It’s important to us that everyone who attends the convention have a welcoming, fun, and safe experience. These policies have been developed so that everyone can have a wonderful and memorable weekend.

By purchasing a ticket to the Saskatchewan Entertainment Expo, you agree to the following terms and conditions:

1. A valid wristband must be worn at all times to gain entry to the Saskatchewan Entertainment Expo. Proper placement of the wristband around the wrist is necessary for admission. Wristbands pinned to clothing or costumes, or wristbands not worn on the wrist will not be accepted at the point of admission.
2. Damaged, altered, or torn wristbands will not be accepted upon entry.
3. Wristbands are not transferrable to any other person, or redeemable for cash.
4. Wristbands are only valid for the event and date for which they are issued.
5. Wristbands cannot be replaced if lost, stolen, damaged, or destroyed under any
   circumstances.
6. Wristband holder agrees to abide by all posted signage requesting him/her to not take photos/video in any area where it is posted as prohibited.
7. Attendees are not allowed to solicit for sales of any type, nor distribute flyers, business cards, or any other item at the show without the express WRITTEN permission of the Saskatchewan Entertainment Expo.
8. It is prohibited to make reproduction of any kind of the wristband.
9. All wristbands remain the sole property of the Saskatchewan Entertainment Expo. Wristbands may be confiscated by Saskatchewan Entertainment staff without compensation for any reason deemed fit.
10. Unauthorized or unlawful resale or attempted resale is prohibited by law and is grounds for immediate seizure of the wristband without compensation.
11. Management reserves the right to revoke/refuse admission to or to eject from the event/venue; any person(s) who fails to comply with the rules and regulations of the event or venue and all applicable laws.
12. The wristband holder consents to use of his/her image and/or likeness by media now known, or hereafter devised for advertising, and/or any other promotional purposes as deemed fit by the Saskatchewan Entertainment Expo.
13. Wristband bearer assumes all risk and danger of personal injury, damage to property, including death, and all other hazards arising from, or related in any way to, the event for which the wristband is issued, caused by negligence, gross negligence, or otherwise, and the holder releases and indemnifies the Saskatchewan Entertainment Expo, it’s employees, and its agents from any and all liabilities and/or claims resulting from such risk, danger, damage, injury or death.
14. The Saskatchewan Entertainment Expo, and the staff of Prairieland Park, reserve the right to search any person and/or their bags and items at any time at the show. Purchase of any ticket type indicates your consent to allow searches.
15. By purchasing the wristband you are agreeing to abide by the Saskatchewan Entertainment Expo policies.

Please note: The Saskatchewan Entertainment Expo reserves the right to change and/or alter these terms and conditions at any time deemed necessary.

The Saskatchewan Entertainment Expo understands that Cosplay is an important part of the vibrant tapestry that is nerd-culture. We want to do our part to support and nurture Cosplay culture while maintaining standards of safety. If you’re planning to Cosplay at the Saskatchewan Entertainment Expo, please read through these policies and familiarize yourself with them. If in doubt, contact us with questions and/or concerns.

Introduction to the Prop and Costuming Policy

The Saskatchewan Entertainment Expo strives to ensure that all of its staff, crew members, and attendees are provided with a safe and secure experience while attending our event. To facilitate this goal, the Expo will make every reasonable effort to educate and enforce compliance in all areas of hazard mitigation, accident prevention, and injury prevention. The Expo will create and enforce policy based upon this mandate.

Sask Expo understands and acknowledges that a large component of the cosplay costumes require the use of props and weaponry. We would like to continue to encourage our attendees to enjoy the cosplay experience but must also enforce rules and guidelines that will ensure the safety of all staff, crew members, and attendees.

General Rules and Regulations

This section outlines the Saskatchewan Entertainment Expo policies, rules, and regulations in regards to any and all props, weapons, and costumes being brought to or being displayed at our event. As there are too many props and items to individually define, the following general guidelines for weapons and props and how they will be handled at the venue have been defined;

Illegal and Restricted Items

Any weapons and/or props that are classified as “illegal” or “restricted” under City, Provincial, or Federal mandate are categorically barred from The Saskatchewan Entertainment Expo.

Visual Identification and Concealment

Any item that may be mistaken for a weapon by any person at a range of 25 feet will be considered to be classified as a weapon and will not be allowed. Weapons and Props MUST be in plain view at all times and not concealed. The item will be considered a weapon in such circumstances as;

1. A Police Officer could mistake it for a weapon at a range of 25 feet in the dark.
2. It could be concluded that the item in question could reasonably cause physical harm, could be used to cause physical harm, or could be used to make a person believe that they could come to physical harm.
3. The item in question could be used in such a manner to menace, threaten, or harass another individual.

Presentation and Inspection

ALL props and weapons must be presented to the Props and Costume Compliance Team on arrival at the venue to be peace bonded. Failure to adhere to this regulation may result in your prop/weapon being confiscated, or revocation of your convention pass.

1. The Props and Costume Compliance Team and Event Staff will have the final say on whether a prop or weapon will be allowed at the convention.
2. Any weapon or prop that does not pass peace bonding must be removed from the venue or checked into the Props Room immediately. Failure to comply with this mandate may result in revocation of your convention pass.

Intimidation

At NO time will any attendee use their props or weapons in any way that may be insinuated as an assault, an act of intimidation, or in any manner that may be deemed as harassing or threatening to any person. Failure to follow this mandate will result in immediate revocation of your convention pass and the proper authorities may be contacted.

Continued Assessment

All props and weapons may be subjected to continued assessment throughout the event by the Props and Costume Compliance Team or Event Staff.

Onsite Purchase

All weapons bought at a designated weapon vendor onsite at the convention MUST comply with the stated Vendors Weapons Policy as described within this document. If you are interested in purchasing a weapon that violates this policy, please ask the vendor if they are able to hold it until you are ready to leave the venue.

