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October 2016 Exhibitor Terms and Conditions (Curling Rink Option)

Please note that these Terms and Conditions apply to exhibitors agreeing to wait to see if we can get access to the Curling Rink and understand that we won’t know for sure until mid September. The content below is written as if we will get access to the Curling Rink and cancel our booking in Halls A&B.

In agreeing to these Terms and Conditions the applicant understands that their booth(s) will be reserved on their behalf and that they will be fully refunded, and the exhibitor’s space will be forfeit, if the Curling Rink is not available for our use. In addition, all exhibitors applying for our Curling Rink option are automatically added to our Halls A&B waiting list and if they do get a booth in that room, the exhibitor agrees that the Terms and Conditions listed below will then apply to that room. Note that the 6′ x 8′ booths become 6′ x 6′ booths in the event that the exhibitor has a booth inside Halls A&B.

Applications from exhibitors will be accepted on a first come, first serve basis.

HOURS OF OPERATION

The event will be taking place in the Curling Rink of the Nepean Sportsplex and will be open at the following times:

  • Saturday October 15th from 10:00 am to 6:00 pm
  • Sunday October 16th from 10:00 am to 5:00 pm

SET UP AND TEAR DOWN

Set up/re-stock times:

  • Friday October 14th from 4:00 pm to 10:00 pm
  • Saturday October 15th from 8:00 am to 9:30 am
  • Sunday October 16th from 8:00 am to 9:30 am

SET UP INFORMATION

Exhibitors must have their tables/booths set up prior to the doors opening as per the times listed above.

Should an exhibitor be running late, they must notify management by calling Stacey Young at 613-862-3556. If the rented space is unoccupied or not set up by 9:30 am on Saturday or Sunday morning, the exhibitor accepts that the organizers may use or redistribute the space at their discretion without obligation or reimbursement toward the exhibitor.

CLOSING/TEAR DOWN INFORMATION

Exhibitors may not begin closing down their tables/booths before 6:00 pm on Saturday. Tables/booths must be closed down within 30 minutes of the closing time. Tear down on Sunday may not begin before 5:00 pm but must be completed by 8:00 pm.

Note: Any exhibitor who is seen tearing down before the times listed above will be considered in poor standing and will not be able to apply for the next two events until after the jurying process for new exhibitors has been completed, should any spaces be available. In other words, they will only be able to apply approximately a month and a half after applications open, and only if spaces are still available. If no spaces are available, they will be placed on our waiting list.

ADDITIONAL INFORMATION

Logistical details about where to load in/move out will be provided leading up to the event.

No individuals under the age of 16 may be in the Curling Rink during set up and tear down or after or 6:00 pm on Saturday.

A limited number of volunteers will be available to help exhibitors unload/load their vehicles during set up and tear down, however neither they, nor the organizers, are liable for any damage to materials, goods, or equipment or injuries to staff that may occur as a result of their assistance.

The organizers reserve the right to inspect any and all spaces during set up and throughout the weekend. If any forbidden material is found, the exhibitor must remove the items immediately. If this is not done, the exhibitor will be expelled from the event and will not be reimbursed for rental fees, loss of revenue or any other damages that may occur.

TABLE SPACES

Each table space measures 6 feet deep x 8 feet wide and comes with:

  • Two exhibitor passes
  • One 6 feet x 2.5 feet unskirted table
  • Two chairs

Exhibitors must stay within their allocated 6’ x 8’ space and ensure that their set up does not infringe upon the space of any neighbouring exhibitors.

All exhibitors are responsible for bringing their own tablecloths. The use of tablecloths is mandatory.

Please note that no table spaces are available which are located directly up against a wall and no draping will be provided.

BOOTH SPACES

Each booth space measures either 8 feet deep x 8 feet wide OR 8 feet deep x 10 feet wide and comes with:

  • Two exhibitor passes
  • One 6 feet x 2.5 feet unskirted table
  • Two chairs

Power is available for all of these booth spaces for an additional $25.00 (plus tax).

A limited number of corner spaces for the 8′ x 8′ spaces only and are available for an additional $30.00 (plus tax).

Extra tables can be rented for $10.00 each (plus tax).

All exhibitors are responsible for bringing their own tablecloths. The use of tablecloths is mandatory.

Please note that draping will not be provided.

