LEGAL
Terms & policies
Last updated September 11, 2026. These terms govern vendor table bookings, show attendance, community marketplace use, and related services on HobbyExchangeShow (hobbyexchangeshow@gmail.com). By creating an account, completing checkout, attending a show, posting a listing, or using a check-in pass, you agree to them. By checking the acknowledgment at checkout (or otherwise completing a paid booking), you confirm you have read and agree to these vendor terms and policies. That acceptance is binding for the booking.
1. What we sell
We rent designated vendor table space at advertised collectibles trade shows. A booking is for table location(s) for the published show hours (plus any stated load-in window). We do not guarantee attendance, sales, foot traffic, neighboring vendors, or profit. Floor maps are planning tools; minor layout adjustments may occur for safety, accessibility, or operations. Venue and campus rules (including FIU Graham Center when applicable) also apply; we rent table space only and are not the merchant of record for vendor retail sales.
2. Accounts, payment & sales tax
Vendor bookings require a verified account. Payment is processed by Stripe; card data is handled by Stripe under their terms. Florida sales tax is not charged on table rental fees. Early Bird VIP admission tickets do include Florida sales tax (currently 7%), added on top of the ticket price at checkout. Buyers who reserve 6 or more tables in a single checkout receive the stated volume discount (default 15%) on table fees. Prices shown at checkout include any stated discounts (and tax where applicable). You remain solely responsible for collecting and remitting sales tax on goods you sell to the public. Tables are held only after payment succeeds; unpaid holds expire.
3. Purchases, refunds & cancellations
All sales are final. Table fees and other amounts paid to us are non-refundable — including vendor cancellations, no-shows, late changes of mind, and unused bookings. Separately, if we cancel a show or materially change the date, venue, or usable floor space, we will offer a refund of those table fees or a credit toward a future show, at our option. Stripe processing fees charged by third parties may be non-recoverable. Contact us promptly with questions.
Retail sales between vendors and shoppers on the show floor are separate deals between those parties — we do not refund or reverse those transactions. Marketplace listings are not purchases from us; see Community & wholesale marketplace below.
4. Vendor floor rules
Authentic merchandise
Offer only authentic products you are authorized to sell. Counterfeit cards or goods, proxy/unauthorized reproductions, stolen property, hazardous items, and anything illegal under applicable law are banned. You alone are responsible for authenticity claims, licensing, and customer disputes arising from your inventory.
Cash handling & retail sales
You are solely responsible for your own cash, payment devices, change, and sales to the public. HobbyExchangeShow does not process, hold, or guarantee vendor-to-customer transactions.
Displays & aisle clearance
Keep tables, cases, banners, chairs, and stock inside your assigned footprint. Do not obstruct aisles, fire exits, ADA paths, or other vendors’ tables. Staff may require immediate adjustment for safety or fairness.
Show hours & early breakdown
Graham Center schedule: vendor load-in & setup from 9:00 AM; Early Bird VIP at 10:00 AM; free public entry 11:00 AM–5:00 PM; vendor load-out / pickup 5:00–6:00 PM. Remain set up through the published show end time (5:00 PM). Early tear-down or departure is allowed only with prior staff approval. Unauthorized early breakdown may result in removal from future shows without refund.
Clean-up
At the end of the event, clear your space of trash, packing materials, and personal property. Leave the area as clean as you found it.
Conduct & removal
Act professionally and courteously toward staff, attendees, and other vendors. Follow venue rules, local law, and staff instructions. We may remove you from the floor, forfeit table fees without refund, and/or ban you from future events for material violations, unsafe behavior, harassment, or selling prohibited goods.
Property risk & insurance
HobbyExchangeShow, its organizers, staff, agents, and the venue are not responsible for lost, stolen, or damaged merchandise, cash, equipment, or personal property. Secure valuables when you step away. We encourage personal or commercial insurance covering your inventory and activities; we do not provide vendor insurance.
5. Check-in credentials & day-of entry
Keep this code and QR private. Anyone who presents them may be admitted under your booking. If they are shared, lost, forwarded, screenshotted, or used without your permission, you remain responsible for that booking, and we may deny duplicate entry, treat the booking as fulfilled, and/or reissue credentials at our discretion. Nothing here limits rights you may have under applicable law that cannot be waived.
