These Terms & Conditions (“Terms”) apply to all exhibitors, traders, vendors, artists, and their staff (“Exhibitor”) participating in any event operated by GeekExpoAustralia (“the Organiser”).
By submitting an application, making payment, or occupying a booth space, the Exhibitor agrees to be legally bound by these Terms.
FINAL MASTER VERSION
Effective Date: Jan 2026
Issued by: GeekExpoAustralia Pty Ltd (“GeekExpoAustralia”, “the Organiser”, “we”, “us”, or “our”)
In these Terms & Conditions, unless the context otherwise requires:
“Booth” means the allocated exhibitor space, table, stall, artist alley space, vendor location, activation area, or other licensed event space assigned by the Organiser.
“Event” means any exhibition, convention, market, expo, festival, pop culture event, artist alley, collectibles fair, or related activation operated, managed, or promoted by GeekExpoAustralia Pty Ltd.
“Exhibitor” means any trader, artist, vendor, creator, sponsor, organisation, company, contractor, guest seller, or individual approved to participate in the Event.
“Products” means all merchandise, goods, artworks, signage, displays, promotional materials, fixtures, fittings, furniture, technology, equipment, stock, decorations, props, or materials brought into the Event by the Exhibitor.
“Venue” means the physical premises where the Event is conducted.
“Exhibitor Personnel” means employees, volunteers, agents, contractors, assistants, representatives, family members, or any person acting on behalf of the Exhibitor.
(a) Headings are for convenience only and do not affect interpretation.
(b) Singular words include plural meanings and vice versa.
(c) References to legislation include amendments, replacements, or successor legislation.
(d) Any right exercisable by the Organiser in its discretion may be exercised reasonably and in the interests of event safety, operations, brand integrity, and attendee experience.
Exhibitors are strictly limited to occupying only the Booth space allocated by the Organiser.
All Products, displays, furniture, promotional materials, signage, storage containers, and associated equipment must remain wholly within the boundaries of the allocated Booth at all times.
No item may:
The Organiser reserves the right to require the immediate adjustment, reduction, repositioning, or removal of any item that breaches this clause.
Exhibitors must maintain a professional, clean, safe, and visually appropriate presentation of their Booth.
The Organiser reserves the right to require changes to displays that are unsafe, offensive, misleading, disruptive, inappropriate for a family-friendly environment, or inconsistent with the Event’s standards.
Exhibitors may only display, promote, or sell products approved as part of their application.
The Organiser may prohibit any product category, merchandise, or activity not disclosed during the application process.
The Organiser may issue Exhibitor access passes for approved personnel.
Exhibitor passes:
No Exhibitor may dismantle, remove stock, pack down, or vacate their Booth before the official closing time without prior written approval from the Organiser.
Unauthorised early pack-down may result in:
Exhibitors may take reasonable photographs or video of their own Booth for personal or promotional use.
Commercial filming, professional photography, influencer content, livestreaming, media interviews, or organised content capture requires prior written approval from the Organiser.
The Organiser reserves the right to prohibit recording where it interferes with attendee privacy, event operations, intellectual property, or commercial arrangements.
The Organiser reserves the right to amend floorplans, Booth allocations, layouts, access points, and traffic flow arrangements where reasonably required for:
Where practical, the Organiser will attempt to consult with affected Exhibitors prior to relocation.
Relocation does not constitute breach of contract where substantially similar space is provided.
Where a relocation materially and substantially reduces the Exhibitor’s commercial positioning or contracted footprint, the Exhibitor may submit a written objection within seven (7) days of notice.
If a reasonable resolution cannot be achieved, the Organiser may, at its discretion:
(a) maintain relocation;
(b) provide alternate placement; or
(c) cancel participation and refund fees paid as the Exhibitor’s sole remedy.
The Organiser shall not be liable for consequential loss, lost profits, reputational harm, travel costs, staffing costs, or business interruption arising from relocation.
All electrical equipment used at the Event must comply with:
This includes:
Where required by law or Venue policy, electrical equipment must be tested and tagged by a qualified technician before bump-in.
