1. Booth Reservation & Payment

To reserve a booth at the Magic City Expo (MCE), full payment is required at the time of registration. Booths are not considered reserved until payment is received and confirmed. MCE does not accept partial payments or deposits.

All payments are non-refundable and non-transferable, except in the event of a cancellation by MCE (see Section 6). Payments will be processed through our nonprofit partner, The Penny Foundation, and will appear as such on your financial statements.

2. Booth Assignment & Setup

Booth space will be assigned based on the order in which full payment is received. MCE reserves the right to reassign booths at its discretion to serve the best interest of the event. Sharing or subleasing booth space is not permitted. All exhibits must remain assembled and staffed throughout the entire event. Failure to occupy an assigned space does not relieve the exhibitor from financial obligations.

All exhibits must be fully set up by 9:30 a.m. on Saturday, August 9, 2025, and remain in place until 7:00 p.m. Breakdown is only allowed after the show ends. 

3. Licenses, Permits, and Sales Tax

Exhibitors are responsible for obtaining any necessary licenses, health permits, or insurance required for participation. This includes complying with City of Birmingham and Alabama State tax regulations. Sales tax forms will be distributed at check-in and must be returned with payment after the event. For questions regarding city tax requirements, contact the City of Birmingham Tax & License Division at (205) 254-2497.

4. Sales Tax Collection

The City of Birmingham requires all exhibitors selling goods or services at the Magic City Expo to collect and remit a 10% sales tax on all sales made during the event. At the close of the event, city officials or designated event coordinators will collect the required sales tax from each exhibitor. This tax must be submitted to the city by the designated receiver, ensuring compliance with local tax regulations. Failure to comply may result in penalties or restrictions on future participation in city-sponsored events.

5. Liability & Insurance

MCE is not liable for loss or damage to exhibitor property, nor for any injuries or incidents occurring during the event. Exhibitors assume full responsibility and are encouraged to secure appropriate insurance coverage. Exhibitors agree to indemnify and hold harmless MCE, its affiliates, partners, venue, staff, and sponsors from any claims, losses, or damages arising from their participation.

6. Product & Service Limitations

Only the products or services listed in your application may be promoted or sold at your booth. No unauthorized merchandise bearing the “Magic City Expo” name or branding may be sold without prior written consent from event organizers.

7. Event Cancellation

MCE reserves the right to cancel or reschedule the event. In such a case, paid exhibitors will receive a full refund. Otherwise, all exhibitor fees are non-refundable under any circumstance.

8. Restrictions

• No helium balloons (BJCC fire hazard policy)

• No animals allowed (with the exception of ADA-compliant service animals)

• No disruptive displays, amplified sound, or aisle obstructions

• No pinning, taping, or attaching materials to booth drapes

• Exhibitors must comply with all BJCC venue rules and policies

9. Use of Exhibitor Likeness

By participating, exhibitors grant permission to MCE to use their name, booth images, and logo in promotional materials, including photos or video taken during the event.

10. No Guarantees

MCE makes no guarantee regarding event attendance, booth traffic, or sales outcomes. Exhibitors are responsible for promoting their participation and driving engagement.

11. Complete Agreement

By submitting the exhibitor registration form, participants acknowledge and accept these terms and policies in full, agreeing to comply with all regulations set forth by MCE. These Terms and Conditions represent the full and complete agreement between Magic City Expo and the exhibitor.