MERCHANDISE

At least 90% of all exhibitors’ merchandise must relate to: comic books, sci-fi, fantasy, anime, steampunk, horror, gaming or cosplaying.

Exhibitors may only sell works of art, self-made handicraft items or legal commercial items. Please note that no food (including candy), drink, sexually explicit material or any fragranced products (e.g. soaps, perfumes, colognes, candles, etc.) may be sold at this event.

In order to ensure that the event has a good mix of products for our patrons, the organizers limit how many exhibitors they have per category. Exhibitor categories are: jewellery, accessories, handmade toys, art, clothing, comic books, toys and collectibles, video gaming, board gaming, and stores.

Unless accepted as a “jewellery” exhibitor, exhibitors may only devote a maximum of 10% of their table/booth space to the sale of jewellery.

Any use of equipment or displaying of merchandise that makes noise or plays music must be discussed and approved by the organizers prior to the event.

Any artist wishing to create art at the event must have prior approval from the event organizers to do so.

Tables and booths must be staffed at all times during the opening hours.

We encourage our vendors to secure their merchandise at the end of the day Friday and Saturday by putting items under their table and/or placing a tarp or tablecloth over their display. While the Curling Rink will be locked overnight on Friday and Saturday, we are not responsible for any missing or damaged items.

PAYMENT

Payment may be made in the following ways:

  1. By email money transfer to OttawaGeekMarket@gmail.com.
  2. By PayPal (please add 4% to the total owed to cover service fees) to OttawaGeekMarket@gmail.com.
  3. By cheque or money order (please make payment out to the “Ottawa Geek Market”) mailed to:
    Ottawa Geek Market
    PO Box 85042
    Stittsville, ON
    K2S 1S0

In order to take advantage of the early bird pricing, your 50% deposit within 15 days of being notified of being approved as an exhibitor. The rest of the payment is due by September 15th, 2016.

If payments are not received by these due dates, the exhibitor will forfeit their space and be placed on a waiting list. Refunds will only be provided for cancellations that have been made by September 15th, 2016.

MISCELLANEOUS

Free parking is available on site.

Any exhibitor who donates an item to our Geek Market Bazaar (formerly silent auction) that is valued at $20 or more will be offered two free weekend passes to the event. These passes can either be exhibitor passes or admission passes, but it is the exhibitor’s responsibility to specify which type of passes they are requesting.

We encourage a fragrance-free environment and ask that all exhibitors and their staff refrain from wearing any fragranced products (perfume, aftershave, body spray, etc.) on the days of the event (including during set up and tear down) out of respect for employees and patrons who are allergic or sensitive to fragrance. 

LEGAL INFORMATION

Geek Market Inc. (hereafter the Convener and speaking on behalf of the Ottawa Geek Market) hereby agrees to sublicense and deliver to you (hereafter the Exhibitor) the temporary use of the space, equipment and services (all preceding items hereafter termed the “Services”) identified in the application form, at the times and for the sole purpose of the event, on the terms and conditions set out herein and in the application form. The Exhibitor agrees to pay for the Services at the prices set out in the application form and to abide by the payment schedule herein.

The Convener agrees to exercise all reasonable care to ensure that the event will proceed uninterrupted on the dates and times specified in the Application Form, and that all facilities (inclusive of parking) will be provided as indicated. The Convener cannot accept responsibility if circumstances outside its reasonable control cause the event to be cancelled, delayed, or postponed, or if the location or other facilities (inclusive of parking) are changed. In such event, the Convener shall give the Exhibitor as much notice as reasonably possible by posting notices to its website, via e-mail, and through any reasonable, additional means at its disposal.

Under no circumstances shall the Convener, its organizers, any of its agents, or volunteers be liable to the Exhibitor for any loss or damages of any nature whatsoever, howsoever caused (including negligence), whether direct or indirect, for loss of business, lost profits, damage to property, injury or death, or for any indirect, special, or consequential damages, even in the case that the Conveners are aware of special circumstances that might give rise thereto. The Convener’s maximum liability (and that of its organizers, agents, and volunteers) to the Exhibitor for any cause whatsoever shall be limited to direct damages only, not exceeding the price paid by the Exhibitor for the services hereunder.

CONTACT INFORMATION

If you have any questions, please contact Stacey at (613) 862-3556 or by email at ottawa@geekmarket.ca.

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