The Organiser may inspect electrical equipment at any time.
The Organiser may prohibit use of any equipment that is:
Unsafe equipment may be disconnected or removed immediately without liability.
The Organiser provides no warranty regarding uninterrupted electricity supply and accepts no liability for outages, surges, failures, venue disruptions, or consequential losses.
Exhibitors are responsible for ensuring their own power needs are suitable.
Exhibitors must maintain their Booth in a clean, tidy, hygienic, and safe condition throughout the Event.
Exhibitors are solely responsible for disposing of rubbish, packaging, stock waste, food waste, promotional material, and unwanted items generated by their Booth.
Common area cleaning provided by the Organiser does not include Booth cleaning.
Exhibitors must not:
Any damage caused by the Exhibitor or Exhibitor Personnel must be paid for by the Exhibitor upon demand.
Any property left behind after bump-out deadlines may, without liability:
All associated costs are recoverable from the Exhibitor as a debt.
All invoices must be paid by the due date specified by the Organiser.
Failure to pay may result in cancellation of participation.
Where payment is overdue, the Organiser may impose a reasonable administration fee reflecting actual recovery costs and reserves the right to pursue debt recovery.
The Exhibitor is liable for all reasonable recovery costs, including legal expenses.
Payments made by card may incur processing fees disclosed at checkout.
Such fees are non-refundable where charged by payment providers.
The Organiser may refuse access, setup, or trading rights where any amount remains unpaid.
Booths may be reassigned without releasing the Exhibitor from outstanding payment obligations.
If an Exhibitor cancels participation, the following cancellation fees apply:
| Notice Period | Cancellation Fee |
|---|---|
| More than 28 days | No fee / Full refund |
| 21–28 days | 25% payable |
| 14–21 days | 50% payable |
| 7–14 days | 75% payable |
| Less than 7 days | 100% payable |
These fees reflect a reasonable estimate of administrative, marketing, floorplan, and vacancy losses.
Failure to pay invoices by due dates may result in immediate cancellation without refund.
The Organiser may terminate participation immediately for:
No refund is payable where termination results from Exhibitor breach.
GeekExpoAustralia maintains a strict family-friendly environment. All Exhibitors must ensure their Booth, Products, displays, and conduct are appropriate for all ages unless explicitly approved otherwise in writing.
Adult-oriented material may only be sold where permitted by law and must be:
The following is strictly prohibited at all Events:
Immediate removal and/or expulsion may apply for breach.
The display, playback, projection, or public presentation of adult video content, explicit animations, or pornographic media is strictly prohibited.
Non-compliance may result in immediate removal from the Event without refund.
The sale or distribution of counterfeit, bootleg, or unlicensed merchandise is strictly prohibited.
This includes unauthorised use of:
Exhibitors must be able to verify licensing upon request.
To protect original creators and maintain event integrity, the following are prohibited unless explicitly approved:
Only original works, independent designs, or legitimately commissioned creator goods are permitted.
The Organiser may inspect all Booths and goods at any time.
Breach may result in:
The following are strictly prohibited:
Cosplay props and replica items may be permitted only if:
Any permitted prop or replica must not:
The Event Safety Officer has full authority to:
Their decision is final on-site.
Failure to comply may result in:
Exhibitors must comply with all applicable laws and regulations, including:
Exhibitors are solely responsible for obtaining any required licences or approvals for:
No Exhibitor may conduct any unlawful activity at the Event.
The Exhibitor indemnifies GeekExpoAustralia against all claims, losses, liabilities, fines, penalties, costs, and damages arising from:
Exhibitors must maintain, at their own expense:
The Organiser may request proof of insurance at any time.
All Exhibitor property is brought to the Event at the Exhibitor’s sole risk.
GeekExpoAustralia accepts no responsibility for:
Where required by law, Exhibitors must maintain workers compensation insurance for all staff and contractors.
The Exhibitor indemnifies GeekExpoAustralia, its directors, employees, contractors, and agents against all claims arising from:
This indemnity survives termination of participation.
