Wizarding Weekend Ithaca Application :: Wizarding Weekend 2019 ITHACA Vendor Application

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Wizarding Weekend 2019 ITHACA Vendor Application Application Details

Vendor Application Details:


All vendor applications for Ithaca event are were due July 1 but due to additional space being made available we have extended the deadline to October 1, 2019 - applications submitted after deadline will be wait-listed and notified on a case by case basis.

Absolutely no vendors will be accepted after October 10, 2019.

All vendors receive final notification of application status within two weeks of application date.

Vendors are encouraged to educate themselves about copyright and trademark infringement, and comply with the law. As such, vendors are not permitted to change the names of their regular items to names that infringe on copyrighted materials. Wizarding Weekend is not held responsible for any vendor who fails to comply with copyright laws.   

NOTE: Approved vendors - a purchase link will be sent upon approval. A processing fee will be in addition to the vendor fee application. We are no longer able to accept money orders, checks etc. and will only be accepting payment through GrowTix.

Additionally, any vendors that are a no call/no show to the event will not receive a refund of their booth fee or forward that fee to next year's event.

We have a ZERO TOLERANCE POLICY for non-licensed merchandise. If you bring unlicensed merchandise or craft items OR decorate your booth with images that infringe on the Harry Potter intellectual property laws, your booth fee and cleaning deposit will be forfeit and you will be asked to leave the festival.

We strongly encourage items being sold to be within the Halloween, Magic, Science and Fantasy themes, and we reserve the right to refuse vendor space.

NOTE: An additional cleaning deposit will be required of all approved vendors for the amount of $100. This deposit must be in the form of a check and dated for the day of the event. If booth space is left undamaged and clean, your deposit check will be destroyed by event management. If not, it will be cashed.

Vendor Fee List:

Food Booth - selling any type of food, no trailers or trucks just tent space

  • Single Space - 10x10 $375

  • Double Space - 10x20 $475

Food Truck - selling any type of food, includes trailers and trucks

  • 10x20 space - $500

  • 10x30 space - $600

  • 10x40 space - $700

Merchandise - selling any type of non-food items, must be either licensed or original pieces

  • 10x10 space - $275

  • 10x10 corner space - $375

  • 10x20 space - $375

  • 10x20 corner space - $475

Non Profit - any non profit that wants to participate in the event and promote their non profit

  • 10x10 space - $100

  • 10x20 space - $150

Busker Permit - this allows buskers to be on the festival footprint. NO TENTS PERMITTED Any busker without a permit will be asked to leave the festival footprint

  • Single permit location: $50

  • Roaming permit: $75

Sponsor - any for profit organization that wants to promote their business at the festival, not themed to the event

  • 10x10 space - $500

  • 10x20 space - $800


Literary Artists - includes authors and illustrators - NOT crafters who sell handmade items

  • 10x10 space - $150

Added Value Merchants - includes face painters, balloon artists, t-shirt printers. In exchange for reduced booth space fee, these merchants will charge for their services and provide a percentage of their gross profit to the festival (negotiated during application review)

  • 10x10 space - $150

  • 10x20 space - $250

Magical Artifact Hunt Locations - brick and mortar locations provide space for original artwork within location for Magical Passport holders ONLY to find and receive stamp. LIMITED SPACES AVAILABLE

  • Brick and Mortar space - $75

Potions Crawl Locations - brick and mortar OR 10x10 booth space locations available. Provide edible samples to Magical Passport holders ONLY. LIMITED SPACES AVAILABLE

  • 10x10 space - $75

  • Brick and Mortar space - $75


Wizarding Weekend Ithaca is a street festival style celebration of magic, science and fantasy. All fandoms are welcomed at the event. Programming will focus on magic, science and fantasy found in literature, television, film and gaming including but not limited to: Doctor Who, Lord of the Rings, Harry Potter, Magic the Gathering, Dungeons and Dragons, Once Upon a Time, Game of Thrones, How to Train Your Dragon, Avatar: The Last Airbender and more.

Show Hours:

Saturday October 26, 2019 10am-5pm

Sunday October 27,2019 10am-4pm


2018- 10,000 (rain was a factor)

2017- 20,000

2016 - 12,000

2015 - 8,000

This event is held outdoors - rain/snow/cold or shine!

Load In/Out:

6AM-9AM on October 26, 2019. Load out is on October 27, 2019 after 4pm.

Majority of this event takes place on a paved city street. Tent weights are required and stakes may not be used (we suggest cinder blocks or 5 gallon water jugs). All vendors must provide their own pop up style tents, tables, chairs and other display items. Electricity is not guaranteed and additional fees and requirements may be assessed. No awnings are allowed on tents because they may interfere with the fire lane.

Detailed load in/out instructions will be sent out after confirmation and location assignments are sent out.

