iMagicon 2024 Application :: 2024 iMagicon Vendor Application - April 26-28


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2024 iMagicon Vendor Application - April 26-28 Application Details

Please review information below as our vendor space is filled every year. All applications will be considered on a first come, first serve JURY based decision. Meaning, iMagicon will give priority to vendors who are selling items that fit the pop culture theme. iMagicon reserves the right to waitlist or decline vendors who have violated vendor agreements from previous years (such as tearing down early without consent/not appearing for a show/etc). 

All applications received in the 2023 year have 30 days to make payment to reserve their spot. Any applications received in the 2024 year (aka closer to event time) have 15 days to make payment before forgoing their spot.


Information

Official Hotel: Vendors and participants are encouraged to help support the convention by staying at our official hotels - The Hampton Inn & Suites and The Grand Hotel - which have set up a special iMagicon room block for participants. The Hampton Inn & Suites & The Grand Hotel offers free shuttle service between the hotel and iMagicon for guests. Your room block rental shows the Minot area that our guests truly support the event. If you decide to rent outside of the room block (say for Military discounts, etc), make sure you mention you are in town for iMagicon.  

 
Event Space Types - ALL SPACES ARE SOLD OUT FOR THE CONVENTION; AFTER HOURS Tables are still available.


After Hours Tables at the Grand Hotel - You are responsible for set up/tear down each night. Runs 9 pm to 1 am with access to individuals 18+. You may tear down at any point in the night and can set up as early at 8 pm. NOTE: While we strive to provide a safe environment for our vendors, please be aware that After Hours has gamers, dance/rave, LARPs, and individuals having late-night fun with alcohol available for purchase. You may bring as many people as you need to help man and secure your table during this time. While con fans in the past have been great, we want to be upfront you will be in a party environment. If this is not the environment you want to be in, we recommend you do not select this option. 

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Single booth- $150, includes 10 ft wide space; 1 table; 2 chairs; wi-fi, access to 110 power, pipe & drape, 2 vendor passes

Double booth- $300, includes 20 ft wide space; 2 tables; 2 chairs; wi-fi, access to 110 power, pipe & drape, 2 vendor passes

Triple booth - $500, includes 30 ft wide space; 3 tables; 4 chairs; wi-fi, access to 110 power, pipe & drape, 4 vendor passes

Premium Quad booth - $800, includes 10 x 40 ft space; 4 tables; 5 chairs; wi-fi, access to 110 power, pipe & drape, 4 vendor passes

Activity/Info Booth - $125, includes 10x8 space; 1 table; 2 chairs; wi-fi, access to 110 power, 2 vendor passes into the event. No sales allowed.

Artist Booth- $150, for individuals selling their own original paintings & drawings. Other original handcrafted items may be sold but cannot be the primary items in the booth (meaning paintings/drawings must make up majority of the booth); 8 ft space, 1 table; 2 chairs; wi-fi, access to 110 power, 2 vendor passes

Author Booth - $150, for individuals selling their own published books; 8 ft space; 1 table; 2 chairs; wi-fi, access to 110 power, 2 vendor passes 

Additional Vendor Passes - $15/person or child (Limit of 5 extra passes; if you need more than that, special permission from iMagicon is needed)

Additional Booth Add Ons - $5/table and $2/chair



Terms and Conditions and Disclaimer

Official Hotel: Vendors and participants are encouraged to help support the convention by staying at our official hotel - The Hampton Inn & Suites - which has set up a special iMagicon room block for participants (click here for online booking rates). The Hampton Inn & Suites will offer free shuttle service between the hotel and iMagicon for guests. Your room block rental shows the Minot area that our guests truly support the event. If you decide to rent outside of the room block (say for Military discounts, etc), make sure you mention you are in town for iMagicon.  

 
TERMS & CONDITIONS  (FOR AFTER HOURS TABLES - Please Refer that section below)

**NOTE: Event hours are subject to change closer to event but this is our best estimate of changes that will be occurring. We will update you once hours are set so you can plan**
 
The following terms and conditions are applicable to all vendor applications. Vendors who submit an application hereby agree to the terms and conditions.  

Move In for vendors is 1 p.m. to 8 p.m., Thursday, April 25, 2024, at the Minot (ND) Municipal Auditorium. Convention hours run from 11 am to 8 pm Friday; 10 am to 8 pm Saturday; and 11 am to 6 pm Sunday. Vendors need to bring a team to ensure their booths will be staffed during the convention. No vendor is allowed to tear down before 6 pm, Sunday, April 28. After Hours Tables - please refer to your section. 

Tear Down: Move out begins at 6 pm, Sunday, April 28, and needs to be completed by 10 pm, Sunday, April 28. Please remember that our guests PAY for an event that runs until 6 pm, Sunday, April 28. Vendors who leave early can ruin a user's experience. Therefore, any vendors leaving PRIOR to 6 pm, Sunday, April 28, must have written permission from iMagicon to do so in advance. Violators who leave the event early may risk future involvement by a) having future vendor applications rejected or b) vendor will be placed in a lower traffic area. After Hours Tables - please refer to your section. 

