Vendor Rules and Conditions

1. Application & Approval:

   • 1.1. Submission of an application does not guarantee acceptance. The Collective Trading Co. (hereinafter referred to as “Organizer”) reserves the right to approve or deny any application at its sole discretion, based on factors including but not limited to product appropriateness, vendor history, and maintaining product diversity within the show.
   • 1.2. Vendors will be notified of their application status via the email address provided in the application.
   • 1.3. Approved vendors will receive an invoice detailing booth fees and any applicable discounts (e.g., Collective Kickoff Offer).

2. Fees & Payment:

   • 2.1. All booth fees must be paid in full by the due date specified on the invoice to secure the vendor space.
   • 2.2. Founding Vendor Offer: To qualify for the discounted rates under the Founding Vendor Offer, full payment for ALL selected shows (within the June 2025 – May 2026 period) must be received no later than June 1st, 2025. Payments received after this date, or applications submitted after this date, will be subject to standard single-show pricing.
   • 2.3. Failure to pay by the deadline may result in forfeiture of the reserved space.
   • 2.4. Payment methods will be outlined on the invoice. Organizer is not responsible for any processing fees incurred by the vendor.
   • 2.5. Vendors will not be permitted to set up their booth until full payment has been received and confirmed by the Organizer.

3. Booth Space & Setup:

   • 3.1. Assignment: Booth spaces are assigned by the Organizer. While requests may be considered, specific locations are not guaranteed. Vendors may not move or swap their assigned space without prior written consent from the Organizer.
   • 3.2. Size & Boundaries: Standard booth space is approximately 6ft wide. All vendor displays, merchandise, and activities must be contained within the designated booth boundaries. Aisles must be kept clear at all times for traffic flow and safety (Fire Code compliance is mandatory).
   • 3.3. Setup Times: Vendors must set up their booths only during the official designated setup times provided by the Organizer prior to the event. Setup must be completed before the official show opening time.
   • 3.4. Appearance: Booths must be kept clean, organized, and professional in appearance. Table coverings reaching the floor are strongly encouraged to hide storage. Handwritten signs should be neat and legible. The event organizer will be providing table cloths but you are welcome to bring your own instead.
   • 3.5. Staffing: Booths must be staffed by at least one representative during all official show hours.
   • 3.6. Utilities: Requests for electricity or Wi-Fi (as indicated on the application form) are subject to venue availability and potential fees. Organizer will confirm availability and any associated costs upon approval. Vendors requiring power must provide their own appropriate, safe extension cords and power strips (UL listed).
   • 3.7. Subletting/Sharing: Booth space cannot be shared, sublet, or assigned to another party without the prior written consent of the Organizer.

4. Merchandise & Sales:

   • 4.1. Allowed Merchandise: The event focuses primarily on trading cards (sports, Pokémon, Magic: The Gathering, other TCGs), related memorabilia, sealed products, graded cards, hobby supplies (sleeves, binders, boxes), and potentially related pop culture collectibles (comics, toys, etc. – subject to Organizer approval). Vendors must accurately represent the nature of their primary merchandise in their application.
   • 4.2. Prohibited Items: The sale or display of the following is strictly prohibited:
     • Counterfeit, fake, replica, grey market, or unauthorized merchandise of any kind. ZERO TOLERANCE POLICY.
     • Stolen goods.
     • Unlicensed or bootleg items.
     • Weapons (firearms, knives, etc., including decorative or replica unless explicitly approved in writing from the organizer and the venue).
     • Food or beverages intended for sale
     • Alcohol, tobacco, vaping products, cannabis products, or related paraphernalia.
     • Gambling, raffles, or games of chance (unless compliant with all local laws and pre-approved by Organizer).
     • Illegal substances or items.
     • Adult Material: Pornographic, overtly sexual, excessively violent, or offensive materials (images, products, language) are strictly forbidden. This is a FAMILY-FRIENDLY event.
     • Any item deemed inappropriate, unsafe, or disruptive by the Organizer.
   • 4.3. Transactions: Vendors are solely responsible for processing their own sales transactions, collecting and remitting all applicable sales taxes, and complying with all relevant business regulations. Organizer provides the space only and is not involved in sales transactions.
   • 4.4. Pricing: While not mandatory, clear pricing of items is strongly encouraged.