PARKING: There is no reserved parking for vendors. You will need to utilize street parking or available parking garages.

GENERAL INFO: Your booth must be kept neat and clean. Your table should be covered to the ground and boxes must be hidden from view. You are responsible for packing out your own trash and recycling. Access to brick-and-mortar stores must be maintained at all times. No alcoholic beverages are permitted in downtown Ithaca. Porta-Johns are available at the W State - Geneva St intersection and the N Cayuga - Buffalo St intersection. For an indoor restroom, please go to Center Ithaca (171 E State St on the Commons). Festival staff and volunteers will not be available to watch your booth while you take a break to eat or use the restroom; please plan accordingly.

LODGING: For lodging information, please visit www.visitithaca.com

Terms and Conditions and Disclaimer

As a vendor, I agree to comply with the rules and regulations of the Wizarding Weekend Festival, including but not limited to booth size, location, and merchandise acceptability. That, in consideration of my application being accepted, I intend to be legally bound that I do hereby, for myself and my heirs, executors, administrators, successors and assigns release and forever discharge any and all rights and claims for damages which I may have or hereafter accrue to me against the City of Ithaca, Tompkins County, Wizarding Weekend Festival, FanUnity, Inc, Downtown Ithaca Alliance, and the Ithaca Downtown Business Improvement District, Inc., and its employees, members, Board of Directors, sponsors and other representatives of the event for any and all damages, losses, and injuries sustained to me and/or my work during the Festival. I hereby agree to indemnify, hold harmless, and defend the aforementioned entities from any claim or cause of action for property damage, personal injury,  wrongful death or intellectual property related legal action. I attest that I am physically fit and responsible for my own actions. I also understand that I will not willingly or intentionally violate any copyrighted material, especially intellectual property of Warner Bros, JK Rowling, Pottermore, Universal Studios or any other entity with the goods and/or services that are sold at this event.

1. Defined Terms

The following are the terms and conditions for becoming an exhibitor and exhibiting at Wizarding Weekend Ithaca known hereinafter as the “Event”. The event, currently scheduled for October 26 and 27, 2019 in Downtown Ithaca. The Event is owned, produced and managed by FanUnity, Inc "FANUNITY". As used hereinafter, the term “Organizer” means, collectively, this person and each of its/their respective officers, directors, agents, affiliates, representatives, employees and assigns unless the context requires otherwise. The term "Exhibitor" means, collectively the company, any other business entity, or person that applied for exhibit space rental and agreed to enter into this contract upon acceptance by this person in the manner representatives, and/or invitees, as applicable.

2. Contract Acceptance

This contract shall become binding and effective only when it has been accepted by both the Organizer and the Exhibitor.

3. Assumption of Risks; Releases

Exhibitor expressly assumes all risks associated with (resulting from or arising in connection with) Exhibitor's participation or presence at the Event, including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business or profits of Exhibitor, whether caused by negligence, intentional act, accident, act of God or otherwise. Exhibitor has sole responsibility for its property or any theft, damage or other loss to such property. Neither Organizer nor the Exhibit Facility accepts responsibility, nor is a bailment created, for property delivered by or to Exhibitor. Neither Organizer nor the Exhibit Facility shall be liable for, and Exhibitor hereby fully and forever release and discharge the Organizer and the Exhibit Facility, individually and collectively, representatives and attorneys, and predecessors, assignees and successors of each of them, from all claims, actions, causes of action, demands, cross-claims, counter-claims, obligations, contracts, indemnities, contributions, suits, debts, sums, accounts, controversies, rights, damages, costs, attorneys' fees, losses, expenses and liabilities whatsoever, in law, equity or otherwise (collectively "Claims") which either may now have or have had or which may hereafter accrue, individually, collectively or otherwise in connection with, relating to or arising out of Exhibitor's participation and/or presence in the Event. Exhibitor acknowledges that there is a possibility that subsequent to the execution of this contract, it will discover facts or incur or suffer claims that were unknown or unsuspected at the time this contract was executed, and which if known by it at that time may have materially affected its decision to execute this contract. Exhibitor acknowledges and agrees that by reason of this contract and it is assuming any risk of such unknown facts and such unknown and unsuspected claims.

4. Indemnification

Exhibitor shall on a current basis, indemnify, defend and hold Organizer and the Exhibit Facility harmless from any and all claims, demands, suits, liabilities, damages, losses, costs, reasonable attorneys' fees and expenses, which result from or arise out of or in connection with Exhibitors' participation or presence at the Event; any breach by Exhibitor of any agreements, promises or other obligations under this contract; any matter for which Exhibitor is otherwise responsible under the terms of this contract; any violation or infringement of any law or ordinance or the rights of any party under any patent, copyright, trademark, trade secret or other proprietary right; any libel, slander, defamation or similar claims resulting from the actions of Exhibitor; harm or injury (including death) to Exhibitor; and loss or damage to property or the business or profits of Exhibitor, whether caused by negligence, intentional act, accident, act of God, theft, mysterious disappearance or otherwise. Exhibitor shall not settle or compromise any claims against Organizer without Organizer's prior written consent.