Costume Approval

All costumes worn to the Saskatchewan Entertainment Expo are subject to approval by Event Staff. Please be mindful that the event is a family friendly affair and there will be children onsite. Any costume that is sheer or skin-tight must have appropriate coverage underneath.

Costume Complaints

Should at any time a complaint be received regarding any cosplayers attire, an assessment will be made by Event Staff. Should that assessment find that the costume is lewd or in poor taste, the attendee must immediately depart the venue and/or change clothing before being allowed back into the event. Failure to comply may result in revocation of convention pass without refund. Props and Costume Compliance Team

All members of the Saskatchewan Entertainment Expo Props and Costume Compliance Team have been thoroughly educated on the policies, procedures, and mandates as outlined in this policy. It is their duty to ensure compliance of this policy is enforced through the acts of inspecting items and patrolling the venue looking for non-compliant attendees. Their role is to answer questions, give direction, and to issue and revoke peace bonds as necessary.

All weapons, props, and items may be inspected at any time by the Props and Costume Compliance Team if an item is called into question.

Peace Bonding

All weapons, whether prop or not, must be peace bonded before being allowed inside the event. It is the responsibility of the attendee to present said items to the Props and Costume Compliance Team at the peace bonding table BEFORE entering the convention. To aid in speeding up the process, it is recommended that the attendee download and fill out the “Peace Bond Application” form prior to arrival at the event, and have it ready to submit at the peace bond table.

Concealment

The Saskatchewan Entertainment Expo strictly enforces a zero tolerance rule for concealed weapons of any sort. All weapons and props MUST be in plain and visible sight at all times. Should you be found to be in possession of aconcealed weapon, you risk revocation of your convention pass and having the appropriate authorities contacted.

Skill and Determination

The effectiveness or ineffectiveness of the weapon or prop, or the skill, or lack of skill of the person in possession of the weapon or prop is irrelevant in the determination of whether or not the item is classified as a weapon.

Event Clearance

Any and all props or weapons MUST be presented at the peace bonding table to be cleared PRIOR to entering into the event.

Onsite Purchase Compliance

Any items or weapons contrary to the stated policy that are purchased at a vendor inside the convention MUST be kept in compliance with the rules as set forth by the Vendors Weapons Policy as listed in this document. Failure to adhere to this policy puts you at risk of having the item confiscated or having your convention pass revoked.

Peace Bond Marks

Peace bond marks applied to your approved weapons/props MUST stay intact for the duration of the event. If you are caught deliberately removing or otherwise altering any peace bond marks you risk having the item confiscated and having your convention pass revoked.

Props Storage Room

For any weapon, prop, or item found to contravene this policy, the Saskatchewan Entertainment Expo supplies and operates a safe and controlled room where your items may be stored while in attendance at the event. The cost of storing items in this space is subject to the venues posted rates at the time of the event.

Responsibility for Stored Items

The Saskatchewan Entertainment Expo shall bear no responsibility for theft, misplacement, or damage to any item stored in the Props Storage Room under any circumstance. If in doubt, do not bring the item to the event.

Banned and prohibited Weapons, Props, and Items

The Saskatchewan Entertainment Expo considers the following items as “banned” at the event;

• Projectile Weaponry: Absolutely no functional piece of projectile weaponry will be allowed at the Saskatchewan Entertainment Expo at any time, including thrown weaponry such as shuriken and throwing darts. There shall be no throwing of any kind of prop at any time.
• Bows: Bows, whether compound or recurve will be allowed at the Saskatchewan Entertainment Expo provided they have had the string completely removed. The string must not be brought to the event.
• Crossbows: Crossbows will be allowed provided they have been professionally destrung. Trigger guards shall not be considered as adequate protection.
• Homemade Projectile Weaponry: Homemade bows or crossbows will be allowed provided they cannot under any circumstance fire any style of projectile.
• Arrows and Bolts: Arrows and bolts may be used as a part of your cosplay provided all arrows are capped with blunt ends and secured together in some fashion to create a bundle. Absolutely no single or individual arrows or bolts will be allowed under any circumstance.
• Replica Firearms: Replica firearms will be allowed provided they follow all conformities as outlined in this policy. They must under no circumstance resemble a real gun, or have the chance of being mistaken for a real gun. The barrel tip must be painted bright orange or red, and there must be no way in which the replica can, or be made to, fire any projectile of any sort.
• Paintball Markers: Any and all paintball markers are considered to be prohibited and are not allowed at the Saskatchewan Entertainment Expo.
• Airsoft Guns: Any and all airsoft guns are considered to be prohibited and are not allowed at the Saskatchewan Entertainment Expo.
• Nerf, Cap, and Toy Guns: All guns, whether replica or otherwise not directly covered by policy must be presented at the peace bonding table and will be assessed on a case by case basis.
• Silly String Guns: Silly String Guns or cans of Silly String are considered to be prohibited and are not allowed at the Saskatchewan Entertainment Expo.
• Ammunition: Any and all ammunition, whether inert or not, including but not limited to bullets, grenades, shells, or casings are considered prohibited items and are not allowed at the Saskatchewan Entertainment Expo.
• Metal Bladed Weaponry: Absolutely no metal blade weaponry is allowed regardless of sharpness or hardness of the blade. This includes swords, knives, axes, pole arms, or any other prop composed of metal.
• Practice Swords: Boken, kendo, and other wooden practice swords shall be deemed as bladed weapons under this policy.
• Yaoi Paddles: Yaoi paddles are for all intents and purposes deemed as weapons under this policy and are strictly forbidden.
• Leashes and Neck Restraints: No collars of any type or style that is attached to a leash or a length of cordor other item intended to be used as a leash will be allowed.
• Incendiary Devices: Explosives of any style or type, whether live or inert, are not allowed at the convention. This includes fireworks, smoke bombs, stink bombs, flash paper, gunpowder, or any other item intended to be ignited.
• Gas, Smoke, and Chemical Devices: Chemical or other items that dispel any kind of gas, odour, or smoke are prohibited.
• Noise Producing Items: Any prop or items that cause excessive noise are prohibited.
• Whips: Whips of any style are allowed as a costume accessory only. Absolutely no use of any whip shall be allowed at any time. Contravention of this rule may result in the item being confiscated, or having your convention pass revoked.
• Laser Pointers: Laser pointers are considered prohibited from the Saskatchewan Entertainment Expo regardless of size, type, or strength.
• Handcuffs, Restraints, Ties, Collars, Bindings, etc.: Handcuffs, restraints, chains, and bindings may be used as a part of your costume, however under no circumstance will any person be allowed to have said items used to restrain the free movement of any other individual. Contravention of this rule may result in the item being confiscated, or having your convention pass revoked.
• Collars: Collars or other forms of neck restraints will be allowed provided that at no time there is any form of leash, cord, or other item intended to lead or control an individual’s free movement attached.

