These Terms and Conditions (“Agreement”) govern participation in Tsukicon 2026 (“Event”), organized by IZAKAYA, LLC (“Organizer”) and held at the Dayton Convention Center and affiliated venues (“Venue”).

This Agreement applies to all approved individuals or entities including but not limited to vendors, artists, exhibitors, panelists, performers, car show participants, sponsors, and partners (“Participants”). Submission of an application, acceptance by the Organizer, and/or participation in the Event constitutes acceptance of these Terms.

1. General Expectations

1.1 Booth-Based Participants (Vendors & Artists)

• Must be present and staffed during all published operating hours of the Vendor Hall or Artist Alley.
• May not dismantle or leave booths unattended before official closing times without written permission.
• Displays must remain within assigned space and may not block aisles or neighboring booths.
• All materials must comply with Tsukicon’s published Art and Content Policy.

1.2 Panelists & Presenters

• Must check in and be present in their designated panel room at least 15 minutes prior to their scheduled start time.
• Panels must conclude as scheduled and rooms must be vacated within 15 minutes after panel end time.
• All participating panelists must be at least 15 years of age by the start of the Event.
• No food or drink may be distributed during panels without prior written approval.
• Wi-Fi access is not guaranteed; panelists must plan accordingly.
• Panel rooms are provided with basic AV (projector, standard seating); additional equipment must be supplied by the panelist.
• Failure to appear for a scheduled panel without timely cancellation may result in a one-year ban from future programming.

1.3 Car Show Participants

• Vehicles must be loaded in during scheduled move-in periods and may not be moved until the Event concludes.
• All vehicles must be cleaned prior to load-in and must not leak fluids. Participants are liable for any floor or venue damage.

2. Conduct & Compliance

• Participants agree to behave professionally and respectfully toward staff, attendees, and fellow participants.
• Participants must comply with all applicable laws, venue rules, fire codes, ADA requirements, and Event policies.
• Smoking and vaping are strictly prohibited inside the venue and within 25 feet of all entrances.
• Violations of conduct expectations may result in removal from the Event without refund.

3. Liability & Risk Assumption

• Participants assume all risks associated with their participation.
• The Organizer and Venue are not liable for lost, stolen, or damaged property or personal injury except in cases of proven gross negligence.
• Participants are solely responsible for securing and protecting their materials and equipment.

4. Damage to Venue Property

• Participants shall be held financially responsible for any damage caused by themselves or their equipment, vehicles, or representatives.
• The Organizer reserves the right to invoice Participants for the full cost of any necessary repair or cleaning.

5. Insurance & Legal Compliance

• Participants are encouraged to carry liability insurance and may be required to show proof upon request.
• All media content (music, video, presentations) must be properly licensed. The Organizer is not responsible for copyright violations.

6. Indemnification

Participants agree to indemnify, defend, and hold harmless IZAKAYA, LLC, its affiliates, employees, agents, and the Venue from any and all claims, damages, losses, and liabilities arising from:

• Participation in the Event;
• Violation of these terms;
• Injury or damage caused by the Participant, their equipment, or representatives;
• Any infringement of copyright or trademark.

This indemnification shall survive the conclusion of the Event.

7. Arbitration & Governing Law

Any dispute arising out of or related to this Agreement shall be resolved through binding arbitration in the State of Ohio. This Agreement shall be governed by Ohio law.

8. Force Majeure

The Organizer shall not be liable for any failure to perform due to circumstances beyond its control, including natural disasters, acts of God, venue unavailability, pandemics, labor disputes, or government restrictions.

9. Profile Completion & Payment Deadlines

• Approved Participants must submit their public profile by the published deadline.
• Profiles will be displayed publicly on the Tsukicon website.
• Incomplete or late submissions may result in removal from promotional materials or forfeiture of space.
• For paid Participants, failure to complete payment by the deadline will result in forfeiture of placement without refund.

10. Final Authority

The Organizer reserves the right to:

• Modify Event programming, layout, and policies;
• Revoke participation at any time for violation of this Agreement;
• Update these Terms and Conditions without prior notice.

11. Entire Agreement

This Agreement constitutes the full and complete understanding between the Participant and Organizer and supersedes all prior agreements.

By applying to and/or participating in Tsukicon, you agree to abide by all terms contained herein.