Book Fair Association Services Agreement

This non-exclusive Services Agreement contains the complete terms and conditions that apply to your use of the Book Fair Association (BFA) Services, described at https://bookfairassociation.com. As used in this Agreement, “BFA” means Book Fair Association.

Amendment Notice of Changes

BFA reserves the right to change the terms and conditions contained in this Agreement, other service-specific terms and conditions, or any policies or guidelines governing the Services, including, without limitation, any information posted on the BFA website, at any time and in our sole discretion.

Any changes to the Site, including service-specific terms and conditions or policies referenced in this Agreement, will be effective upon posting of such revisions on the Site and without prior notice to you. However, we will send an email notification outlining any updates.

You are responsible for regularly reviewing the Site and the Terms & Conditions link on the registration pages for changes.

Your continued use of the Site and Services following our posting of any changes to this Agreement will constitute your acceptance of such changes or modifications. If you do not agree to the changes, you must discontinue use of the Site and Services.

If a current or future show is canceled or postponed due to force majeure, the author, publisher, agent, or marketing company will not receive a refund.

Author Attendance at Book Fairs

It is the responsibility of the author, publisher, reseller, marketing agency, or any authorized representative registering books for exhibition through BFA to read and understand the information contained herein, or to ensure that their client is aware of the same.
Not all book fairs scheduled or coordinated by BFA permit author attendance. BFA primarily participates in professional and industry-specific fairs, which may restrict access to individuals directly involved in publishing and related trades.
As of the effective date of this Agreement, the only fairs scheduled by BFA that permit author and/or general public attendance are:
- Sharjah International Book Fair
- Guadalajara International Book Fair
- Frankfurt International Book Fair

For all other fairs not explicitly listed above, author attendance is strongly discouraged due to:
a. Ineligibility to register or gain access
b. Lack of relevant programming for individual authors
c. Registration limited to trade professionals
d. BFA’s inability to secure credentials on behalf of authors

The registration of a title with BFA does not include entry credentials or admission to book fairs. For events that allow author attendance, it is the sole responsibility of the author or their representative to secure registration and pay any applicable fees.

Order Accuracy

Customers are responsible for providing accurate information when placing an order, including but not limited to email addresses, book details, and author information.
If incorrect information is provided and not corrected upon request, BFA reserves the right to cancel the order. A full refund will be issued to the original payment method.
Resellers, marketing companies, and authorized representatives are responsible for ensuring their clients’ information is accurate.

Registration & Display Copies

Registration must be completed before any books are shipped to our offices. Books received without registration cannot be guaranteed display.
Display copies must be supplied in the quantities outlined on the BFA website and received by the published deadlines.
Registrations cannot be modified after the deadline.
Display copies become the property of BFA and will be donated at the conclusion of each show unless prior arrangements are made.

Digital File Submissions

For the Look Inside the Book feature, authors or representatives must upload a PDF or ePub file. BFA will only display up to 25% of the total file, beginning from page one.
It is the author’s responsibility to keep these files updated using BFA’s login system. If an author sends a file to a BFA employee for upload, they automatically agree to all terms and conditions.

Payments & Refunds

Full payment must be received prior to the show date unless otherwise agreed in writing.
Space is limited and allocated on a first-come, first-serve basis.
BFA reserves the right to deny registration, including titles deemed inappropriate (pornographic or hate-related content).

Exhibit & Booth Policies

Only BFA staff are authorized to manage exhibits.
Shelf placement of titles is at the discretion of BFA.
Promotional materials may be displayed only in limited quantities and only at certain shows (restrictions apply for major showcases such as BookExpo and London Book Fair).
Authors may:
a. Take photos of their displayed title
b. Take photos with family/friends near their title
c. Leave small promotional material (where permitted)
Authors may not:
a. Hand out materials inside the booth
b. Hold meetings inside the display area
c. Remain in the booth area for extended periods

Resellers of BFA Services

Resellers must obtain acknowledgment from their author/publisher clients that they agree to BFA’s Terms and Conditions.
Resellers failing to obtain such acknowledgment agree to indemnify BFA against violations.
Resellers must clearly identify BFA as the company of record for display services on their websites or promotional materials.

Exhibit Badges

Registration for book display (print or eBook) does not include entry badges. Exhibit badges must be purchased separately through the book fair organizer. Fees vary per event.

Advertising in Catalogs

If a Full Page Ad is ordered and the requested PDF is not submitted by the deadline, BFA reserves the right to use the registered book’s cover as the ad.

Disclaimer

BFA is a marketing and promotional service. We do not guarantee sales, orders, or distribution as a result of our services.