Pointing of Weaponry

At absolutely no time will any person point a weapon whether real, inert, or fake, at any other attendee. The ONLY exception of this rule will be when requested to do so for a photo opportunity. Any other circumstance will put you at risk of having the item confiscated or having your convention pass revoked.

Prohibited and/or Illegal Weapons

Any attendee who presents onsite with any item deemed as illegal or prohibited under City, Provincial, or Federal law including but in no way limited to: Asps, Guns, Nunchuks, Pepper or Bear Spray, Grenades, Incendiary Devices of any nature, Explosives, etc., risk having their convention pass revoked and having the appropriate authorities contacted.

Exotic or otherwise unclassified Weapons, Props, or Items

Any weapon, prop, or item, not clearly defined within this policy must be declared to the Props and Costume Compliance Team at the peace bond table prior to entry into the Saskatchewan Entertainment Expo. All items will be dealt with on a case by case basis.

Horseplay and Inappropriate Behavior

Horseplay and inappropriate behavior in conjunction with any weapon, prop, or item is strictly forbidden. Attendees found to be in contravention of this rule risk having their convention pass revoked immediately.

Homemade Weapons and Props Materials

The following comprises generally acceptable and unacceptable materials that may be used to make homemade weapons and/or props. These lists are in no way deemed as exhaustive and all homemade weapons and props will be dealt with on a case by case basis.

Generally Acceptable Materials

The following is a list of generally acceptable materials for the construction of homemade props and weapons. All items will still be assessed on a case by case basis by the Props and Costume Compliance Team

1. Cardboard
2. FoamWood
3. PVC and Plastic
4. High Density Foam

Forbidden Materials

The following is a list of forbidden materials for the construction of homemade props and weapons. There are certain exceptions that may be made on a case by case basis

1. Metal
2. Glass or Ceramics
3. Plastics or Composite Materials that has been fashioned to, or that can hold anedge or sharp point.

Costume Contest Exemptions and Directives

The Saskatchewan Entertainment Expo understands and accepts that the need for certain props and weapons is beneficial and desirable for use in the case of the annual costume contest. To that affect, the following exemptions and directives have been created to afford entrants the ability to use props, weapons, and items that would otherwise be deemed as prohibited at the event;

1. All contestants of the costume contest are bound by the rules of the weapons policy while not specifically at the costume contest event. No exemptions will be made to allow for the use or display of any prop, weapon, or item outside of the confines of the costume contest.
2. All contestants MUST present their props, weapons, or items to the Props and Costume Compliance Team at the peace bonding table PRIOR to entry to thee vent.
3. All contestants will be required to complete the “Peace Bond Application” formand check the box that states “This item is intended for use in the costume contest”. To speed up the process it is recommended that contestants download and complete this form ahead of time and bring the printed copy with their prop, weapon, or item to the peace bonding table.
4. The prop, weapon, or item will be marked with a “Costume Contest Peace Bond Mark” and will be entered into the weapons holding room.
5. A member of the Props and Costume Compliance Team will bring all props,weapons, and items’ being held for use in the costume contest to the waiting area in the programming hall one half hour before the costume contest pre judging begins. You will be required to sign your item back into your possession from the designated WPCT member.
6. At the completion of the costume contest, you must immediately remove the prop, weapon, or item from the venue.

Costuming Policy

The following policies are in regards to acceptable costumes and costume construction at events of the Saskatchewan Entertainment Expo.

Lewdness

Any costume determined to be lewd, sexually suggestive, or in any way inappropriate for a family friendly show will be prohibited.

Final Determination

Determination on what comprises a prohibited costume shall and can be made by any staff level member of the Saskatchewan Entertainment Expo.

Prohibited Costume Removal

If it is determined that a costume is considered prohibited, it shall be the responsibility of the wearer to immediately depart the venue and change attire. Failure to do so may result in the wearer’s convention pass being revoked.

Costumes Do Not Equal Compliance

Regardless of the style of costume, the Saskatchewan Entertainment Expo subscribes to the idea that “Costumes Do NOT Equal Compliance”. If at any time you feel unsafe, please immediately contact and inform a crew members or staff. Please see the Harassment Policy for more information.

Prohibited Construction Materials

The following materials are prohibited from use in costumes to ensure attendee safety. Certain exemptions may be made on a case by case basis;

1. Glass and/or ceramics
2. Plastics or Composite Materials that can hold an edge or a point
3. Metal of any type that has been fashioned to hold an edge or a point

Prohibited Costume Accessories

The following accessories are prohibited from use in costumes to ensure attendee safety. Certain exemptions may be made on a case by case basis;

1. Stilts of any style
2. Head gear or face masks that severely limit the wearer’s line of sight to an extent that safety becomes an issue.
3. Collars with attached leashes, or any length of material attached to the neck. Any length of material of any description that’s intention is to lead, or control the movement of any other person.
4. Smoke, gases, liquid, or dry propellants of any style or type.
5. Wheels, casters, or other means of locomotion not under direct human power. This includes roller skates, rollerblades, heelies, skateboards, etc. (Excluding mobility assistance devices required due to health or personal issues.)

