GUIDELINES AND POLICIES
Exhibitor and Ventor Booth Rules and Regulations
LOAD-IN TIME *Friday 12pm-7pm Saturday 7:30am-9:30am VENDOR BOOTHS Vendor Booth area is 10x10 and includes one table, one chair, and two passes. Displays cannot exceed 15ft high. Vendors can bring additional tables and shelving. (Corner booths include two tables) Artist Booths are 8x8. EXHIBITOR DETAILS -All materials must be “All Age Appropriate” -Food, Firework, and Weapon sales are PROHIBITED. -Each Vendor/Artist receives 2 Exhibitor Wristbands per table. 2 more additional wristbands max can be purchased for $20 per person during check-in/load-in. • Bring your own tablecloths, displays, and signage. • Displays cannot exceed 10 ft high. • Square and Paypal card readers work in the convention center but WiFi is only available through the CC at an additional cost. • No Subletting or Sharing your table of any kind. • Due to the high volume of exhibitors we do not take seating requests. • Con staff can not run your space or provide breaks. • No more than 2 people behind any Artist Alley Table. No exceptions. • No small children can accompany you in your exhibitor space during Load-In, Load-Out, or during show hours. • About 2 weeks before the event an Exhibitor Details Email will be sent to the email on your application. Cosplay World is not responsible for any lost, damaged, or stolen items. Cosplay World reserves the right to cancel any exhibitor at any time. REVIEW All applications will be reviewed by our judging committee and approved exhibitors will be notified within two weeks if accepted. If you do not hear back within 2 weeks feel free to follow up through our Facebook page. PLEASE NOTE: An application is not a guarantee or reservation for a booth. HELP If you have questions about this application message the Cosplay World via email at email@example.com PAYMENT Full payment is due before announcing on website and social media. Unpaid spaces will go to the next person on the wait list. Please Note: Spaces are limited for each option and will be given out at a first come, first serve basis. ELECTRICAL Power is not included with your table or booth. You can purchase power through the Greater Richmond Convention Center. Power can be purchased after booth placements have gone out (Roughly 2 weeks prior to the show). REFUND POLICY If you need to cancel for any reason we will issue you a 50% refund IF we are able to sell your space. If the space goes unsold no refund will be issued. All refunds for any reason will also subtract the Paypal Fees at the applicant's loss. LATE EXHIBITORS Any exhibitor who has not arrived by 9:30 on Saturday morning will forfeit their table and not be eligible for a refund. LOAD-OUT All areas must be clean of debris or you will be subject to a clean up charge of $75. Do not leave any trash behind. Any damages made TO the building will be subject to penalty.
- All tickets gain entry to Cosplay World. - Separate tickets may need to be purchased for certain events. - Any pass purchased by the mailing deadline will be mailed. BADGES WILL NOT BE MAILED IMMEDIATELY AFTER YOUR ORDER. - Passes purchased after the mailing deadline will need to be picked up at the convention. - Tickets will be cheaper before the event than during the convention online and onsite. If you have a problem with your tickets, please contact firstname.lastname@example.org.
Cosplay and Costume Weapons Policy
We understand that cosplay is what Cosplay World is all about. So we want to make sure that everyone has a fun and safe time at the con. Please read this policy and follow the rules! If you violate this policy, you could be asked to leave Cosplay World without a refund. Any weapon that could seriously hurt somebody is not allowed. Specifically, but not limited to: Functional firearms – that includes paintball, airsoft, bb guns, cap guns, any gun that shoots a real projectile or causes a real explosion. Realistic firearms – any gun that could be confused for a real gun. If it looks like a real gun, it cannot come into Cosplay World. Realistic prop guns with brightly-colored caps are not allowed. Prop weapons made of a hard material such as metal, wood, or glass Functional projectile weapons – any weapon (crossbow, slingshot, etc) that discharges a projectile Metal-bladed weapons Whips Explosives Blunt weapons like bats, clubs, or hockey sticks Loud props such as whistles, horns, etc. Prop weapons are allowed at Cosplay World, as long as they meet the following criteria; That they are composed of cardboard, foam, something light. Prop firearms are allowed only if they cannot be mistaken for real weapons. Prop bows will be allowed providing all arrows have soft tips and will not be shot. Prop weapons will be allowed into Cosplay World at the discretion of Cosplay World staff and uniformed security personnel. Safety is paramount, we will always err on the side of caution. There will be no place to store prohibited weapons on-site. If you have a weapon that is prohibited, you will be escorted from the building and not allowed back in with the weapon. We love costumes, good guys, bad guys, and everything in between! However, hateful symbols aren’t welcome at Cosplay World. Historical costumes can be great, but reminders of unspeakable atrocities are not appropriate, ever. This includes any sort of “ironic” or satirical costumes that re-appropriate Nazi paraphernalia or gear. Please be advised the Richmond Convention Center has their own cosplay guidelines to be followed while in the convention center, which Cosplay World attendees are asked to abide by while at the show. The policies are as follows: No one will be permitted to be topless in or on convention center property; this applies to all genders: male, female or non-binary. Liquid latex, body paint or makeup, and/or pasties shall not be acceptable costumes or clothing. All “private parts” must be covered by actual clothing and must not be visible through the clothing. If the costume calls for a thong, G-string, pasties or other similar items, a bodysuit or leotard must be worn beneath it. Official law enforcement, emergency services, or military personnel uniforms are not permitted, nor shall anyone impersonate or attempt to impersonate such individuals.
Panel Rooms Policy
All of the panel rooms at Cosplay World this year are considered “free flow,” which means you may come and go from each room as you please.
We want Cosplay World to be an awesome and safe event for every fan, guest, and exhibitor, and in response to recent events, we’ve worked closely with our security team and the Richmond Convention Center to review and heighten our overall security plan. We apologize these changes are so close to Cosplay World, but we feel we need to make these updates to keep Cosplay World safe and fun for everyone… – There will be only one entrance to the Richmond Convention Center during Cosplay World. – All attendees with bags, backpacks, purses, etc. will need to go through a bag check at this entrance. – Attendees with cosplay props will go through a weapons check at this entrance. – We will have uniformed police and police dogs at this entrance and throughout the con. – Our Cosplay Prop Policy will not change, but please read it again before you attend. Functional firearms and realistic props that could be confused for real guns are not and have not been allowed at Cosplay World. – All Cosplay World participants must follow these rules, and there’ll be a separate check-in area for exhibitors, press, artists, panelists, and VIPs. To make your entry to Cosplay World quick and smooth, we suggest you arrive early, don’t bring a bag, and make sure any cosplay props don’t conflict with our prop policy. We’re not looking to restrict your fun, and we want to keep Cosplay World a community that is inclusive, welcoming, and safe – and I want to thank our security team and the Richmond Convention Center for all their hard work to assure Cosplay World continues to become the premier cosplay con in the world.
Cosplay World is committed to fostering an atmosphere where fans can count on a safe, inclusive, and rewarding comic-con experience. Cosplay World is meant to be an inclusive space for fans, with a zero-tolerance policy against harassment, groping, stalking, and inappropriate photography. Gender-based harassment doesn’t have to happen in the workplace to be unacceptable. Harassment includes, but is not limited to, verbal comments that reinforce social structures of domination related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion; deliberate intimidation; stalking; following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; and unwelcome sexual attention. Harassment of any kind is unwelcome at Cosplay World and will not be tolerated. Violation of this policy will result in removal from the event. Should you feel like you are being harassed, please find the nearest staff member so that a report can be made.