5. Conduct & Representation:

   • 5.1. Professionalism: Vendors and their staff must conduct themselves professionally and courteously at all times towards attendees, Organizer staff, venue staff, and other vendors.
   • 5.2. Family-Friendly Atmosphere: All vendor conduct, attire, and displays must be appropriate for a family-friendly audience. No profanity, harassment, discrimination, or disruptive behavior will be tolerated.
   • 5.3. Noise Levels: Excessive noise, loud music, shouting, or aggressive sales tactics are prohibited. No music will be allow at any individual booth.
   • 5.4. Compliance: Vendors must comply with all instructions from Organizer staff and venue personnel regarding safety, logistics, and rules.

6. Teardown & Load-Out:

   • 6.1. Vendors may only begin dismantling their booths after the official closing time of the show on the final day, unless explicit permission is granted by the Organizer for early departure (generally discouraged but things happen).
   • 6.2. Booth space must be completely cleared of all merchandise, displays, and trash by the designated load-out deadline. (45 minutes after end of show)
   • 6.3. Vendors are responsible for removing their own trash to designated receptacles or taking it with them. Leaving excessive trash or abandoning items will result in cleaning fees and may affect future participation.

7. Safety & Security:

   • 7.1. Vendors are solely responsible for the security of their merchandise, cash, equipment, and personal belongings at all times (during setup, show hours, and teardown).
   • 7.2. The Organizer, venue, and their respective agents are NOT responsible for any loss, theft, or damage to vendor property.
   • 7.3. Vendors should report any safety concerns or suspicious activity immediately to Organizer staff or venue security.
   • 7.4. All displays must be stable and secure. No items may block fire exits, fire extinguishers, or emergency pathways.

8. Liability & Insurance:

   • 8.1. Indemnification: The Vendor agrees to indemnify, defend, and hold harmless The Collective Trading Co., its organizers, employees, agents, the event venue, and their respective affiliates from any and all claims, demands, suits, liabilities, damages, losses, costs, and expenses (including reasonable attorney fees) arising out of or relating to the Vendor’s participation in the event, including but not limited to property damage, personal injury, or claims related to the Vendor’s merchandise or actions.
   • 8.2. Insurance: Vendors are strongly encouraged to obtain their own general liability insurance and any other relevant insurance coverage for their participation in the event. Proof of insurance may be requested by the Organizer.

9. Cancellations & Refunds:

   • 9.1. Vendor Cancellation:
     • Cancellations must be submitted in writing (email acceptable) to the Organizer.
     • Collective Kickoff Offer Bookings: Payments made under the Collective Kickoff Offer (paid by June 1st, 2025) are NON-REFUNDABLE after the payment deadline, due to the significant discount provided for the long-term commitment. No refunds or credits will be issued for cancelled shows booked under this offer after June 1st, 2025. We will allow you to reschedule your prepaid events to another show date if notified at least 7 days before the event.
     • Standard Rate Bookings: For vendors paying standard single-show rates:
       • Cancellations received 14 days or more prior to the specific show date may receive a full refund. (Except Collective Kickoff Offer)
       • Cancellations received less than 7 days prior to the specific show date are NON-REFUNDABLE.
     • No-shows forfeit their entire booth fee and will not be allow to book future events
   • 9.2. Show Cancellation/Postponement: If the Organizer is forced to cancel or postpone an event due to circumstances beyond its control (e.g., natural disaster, venue issues, public health emergency), the Organizer will notify vendors as soon as possible. Options may include transferring fees to a rescheduled date or providing a full/partial refund, at the Organizer’s discretion based on incurred costs.

10. Compliance & Enforcement:

    • 10.1. These Rules & Conditions are part of the vendor agreement. Payment of the booth fee constitutes acceptance of these terms.
    • 10.2. The Organizer reserves the right to interpret and enforce these rules. All decisions made by the Organizer are final.
    • 10.3. Violations of these rules may result in immediate corrective action, including but not limited to warnings, removal from the event without refund, and denial of participation in future events.
    • 10.4. The Organizer reserves the right to amend these rules at any time. Vendors will be notified of significant changes.

11. Photography/Videography:

    • 11.1. The Organizer reserves the right to photograph, video record, or otherwise capture images of the event, including vendor booths and attendees, for promotional purposes without compensation to the vendor.
    • 11.2. Vendors wishing to take extensive photos or videos beyond their own booth should be respectful of others’ privacy and seek permission where appropriate.

Thank you for your cooperation. We look forward to a great show!