Prohibited Costumes

The following costumes are prohibited at the Saskatchewan Entertainment Expo;

1. Any Police uniform that is not obviously and immediately identifiable as being a costume will not be allowed.
2. Any patch, pin, emblem, or piece of clothing associated with a major municipal, provincial, or federal policing agency will not be allowed. (Example: City of Saskatoon, City of Regina, RCMP, SWAT, etc.)
3. Any patch, pin, emblem, or piece of clothing associated with a major municipal, provincial, or federal Emergency Medical Service or Fire Service will not be allowed.

Footwear

All attendees are required by the venue to wear approved footwear while at the Saskatchewan Entertainment Expo. No bare feet will be allowed under any circumstances.

Oversize Costumes

Any costume that exceeds 7 feet in height, or 4 feet in diameter may require the use of a guide to help the wearer move around the venue in a safe manner. If at any time your line of sight or your ability to move easily and freely is in question, you will require a guide.

Guides

Guides are the responsibility of the Cosplayers to supply and use. The Saskatchewan Entertainment Expo does NOT supply guides for cosplay use.

Guides Responsibilities

It shall be the responsibility of the Guide to ensure that the cosplayer moves around the venue in a safe manner, and is not risking injury or damage to themselves, other attendees, staff, crew members, or the venue.

Unfulfilled Responsibilities

If it is determined by a staff level member of the Saskatchewan Entertainment Expo that your Guide is not effective in their duties, you will be required to replace the Guide with someone more suited, or to remove the costume from the venue.

Final Determination

Final determination on what constitutes an oversize costume can and will be made by any staff level member of the Saskatchewan Entertainment Expo.

It is Saskatchewan Entertainment Expo’s goal to make the expo as accessible as possible while being as fair as we can to all attendees. We acknowledge that some attendees require some different needs, and we are here to help!

The Saskatchewan Entertainment Expo’s Accessibility policy allows the following for approved attendees:

• Dedicated access to autograph lines, once attendee checks in at the Accessibility Entrance checkpoint.
• Dedicated access to photo-op lines with proof of purchase for photo op session.
• Assistance in panel room seating dependant on availability.
• One complimentary handler pass that matches up with ticket type purchased (some restrictions apply with Deluxe Pass holders)

If you are someone who has accessibility needs, we are here to make the Expo as enjoyable as possible by providing you with a Medical Sticker.

Who should have a Medical Sticker?

The Saskatchewan Entertainment Expo provides Medical Stickers to individuals who identify as having accessibility needs. This sticker identifies you to Staff, Volunteers and Security, and indicates that you may need additional assistance.

How do I get a Medical Sticker?

In order to be considered for an advance Accessibility Pass and Medical Sticker, you need to provide us with some information through the application process that needs to be completed and submitted BEFORE the specified application date. We offer the advance service in order to better assist you by having your wristbands, with medical stickers, mailed out to you so you can join the Accessibility Entrance line (starting at 10am both days)  with as little wait time as possible. The Accessibility Entrance is a dedicated queue space for those requiring special assistance or mobility requirements, and is located at the North Entrance to Hall E, near the Main Admissions Entrance.

Please note:

• The Medical Sticker does not provide admission, you must have a valid ticket. You will need to provide proof of ticket purchase for whichever ticket you bought, so we know which wristband/lanyard/badge to send you.
• You are able to gain accessibility access in a walk-up scenario, however you
  will need to wait your turn should you choose to do this, and will do so by joining the Accessibility Admissions line starting at 10am both Saturday and Sunday.

What if I have a medical companion?

Attendees who require accessibility services and have a medical companion with them may request a complimentary admission pass for their service person. The medical companion will receive a general admission pass and will be granted access to the same areas of the show as the fan requiring assistance. Medical companions are required to stay with and assist the patron with disabilities.

The complimentary admission pass will be mailed along with your wristband/badge/lanyard.

Please note:

• The medical companion is not entitled to any merchandise benefits or exclusive
  benefits as someone with a Deluxe Pass, other than early access to the Expo, and the ability to wait in line with the person they are accompanying.
• If the medical companion would like a Deluxe Pass they are required to purchase that separately.

Is there accessibility seating in Panels and Screenings?

We provide accessible seating, as available. Please be aware that all seating for Panels and Screenings are on a first-come, first-served basis and we cannot guarantee seating for everyone. Attendees who require accessible seating should plan to arrive to a Panel at least 15 minutes prior to the event.

Please keep in mind that many events are popular and seating may not be available if you wait until the last minute to get to the room. Please read your Program and plan your day accordingly being sure to leave additional time for lines.

Is the venue, Prairieland, fully accessible? Is there accessibility parking available on-site?

Prairieland is fully accessible, and there will be on-site accessibility parking. To plan ahead, go to the venue website to see where their accessibility parking lots are located.

Is there anywhere I can rent a wheelchair, walker or cane?

Prairieland and the Saskatchewan Entertainment Expo do not provide or rent special
equipment. If you require such services, please email info@saskexpo.com and we can direct you to appropriate resources.

Are service animals permitted inside the show?

Guide dogs and licensed service animals are welcome at our shows, provided they are leashed or under similar control as appropriate. Attendees with service animals on-site at the event assume complete responsibility for their animal for the duration of their time at the event.

Walk-Up Accessibility

We also recognize that not everyone with accessibility needs may be able to coordinate early application. In this case, you’ll need to pass through regular admission first, and speak with a volunteer in order to attain your medical stickers, wristband and companion wristband (if required). Please note that the weekend is very busy and while we will do our absolute best to accommodate you as quickly as possible, there very likely will be a wait with this service. If at all possible, consider applying early via the accessibility application form.

General Exhibitor And Vendor Policies

1 Badges

Badges issued by the Saskatchewan Entertainment Expo must be worn at all times while at the venue, including move in and move out. Badges must be picked up prior to entering the venue for move in.

