAMENTS

OVERVIEW

OVERVIEW

OVERVIEW

  • Only Pinball Machines in good working order with no faults may be exhibited at the Festival.

  • Exhibitor passes will provide General Admission for the duration of the Festival for exhibitors.

  • Machines will need to arrive during Bump-in, outside of these times by negotiation with the Organisers.

  • Machine cards will be provided for each machine by the Festival.
  • Machines will remain in operation for the duration of the festival and may not be removed early without approval.
  • Vendors/Exhibitors are solely responsible for their pinball machines, products, equipment and security. The Festival will provide on-site 24/7 security.

  • All machines and equipment must be removed from the venue by 6.00PM Sunday, 20 September 2020.

  • Technicians will be available if time permits to assess, diagnose, and make minor repairs on machines.

  • Vendors may advertise products and services within their allocated floorspace; no exhibitor shall engage in selling of products and services. Exhibitors can indicate if the machine is “for sale” on machine-spec cards provided by the Festival.

  • Only Pinball Machines in good working order with no faults should be exhibited at the Festival – lets put on a good show!

  • Exhibitor passes will provide General Admission for the duration of the Festival for exhibitors, as well as some other perks.

  • Machines need to arrive during Bump-in, if you can’t make your allocated time-slot, we’ll work with you to make other arrangements.

  • If your machine is For Sale, you will provided with an approved For Sale Notice that will provide further details to patrons. The seller may decide (optional) whether to include an asking price.
  • Machines should remain in operation for the duration of the festival and will not be available to be removed early, unless approved by the organisers.
  • Vendors & Exhibitors are solely responsible for their pinball machines, products, equipment and security. There will be on-site 24/7 security during the Festival.

  • All machines and equipment must be removed from the venue by the conclusion of Bump-out, if you can’t make this time, we’ll work with you to make other arrangements.

  • Technicians will be available if time permits to assess, diagnose, and make minor repairs on machines.

  • Vendors are permitted to setup commercial displays to their promote products and services within their allocated floorspace. However, must not place advertising material on pinball machines with the exception of approved For Sale Notices.

  • Exhibitors may use approved festival For Sale Notices to indicate if a machine is for sale, however any commercial promotion of businesses, products and services requires approval of the organisers.

  • Only Pinball Machines in good working order with no faults may be exhibited at the Festival.

  • Exhibitor passes will provide General Admission for the duration of the Festival for exhibitors.

  • Machines will need to arrive during Bump-in, outside of these times by negotiation with the Organisers.

  • Machine cards will be provided for each machine by the Festival.
  • Machines will remain in operation for the duration of the festival and may not be removed early without approval.
  • Vendors/Exhibitors are solely responsible for their pinball machines, products, equipment and security. The Festival will provide on-site 24/7 security.

  • All machines and equipment must be removed from the venue by 6.00PM Sunday, 20 September 2020.

  • Technicians will be available if time permits to assess, diagnose, and make minor repairs on machines.

  • Vendors may advertise products and services within their allocated floorspace; no exhibitor shall engage in selling of products and services. Exhibitors can indicate if the machine is “for sale” on machine-spec cards provided by the Festival.

1. PURPOSE

In it’s simplest form, these terms and conditions exist to set out some expectations between the organisers, volunteers, vendors and exhibitors.

2. DEFINITIONS

2.1 Exhibitor – a person who volunteers to bring machines for use during the weekend of the festival, in exchange for admission into the show and some other perks. Exhibitors will receive one General Admission pass for the entire Festival (Exhibitor Pass). Exhibitor Passes do not include Tournament entry.

2.2 Vendor – a person or company who purchases allocated space during the show with the express intent of selling or displaying products and services. Vendors will receive a pre-determined number of general admission passes (Vendor Passes). Vendor space is by application and requires prior approval of the organisers.

2. PINBALL MACHINES & APPROVAL TO EXHIBIT

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 a slanted playfield having obstacles and targets, and being equipped with flippers to keep the ball in play.

3.2 Machine Suitability – Pinball machines considered for exhibition must be 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, so we’ll take this into account when determining if a machine is suitable for exhibition.

3.3 Approval to Exhibit – Only pinball machines pre-approved by the organisers will be permitted for exhibition. This includes completing the online registration with some basic details and if we need any further information or pictures of the machine, we’ll discuss this with you.

3.4 On-Site Assessment – During the “Bump-in” setup procedure, a certified tester will be on-site to electronically test and tag each machine. Any machine failing a basic electrical safety test or deemed unsafe by the organisers will not be permitted to be exhibited. Organisers reserve to the right to reject any machine that presents at “Bump-in” that is deemed unsuitable for exhibition or potentially unsafe. If you’re unsure, reach out to us to discuss beforehand.