GeekExpoAustralia is not liable for any failure or delay caused by events beyond reasonable control, including:
To the maximum extent permitted by law, GeekExpoAustralia is not liable for:
No refunds are payable where the Event is disrupted, postponed, or cancelled due to Force Majeure events.
The Organiser is not responsible for failures of third-party providers including venues, contractors, utilities, or suppliers.
All Exhibitors must behave professionally, respectfully, and lawfully.
The following is prohibited:
The Organiser may:
No refund applies where removal occurs due to misconduct.
Exhibitors are solely responsible for ensuring their products do not infringe any intellectual property rights.
Exhibitors indemnify GeekExpoAustralia against all claims arising from IP infringement.
By participating, Exhibitors grant GeekExpoAustralia a perpetual, royalty-free licence to:
Exhibitors may request exclusion from media capture in writing prior to the Event, subject to operational feasibility.
Exhibitors must ensure their Booth, conduct, and operations do not create risks to health or safety.
This includes maintaining:
Exhibitors must comply immediately with all lawful directions issued by:
The Organiser may immediately shut down or restrict any Booth or activity considered unsafe.
No compensation is payable for safety-related shutdowns.
All signage, displays, lighting, and promotional materials must remain strictly within allocated Booth space.
Flyers, samples, or promotional materials must not be distributed outside the Booth without prior written approval.
Exhibitors must not:
The Organiser may remove any signage or material that breaches these rules without notice.
Exhibitors must ensure noise levels remain reasonable and do not disrupt:
Use of microphones, speakers, amplified sound, or audiovisual playback is prohibited unless approved in writing.
The Organiser may:
GeekExpoAustralia accepts no responsibility for:
Security presence does not constitute custody or safekeeping of Exhibitor property.
Exhibitors are solely responsible for securing their own goods at all times, including during:
Exhibitors must strictly adhere to all bump-in and bump-out schedules issued by the Organiser.
Failure to comply with scheduled times may result in:
Any items not removed within the required timeframe may be:
The parties agree to attempt to resolve disputes in good faith through direct negotiation.
If unresolved, disputes may be referred to mediation before escalation to legal proceedings.
Depending on Event location, governing law applies as follows:
The parties submit to the exclusive jurisdiction of courts within the applicable jurisdiction.
These Terms constitute the entire agreement between the parties and supersede all prior discussions or representations.
The Organiser may amend these Terms where reasonably required for operational, legal, or safety reasons.
If any provision is held invalid or unenforceable, the remainder of the Terms shall continue in full force.
Failure by the Organiser to enforce any provision does not constitute waiver of that provision.
Exhibitors may not assign or transfer their rights without written consent of the Organiser.
By applying for, paying for, or participating in any GeekExpoAustralia Event, the Exhibitor acknowledges and agrees that:
GeekExpoAustralia Pty Ltd
Exhibitor Agreement – Final Master Version
When applications are available, click the APPLY NOW button above. Complete the application form and submit payment. Your participation in the show is not guaranteed until show management has approved your application and you have received an acceptance email.
Any requests for specific booth locations need to be clearly indicated on your application. We do our best to accommodate requests, but we cannot provide a guarantee.
No, we do not provide elements like power or internet.
Most, if not all, the venues we use have parking facilities that Exhibitors can use. Details of these facilities will be sent to you in your information packet prior to the show, along with details on cost (if any) and how/where you can collect parking passes. Please note that some venues have size/overnight restrictions. In the event your vehicle falls into a restricted category, you will need to arrange your own parking.
You can collect your passes from the Exhibitor Services Desk. The location of this desk will be sent to you in an information packet prior to the show. You can purchase additional passes in advance or at this desk, too.
All Exhibitors will be informed of the dates and times for set-up and set-down in information packets sent out prior to the show. At some larger venues, you will be assigned a specific date and time for when you can begin setting up your booth. If you require additional time/early access, please contact our Exhibitor Team at info@geek.events. We try to accommodate requests; however, we cannot provide guarantees.
Approximately 2 weeks prior to the start of the show.
For all exhibitor-related inquiries, please get in touch with our team at info@geek.events
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