1.1 Resale And Transference

Purchasing or procuring more badges than required for the purpose of resale is strictly prohibited. Vendors that are found reselling badges risk being removed from the show without the possibility of a refund and being disallowed from exhibiting at future shows and events of the Saskatchewan Entertainment Expo.

2 Shipping And Deliveries

All deliveries and shipments to the show site must go through the authorized show decorator for the specific venue you are shipping to. The Saskatchewan Entertainment Expo shall bear no responsibility for any loss or damage to any freight shipped to any of its venues.

2.1 Abandoned Freight

Any freight left at the venue after the conclusion of the event that has not been registered with the show decorator or the Exhibitor Manager shall be deemed as “Abandoned Freight” and disposed of in accordance with transport authority legislation.

2.2 Appointment Deliveries

All exhibitors with large deliveries requiring a dock to offload (ie: semi trucks) must book appointments for both load in and load out from the venue. Please contact the exhibitor manager to book appointments. Missed appointments will be moved to the end of the appointment queue.

3 Onsite Parking And Trailer Storage

All exhibitors must park in the designated exhibitor parking area provided by the venue. All trailers and semi-truck units must as well park in the designated areas provided by the venue. The Saskatchewan Entertainment Expo shall bear no responsibility for vehicles towed from any areas where parking for exhibitors is disallowed by the venue.

4 Subletting

Subletting of tables and booths is allowed if the Saskatchewan Entertainment Expo is contacted a minimum of 1 month before the show and made aware of any sublet arrangements. All sublet requests received after the 1 month mark will not be allowed. The Saskatchewan Entertainment Expo reserves the right to disallow any subletting agreement at their sole discretion. All unauthorized subletting is strictly disallowed and may result in the subletter as well as the original purchaser being removed from the show without refund and being disallowed from attending future shows.

5 Vendor’s Staff

5.1 Hours And Staffing

All booths and tables must be staffed for all OPEN hours of the show. If your space is found to be unattended for any duration longer than one hour, the Saskatchewan Entertainment Expo reserves the right to dismantle and store any items within the booth space at the exhibitor’s own risk. The Saskatchewan Entertainment Expo bears no responsibility for damaged or missing items of the exhibitors.

UNDERAGE PARTICIPANTS:

Absolutely no person(s) under the age of 15 years old (as per WCB legislation) can be on the show floor during Move In/Out and Setup. Any exhibitor being found to have underage individuals in the venue during these times will be given one written warning and asked to have the underage participants immediately depart the venue. Should the underage participants not immediately depart the venue, or should they re-enter the venue after receiving the written warning, the exhibitor risks being immediately removed from the Saskatchewan  Entertainment Expo without refund.

5.2 Entering And Exiting The Venue

All exhibitors must use the designated exhibitor entrances and exits as requested by the venue or Saskatchewan Entertainment Expo.

5.3 Designated Contractors

All exhibitors requiring contractors to set up or disassemble their booth must contact the Saskatchewan Entertainment Expo to ensure that they will be allowed onsite at the event. Contractors required for setup and teardown will be allowed onsite with a special badge designating them as off hour contractors. These badges will not allow admittance to the show floor during regular show hours. Should you require contractors during show hours, it will be the exhibitor’s responsibility to purchase badges for them at the regular rate.

6 Choice Of Placement

Placement on the floorplan is handled on a first come/first serve basis.

7 Set Up And Move Out

Exhibitors are required to conduct their setup and move out during show approved times only. All exhibitors requiring setup or move out outside of designated times must request permission from the Saskatchewan Entertainment Expo Exhibitors agree to follow all setup and move out rules and regulations as put forth by the venue location that the event is being conducted at. Information regarding setup and move out will be forwarded in advance of the show.

7.1 Early Breakdown

Early breakdown of any booth or table at any event of the Saskatchewan Entertainment Expo is not allowed without permission from the Exhibitor Manager. Any exhibitor who moves out early without receiving permission may be disallowed from attending or exhibiting at future events of the Saskatchewan Entertainment Expo.

7.2 Footprint

The exhibitor’s booth footprint must remain within the floor marks as laid out by the show decorator or maintained within the measured configuration of the booth. Setting up outside of the authorized footprint will result in a single request to bring the booth back into compliance. Booths not put back into compliance will be asked to tear down and depart the show without refund.

7.3 Compliance And Timelines

Exhibitors who have been informed that they must bring their booth into compliance must do so within a timely manner. Any booth taking longer than one hour to bring their booth into the accepted footprint will be asked to immediately depart the event.

7.4 Height Variance And Stability

All events of the Saskatchewan Entertainment Expo follow the below maximum height variance:

Artist Alley Table: Maximum 10 feet height

Vendor Booths: Maximum 12 feet height. Should your exhibit be higher than the stated maximum variance, you can apply for an exemption from this policy. Please contact the Exhibitor Manager for information.

All booths and tables must be built to be stable. Any booths or backdrops where stability is questioned must be able to prove stability of their display. If a booth and/or backdrop is deemed to be unstable by the Exhibitor Manager or Operations Manager, the exhibitor must immediately stabilize or take down the offending content.

7.5 Clear Aisles

All exhibitors must have all belongings removed from any open aisle prior to the start of the event daily.

7.6 Floor And Wall Marking

Only specific brands of tape and floor marking medium are allowed at certain venues. It is imperative that the exhibitor check with the venue prior to doing any floor marking. The Saskatchewan Entertainment Expo shall bear no responsibility for damages or staining to any floor area that is caused by an exhibitor. All charges for cleanup will be charged back to the exhibitor responsible. Tape is not allowed on any venue walls at any times. The only approved hanging medium for venue walls is blue tack.

7.7 Signage And Visual Standards

All hanging signage must be professionally made and family friendly using venue approved materials only. Absolutely no hand-written signs will be allowed.

7.8 Venue Damages

The Saskatchewan Entertainment Expo shall bear no responsibility for any damages to the venue caused by the exhibitor. All damages to the venue caused by an exhibitor will be charged back to said exhibitor at cost, plus an administration fee.

