General Information

  1. WHAT: The Computer Simulation & Gaming Conference (CSGC) brings together students, educators,  professionals, and enthusiasts for two days of learning, innovation, networking, and gaming. From VR and game design to visual effects and digital art, CSGC features inspiring talks, workshops, and exhibits.
  2. WHEN: Friday Conference: April 15, 2022
                 Saturday Competition: April 16, 2022
                 Main Event –  10:00 am – 5:00 p.m.
                 Saturday Awards Ceremony – 5:00 p.m. – 6:00 pm
  3. WHERE: University of Tulsa, Allen Chapman Student Union
  4. WHO: This event is free and open to the public. Over hundreds of attendees are expected to attend this year’s event.
  5. WEB: http://www.csgconf.com
  6. More Info: For more information contact: info@csgconf.com

GENERAL EXHIBITOR INFORMATION

  1. EVENT PARKING

    All attendees are asked to park in the Lorton Performance Center Parking which is located along south Gary Place (see University map for locations https://maps.utulsa.edu/)

    Exhibitors can unload in the designated loading zone in the Union Parking lot. If space is available exhibitors are welcome to park in the Union Parking lot but note that space is very limited in that lot.

    CSGC Exhibitor Parking

  2. EXHIBITOR PRICING AND SPACING 
    1. ​Exhibitor Fees are $50 dollars. | Exhibiting is FREE to all Competitors.​
      1. All exhibitors are guaranteed an 8' X 8' table booth space with two chairs.
    2. If exhibitor fees have not been received before the event, we ask that exhibitors pay (by check) when they sign in at registration.
    3. Note that at the discretion of the CSGC coordinators, exhibitors’ fees may be waived.
    4. Competitors are restricted from selling any products.
  3. Exhibitor Live Demos are subject to availability and all exhibitor fees are Non-Refundable.
  4. EXHIBITOR SET-UP AND TEAR-DOWN
    1. Exhibitors may set up their booth on the morning of the event between 8:30 a.m. and 10:00 a.m. Exhibitors must have their booth ready by 10:00 a.m. for the start of the event and must not dismantle the booth until after 4:00 p.m. of the same day.
    2. Exhibitors/Competitors are allowed to unload and load in our loading zone in front of the Allen Chapman Student Union, marked by cones. After loading is complete they are asked to park in the designated lots (see map Hours & Location page).
    3. Exhibitors/Competitors must bring their own equipment for demoing their game, art, product, etc.
      1. This includes any hardware, output devices, cables, mounts, boards, etc.
      2. We have a limited supply of extension cords provided on a first come first serve basis. Be prepared, bring your own.
    4. Exhibitors/Competitors should have one member at their display at all times CSGC, the event staff and TU are NOT responsible for anything missing or broken during the event.

Deadlines and Fees

  1. DEADLINES
    1. The deadline for Exhibitor registration and payment is April 9, 2022. 
  2. FAILURE TO PAY
    1. In any case, if Exhibitors fail to pay according to the Terms and Payment Schedule specified the exhibit space(s) reserved for the exhibitor shall be released without notice to the Exhibitor and the Exhibitor shall remain liable to CSGC for the total rental amount, which shall become immediately due and payable to CSGC.
    2. If an exhibitor has already paid but withdraws from the event, it must be understood that CSGC will not make any refunds to the event Exhibitors.
  3. PAYMENTS
    1. All fees are due by the last date of specialty pricing (see exhibitor pricing)
    2. To qualify for early bird pricing your payment must be received prior to the deadline of the pricing discount.
    3. Make checks payable to The University of Tulsa
    4. In the memo write:  CSGC
    5. Mail check to:
      CSGC
      C/O Akram Taghavi-Burris
      University of Tulsa
      800 S. Tucker Dr.
      Tulsa, OK 74104
  4. EXCEPTIONS
    1. A the discretion of the CSGC coordinators' exhibitors' fees may be waived or the deadline extended. Please contact us for more information contact: info@csgconf.com

Product Sales and/or Solicitations

  1. Product Sales
    1. Exhibitors are welcome to sell product to expo attendees. However, all products visibly displayed at the event should be all viewing age appropriate.
    2. Exhibitors may be asked at the discretion of the CSGC organizers to remove any for use of any inappropriate content from their booth.
  2. Tax Laws
    1. It is the responsibility of the Exhibitor to adhere to all applicable city/state sales tax laws for Tulsa, Oklahoma.
  3. Restrictions
    1. No exhibitor may conduct any fundraising at the event.
    2. CSGC organizers reserves the right to revoke Exhibitor sales privileges at any time during the Expo

OTHER RULES AND REGULATIONS:

  1. UNIVERSITY OF TULSA REGULATIONS
    1. Exhibitors and attendees must adhere to all the University Tulsa (TU), city, county, state, and federal regulations.
    2. The selling or use of tobacco, alcohol, and gambling-related products are strictly forbidden at the show.
    3. All weapons of any kind are strictly prohibited.
    4. For a complete list of University of Tulsa  rules and regulations visit: https://utulsa.edu/campus-security/policies/
  2. CHILDREN
    1. Attendees may bring children; however, all children 14 and under must be accompanied by an adult at all times. Children are not permitted to wander freely through the event or the university without a guardian of 18 years of age or older.
    2. VR & AR hardware manufacturers advise that VR use is limited to children over 13 years old. Parents must agree to sign a waiver allowing children under 13 to demo any of the game in our VR showcase.
  3. LOST AND DAMAGED GOODS
    1. In the event of lost or damaged goods, please inform a member of the Event Staff. They will direct you to campus Safety and Security. However, CSGC, the event staff nor TU is responsible for anything missing or broken during the event.
    2. All Exhibitors and guests are held accountable for his or her own belongings and are encouraged to make sure that they have all their possessions before leaving the event to ensure that nothing is left behind.
  4. VIDEO AND PHOTOGRAPHY
    1. By attending the public CSGC attendees are granting their permission to be photographed or recorded by individuals authorized by CSGC and grant their permission for CSGC to use such videos and images or footage for archival or promotional purposes.
    2. We do not represent, warrant, or guarantee that other attendees or other individuals will not take photos or record video or audio of you while you are attending the public expo event. You attend the expo at your own risk with regards to such photos, videos, and audio, being taken by a third-party.

UPDATES AND CHANGES

The University of Tulsa and CSGC reserves the rights to change, modify, and or update the rules, regulations, and guidelines at anytime. These will be subject to change at anytime without notification.