South Texas Gamers’ Expo and McAllen Convention Center Policies for Exhibitors
CANCELLATION POLICY: Exhibitors who cancel exhibit space more than 90 days prior to the opening day of the event will be refunded their purchase price minus a $50.00 Cancellation Fee. Exhibitors who cancel exhibit space less than 90 days prior to the opening day of the event, but more than 60 days prior to the opening day of the event, will be refunded 50% of total purchase price. There will be no refunds for cancellations made less than 60 days prior to the opening day of the event.
TEXAS SALES TAX: It is required by Texas Law that all sellers have an active Texas Sales Tax Permit. Your Texas Sales Tax I.D. number should be provided to South Texas Gamers’ Expo upon reservation of Exhibitor Space. If you do not have a Texas Sales Tax I.D. number at the time of your reservation you may still reserve your space but will be required to provide a copy of your Texas Sales Tax Permit before setting up to sell at the event. If your Texas Sales Tax Permit is inactive you are required to update it prior to selling at the event. Texas law requires an 8.25% sales tax be charged on purchases made inside the state.
It’s free to apply for a Texas sales tax permit. Register online at comptroller.texas.gov/taxpermit
NO-BOOTLEG POLICY: Our No-Bootleg Policy will be in effect during the event. Under no circumstances shall exhibitors display or sell grey market goods, otherwise known as “bootleg”, “pirated” or “counterfeit” merchandise. Possession or sale of unauthorized materials is at the exhibitor’s own risk. Items found to be in violation will be removed from display for sale immediately.
EXTRA EXHIBITOR PASSES – Every Vendor Market and Artist Alley space includes 2 Exhibitor Passes. Additional Exhibitor Passes may be purchased during check in for $20 each.
ELECTRICITY – Electricity can be purchased from the McAllen Convention Center for $65 if purchased in advance. Please use the “Electrical Work Order Form” to purchase your electricity in advance. Electricity can also be purchased during Set Up hours on Saturday Sept. 10th for $75.
PIPE AND DRAPE – Pipe and drape can be purchased during set up hours, and are not included with the purchase of your booth.
FOOD AND DRINK: Outside food and drinks are not permitted inside the McAllen Convention Center.
BOOTHS AND TABLES PURCHASED MUST BE OCCUPIED BY PURCHASER DURING EVENT HOURS. Early tear down is not permitted. If your booth is not set up or is unoccupied during event hours it may be claimed by South Texas Gamers’ Expo without refund.
VENDOR MARKET DISPLAY GUIDELINES – Vendors may bring their own tables, grid wall, shelving etc. to build displays. Displays must not extend into another exhibitor’s space or into aisles. If your display does not adhere to these policies you will be asked to rearrange your display.
ARTIST ALLEY DISPLAY GUIDELINES – Grid and shelving displays are permitted on the tabletop only. Easels and banners are allowed on the floor directly behind your table, but cannot extend more than 3 feet behind the table. Displays must not block space between tables, extend into another artists’ space or into aisles. If your display does not adhere to these policies you will be asked to rearrange your display.
GENERAL DECOR POLICY
Helium balloons, glitter, candles, confetti, and streamers are not allowed.
Use of tape or adhesive products, nails, tacks, pins, etc. on any surface in the facility is not allowed.
Fire hose cabinets, fire pull stations, aisle ways and exits may not be blocked or obstructed.
Open flames, toxic or hazardous material are not permitted in the facility.
FOOD VENDORS – Food vendors are subject to approval by the McAllen Convention Center. Contact us for more information.