7.9 Lighting

All lighting used by the exhibitor must be approved and carry the appropriate ULC or CSA listing.

8 Special Displays

8.1 Helium

Helium and Helium balloons are not allowed at any event held by the Saskatchewan Entertainment Expo.

8.2 Fog And Smoke Machines

Fog, haze, and smoke machines are not allowed to be used by any exhibitor at any event held by the Saskatchewan Entertainment Expo.

8.3 Motorized Vehicles

Motorized vehicles for display inside a building must have less than 1⁄4 tank of fuel (or <20L) and a working fuel gauge to be allowed inside any venue. Absolutely no propane powered vehicles are allowed. Vehicles with a roof area larger than 9.3M squared must have an active smoke detector and fire extinguisher (2A10BC). Vehicles must be moved in during their scheduled move in time only. All vehicles will not be allowed to depart the venue during tear down until it is deemed safe to do so by the venue and exhibitor team. Keys must be given to the Exhibitor Manager for safekeeping during all show hours.

9 Electrical Compliance

All use of electrical items must be in compliance with venue and Fire Marshall Rules and regulations. Use of electrical outlets is restricted to exhibitors who have purchased electrical outlets through the show decorator or venue. Unauthorized use of venue electrical outlets is not allowed.

10 Sound Level Compliance

Sound must be kept to a minimum for the comfort of your exhibitors and attendees. Absolutely no noise or music will be allowed that exceeds the Saskatchewan Occupational Health and Safety maximum exposure limits. (85 dB(A)).

10.1 sound Level Complaints

Regardless of volume, excessive complaints from other exhibitors or attendees may result in a request from Saskatchewan Entertainment Expo to turn off the offending sound(s). Failure to comply may result in removal from the event without refund.

11 Taxes And Permits

Exhibitors are responsible for the collection and payment of GST and any other applicable taxes as required by law. Should the exhibitor require any other permits, clearances, or inspections of any kind, the payment for such actions shall be solely carried by the exhibitor and must be forwarded to the Saskatchewan Entertainment Expo no later than two weeks (14 days) prior to the event. The Saskatchewan Entertainment Expo will not be held responsible for placement cancellations that are the result of not having valid / appropriate permits, clearances, or inspections.

11.1 Business Licenses

Business licenses are not required to exhibit or vend at the Expo.

12 Character Of Exhibits

All exhibits must be in good taste and be family friendly and non-discriminatory in nature, keeping in the theme and nature of the event. All exhibits must further be non-associative or must not promote any specific religious or political doctrine. Final determination of what shall qualify shall be made by the Exhibitor Manager of the Saskatchewan Entertainment Expo All exhibitors are subject to continued assessment throughout the event.

13 Right Of Removal

Should any exhibit or display be found to not fall within the guidelines of 15.12, or the exhibitor/vendor has received documented warnings from the Saskatchewan Entertainment Expo, we reserve the right the remove the exhibitor from the show or event with no prior notice or warning and without refund, and the exhibitor may be banned from attending all future events.

14 Adult Merchandise

Exhibitors must not at any point sell or openly display any adult oriented material to minors. All adult oriented material MUST be held under the table, or if displayed, it must be bagged and/ or covered to ensure that minors cannot see and/or access the material. All adult material depicting nudity of any sort must be covered (blinded). Adult videos and magazines are not allowed to be openly displayed at any time.

15 Adult Material

CLASSIFICATION

Adult material shall be classified as all material depicting nudity, sexuality, or conduct that would normally be considered to be pornographic under Provincial and Federal law. The Saskatchewan Entertainment Expo reserves the right to make the final determination on what constitutes adult material in regards to any event.

16 Liability And Security

The Saskatchewan Entertainment Expo and any venues hosting any event shall not be held liable for any theft or loss that the exhibitor may incur at any event held by the company. The exhibitor shall be solely responsible for all security at their booth or table while onsite. The Exhibitor agrees to protect, keep, and save the Saskatchewan Entertainment Expo, the promoter of the event, forever harmless from any damage(s) or charge(s) imposed for violations of any ordinance or regulation by the Exhibitor, his/her employees or agents, as well as failure to comply with the terms and agreements of this contract. Further, Exhibitors shall at all times protect, indemnify, save, and keep harmless the Saskatchewan Entertainment Expo against and from any loss, cost, damage, liability, or expense which arises out of or from or by reason of any act or omission of the Exhibitor, his/ her employees, or agents.

In the event that the venue or any part of the exhibit area thereof is unavailable, whether for the entire event or a portion of the event, as a result of fire, flood, tempest, snow storm, or other such cause, or as a result of governmental intervention, malicious damage, acts of war, strike, labor disputes, riot, or agency which the Saskatchewan Entertainment Expo has no control, or should the Saskatchewan Entertainment Expo decide that because of any such cause it is necessary to cancel, postpone, or re-site the show, or reduce installation time, exhibit time, or move-out time, the Saskatchewan  Entertainment Expo shall not be liable to indemnify or reimburse the Exhibitor in respect of any damage or loss, direct or indirect, arising as a result thereof. The Saskatchewan Entertainment Expo shall have the full power in the interpretation and enforcement of all contract regulations contained herein, and the power to make such amendments thereto, and such further rules and regulations as shall be considered necessary and proper. The foregoing represents the agreement between the Exhibitor and the Saskatchewan Entertainment Expo.

17 Bootleg And Copyright Materials

The display or selling of any copyrighted or bootlegged materials by any exhibitor is not allowed at any event being held by the Saskatchewan Entertainment Expo. Any exhibitor being found to have bootlegged or copyrighted materials will be asked to remove the materials from the venue. If said items are returned to the booth to be sold, or if the exhibitor refuses to comply with the removal request, the exhibitor will be removed from the event immediately, and will not be refunded any portion of payment made for their booth(s).

