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Fall 2017 Community Group Terms & Conditions

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 September 30th from 9:00 am to 6:00 pm
  • Sunday October 1st from 9:30 am to 5:00 pm

Set Up and Tear Down

Set up/re-stock times:

  • Friday September 29th 3:00 pm to 9:00 pm
  • Saturday September 30th from 7:45 am to 8:45 am
  • Sunday October 1st from 8:15 am to 9:15 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 8:30 am on Saturday 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 30 minutes after closing time. Tear down on Sunday may not begin before 5:00 pm but must be completed by 8:00 pm.

Note: If your booth is seen tearing down before the times listed above, it may affect our decision to invite you back to have a free community booth at our event in the future.

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 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.

Booth Spaces

Your booth dimensions and number of passes will be provided in a separate email. Should you require power, please let us know immediately.

Exhibitors must stay within their allocated 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.

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

We encourage exhibitors 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.

Merchandise

We realize that you have costs that you need to cover. Given that we are providing your space for free we ask that you follow these guidelines when deciding if/what to sell at your booth:

  • You may sell items to fundraise for your organization only as long as it’s to cover your costs.
  • You may not sell any items to fundraise for any other organization or charity without our express permission.
  • Any items being sold must be geeky in nature or relate to your organization (e.g. if you’re selling tickets to an upcoming event, posters, t-shirts, etc. with your logo on it). We define geeky items as merchandise relating to: comic books, sci-fi, fantasy, anime, steampunk, horror, gaming or cosplaying.
  • Any items must be legal to sell and not include any bootlegged merchandise.

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.

Exhibitors may only sell works of art that they have permission to sell, self-made handicraft items, or legal commercial items. No bootlegged items are permitted nor are any works of art that are copies of other artist’s works (e.g. adding a splatter effect to an image created by another artist). Artists may be asked to show proof of concept to demonstrate that the art they are selling is their own.

In our effort to provide a safe space for patrons, no vendor may display, sell, or offer for sale any items that promotes or may be reasonably interpreted to promote racism, sexism, religious discrimination, discrimination based on sexual orientation or identity, or violence against any identifiable group based on such characteristics. This could include, but is not limited to the confederate flag, nazi symbol, anti-LGBTQ+ rhetoric, KKK-themed products, etc.

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.

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.

Miscellaneous

Free parking is available on site.

Any exhibitor who donates an item to our Geek Quest (scavenger hunt) 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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