1. Scope and Agreement
This Application, Payment & Refund Policy (“Policy”) applies to artist, vendor, tattoo-supply vendor, food-truck, exhibitor, and similar applications submitted to Kings & Queens of Ink: Southern InkFest, produced by Kings & Queens of Ink Tattoo Expo, LLC (“Organizer,” “we,” “us,” or “our”).
By submitting an application, authorizing payment, or accepting booth placement, the applicant confirms that they have read and agree to this Policy, the application-specific terms, event rules, and any later written operational instructions. If application-specific written terms conflict with this general Policy, the more specific written terms control.
2. Application Review and Acceptance
- All applications are reviewed. Submission, payment, or receipt of an automated confirmation does not guarantee acceptance.
- We may consider event fit, product or service category, licensing, professionalism, space, exclusivity commitments, safety, prior history, and completeness of the submission.
- Acceptance occurs only when the Organizer sends an approval or acceptance notice through an authorized communication channel.
- We may request additional information, documents, corrections, or clarification before making a decision.
- Providing false, incomplete, misleading, or materially changed information may result in rejection or cancellation.
3. Pricing and Selected Options
The price, quantity, upgrades, deposit option, and amount due shown in the application’s payment summary at submission form the basis of the transaction. Applicants must review the summary before authorizing payment.
Booth prices and options may differ by applicant type. Corner placement, premium endcaps, exclusivity, electricity beyond basic service, and other upgrades are subject to availability and are not guaranteed until confirmed by the Organizer.
Taxes, licenses, health-department fees, permits, insurance, equipment, utilities beyond stated inclusions, processing by third parties, and other applicant obligations are not included unless expressly stated in writing.
4. Payment Options
Where offered, applicants may choose either:
- 50% deposit: the amount collected at submission is credited toward the approved booth total, and the remaining balance must be paid by the deadline; or
- Payment in full: the full amount shown is collected at submission.
Payment is processed through Stripe. A successful payment does not by itself constitute acceptance. Applicants are responsible for using an authorized payment method and providing accurate billing information.
5. Before an Acceptance Decision
If the Organizer does not accept an applicant, amounts paid for that application will be refunded in full to the original payment method.
An applicant who wishes to withdraw before receiving an acceptance notice must submit the request promptly through the Contact page. A withdrawal is not complete until acknowledged by the Organizer. If the request is received and confirmed before acceptance, amounts paid for that application will be refunded.
6. After Acceptance: Payments Are Nonrefundable
Once the Organizer sends an acceptance notice, all payments connected with the accepted application—including deposits, full payments, booth charges, corner upgrades, premium placements, and approved add-ons—become nonrefundable, except where this Policy expressly states otherwise or applicable law requires.
This rule applies if the accepted applicant later cancels, withdraws, cannot attend, fails to obtain required licenses or insurance, experiences travel or staffing problems, changes business plans, or is unable to participate for another applicant-related reason.
7. Remaining Balance and Deadline
For applicants choosing the 50% deposit option, the remaining balance is due no later than March 1, 2027.
- The Organizer may send reminders as a courtesy, but the applicant remains responsible for the deadline.
- Failure to pay the full balance by the deadline may result in cancellation of acceptance, release of the booth or placement, and forfeiture of amounts previously paid.
- Late payments or reinstatement are not guaranteed and require written approval.
- An applicant should contact the Organizer before the deadline if a payment record appears incorrect.
8. Refund Processing
Approved refunds are issued to the original payment method whenever reasonably possible. Processing and posting times depend on Stripe, the payment network, and the cardholder’s financial institution. The Organizer cannot control how quickly a bank displays the credit after a refund is initiated.
If the original payment method is unavailable, additional identity or transaction verification may be required before another lawful method can be considered.
9. Booth Placement and Changes
Booth maps, numbers, corners, endcaps, neighboring exhibitors, entrance locations, and layouts remain subject to operational, safety, venue, sponsorship, production, and regulatory requirements.
The Organizer may adjust booth placement or layout when reasonably necessary. A placement change does not automatically create a right to a refund. If the Organizer cannot provide a specifically paid premium feature, the Organizer may provide a comparable alternative or refund the price attributable to that unavailable feature, as determined in good faith.
