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Geek and Gaming Garage Sale – Vendor Terms and Conditions

The event will be taking place in Halls A&B of the Nepean Sportsplex on Saturday February 4th from 9:00 am to 3:00 pm.

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

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

Please note: The entire payment is due within 30 days of notification that your application has been accepted. No refunds will be offered.

Merchandise

Vendors may only bring items related to geekery and/or gaming. Items may include: comic books, action figures, costumes, costume props, books, DVDs and BluRays, apparel, art, jewellery, toys, collectibles, housewares, puzzles, video games, tabletop games, role-playing games (RPGs), miniatures, collectible card games (CCGs), live action role playing (LARP) items, living card games (LCGs), and traditional card games.

Please note that no weapons may be sold during the event (other than weapons made out of foam) due to the rules established by the facility. Should you have cosplay weapons for sale you are welcome to bring photos and a price list.

In addition, no bootlegged items, food (including candy), drink, sexually explicit material or any fragranced products (e.g. soaps, perfumes, colognes, candles, etc.) may be sold at this event.

Set Up and Tear Down

Set up/re-stock times:

  • Friday February 3rd from 7:00 pm to 9:00 pm
  • Saturday February 4th from 7:00 am to 8:45 am

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

Should a vendor 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 8:45 am on Saturday, the vendor accepts that the organizers may use or redistribute the space at their discretion without obligation or reimbursement toward the vendor.

Closing/Tear Down Information

Tear down on Saturday may not begin before 3:00 pm but must be completed by 4:30 pm. If the event is still busy as of 2:30 pm the organizers may choose to keep the event open longer and will let all exhibitors know at that time.

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 Halls A&B during set up and tear down.

A limited number of volunteers may be available to help vendors 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 vendor must remove the items immediately. If this is not done, the vendor 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

Vendors must stay within their allocated 6’ x 8’ space and ensure that their set up does not infringe upon the space of any neighbouring Vendors. Only a limited number of spaces are equipped to provide power for an additional $15.00 (plus tax).

A limited number of corner spaces are available and will be assigned on a first-come, first-serve basis.

Extra tables can be rented for $10.00 each (plus tax), however they must be ordered by January 4th, 2017.

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

Please note that no vendor may place anything directly up against (or on) a wall.

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 by putting items under their table and/or placing a tarp or tablecloth over their display. While Halls A&B will be locked overnight, we are not responsible for any missing or damaged items.

Miscellaneous

Free parking is available on site.

We encourage a fragrance-free environment and ask that all vendors 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) hereby agrees to sublicense and deliver to you (hereafter the Vendor) 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 Vendor 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 Vendor 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 Vendor 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 Vendor for any cause whatsoever shall be limited to direct damages only, not exceeding the price paid by the Vendor 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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