Exhibitor Terms and Conditions

Reefapalooza Exhibitor Terms & Conditions

By exhibiting at Reefapalooza, you acknowledge that you have read, understand, and agree to comply with the following policies, procedures, and regulations. These guidelines ensure a safe, professional, and successful event for all exhibitors, attendees, and event partners.

Furthermore, all exhibitors agree to read the exhibitor guide for their specific show, which can be found linked in the exhibitor hub.

1. Indemnification, Liability, and Insurance

Indemnification: The exhibitor assumes full responsibility and liability for all losses, damages, injuries, or claims arising out of its participation in the event, including the actions of its employees, contractors, representatives, or agents. The exhibitor agrees to indemnify, defend, and hold harmless Orange County Tradeshows, LLC (Reefapalooza), the event venues (including the Caribe Royale Orlando, Anaheim Marriott California, and the Meadowlands Exposition Center New Jersey/New York), their owners, management companies, officers, directors, employees, agents, contractors, affiliates, and representatives from and against any and all claims, liabilities, damages, losses, judgments, costs, and expenses, including reasonable attorneys' fees, arising out of or related to the exhibitor's participation in the event, except to the extent caused solely by the negligence or willful misconduct of the indemnified party.
Liability Insurance: All exhibitors are required to carry and maintain General Liability Insurance covering their participation during move-in, show days, and move-out.
Damages: Any damage caused to the host venue, show management’s property, or other exhibitors’ property will be the financial responsibility of the company that caused the damage. Any outstanding damages, repair costs, or fees must be paid in full before you will be allowed to exhibit at future shows.
Security & Personal Property: Reefapalooza provides overnight security; however, exhibitors are ultimately responsible for safeguarding their own merchandise, livestock, cash, and personal belongings. Reefapalooza, show management, the event venue, and official expo contractors are not responsible for any personal losses, theft, or damage.

2. Booth Guidelines & Displays

Space Restrictions: Booth displays must not extend past the rented booth space boundaries. This includes, but is not limited to, clothing racks, signage, products, and marketing materials. Nothing is permitted in the aisles outside your booth.
Tents & Structures: If tents or canopies are permitted by the local Fire Marshal, they must not exceed the dimensions of your allotted space (e.g., a 10’x10’ tent is not permissible in an 8’x10’ booth).
Signage & Branding: No decals or stickers are allowed on the venue floor, nor are light projections on the walls. If your display is taller than the standard 8-foot backdrop, there must be no branding on the backside, as this creates the false impression that the neighboring booth is connected to yours.
Single Company Occupancy: Each booth is strictly limited to one company only. Sharing booths with other companies is not permitted. Booths are non-transferable.
No-Show Booths: In the event of an exhibitor no-show by the published move-in deadline, the booth space reverts to Show Management. Available space may be reallocated at management's discretion.

3. Move-In, Move-Out, and Early Breakdown

Designated Loading Areas: Exhibitors must load in and load out only in the areas designated by the venue and the Official Exhibitor Services Contractor. Loading or unloading through the front or side doors of the venue is strictly prohibited.
Early Breakdown Ban: Unpacking or breaking down booths is strictly prohibited before the official close of the show.
- 1st Offense: Official Warning.
- 2nd Offense: $500 fine per booth space. (Must be paid before exhibiting at future shows).
- 3rd Offense: Permanent ban from exhibiting at future Reefapalooza shows.

4. Exhibitor Badges & Wristbands

Allotment: Each standard booth space includes two (2) complimentary exhibitor badges and wristbands.
Additional Badges: You may purchase up to four (4) additional badges (Badges 3 & 4 are $30 each; Badges 5 & 6 are $50 each). There is a strict maximum of six (6) total badges per booth space.
Show Floor Access: Exhibitors must wear their wristband and badge at all times during move-in, show hours, and move-out. No wristband, no entry.
Replacement Fees: Lost, damaged, or removed wristbands will incur a replacement fee ($75 on Friday, $50 on Saturday, $25 on Sunday). Reefapalooza staff will conduct credential checks at all entrances and on the show floor.

5. Livestock Care & Saltwater Disposal

Livestock Welfare: The health and welfare of your animals is a top priority. All fish, corals, and invertebrates must be housed in appropriately sized aquariums with proper water flow, temperature, and lighting.
Sales Containers: Livestock may not be displayed or sold directly from plastic bags, cups, boxes, coolers, or other temporary containers. Failure to comply will result in removal of livestock and exclusion from future shows.
Saltwater Disposal: All saltwater must be disposed of only in the designated utility sinks/disposal areas. Do not dispose of saltwater in restrooms, storm drains, landscaping, or parking lots.
Disposal Fines: Improper disposal of saltwater will result in a $500 fine from Reefapalooza, plus any additional fines imposed by the event venue.