10. Transfers, Resale, and Substitutions
Applications, credentials, booths, and placements may not be sold, assigned, transferred, sublicensed, or shared with an unapproved party without prior written approval.
Changes to business ownership, participating artists, products, menu, vehicle, staff, or operating concept must be reported. The Organizer may review the change and may approve it, impose reasonable conditions, or cancel the acceptance if the change materially alters the approved application.
11. Licenses, Health Rules, Insurance, and Compliance
Applicants are responsible for determining and satisfying all requirements applicable to their operation, including business licenses, tattoo or body-art requirements, health-department permits and fees, food-service permits, fire inspection, vehicle requirements, sales-tax obligations, insurance, and professional credentials.
Health-department and licensing fees are the applicant’s responsibility unless expressly stated otherwise. Failure to obtain or maintain required approvals does not entitle an accepted applicant to a refund.
Food trucks and mobile food vendors must be self-sufficient and comply with the operational requirements stated in their application and event instructions.
12. Conduct, Safety, and Removal
Applicants and their personnel must follow venue rules, event instructions, applicable law, health and safety requirements, load-in and load-out schedules, credential rules, and professional conduct standards.
The Organizer may deny entry, suspend activity, remove products, close a booth, revoke credentials, or remove a participant when reasonably necessary for safety, noncompliance, unauthorized products or services, misconduct, fraud, threats, harassment, illegal activity, or material breach. Such action does not create a refund right.
13. Event Changes, Postponement, and Cancellation
Schedules, hours, artists, performers, activities, layouts, entrances, and event components may change. Reasonable programming or operational changes do not create a refund right.
If the event is postponed, accepted booth payments will ordinarily be transferred to the rescheduled date. The Organizer will announce any additional options based on the circumstances, contracts, insurance, venue requirements, and applicable law.
If the Organizer cancels the event in its entirety and does not reschedule it, the Organizer will announce the refund or credit process for affected booth payments. Nothing in this section limits rights that cannot lawfully be waived.
14. Events Beyond Reasonable Control
The Organizer is not responsible for delay, disruption, relocation, modification, or inability to perform caused by circumstances beyond reasonable control, including severe weather, natural disaster, fire, flood, epidemic, government order, venue closure, utility or transportation failure, labor disruption, civil disturbance, terrorism, public-safety emergency, or similar event.
Any refund, credit, transfer, or alternative performance in such circumstances will be determined under applicable law and the facts, including recoverable costs, insurance, contracts, and whether the event is rescheduled.
15. Payment Questions, Disputes, and Chargebacks
If an applicant believes a payment is incorrect or unauthorized, they should contact the Organizer promptly through the Contact page so the transaction can be investigated.
A bank dispute or chargeback may temporarily reverse funds and trigger a formal evidence process. The Organizer may provide the application, acceptance notice, payment authorization, policy acknowledgment, correspondence, transaction records, attendance or credential records, and other relevant evidence to Stripe, financial institutions, or card networks.
A chargeback does not automatically cancel an accepted booth or eliminate an amount lawfully owed. Fraudulent or abusive disputes may result in cancellation, collection activity, or denial of future participation. Nothing here prevents a cardholder from exercising legitimate rights under applicable law or card-network rules.
16. Notices and Contact Information
Applicants must provide and maintain an accurate email address and telephone number and should monitor spam or junk folders. Notices sent to the contact information submitted with the application are considered directed to the applicant.
For an application, payment, refund, or balance question, use the Contact page. Include the applicant name, business or studio name, form type, and transaction or confirmation reference when available. Do not submit complete card numbers through the contact form.
17. Policy Updates and Governing Documents
The version displayed at the time of submission will generally govern that application, together with application-specific agreements and later mutually agreed written changes. We may update this public Policy for future submissions by changing the “Last updated” date.
This Policy should be read with the website Privacy Policy, application agreements, event rules, and any signed contract. No website summary or informal statement changes these terms unless confirmed in writing by an authorized representative.