Vendor Rules

This document sets forth the rules for the Vendors’ Room at Ice & Fire Con (henceforth known as “the Convention”). By renting space(s) in the Convention Vendors’ Room, you (henceforth known as “Vendor”) agree to abide by these rules by written acceptance below. Acceptance is based on the terms set forth below and the plan of exhibits, rates, and rules and regulations may be established from time to time as set forth in updated and amended information, all of which constitute part of this contract. In any case where the Vendors’ Room Agreement is amended, all other terms and conditions of this agreement remain in full force and effect.

Vendor Room/Tables

  • Each single table is $300 and includes two (2) tickets to Ice & Fire Con. Double tables are $575 and include four (4) tickets to Ice & Fire Con. There are no discounts for not utilizing all included tickets. Up to two (2) additional tickets can be purchased for $85 each.
  • Vendor location for 2023 is technically TBD but is likely to be in the Red Oak/Chestnut room of Deer Creek Lodge. ( Please note that only ticketed attendees will be allowed in this area.
  • Each Vendor will be provided one (1) 6’ rectangular table and two (2) side chairs.
  • No preferential treatment is given to any Vendor in booth location in the Vendors’ Room. Spaces are chosen by the Convention for the best fit and flow of the room, not by order of payment received.
  • You may configure your table(s) as you see fit, adding additional shelves, kiosks, etc., as long as they are located within your Vendor space and do not interfere with other Vendors’ areas or other activities, furniture, etc. present in the room.

 

Payment/Refund/Cancellation Policy

  • As we are a small Convention allowing just a few Vendors, payment must be made up front in order to reserve your table(s). Once we have received your information we will send you an email with payment instructions.
  • Table Cancellation: Should Vendor find they cannot attend the Convention, or need to reduce the number of tables purchased, they may cancel tables by contacting the Vendor Coordinator to make arrangements. There will be no refund for cancelled tables beyond March 1st, 2023. Tables for which Vendor has cancelled or given up any claim or reservation are returned to the pool of available space at the standard table rate.
    • If vendor cancels prior to January 1st, 2023 the following cancelation fees will be assessed: $100 for single tables; $300 for double tables.
    • If vendor cancels between January 1st and February 28th, 2023 the following cancelation fees will be assessed: $200 for single tables; $475 for double tables.

Procedures for Vendor Protection of Valuables

  • The Convention will be providing as secure a Vendors’ Room as possible. Please take extra precautions in the placement of your merchandise and cash to guard against the possibility of theft. Vendor is responsible for their own property, merchandise, and money. Under no circumstances will the Convention or Deer Creek Lodge or its personnel be liable for loss or damage (including but not limited to) merchandise, equipment, or revenue.

 

Vendors’ Room Hours

  • Attendees will be allowed access to the Vendors’ Room between 10 AM and 6 PM Friday April 28th and Saturday April 29th, 2023. Sunday hours for April 30th, 2023, are still TBD, but at the minimum will be 10 AM through 2 PM. Per our Protection of Valuables policy listed above, we highly suggest that you or an associate be present at all times during these hours.
  • Date / Time open for setup staff: Thursday April 27th between 7 PM and 10 PM or Friday April 28th between 8 and 10 AM.
  • Before unloading and setting up your merchandise, Vendor MUST check-in at Convention Registration. Please note that Convention Registration is open from 2-8 PM on Thursday April 27th and does not open again until 10 AM on Friday April 26th. When the Vendor checks in badges will be issued and then Vendor may unload.
  • These hours can change at any time, entirely at the Convention’s discretion. Best efforts will be made to notify Vendor of any changes.

 

Vendor Badges

  • Two (2) badges will be given out for each table that is reserved, with up to two (2) additional tickets available for purchase at the discounted price of $85.
  • Vendor badges must be worn at all times by any person working at a booth. Badges may not be sold, loaned, or otherwise transferred to persons who are not working for you.
  • Vendors’ Room badges belong to the person to whom they are assigned and may not be shared among employees.
  • Every individual working your booth(s) must wear a badge at all times.

 

Vendors’ Room Policies

  • Due to Deer Creek Lodge’s licenses, NO outside food or beverage may be sold on property – this includes at Vendor tables.
  • No “knockoff” or bootleg merchandise allowed.
  • Regarding noise:
    • Vendors’ Room noise is to be kept to a minimum so as not to interfere with other Vendors and to permit attendees to hear Vendors and ask questions. All noise rules are subject to enforcement at Convention’s discretion.
    • No merchandise hawking with yelling; especially using cupped hands or bullhorns.
    • TV’s can be audible but must not interfere with neighboring Vendors.
    • Music can be audible but must not interfere with neighboring Vendors. The vendor must have the legal right to play any selection. Vendor assumes all responsibility for acquiring the license to play the music at their booth.

 

Service to Vendors

  • If there is anything else we can help you with, before or during the con, please let us know. We can’t guarantee we can do it, but we will certainly try if possible. Please keep in mind we will need to vacate the vendor’s room prior to 5pm on Sunday afternoon, April 30th. 

 

Hold Harmless

  • Vendor agrees to assume all risk, and to indemnify and hold harmless the Convention, Deer Creek Lodge, its Owners, their respective officers, subsidiaries, agents, affiliates, operators, officers, volunteers and employees (hereafter “the Indemnified Parties”) from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with the Convention’s use of the leased premises or arising out of any act or omission of the Convention or any of the Convention’s employees, agents, contractors, representatives, patrons, guests or invitees; excepting such claims, demands, defense costs, liability, expense, or damages arising out of the sole negligence of one or more of the Indemnified Parties.

 

Responsibility

  • Vendor assumes responsibility and agrees to defend the Indemnified Parties from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with Vendor’s or Convention’s use of the leased premises. Neither the Convention nor the Indemnified Parties will be responsible for any injury, loss or damage that may occur to Vendor, Vendor’s employees or property from any cause whatsoever.

 

Liability

  • Anyone visiting, viewing, or otherwise participating in Vendor’s exhibit is deemed to be the invitee or licensee of Vendor, rather than the invitee or licensee of the Convention. The Convention shall not be liable for any injury whatsoever to the persons conducting or otherwise participating in the conduct of Vendor’s exhibit or to invitees, licensees or guests of Vendor. Vendor assumes full responsibility for the actions of its agents, employees, or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless the Indemnified Parties from responsibility or liability resulting directly or indirectly, or jointly, from other causes which arise because of the actions or omissions of its agents, employees, or independent contractors.

 

Subletting

  • The subletting of exhibit space without prior permission of the Convention is prohibited. This includes sharing space with friends momentarily.

 

Vendor Privacy

  • Vendor gives the Convention the right to Vendor’s name or image for promotional purposes. Vendor also grants to the Convention the right to release Vendor contact information to the public.

 

Age Requirements

  • Ice & Fire Con is an event for those aged 18 and up; therefore, the Convention will not rent space in the Vendors’ Room to any person under the age of 18 years, nor may Vendors reserve or purchase any tickets for anyone under 18.

 

Insurance

  • Vendor acknowledges that neither the Convention nor the Indemnified Parties maintains insurance covering Vendor’s property and it is the Sole Responsibility of Vendor to obtain such insurance.

 

Right of Refusal

  • Recognition and acceptance of Vendor’s contract for Ice & Fire Con is entirely at the Convention’s discretion. While it is the Convention’s intention to provide opportunities to as many Vendors as possible, the Convention is not obliged to register any particular Vendor. Not registering a particular Vendor may be the result of not having an appropriate space available, documentation and the payment of fees not being completed in a timely manner, a previous history of Vendor problems, or many other factors.