6. Facility Services & Cleanup

Electrical: Each standard booth includes one (1) 24-hour, 10 AMP electrical service. Exhibitors must provide their own extension cords and power strips. If your booth requires more power, it must be ordered through the venue’s official electrical provider.
Internet: Complimentary Wi-Fi is not provided in the exhibit hall. Wired and high-speed wireless internet must be purchased directly through the venue’s official service contractor.
Garbage & Booth Cleanup: Exhibitors are fully responsible for removing all booth materials, displays, and garbage during move-out. Trash must be disposed of in designated dumpsters. Reefapalooza and venue staff will not clean up after you. Booths left with trash, debris, or abandoned materials will be subject to a cleaning fee.

7. General Show Policies

Sales Tax: The exhibitor is independently responsible for collecting and reporting the applicable sales tax for the state/jurisdiction in which they are exhibiting.
Raffles: Selling raffle tickets or conducting private raffles within your booth is strictly prohibited without prior written approval from Show Management.
Customer Pickups: Customers returning to pick up purchases must possess a valid admission wristband to re-enter the show. Customers without a valid wristband must wait until after the show closes for the day to retrieve their items. You are responsible for coordinating pickups and informing your customers and staff of this strict policy.
Booth Relocation: Reefapalooza retains the authority to relocate exhibitor booths if necessary due to Fire Marshal requirements, venue changes, operational needs, acts of nature, or other unforeseen circumstances.
Hotel Room Scams: Beware of third-party companies calling or emailing to offer discounted hotel rooms. Reefapalooza does not use third-party housing brokers. Only book rooms through the official Reefapalooza links or directly with the host hotel.

8. Right of Refusal & Conduct

Right of Refusal: Reefapalooza Show Management reserves the right to deny or revoke booth access to any company at its sole discretion, even after payment has been received. This includes companies whose products or business types do not align with the show’s standards (Corals, Fish, Aquarium Dry Goods, Aquarium Products). If a paid booth is denied by management, a refund will be issued minus a 3% administrative processing fee.
Professional Conduct: Disrespect towards Reefapalooza staff, venue staff, or attendees will not be tolerated. Violators may be asked to leave the premises immediately and barred from future exhibitions.
Official Contacts: The only individuals authorized to contact you on behalf of Reefapalooza Show Management. Official show correspondence will come from contact@reefapaloozashow.com.

8. Cancellation/Refund Policy 

Our refund policy is structured based on when you choose to cancel your booking. If you cancel within 30 days of making your booking, you are eligible for a 75% refund. For cancellations made well in advance—specifically 120 days or more before the show date—a 50% refund will be issued. If the cancellation occurs between 90 and 119 days before the performance, the refund amount decreases to 25%. Please note that any cancellations made 60 days or less before the show date are non-refundable.

1. A $300 cancellation/administration fee per booth space will be retained for all canceled booths, regardless of the date of cancellation.

2. Booth payments are refundable on a tiered basis.

3. Strictly no refunds of any kind will be issued after 60 days. No exceptions.

4. All cancellations must be in writing via email to show management.

5. Booths may NOT be shared with other companies. Only ONE company name per booth space is allowed.

6. Booths are non-transferable and may not be sold by the exhibitor to another company without the express, written permission of Reefapalooza show management.

7. Reefapalooza reserves the right to reschedule and/or move the show location. Should the show be postponed and/or canceled, booth and sponsorship payments will transfer to the next show date for the same show city. No refunds will be issued.

8. Reefapalooza reserves the right to move exhibitor booths for any reason including, but not limited to, Fire Marshal regulations, expo company issues, show date or venue change, reduction or addition to the floor plan, or other unforeseen circumstances.

9. The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance beyond the reasonable control of Reefapalooza, including, but not limited to acts of God, pandemic, government act or restriction, disaster (i.e.: hurricane, flooding, fire), casualty, strikes, riot, civil disorder, war, or fire marshal regulations.

10. Annual Multi-Show Vendor Discount (MSD) Policy To ensure fair and consistent pricing for all our vendors, we have standardized our Multi-Show Discount (MSD) program. Discounts are strictly based on the number of events a vendor attends within a single calendar year.

MSD Discount Structure: The 1st show attended is billed at Full Price (0% Discount). The 2nd show attended receives a 5% Discount. The 3rd show attended receives a 10% Discount.
Application to the Show Schedule: Orlando (Show 1) is the first event of the season and will always be billed at full price. New York (Show 2) is 5% off if you exhibited in Orlando; if New York is your first show, it is full price. California (Show 3) is 10% off if you exhibited at both previous shows; 5% off if it is your second show; and full price if it is your first show.
Important Restrictions: Discounts are strictly Non-Transferable and cannot be banked or applied retroactively. There are No Rollovers; the MSD program resets at the end of every calendar year, meaning attending all three shows in one year does not entitle you to a discount on the first show of the following year.