18 Fire Regulations

Exhibitor displays must meet all Provincial and Federal fire codes, and will be subject to Fire Marshall inspection prior to the opening of the event. No portion of a display, product, boxes, packing materials, etc. shall obstruct any aisle or doorway. No Fire Extinguishers, Hose Cabinets, Fire Exits, and/or Fire Alarms shall be blocked or covered at any time during the event.

19 Venue Regulations

Exhibitors agree to abide by all rules and regulations put in place by the applicable venues at which they are exhibiting. The exhibitor agrees and understands that the venue shall have final determination in regards to regulatory infringements in regards to their set rules and regulations.

20 Food And Beverage Sales

Food and beverage sales are strictly prohibited at all events held by the Saskatchewan Entertainment Expo without express prior written permission from the Saskatchewan Entertainment Expo and the venue. Collectible packaged food items may be allowed on a case by case basis, with determination being made jointly between Saskatchewan Entertainment Expo and the venue. Direct sales of consumable food items to attendees requires a contract with Venue Concessions.

21 Cleanliness

Exhibitors must maintain and clean their booth/table areas both during and after the show. Exhibitors will be responsible for any damage caused by them to the exhibit area. All materials owned by the exhibitor must remain within the confines of the booth or table area at all times.

22 Payment

Exhibitor understands the payment policy and agrees to pay the fees as listed on the Exhibitor Application Forms. If the Exhibitor is sharing or subletting table space, then the person whose name appears on the contract assumes full responsibility for that booth. Any and all subletting MUST be approved in writing by show management.

22.1 Advance Payment

All payments must be received within 30 days of securing space at the applicable event. Payments not received within 30 days may revert the reserved space back to the open pool.

22.2 Refunds And Cancellations

Exhibitors that cancel 45 days or more prior to the show will be granted a full refund minus 10% administration fees. Exhibitors that cancel 45 to 21 days prior to the event will be granted a 40% refund. Exhibitors that cancel less than 21 days from the event will not be granted any form of refund. Administration fees will be capped at $250.00 or 10% (Whichever is lower) regardless of size of booth footprint purchased.

22.3 Exhibitor Removal And Documented Warnings

The Saskatchewan Entertainment Expo reserves the right to remove any exhibitor who disregards and/or breaches any policy as written in this document without refund. The Saskatchewan Entertainment Expo also reserves the right to remove any exhibitor that disregards any venue rules, or city, provincial, or federal laws without warning and without refund. Any exhibitor removed from an event, or who has received documented warnings during the event, will be assessed post show to determine eligibility to attend future events held by the organizer. The Saskatchewan Entertainment Expo reserves the right to seek out legal remedy for any situation warranting it. Further, should it be required, local, Provincial, or Federal authorities may be contacted should the situation warrant it.

22.4 Corrective Procedure

Should an exhibitor be removed from any event held by the Saskatchewan Entertainment Expo the exhibitor shall be banned from any and all subsequent events of the company for a time period not to exceed five (5) years. The exact term of the ban shall be decided upon by the executive of the Saskatchewan Entertainment Expo after the event in question.

22.5 Corrective Procedure Notification

Any exhibitor removed for any reason from any event of the Saskatchewan Entertainment Expo shall be notified not more than 30 days from the end of the event in question via registered mail of the reason and term of the ban.

22.6 Exhibitor Removal While Under Ban

Should an exhibitor arrive at any event or venue of the Saskatchewan Entertainment Expo while under a ban, the individual in question may be apprehended and prosecuted under the Provincial Trespass to Premise law(s).

23 Exhibitor Promotions

Items, gimmicks, merchandise, or other promotional stunts responsible to the Exhibitor must be directly related to the business of the vendor and cannot solicit or promote external organizations unrelated to the Exhibitor or the Saskatchewan Entertainment Expo. The Saskatchewan Entertainment Expo reserves the right to stop any Exhibitor who is not complying with this policy. Failure to comply with this policy may result with expulsion from the event without refund.

23.1 Stickers

Stickers may be given out as a promotional item, unless restricted by the specific venue that the event is being held at.

23.2 Aisle Interferrence

Absolutely no aisle interference will be allowed on behalf of the exhibitor. This includes merchandise and displays in the aisle ways, as well as sales staff selling or promoting in the aisles

23.3 Prizes And Giveaways

The offering of prizes, draws, and giveaways is not allowed by the exhibitor without prior written authorization from the Saskatchewan Entertainment Expo. All Giveaways and lotteries MUST follow Provincial Gaming Laws.

23.4 Coordination Of Giveaways

All prizes, draws, and giveaways made on behalf of the exhibitor must be coordinated with the Saskatchewan Entertainment Expo to ensure no interference with aisle traffic, other exhibitors, or other functions of the event. Prizes, draws, and giveaways made without coordination may result in the exhibitor being asked to depart the event without refund.

23.5 Flyers And Handouts

All flyers and handouts must be kept at the exhibitor’s booth/table only. Handing out of flyers, pamphlets, or leaflets in any other area of the event including aisles around the booth, is strictly unauthorized and may result in the exhibitor being asked to depart the event without refund.

23.6 Security And Traffic Flow

Any approved exhibitor promotion that is deemed to have a possible negative or altering effect on traffic flow in the exhibitor’s booth/table area will require the exhibitor the use of security and/or traffic control personnel at the exhibitor’s own expense.

23.7 Autograph Signings

All celebrity autograph signings held at an exhibitor booth/table must receive written authorization from the Saskatchewan Entertainment Expo prior to setup. Any unauthorized autograph signing sessions are strictly unauthorized and may result in the exhibitor being asked to depart the event without refund.

23.8 Exclusives, Logo And Name Usage

All show related exclusive merchandise that bears either the logo or name of the Saskatchewan Entertainment Expo is strictly unauthorized without prior written permission from the Saskatchewan Entertainment Expo. Unauthorized use of any logo, name, or trademark is not allowed and may result in the Exhibitor being asked to depart the event without refund, as well as possible legal action

23.9 Pinning Of Decorators Drape

Exhibitors must not attach any items to the show decorators draping by use of pins, staples, or any other manner in which permanent holes will be left in the material. Any exhibitor found to have pinned drape will be forwarded the show decorators assessed damage bill for their payment. Payment of any damage bills must be completed prior to the next scheduled show or the reservation will become null and void.

