Definitions:
Collector – a person who brings a machine(s) for use during the entire weekend of the festival, in exchange for admission into the show. Collectors will receive one (1) weekend admission for each machine they bring to the show. Collectors may receive other incentives to bring games to the show.
Exhibitor – a person or company who purchases space (booth(s)) during the show with the express intent of selling or displaying a product. Exhibitors will receive a pre-determined number of admission(s) for each booth space purchased. Exhibitor space is at a premium and must be authorized by the organizers.
Sponsor – a person or company who provides a monetary stipend in exchange for recognition as a sponsor, either on TPF’s website, during the event, in print media, or any combination thereof.
Volunteer – a person who works assigned jobs at the show. Volunteers are compensated with merchandise or other incentives, depending on hours worked.
Game Types and Prohibited Machines:
Pinball Machine – A game played on a commercial coin-operated device in which the player operates a plunger to shoot a ball down or along a slanted surface having obstacles and targets, often equipped with flippers to keep the ball in play. Antique table-top pinball machines are allowed within exhibitor booths, or with pre-approval.
Classic Arcade Game – A commercial coin-operated video game completely contained within an upright or cocktail cabinet, originally intended for public use. The game usually has short levels, which rapidly increase in difficulty with simple and intuitive controls. A limited number of multicades will be allowed on the floor. Ride-on or oversized arcade games are subject to approval.
Prohibited Machines – The Texas Pinball Festival will not allow certain types of games in exchange for free admission, either because of liability reasons, or because the games do not fit the atmosphere the TPF is trying to create. These include, but are not limited to, pachinko machines, home television or PC console games, Zizzle, Arcade1Up or miniature pinball machines, countertop touchscreen video games, redemption games, ride-on arcade games, slot machines, foosball and pool tables, skee ball tables and food or drink vending machines.
If you have a game that would normally be prohibited and would like for us to consider it, please contact us at info@texaspinball.com before you register as an collector.
Prohibited games registered without prior approval by a TPF Organizer will be removed for the game line-up and associated weekend passes will be marked as “payment due” according to the date the registration was received.
General:
Set up is on Thursday, March 20, 2025 from 2pm until 10pm and on Friday, March 20, 2025 from 10am until 4pm. All games exhibited in exchange for show admission during the Texas Pinball Festival must be in playable condition and set to free play for the duration of the show.
Inoperative equipment is to be placed inside exhibitor’s own booth space.
Exhibitors are solely responsible for the content of their booth(s), and the security of the goods and quality of the services provided. Exhibitors/Collectors are solely responsible for their pinball machine(s), product and security.
Exhibitors placing games for sale/play within booth(s), must make games easily accessible from the showroom aisles. Obstructions, such as tables and chairs in front of games within booths are prohibited. Exhibitors, at their own discretion, may limit free play on their machines as long as they are placed entirely within the perimeter of their booth, and as long as the machine was not brought in exchange for show admission.
The Texas Pinball Festival and its organizers (Texas Pinball Organizers) are NOT RESPONSIBLE for loss of products or machines due to theft, damage, misuse, or Acts of God and/or Nature.
It is Exhibitor’s/Collector’s responsibility to transport display item(s) or game(s) to and from the Texas Pinball Festival showroom.
Exhibitors/Collectors agree to leave machines in service until 2:30 pm on Sunday, March 23, 2025 and will inform buyers that machines purchased are not to be transported from the premises before that time and date. Games removed before this time period that cannot be replaced by another machine will be subject to an early exit fee as determined by the Texas Pinball Festival Organizers. Removal tickets can be purchased at the registration table and a floor manager must oversee the removal. Additionally, both the seller and the buyer must be present to have the game removed.
Access to a technician at the show will be provided to all Collectors as a courtesy by the Texas Pinball Festival. The technician will be available, as time allows, to assist with diagnosis and minor repairs needed to keep playable games running for the duration of the show. Any extensive repairs or parts will be the responsibility of the owner of the game and any agreement reached between the owner of the game and the technician shall in no way obligate the Texas Pinball Festival or its organizers to be a party. The definition of “extensive repairs” is left to the discretion of the Texas Pinball Festival Organizers.
General Admission Cancellation/Refund Policy: Purchased admission(s) are non-refundable, but they are transferable. Should you need to transfer your admission(s) to another person’s name, contact registration@texaspinball.com.
Merchandise Cancellation/Refund Policy: Merchandise purchases are non-refundable, but can be exchanged for a different size/color, subject to availability. Should you need to transfer your merchandise order, contact registration@texaspinball.com or the registration desk at the show.
Exhibitor Cancellation/Refund Policy: Space is held for exhibitors to the exclusion of others. Due to the difficulty in reselling space last-minute, booth space is only refundable up to 30 days prior to the show or if the space is resold.
Sponsor & Advertisement Cancellation/Refund Policy: Sponsorships, web links on the TPF home page and program ads are non-refundable.
Tournament Ticket Refund/No Show Policy: Tournament tickets are refundable until the cutoff date indicated by the tournament rules, provided a wait listed player can replace him/her and according to the graduate refund schedule. Tournament tickets are not transferable. No-shows for the Wizards Tournament are non-refundable.
Special Guest Cancellation: Special guests are subject to cancellation or schedule change, due to professional commitments. Although most guests are available for the duration of the event, due to limited availability some guests are only available for a portion of the event, i.e. a single day. Appearance day(s) will be posted on the website as soon as we know them. Seminars have limited seating capacities and are generally offered on a first come, first served basis. Seminars expected to reach capacity in the seminar room may institute some reserved seating.
Show Cancellation: TPF is a “rain or shine” event. In the unlikely circumstance that the Texas Pinball Festival were forced to cancel due to Acts of God, Government Action or any other reason out of our control, no payments will be refunded, and no credit will be applied toward any future show.
Texas Sales Tax for Exhibitors: Texas law requires an 8.25% sales tax be collected on purchases made inside the state, and inside the city of Frisco. There is no filing fee. Tax may be collected by the State Comptroller at the show. If you do not have a Texas Sales Tax Permit, getting one is easy and Free. You can apply on-line at http://www.window.state.tx.us/taxpermit/. It takes 2-3 weeks to get the actual permit, but they will issue you a number immediately, so just bring that documentation with you. Dallas County Taxes are 8.25%, and at the end of the Quarter, you should receive a form from the state to remit your taxes collected. If you are unsure if you are required to collect sales tax, our recommendation is to go ahead and apply for the permit, so you at least have it. And if you’re not, you can claim $0 and cancel via phone.
Recording Notice: The Texas Pinball Festival (“the event”) is produced by Pin Events LLC, and is being recorded in and around the premises. All persons entering the premises consent to the use of their photograph, image, voice and likeness in the event, and in promotion thereof, in any and all media (including without limitation, all television rights, and all allied, ancillary, subsidiary and incidental rights), throughout the universe, in perpetuity, without remuneration.
These terms and conditions are subject to modification any time up to and including the dates of the 2025 Texas Pinball Festival.
Any other concerns or questions can be directed to info@texaspinball.com.