Bring a government-issued photo ID that matches the name on this booking. Staff may refuse entry if identity cannot be reasonably verified.
After staff records your check-in, we may email a check-in confirmation to the address on the booking. That email is a convenience record only; the staff check-in log is controlling if there is a conflict.
6. Attendee & show-day entry
HobbyExchangeShow events may include free regular entry, paid early-bird or VIP early admission, and guest amenities as advertised for that show. Published hours, early-bird rules, VIP perks, and free-entry windows are planning details and may change for safety, capacity, or operations. Early-bird or promotional entry is not a transferable ticket product unless we say otherwise. Bring ID if staff ask. We may refuse or remove anyone for unsafe, illegal, or disruptive conduct without a refund of any fee paid to us for that entry promotion.
Vendors on the floor are independent. We do not sell, authenticate, escrow, or guarantee merchandise sold by vendors or traded between guests. Inspect goods before you pay. Disputes over authenticity, condition, payment, or delivery are between buyer and seller. Secure your own bags and purchases; we are not responsible for lost or stolen attendee property.
7. Amenities (food, drink, Wi‑Fi, parking, giveaways)
Complimentary food, drink, Wi‑Fi, parking rates, giveaways, and similar perks—when offered—are hospitality extras, not part of a vendor table sale and not a guaranteed entitlement. They may be limited (for example, while supplies last or to a stated guest count), substituted, delayed, or canceled. Food and drink are provided as-is; tell staff about allergies and consume at your own discretion. We are not liable for allergic reactions, foodborne illness, or perk unavailability beyond what applicable law requires.
8. Contests & prizes (including cosplay)
Contests, giveaways, and prize amounts (including cosplay) are promotional. Eligibility, judging, and winners are at organizer discretion under rules we publish for that show. Prizes may be adjusted or canceled if needed. Participants grant us permission to photograph and video the contest for show promotion unless they opt out with staff beforehand. Costumes and props must be venue-safe; no weapons or hazardous items. Enter and compete at your own risk.
9. Privacy
We collect account and booking data you provide (name, email, business name, payment references, table selections, check-in events) to operate shows, send transactional emails (booking confirmation, verification, check-in confirmation), issue invoices, and prevent fraud. We use service providers such as Stripe (payments) and email delivery providers. We do not sell your personal information. You may email us to correct account details. Transactional emails about your booking are sent as part of the service; marketing messages, if any, will include a clear opt-out.
10. Community & wholesale marketplace
The public marketplace and vendor wholesale board are listing and messaging tools only.HobbyExchangeShow does not broker, escrow, insure, authenticate, or guarantee any sale, trade, exchange, or other transaction between members or vendors. You deal directly with other users at your own risk. We are not liable for product authenticity, condition, payment, shipping, delivery, chargebacks, fraud, or disputes arising from marketplace activity. Remove yourself from any deal that feels unsafe.
11. Limitation of liability & assumption of risk
Attendance, load-in, shopping the floor, and participating in activities involve ordinary event risks (crowds, equipment, flooring, other guests). To the fullest extent permitted by law, you assume those risks. Follow venue and university rules. Venue owners are not parties to your deals with vendors or other guests and may enforce their own policies. Report hazards to staff promptly.
To the fullest extent permitted by law, HobbyExchangeShow and its organizers, staff, and agents are not liable for indirect, incidental, special, consequential, personal injury, property loss, or lost-profits damages arising from table rentals, show attendance, amenities, contests, marketplace use, or use of this site. Our total liability for a booking is limited to the table fees you paid us for that booking. Some jurisdictions do not allow certain limitations; in those cases, our liability is limited to the maximum extent allowed.
These terms are governed by the laws of the State of Florida, without regard to conflict of law rules, except where federal law controls. Venue for disputes that cannot be resolved informally is in state or federal courts located in Miami-Dade County, Florida, unless applicable law requires otherwise.
12. Contact
HobbyExchangeShow
Miami, FL 33199, United States
hobbyexchangeshow@gmail.com
We may update these terms by posting a revised version on this page. Material changes apply to bookings made after the updated date. Continued use of the service after posting constitutes acceptance of the update for future bookings.