24 Official And Unofficial

OFFSITE EVENTS

Exhibitors may not declare any offsite function to be an “official” event of the show without first receiving prior written permissions from the Saskatchewan Entertainment Expo.

25 Artist Alley Specific Allowed Sales

Artist Alley tables are allowed to sell or display only the following:

• Comic Books and/or Prints that the Artist has personally made and/or contributed to. (If your name is not listed in the credits, you may not sell and/or display the item in question.) The Saskatchewan Entertainment Expo reserves the right to demand proof of concept and original sketches of any and all artwork brought into question as being the artists’s original work.
• Original Art that is NOT produced by the Artist Alley registrant provided you have a letter stating you have the right/authority to sell and/or display the items from the original artist.
• Items that have been personally made by the Artist Alley registrant.

ARTIST ALLEY TABLES ARE NOT ALLOWED TO SELL OR DISPLAY THE FOLLOWING:

• Comic Books and/or Prints the artist has NOT contributed to.
• Commercially available toys that the artist has not contributed to.
• Collectible and/or Vintage toys.
• Original Art that is NOT produced by the Artist Alley Registrant.
• Modified artwork of another artist. (Including computer modified work of another artist of any form.)

25.1 Corrective Procedure

Should an Artist Alley registrant be found to have at their table any items listed above in 15.25.1 that are deemed as not being allowed, the registrant will be given one written warning to remove the items. Should the items not be removed within one hour of the written warning, or should they be placed back on the table for sales after having been removed, the exhibitor risks being removed from the show without further warning or refund and being disallowed from exhibiting at future events being held by the organizer.

26 Cosplay And Cosplay Corner Specific

26.1 Photography Outside Of Booth Area

Cosplayers may not sell, or request compensation for any photographs with attendees taken outside of their allotted booth or the Photo Ops area.

Exhibitor Weapons And Props

1 Weapons And Prop Sales

The Saskatchewan Entertainment Expo keeps very strict standards regarding the handling, selling, displaying, and usage of weapons by vendors and attendees. The following policies have been implemented to ensure attendee safety and to allow us to remain able to continue selling weapons and props at the events.

1.1 Responsibility And Corrective Procedure

It shall be the vendor’s sole responsibility to ensure that all policies pertaining to weapons and weapons sales as posted by the Saskatchewan Entertainment Expo are followed by all attendees and staff at their booth. Any and all violations of the posted policies will be dealt with by the issuance of one warning. If there is a second infringement of the policy, the vendor risks
being removed from the show without refund, and being disallowed from exhibiting at future shows of the Saskatchewan Entertainment Expo.

1.2 Removal Of Packaging

Items may be removed from its packaging by the vendor for the purpose of displaying or showing the item to a potential purchaser.

1.3 Packaging Of Sold Items

If an item or weapon is sold to a potential purchaser or attendee, the item or weapon must immediately be placed back into its original packaging and sealed in a manner that would prevent easy access to the sold item while at the venue.

1.3.1 Items That Cannot Be Repackaged

If an item or weapon cannot be packaged in a way that is acceptable to the Weapons and Prop Compliance Team or to Saskatchewan Entertainment Expo staff, the item will immediately fall under the categorization of “weapon” as outlined in this policy and must be presented to the peace bonding table for a compliance check.

1.3.2 Purchaser / Attendee Unpackaging

All bladed weapons, including knives, axes, swords, katanas, and any other item deemed a weapon or a bladed object, must from the time of purchase be kept in its original packaging by the purchaser. Any purchaser who removes the weapon from its original packaging, does so at the risk of having the item confiscated and/or having their wristband revoked.

1.4 Attendee Handling

The following policies are in place to ensure safe handling of any weapons at a vendor’s booth. These policies are strictly enforced by the Weapons and Prop Compliance Team and Event Staff.

1.4.1 Handling Allowance

Prospective purchasers may be allowed to handle and inspect weaponry provided that the weapon or prop remain horizontal to the table at ALL times and the weapon or prop is not lifted more than six inches from the table top.

1.4.2 Hefting And Balance Testing

There cannot, under any circumstances, be any kind of jabbing, swinging, fighting, testing for weight, or horseplay of any kind with the weapons being handled by a prospective purchaser or attendee.

1.4.3 Testing Allowances

Vendors who wish to allow potential purchasers the ability to heft, or test weapons for weight must, at their own cost maintain an enclosed area in the middle of their booth that will be a minimum of 5 feet away from any other customer, or attendee of the show. The area must be fully enclosed so as to prevent any other person in the area to visually see what is happening
inside.

1.4.4 Vendor Responsibility

The vendor will be solely responsible to ensure that the purchaser tests the weapon in a safe manner, and that all policies of the Saskatchewan Entertainment Expo are observed and followed at all times.

1.5 Sales To Minors

At no time is a vendor who is displaying at any event of the Saskatchewan Entertainment Expo allowed to sell any item, prop, or weapon that is classified in this policy to any person(s) who have not reached the legal age of majority within the Province of Saskatchewan (19 Years of age).

1.5.1 Corrective Procedure

Any vendor being found to have sold a restricted item to a minor (Person under 19 years of age) risks being removed from the show with no refund, and being disallowed from exhibiting at future shows or events of the Saskatchewan Entertainment Expo and associated events maintained by its governing body.

2 Costume And Weapon Compliance

Exhibitors understand and accept that all worn costumes and props associated with said costumes shall follow the stated policies of the Attendee’s Prop and Costume Policies. Failure to comply with these policies may result in the exhibitor being removed from the show without refund.

2.1 Exhibitors And Prop Compliance

Exhibitor understands that they are required to present to the Props and Costume Compliance table to have their costumes and props inspected prior to the start of the event.