Boulder Fan Fest has an Exhibitor Policies for all individuals and groups that have exhibit space at the event. While it is a detailed list, it is not a comprehensive list and could be updated between now and the event. If you are interested in exhibiting, please make sure you have read the policy and sent any questions to the BFF Team.

GENERAL

All Exhibitor, Sponsor, Creator, Artist, and Community Group space can be set up during the allotted hours on Friday, March 5th or the pre-opening hours on Saturday, March 6th. All exhibiting space must be set up and ready by 9:30 AM on Saturday for VIP Entry. 

Exhibitors will not be allowed in through standard entrances with large quantities of supplies or materials during show hours. All aisles must be clear of pallets, boxes, packaging, and trash by the end of setup and any and all materials by show opening. All aisles must remain clear and Exhibitor set ups must remain within their designated spaces during the show.

The distribution of samples, printed materials, and any form of promotional content is limited to the exhibit space. Any vendors found handing out or selling materials outside of their booth space will be asked to stop. If they continue to violate the rule, they will be asked to leave.

Any damage to the venue or to Boulder Fan Fest and Better Feelings Foundation supplies and materials caused by Exhibitors will be the responsibility of the Exhibitor to reimburse.

DISPLAY SPACE

Displays, chairs, tables, and set up must stay within the allotted space. We ensure our attendees a set aisle width for accessibility. Boulder Fan Fest and venue staff are permitted to move any displays or tables extending beyond the Exhibitor’s allotted space, without permission from the Exhibitor, back within the allotted space.

Exhibitors must be present and at their space for all show days. Exhibitors are not allowed to sublet their space. Any Exhibitors found to be subletting a space will be asked to either remove their materials or pay the appropriate fees for the space. While sharing exhibit space is permitted, only one business name and one contact name will be associated with the space. However, information about the additional Exhibitor must be shared with Boulder Fan Fest staff.

SECURITY

All Exhibitors are subject to the same security checkpoints established for attendees. All bags, boxes, tubs, containers, and other storage options are subject to review or search.

PROHIBITED ITEMS & WEAPON SALES

The following items are not to be sold at Boulder Fan Fest: AI generated images, items from multi-level marketing companies, snacks and beverages that can be consumed onsite, any prop firearms or realistic looking prop weapons, scented body soaps, lotions, scrubs, bath bombs, candles, or anything that could be considered harmful to the event and its attendees.

Any replica weapons resembling a gun or firearm are not permitted to be sold during the show or on the premises at Boulder Fan Fest. Replica foam swords may be sold and do not need to be zip-tied down and out of reach of attendees. Other replica swords, made of metal or other heavy materials, must be zip tied down and out of reach of attendees. Replica swords and knives must be unsharpened.

The list of prohibited items is not complete and Boulder Fan Fest and venue staff have the rights to reject the sale of other materials.

FOOD & BEVERAGE

The Food and Beverage Policy is inline with the venue’s Food and Beverage Policy. The venue will provide food and drink services, including alcohol. Outside food and beverage are not allowed in the event space. Embassy Suites Boulder and Hilton Garden Inn Boulder each have a full-service restaurant. All Exhibitors should familiarize themselves with the hotel’s food options and policies.

SPECIAL GUESTS

Exhibitors are not permitted to utilize their Exhibitor Badges for early access to exclusive signings and celebrity areas. Exhibitors will be asked to leave any line queues or celebrity areas if they are there before the doors open.

INSURANCE & SALES TAX

All Exhibitors are required to have insurance and a Special Events License in accordance with Boulder, Boulder County, and Colorado state laws. Vendors should act within the law and assume proper government agencies will be present at the event. Boulder Fan Fest will not serve as an intermediary for either insurance or tax compliance. 

All sellers participating in Boulder Fan Fest must collect the applicable state and state-administered local sales taxes due and remit the sales tax collected. Boulder Fan Fest is required to provide a list of the sellers participating in the event to the Department of Revenue.

PAYMENT & REFUND POLICY

Exhibitors applying for booth space will be notified upon acceptance as soon as possible. Payment of services and exhibitor space are due on receipt. If payments are not remitted within 7 days of final notice of invoice, the invoice will be revoked and the space offered to another exhibitor.

Exhibitors will have the choice to be added to an Exhibitor Wait List if there is no additional space available. Upon notification of acceptance, Exhibitors on the Wait List have 3 business days to accept and remit payment or the invoice will be revoked and the space offered to another exhibitor.

Due to the nature of the convention industry, all booth sales are final. However, it is in the best interest of the event to have all spaces filled on event weekend. Any Exhibitor unable to make the event should contact Boulder Fan Fest staff immediately as refunds will be considered in the instances a timely and suitable replacement Exhibitor can be found.

It is the discretion of Boulder Fan Fest to offer any refunds, rebates, special offers, or deals that deviate from the policies and pricing set forth.