6. Qualifications of Exhibitor

FANUNITY, in its sole discretion, shall have the right to determine whether a prospective exhibitor is eligible to participate in the Event. Applicants who have not previously exhibited at a prior event held by Organizer similar to that of the Event may be required to submit a description of the nature of their business and the items intended to be exhibited. FANUNITY reserves the right to restrict or remove any exhibit which FANUNITY, in its sole discretion, believes is objectionable or inappropriate. Only Exhibitors with products and/or services relating to magic, science, fantasy, or other related popular culture items are eligible to exhibit. No adult materials may be displayed or sold, as this is a family event.

7. Assignment of Space

Exhibit space shall be assigned by FANUNITY in its sole discretion for the Event and for the Event Dates only. Any such assignment does not imply that similar space will be assigned for future events held by Organizer. FANUNITY reserves the right to change the floor plan or to move an Exhibitor to another booth location prior to or during the Event if FANUNITY in its sole discretion determines that to do so is in the best interest of the Event.

8. Cancellation by Exhibitor

Cancellation: Generally, partial cancellation of booth space is not permitted, any partial cancellation must have the prior written consent of FANUNITY, which consent shall be in FANUNITY's absolute discretion Exhibitors who cancel space more than 61 days prior to the show will receive a full refund, less $50. Cancellations between 31 – 60 days prior to the show will receive a 50% refund. NO REFUNDS FOR CANCELLATIONS OF 30 DAYS OR LESS.

9. Cancellation by FANUNITY

If Exhibitor fails to make a payment required by this contract in a timely manner, FANUNITY may terminate this contract immediately (and Exhibitor's participation in the Event) without further notice and without obligation to refund monies previously paid. FANUNITY reserves the right at its discretion to refuse Exhibitor permission to move in and set up an exhibit if Exhibitor is in arrears of any payment due to FANUNITY is expressly authorized (but has no obligation, expressed or implied) to occupy or dispose of any space vacated or made available by reason of action taken under this paragraph in such manner as it may deem best, and without releasing Exhibitor from any liability hereunder. If FANUNITY removes or restricts an exhibit which FANUNITY considers to be objectionable or inappropriate, no refund will be due to the Exhibitor. FANUNITY may also terminate this contract effective upon written notice of termination if Exhibitor breaches any of its obligations under the contract without any obligations, expressed or implied, on FANUNITY's part to refund any payments previously made and without releasing Exhibitor from any liability arising as a result of or in connection with such breach.

10. Cancellation of the Event

If FANUNITY cancels the Event due to circumstances beyond the reasonable control of FANUNITY (such as acts of God, acts of war, governmental emergency, labor strike or unavailability of the Exhibit Facility) FANUNITY shall refund to each Exhibitor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred, in full satisfaction of Organizer's liabilities to Exhibitor. FANUNITY reserves the right to cancel, re-name or re-locate the Event or change the dates on which it is held. If FANUNITY changes the name of the Event, relocates the Event to another event facility within the same city or changes the dates for the Event to dates that are not more than thirty (30) days earlier or thirty (30) days later than the dates on which the Event originally was scheduled to be held, no refund will be due to Exhibitor; provided however, FANUNITY shall assign use of such space to Exhibitor pursuant to the terms of this contract.

11. Exhibit Space Occupancy

Hours and dates for installing, occupying and dismantling exhibits shall be those expressly specified by FANUNITY. If Exhibitor fails to install its display in its assigned space by one hour before the show opens or leaves its space unattended during the Exhibit hours, FANUNITY shall have the right to take possession of the space and no refund will be due to Exhibitor. All exhibits must be open for business during the event hours. Exhibitor may not dismantle the display until the Event is officially closed by FANUNITY. Exhibitors may not assign their display space to third parties without prior written approval from FANUNITY.

12. Listings and Promotional Materials

By Exhibitor's participation in the Event, Exhibitor expressly grants to FANUNITY a fully paid, perpetual non-exclusive license to use, display and reproduce the name, trade names and product names of Exhibitor in any directory (print, electronic or other media) listing the exhibiting companies at the Event and to use such names in FANUNITY promotional materials. FANUNITY shall not be liable for any errors in any listing or descriptions or for omitting any Exhibitor from the directory or other lists or materials. Exhibitor agrees that FANUNITY may also take photographs or Exhibitor's booth space, exhibit and personnel during, before or after the open hours of the Event and use such photographs for any FANUNITY promotional purpose.