3.5 Exhibitor Pass – Exhibitors will receive an Exhibitor Pack including Exhibitor Pass at Bump-in. This pass may not be sold, exchanged or used by any other individual other than the named person on the pass – Exhibitor Passes remain the property of West Coast Pinball Festival and subject to our General Terms and Conditions.

OVERVIEW

4. GENERAL TERMS & CONDITIONS

4.1 Bump-In & Setup – Festival setup will commence on Thursday 9 March 2023, to help prepare the venue for the first session on Friday evening, we need all machines delivered prior to this time. If you are unable to deliver the machine during this time, please let us know and we’ll work with you to make alternate arrangements.

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 festival. Exhibitors will not be able to switch-off their machines during the festival without approval of the organisers, with the exception of an irreparable technical fault.

4.3 For Sale Notices – The Festival will provide “For Sale Notices” for each pinball machine on the show floor that is intended for sale by the owner. Exhibitors and Vendors may not place their own advertising material or promotional flyers on machines. The purpose behind these cards is to create uniformity across the Festival for patrons to easily distinguish which machines may be available for sale. Vendors will be provided with adequate promotional display space for commercial promotion activities.

4.4 Moving Machines – Once the Festival has commenced machines may not be moved without prior approval of the organisers. No equipment (trolleys, toolboxes, cleaning equipment) should be moved onto the show-floor during freeplay sessions. Vendors may maintain a space within their booth for their own equipment; Exhibitors will be allocated a space not accessible by the general public to store any belongings during the festival.

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. If you have a concern or query regarding security during the festival, please reach out to us to discuss.

4.7 Transport – It is the vendor’s/exhibitor’s responsibility to transport their own pinball machines and equipment to and from the West Coast Pinball Festival. Festival crew members will be on-hand to assist vendors/exhibitors during the bump-in and bump-out process. The festival may provide a Perth-metro machine pick-up and drop-off service depending on demand. If you’re interested in this service, please let us know.

4.8 Festival Floorplan – All vendors/exhibitors will be required to abide by the approved Festival Floorplan.

4.9 Bump-Out – Festival pack-up is on Sunday, 12 March, 2023 following closure of the Super Session. 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 venue management.

4.10 Removal of MachinesVendors/Exhibitors agree to leave machines in-service until the closure of the Festival on Sunday, 12 March, 2023. Machines sold at the festival are not to be moved or transported from the premises before the closure of the Festival. If early removal is required, an early exit fee shall be charged ($50) – subject to approval by the organisers. Machines may only be moved outside general public access times.

4.11 Technician Access – Technicians will be available, as time allows, to assist with diagnosis and minor repairs needed to keep machines running for the duration of the Festival. Any repairs or parts will be the responsibility of the machine owner 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 display, however must not place advertising material and promotional flyers on machines – uniformity across the machines is a critical requirement. Exhibitors may advertise their machines “for sale” in accordance with the Festival-provided For Sale Notices (4.3). Any Exhibitor intending on commercially promoting products or services at the Festival must seek prior approval from the organisers – please reach out to us to discuss.

4.13 Breaches – We highly doubt this will happen, and expect everyone to get along nicely, but in any case we need to cover this. At any time during the Festival, any vendor/exhibitor that flagrantly breaches acceptable behaviour standards or these terms and conditions may be asked to leave the venue, and have their Exhibitor pass cancelled. We all represent the pinball community and want to put on a good show for the community, so lets support one another and come together for a good cause.

4.14 Inductions – The venue may require exhibitors and vendors to undertake an induction prior to the festival. The festival organisers will provide information required to complete this induction.

OVERVIEW

  • Only Pinball Machines in good working order with no faults may be exhibited at the Festival.

  • Exhibitor passes will provide General Admission for the duration of the Festival for exhibitors.

  • Machines will need to arrive during Bump-in, outside of these times by negotiation with the Organisers.

  • Machine cards will be provided for each machine by the Festival.
  • Machines will remain in operation for the duration of the festival and may not be removed early without approval.
  • Vendors/Exhibitors are solely responsible for their pinball machines, products, equipment and security. The Festival will provide on-site 24/7 security.

  • All machines and equipment must be removed from the venue by 6.00PM Sunday, 20 September 2020.

  • Technicians will be available if time permits to assess, diagnose, and make minor repairs on machines.

  • Vendors may advertise products and services within their allocated floorspace. Exhibitors can indicate if the machine is “for sale” on machine-spec cards provided by the Festival.

1. PURPOSE

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. DEFINITIONS

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.

2. PINBALL MACHINES & APPROVAL TO EXHIBIT

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. GENERAL TERMS & CONDITIONS

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.

PLAY COMPETITIVE PINBALL

Did you know? Competitive pinball events for players of all ages and abilities are regularly held by local representatives of the IFPA (International Flipper Pinball Association).

 

Compete for fun and earn points towards increasing your world-ranking. To find out more and register FREE to play, head over to the IFPA web site!

 

VISIT IFPA

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