GatorVerse
Comic Con

Vendor Terms and Conditions

 

GatorVerse Comic Con — July 17, 2027, Heymann Center, Lafayette, LA

 

These Vendor Terms and Conditions apply to all vendors and artists participating in GatorVerse Comic Con. By submitting a vendor or artist application and/or payment, the applicant agrees to be bound by these terms.

 

1. Event & Booth Details

 

  • Event date: Saturday, July 17, 2027
  • Setup day: Friday, July 16, 2027 (vendor load-in window to be confirmed — see Section 8, Load-In & Load-Out)
  • Venue: Heymann Center, Frem F. Boustany Convention Hall, 1373 S. College Road, Lafayette, LA 70503

  • Inline booths (10' wide × 8' deep): our first 10 are $225 and the next 12 are $265 (founding rates). Early-bird pricing through February 28, 2027 is $300. Corner booths (10' × 8') are $375. Artist Alley tables are $200. Starting March 1, 2027: inline $350, corner $425, artist table $225. Founding rates end when sold out or December 31, 2026, whichever comes first. See our Vendors & Artists page for the current count.

 

2. Booth Assignment

 

  • Booth locations, including corner vs. regular vs. artist table tier, are assigned by event organizers and are non-transferable without written approval.
  • Organizers reserve the right to modify the floor plan as needed.

 

3. Payment Terms

 

  • Invoices are due within 7 days, unpaid invoices expire and release the space, the rate is set at approval, and founding order is determined by your approval records.
  • A vendor space is not guaranteed until full payment has been received and confirmation has been issued by GatorVerse Comic Con, LLC.
  • The rate stated on your invoice is the rate that applies.

 

4. Booth Occupancy Limit

 

  • Each booth is limited to a maximum of three (3) people at any time (vendor plus staff/helpers) and Artist Tables are limited to a maximum of two (2) people at any time (Artist plus staff/helpers), consistent with fire code and aisle-space requirements.
  • Vendors needing to exceed this limit must request pre-approval and pay for additional vendor badges from GatorVerse Comic Con in advance of the event.
  • Vendors stay within their space, keep aisles clear, follow fire code and venue rules (no open flame, no helium, no obstructing exits), and keep booths staffed during show hours.

 

5. Vendor Conduct & Merchandise

 

  • Vendors may only sell merchandise consistent with the family-friendly nature of the event.
  • No unauthorized subletting of booth space.
  • No counterfeit, bootleg, or unlicensed merchandise. Vendors may not sell counterfeit goods or unauthorized/unlicensed reproductions of copyrighted or trademarked characters, artwork, or property. GatorVerse Comic Con reserves the right to inspect booths and remove any suspected counterfeit or bootleg merchandise, and to remove the vendor from the event without refund.
  • No undisclosed AI-generated merchandise. Merchandise, prints, or artwork generated primarily by artificial intelligence tools may not be sold unless clearly disclosed as AI-assisted/AI-generated and pre-approved by GatorVerse Comic Con. This applies with particular emphasis to Artist Alley tables, which are reserved for original, hand-created work by the artist.

 

6. Prop & Replica Weapons Policy

 

  • Prop and replica weapons (swords, knives, firearms replicas, and similar items) may be displayed and sold subject to the requirements below.
  • No functional weapons. Items must be non-functional replicas — no live blades, no firing mechanisms, no functional edges or points.
  • Peace-bonding required. All displayed and sold prop/replica weapons must be peace-bonded (secured with a non-removable zip tie or tag) at all times on the show floor, consistent with standard convention practice.
  • All prop/replica weapons for sale must comply with applicable Louisiana state and local law; vendors are responsible for their own legal compliance.
  • GatorVerse Comic Con and/or venue security reserve the right to inspect any prop/replica weapon at load-in and at any time during the event, and to require immediate removal of any item or vendor found in violation of this policy.

 

7. Electrical & Power

 

  • Electrical power is not guaranteed at every booth. Vendors requiring power must request it in advance of the event; availability and any associated fee will be confirmed prior to the show.
  • Vendors must bring their own extension cords and power strips as needed. Daisy-chaining of power strips and overloaded circuits are prohibited for fire safety.