13. Care of Exhibit Facility
All Exhibitors, upon acceptance, are required to provide a cleaning deposit check in the amount of $100.00. This deposit must be in the form of a check and dated for the day of the event. If booth space is left undamaged and clean, Exhibitor deposit check will be destroyed by FanUnity.. If not, it will be cashed by FanUnity to cover facility cleaning and repair costs. In the case of excessive damages beyond the cleaning deposit funds, Exhibitor shall promptly pay for any and all damages to the Exhibit Facility or associated facilities, booth equipment or the property of others caused by Exhibitor.

14. Taxes and Licenses
Exhibitor shall obtain any licenses, permits or approvals under federal, state or local law applicable to its activities at the Event at its sole expense. Exhibitor shall obtain any necessary tax identification numbers and permits and for paying all taxes, license fees, use fees, or other fees, charges, levies or penalties that become due to any governmental authority in connection with its activities at the Event.

15. Copyrighted Materials

Exhibitors shall not play or permit the playing or performance of, or distribution of any copyrighted material at the Event unless it has obtained all necessary rights and paid all required royalties, fees or other payments.

16. Observance of Laws

Exhibitor shall abide by and observe all federal, state and local laws, codes, ordinances, rules and regulations, and all rules and regulations of the Exhibit Facility (including without limitation any union labor work rules). Without limiting the generality of the foregoing, Exhibitor shall construct its exhibits to comply with the Americans with Disabilities Act.

17. Additional Terms and Conditions

FANUNITY has sole control over attendance policies. Except as provided to the contrary in this contract; all monies paid by Exhibitor shall be deemed fully earned and non-refundable at the time of payment. Exhibitor shall conduct itself at all times in accordance with normal standards of decorum and good taste. In addition to its right to close an exhibit and withdraw acceptance of the contract, FANUNITY in its sole judgment may refuse to consider for participation in future events held by Organizer an Exhibitor who violates or fails to abide by the contract and any of the accompanying rules and regulations. Any amendment or modification to this contract must be in writing and signed by an authorized representative of FANUNITY. Exhibitor may not assign this contract or any right hereunder nor may Exhibitor sublet or license all or any portion of its exhibit space without the prior written consent of FANUNITY, which consent shall be in FANUNITY's sole discretion.

18. Exhibitor Service Guide

Once Exhibitor contract has been approved and processed, FANUNITYwill send an Exhibitor Service Guide to the Primary Contact listed on the front of this agreement. The Exhibitor Service Guide will include information integral to participation at the Event, including but not limited to additional exhibitor rules and regulations, official contractor order forms, registration, shipping and drayage, utilities, and building services, exhibitor display rules, and move-in, move-out schedules.

19. Incorporation of Rules and Regulations

Any and all matters pertaining to the Event and not specifically covered by the terms and conditions of this contract shall be subject to determination by FANUNITY in its sole discretion. FANUNITY may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable notice to Exhibitor. Any such rules and regulations (whether or not included in an Exhibitor Service Guide or similar document) are an integral part of this contract and are incorporated  herein by reference and shall have the full force effect as if such rules and regulations are fully set forth herein. Exhibitor shall observe and abide by additional regulations made by FANUNITY as soon

as these additional rules or regulations are communicated to Exhibitor. This contract (including the Exhibitor Service Guide and any additional rules or regulations adopted by FANUNITY from time to time) states the entire agreement of the parties with respect to the subject matter hereof.

20. A character of Displays: Use of Aisles and Common Areas

Distribution of samples and printed matter of any kind, and any promotional material is restricted to the exhibit booth. All exhibits shall display products or services in a tasteful manner as determined in FANUNITY's sole discretion. The aisles, passageways and overhead spaces remain strictly under control of FANUNITY. No signs, decorations, banners, advertising material or special exhibits will be permitted in any of these spaces except by written permission of FANUNITY.

21. Fire and Safety Laws

Federal, state, and city laws and this venue rules and regulations must be strictly observed.

22. Authenticity

Any collectibles such as autograph, limited edition toys, art or any other items being sold as authentic must be able to immediately be demonstrated to be authentic upon request. The selling of any such items without the ability to demonstrate authenticity is strictly prohibited. FANUNITY requires vendors to stop selling questionable merchandise and/or halt suspicious activity if the exhibitor is unable to provide authenticity and FANUNITY is not responsible for refunds of purchased space.

23. Gambling

Gambling is strictly prohibited at Event. Violators will be asked to leave the show immediately and are not eligible for any amount of refund from FANUNITY. FANUNITY requires vendors to stop selling questionable merchandise and/or halt suspicious activity if asked and FANUNITY is not responsible for refunds of purchased space.