Heart of Comics, LLC is the responsible party
that is promoting and organizing the Vermont Fan Fest. The “event” is
Saturday, October 31, 2020 and November 1, 2020. Any questions to these rules
and regulations can be made to vtfanfest@gmail.com.
Any person applying for Artist Alley must agree to and acknowledge the standard Vendor Rules and Regulations.
LOAD IN is the day before the event (Friday October
30th, 2020) from 5 PM to 11 PM and the day of the event from 7 AM to
9:30 AM. All vendors must be completely set up and at their booth by 9:30
AM on Saturday morning. Any vendors whose tables remain unoccupied at 9
am and have not contacted Heart of Comics, LLC. with sufficient reasoning are
in breach of contract and forfeit their tables.
LOAD OUT is Sunday from the close of the event
(5 pm) until 9 pm. Please DO NOT expect to leave your merchandise past 9
pm on Sunday.
Vendors with proper bracelets have access to the
show floor one hour before opening on Saturday and Sunday and one hour after
closing on Saturday.
Any vendor wishing to participate in the Vermont
Fan Fest must agree to and acknowledge these rules and regulations:
1) All vendors should have a Business License in
their respective states of business. Each vendor is operating as an
independent business renting floor space from Heart of Comics, LLC and
responsible for paying their own business and sales tax. In order to
conduct business in the State of Vermont, you need a UBI number or temporary
UBI number. To get a temporary UBI
number, copy and paste the following link: www.vtsosonline.com.
2) Vendor agrees to remain set up until the end
of the show. NO EARLY BREAKDOWN or vendor risks the exclusion of future events
produced by Heart of Comics, LLC. Packing up prior to closing time is NOT
permitted.
3) No illegal drug use is permitted on the Burlington
Double Tree Exposition Center grounds. Smoking or drinking alcohol is NOT
permitted on the grounds of the Burlington Double Tree Exposition Center at any
time except in designated and licensed areas set aside exclusively by the Burlington
Double Tree Exposition Center.
4) No booth space is guaranteed until full payment
is received.
5) No refunds will be granted for any reason. If
you cannot attend the show, contact Heart of Comics, LLC one month before the
event and we will give you a credit toward our next event minus a 25% surcharge
per booth. A no call and/or no show will forfeit their booth space
without credit or refund.
6) The sales of Bootleg or Counterfeit products
are prohibited. Counterfeit or Bootleg products are fake replicas of the real
product. Counterfeit products are often produced with the intent to take
advantage of the superior value of the imitated product. It includes the
forgeries or imitations of clothing, accessories, bags, shoes, watches,
jewelry, electronics (both parts and finished products), software, works of
art, toys or movies. Selling these types of goods results in patent
infringement or trademark infringement.
7) Adults and young children both attend this
show. No inappropriate behavior, language or conduct will be tolerated. Please
keep any adult related materials out of sight from or reach of children.
8) Vendor ID bracelets will be issued upon
registration at load in. Additional vendor ID bracelets will be available
closer to the event. Vendors must wear ID bracelets on Saturday and
Sunday at the show. Exhibitor staff personnel wishing to enter the exhibit
floor must wear a bracelet at all times during the show. Only booth personnel
with vendor bracelets can enter the event prior to event hours and allowed
after the stated event closing time. No exceptions.
Exhibitor bracelets grant no special access to
any restricted or ticketed areas at the event. Additional purchases will
be required for vendors to attend certain events and activities within the
event such as closed panels, event gaming, VIP Dinner, and others as indicated
by the event staff. All purchases must be made in advance along with the
general public attendees.
9) Parking is available to vendors and
exhibitors immediately outside the Burlington Double Tree Exposition Center.
10) Heart of Comics, LLC. is not responsible for
any injuries that may occur during the show. All Vendors are responsible for
their own merchandise. If your product is broken or stolen during the show, it
is not our responsibility. Any damage to the building by a vendor is the sole
responsibility of the vendor. Vendors release Heart of Comics, LLC. from any
and all liability.
Heart of Comics, LLC, the Burlington Double Tree
Exposition Center, and on-site Security will take every effort to protect your
merchandise beginning Friday at load-in to load-out on Saturday. On-site
Security maintains a 24-hour presence at the Burlington Double Tree Exposition
Center. The event will feature multiple entrance security and additional
uniformed and off-duty security as needed for the safety of our vendors,
facility and attendees.