 

8. Load-In & Load-Out

 

  • Load-in occurs on Friday, July 16, 2027; exact load-in window: TBD — TIME WINDOW TO BE CONFIRMED.
  • Load-out begins after the show closes on Saturday, July 17, 2027; exact load-out window: TBD — TIME WINDOW TO BE CONFIRMED.
  • Vendors may not begin tearing down or packing up their booth before the official close of the show. Early teardown disrupts the show floor for attendees and other vendors and may affect eligibility for future GatorVerse events.
  • Any merchandise, display materials, or booth equipment left behind after the load-out window closes will be considered abandoned and may be disposed of or donated by GatorVerse Comic Con or the venue.

 

9. Liability, Insurance and Taxes

 

  • Vendors participate at their own risk; GatorVerse Comic Con and the Heymann Center are not liable for lost, stolen, or damaged goods.
  • Vendors are responsible for obtaining any required Louisiana state and local sales tax registration and for collecting and remitting tax. GatorVerse does not do this for vendors.
  • We encourage vendors to carry liability and inventory insurance.

 

10. Indemnification

 

  • Each vendor agrees to indemnify, defend, and hold harmless GatorVerse Comic Con LLC, its organizers, volunteers, and the Heymann Center from and against any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising out of or related to the vendor's products, booth, conduct, or presence at the event, except to the extent caused by the gross negligence or willful misconduct of GatorVerse Comic Con LLC.

 

11. Media & Photography Release

 

  • GatorVerse Comic Con may photograph and record the event, including vendor booths and displays, for use in promotional and marketing materials. By participating, vendors consent to this use.

 

12. Digital Show Program & Advertising

 

  • GatorVerse Comic Con LLC will produce a digital/interactive show program in place of a static printed program.
  • A basic vendor directory listing is included for all vendors and artists at no additional cost; paid upgrades are available per the current rate sheet.
  • Content for the digital show program (vendor descriptions, images, links, Show Specials, etc.) is due approximately three (3) weeks prior to the event.
  • GatorVerse Comic Con reserves the right to reject inappropriate or non-compliant ad or listing content.
  • Exact placement/page position within the digital program is not guaranteed.
  • Vendors are responsible for fulfilling any Show Specials they list in the program.
  • The digital show program will remain live after the event concludes, unless a vendor requests removal of their listing.

 

13. Vendor Cancellation & Refund Policy

 

  • Booth fees are non-refundable once payment has been submitted, except as stated in this Section.

  • If a vendor cancels on or before May 18, 2027, the amount paid for the booth or table converts to a one-time credit toward a future GatorVerse Comic Con LLC event held within 24 months. The credit is non-cash and non-transferable. Electricity and other add-ons are not credited.

  • If a vendor cancels after May 18, 2027, or does not appear, no refund or credit is given.

  • If the event must be canceled, postponed, or relocated due to circumstances beyond the reasonable control of GatorVerse Comic Con LLC, including severe weather, natural disasters, government restrictions, venue issues, or other force majeure events, GatorVerse Comic Con LLC will make reasonable efforts to reschedule the event or transfer vendor registrations to the rescheduled event. Refunds, if any, will be determined based on the circumstances and expenses already incurred.
  • GatorVerse Comic Con LLC reserves the right to remove or refuse participation by any vendor that violates these Vendor Terms & Conditions, venue rules, applicable laws, or event policies. In such cases, booth fees and other payments may be forfeited.

 

14. Event Changes

 

  • Organizers reserve the right to modify event dates, times, or format due to circumstances beyond their control, including weather or venue issues.
  • We may update these terms; the version in effect when your application is approved applies to you.

 

15. Governing Law

 

  • These Vendor Terms and Conditions are governed by the laws of the State of Louisiana, without regard to conflict-of-law principles. Any disputes arising under these terms will be resolved in the parish courts of Iberia Parish, Louisiana.