Vendor Badges/Passes: Booth rentals come with a pre-determined vendor badge number. Any additional passes must be purchased for workers/children at a special $15/person vendor booth rate. Children under that age of 18 accompanying vendors will be given a 3-day wristband to wear that will have the vendor booth name written on it for security purposes. After Hours Tables - please refer to your section. 

Booth Placement: Booths placements are typically assigned on a first come, first serve basis. It pays to reserve your booth early!

After Hours Tables at the Grand Hotel: You are responsible for set up/tear down each night. Runs 9 pm to 1 am with access to individuals 18+. You may tear down at any point in the night and can set up as early at 8 pm. NOTE: While we strive to provide a safe environment for our vendors, please be aware that After Hours has gamers, dance/rave, LARPs, and individuals  having late-night fun with alcohol available for purchase. You may bring as many people as you need to help man and secure your table during this time. While con fans in the past have been great, we want to be upfront you will be in a party environment. If this is not the environment you want to be in, we recommend you do not select this option. All other terms and conditions apply as stated in the vendor agreement. 

Refunds: No refunds will be issued. In the event the event is cancelled due to reasons beyond iMagicon's control, registrations will be carried forward to the rescheduled event.

Advance registration: Vendors must register in advance and all rental fees paid with the application. An NSF check will constitute an automatic cancellation of invitation.  

Signage: All booths must have a banner (preferred) or signage indicating the name of the booth/business.  

Use of iMagicon logo: Vendors wishing to use iMagicon's name and logo in connection with business must gain permission and enter into a signed license agreement and commission agreement with iMagicon for use.  

Restricted Sales: iMagicon retains the right to sell t-shirts, apparel, and items bearing the iMagicon name & logo. The sales of these items will not be permitted except for those with written authorization.  

Food/Concession Sales: The Minot Municipal Auditorium/Grand Hotel retains the right to sell food (concessions) and beverages. For vendors wishing to sell concessions at the event, you will be required to pay a flat booth fee to iMagicon and a 20% commission fee on sales to the Minot Municipal Auditorium. Please email us at info@imagiconnd.com for more information. 

Commissions: iMagicon will not take a commission on merchandise booth sales generated at the April 26-28, 2024 convention. 

Sales & tax: Vendors are responsible for all sales transactions and must bring their own cash box/credit card system. Credit card systems are ENCOURAGED as the ATM often runs out on Saturday. Vendors are responsible for collecting and paying 7.5% North Dakota State Sales Tax. To apply for a North Dakota Sales & Use Permit, please visit: https://apps.nd.gov/tax/tap/_/.  For more information on Sales & Use, please visit: www.nd.gov/tax 

ND State Sales Tax ID Requirement: All vendors who are selling items are required to provide to iMagicon their ND State Tax ID Number. This information is necessary as iMagicon is legally required to provide a listing of all vendors, including Tax ID number for booths selling items, on the Special Events Vendor Report filed with the ND Tax Office.

To apply for an ND Sales and Use Permit, please visit https://apps.nd.gov/tax/tap/_/ To learn more about if you (as a vendor) are required to have an ND Sales & Use Permit, please visit: https://www.nd.gov/tax/user/businesses/formspublications/sales-use-tax/special-events.   For more information on Sales & Use, please visit: www.nd.gov/tax.   Or if you want to email the ND Tax Office with your questions (they are really friendly), simply email salestax@nd.gov


Hours of Operation: Vendors must agree to stay open for business throughout the convention. Vending hours are 11 am to 8 pm, Friday April 26; 10 am to 8 pm, Saturday April 27; and 11 am-6 pm, Sunday, April 30. iMagicon After Hours activities will operate Friday & Saturday from 9 pm to 2 am. We understand these are long days, but please staff your booth accordingly so it remains open at all times but yet gives workers time to take breaks. After Hours Tables - please refer to your section. 

Insurance: Exhibitor is responsible for proper insurance and protection of entries. iMagicon highly recommends purchasing vendor insurance.

Security: iMagicon provides general security during open hours of the event 9 am to 1 am when the general public is inside the building. Vendors are responsible for individual booth security during operating hours. 24-hour surveillance cameras are active at all times of iMagicon. Between 1 am and 9 am, the Minot Municipal Auditorium is locked and closed to the public. At 9 am, vendors may begin entering the facility.

Liabilities: iMagicon and the Minot Municipal Auditorium assumes no liability for damage, loss or theft of an individual's work or personal injury to a vendor, volunteer or workers. iMagicon and Minot Municipal Auditorium shall be held harmless from and against all liabilities, suits, claims, damages, injuries and action, costs and expenses of any kind or nature of anyone whatsoever relating to or arising out of any act, negligence, or neglect of the vendor, any of its employees, members, guests, agents or invitees. iMagicon and the Minot Municipal Auditorium shall be held harmless from and against all liabilities, suits, claims, damages, injuries and action, costs and expenses of any kind or nature of anyone whatsoever relating to Covid-19 or any communicable diseases. The vendor is responsible to set up and maintain the display so as no threat or nuisance is made to the public.