11) Vendors may not sell any food or drink
products that are not pre-packaged and properly labeled.
12) Vendors are not permitted to have animals in
the buildings at any time except for properly identified ADA Service Animals
unless expressly invited by the organizers of the show.
13) No display, materials, or signage may
protrude into the aisles or encroach upon neighboring booths. The maximum
height of any booth must not exceed 12’ in height unless permission was granted
in the approval process. No obstruction may be placed outside your designated
booth space or in any aisle or passageway. Vendor may not have
obstructions to any fire extinguishing appliances.
14) The layout of the tables for this event has
been approved by the fire marshal. Vendors may not move or trade tables without
permission and written approval.
15) Heart of Comics, LLC. reserves the right to
deny access to anyone at our sole discretion from exhibiting, assisting with,
or attending the show.
16) Exhibitors shall not sublet, share, assign,
or delegate any space allotted to them, without the prior written consent of
the Vermont Fan Fest Organizers. Such subletting, sharing, assigning or
delegation thereof without the Vermont Fan Fest Organizer’s prior written
consent will be cause for removal and termination of exhibitor and subletting
exhibitor.
17) Heart of Comics, LLC. reserves the right to
deny a table rental to any individual without providing a reason for such
denial.
18) Any form of solicitation (including flyers
or coupons) for shows, booths, or businesses other than those presented by Heart
of Comics, LLC. will not be permitted inside or outside of the event facility
without prior written approval. Violators are subject to immediate removal from
the show, and may be prohibited from attending future events at the sole
discretion of Images and Events, Inc.
In the event any of these rules are broken, and
you must be removed from the show, you agree to forfeit all fees and monies
paid for your vendor space, tickets, and badges. No refunds will be offered nor
should be expected.
Vendors must agree to all of these Rules and
Regulations.
Additionally, any person applying for Artist
Alley must agree to and acknowledge to the Artist Alley Rules and Regulations
below:
Artist Alley Overview
The Artist Alley at the Vermont Fan Fest is a
special area that will be curated for artists, writers, and small publishers.
The area is located on the first or second floor of the show and is limited to 65
approved applications.
We anticipate a high volume of interest in the
Artist Alley tables, and we will not be able to approve the application for
every artist who applies for the Artist Alley. If you are not accepted, you
will be waitlisted and might still have a chance for a table.
All applications will jury reviewed, considered,
and scored via a standard rubric factoring the artist’s craft, creativity,
execution, appeal to Vermont Fan Fest attendees, social media influence, and
previous efforts of promotion with other conventions. Our jury process allows
us to curate an Artist Alley that has a selection that is varied, meaningful, inspiring,
and exciting for attendees while also being balanced and profitable for the
artists. All decisions made by the jury will be final.
Table Details
One full Artist Alley table will be 6 feet wide by
3 feet deep. It will include one table, one chair, and two Artist badges/wristbands.
A Premium table on the corner includes the same contents and features but will
be near the front of the hall on a corner.
Table Displays
All set-ups and/or displays must not interfere
with neighboring tables to either side or behind the Artist’s table. Any and
all set-ups or displays may not block any of the aisles. Displays are permitted
up to a maximum 8’ behind the table. Wire frames are permitted on the tables,
but must be stable and secure, no more than 2’ off the top of the table, with
no side facing materials.
An Artist’s display may not extend beyond the
front or sides of the table and cannot extend more than 3 feet behind the
table. Tables will back up to another artist, so please be courteous. There
will not be any pipe or drape separating the tables.
The table must remain parallel to the aisle, no
exceptions.
Table Rules
Due to space limitations only two individuals
are allowed behind each artist table at any time. Only those persons wearing an
Artist badge/wristband will be allowed to sit behind the table. If you have a
helper, your helper must have an Artist badge.
Third Parties selling art is considered “proxy
selling”. Selling by proxy is not permitted in Artist Alley or in Vendor Booths
at the Vermont Fan Fest
.
Table sharing between individual artists is not
allowed. Artist Alley tables are non-transferable and are non-refundable 45
days prior to show.
Artists are expected to maintain a presence at
their assigned booth during show hours.
Any artist who is found to be in violation of this policy will be removed from the Artist Alley with no refunds. No exceptions will be made unless permission is granted by the Vermont Fan Fest in writing prior to the show.
