Confirmed Vendors: Toy's On Fire, The Anime Stop, The Griffon Bleu , Salem Preusser
Time is running out to get your requests in for Artist Alley and Vendor spots.
1. INTRODUCTION - PLEASE ENSURE THAT ALL SECTIONS ARE READ
This is an application and contract for booth space at N2U Anime Convention 2018, held on
the weekend of October 5-7 2018. The contract is between N2U Anime Convention ("SPONSOR")
and the signée ("VENDOR") upon written acceptance. Terms, notwithstanding the establishment
of, adjustment to, or changes to the plan of exhibits, vendor booths, rates, regulations, and any or
all other areas, at the sole discretion of the SPONSOR, with or without notice, all of which
constitute part of this contract, are as follows.
A signed contract in advance is REQUIRED before any VENDOR will be allowed to set-up at
N2U Anime Convention 2018.
2.1 ARTIST ALLEY EXHIBIT BOOTHS
The rental fee for Artist Alley Exhibit Booths for the dates of October 5-7 2018 inclusive is $100.00 +
13% HST ($113.00) per half booth taken.
Each exhibit/vendor booth includes:
25SQF or 50SQF booth
1 VENDOR Pass per half booth
1 chair per half booth
1 8'X2.5' table may be shared
1 table cloth per table may be shared
No additional tables are available
Additional passes at $25.00 VENDORS may purchase 2 extra passes + 1 additional per booth,
to a maximum to 5 passes.
2.2 VENDOR EXHIBIT BOOTHS
The rental fee for Vendor / Exhibit Booths for the dates of October 5-7 2018 inclusive is $350.00 +
13% HST ($395.50) per booth taken.
Each exhibit/vendor booth includes:
8X8 or 6X10 booth
2 VENDOR Passes per booth
1 8'X2.5' table
1 table cloth per table
Additional tables at $20.00 per are available
Additional passes at $25.00. VENDORS may purchase 2 extra passes + 1 additional per booth,
to a maximum to 10 passes.
Passes CANNOT be resold or used by anyone other then buying VENDOR.
NOTE: The space is limited to the booth which is defined via tape layout; NO overhanging displays
into other VENDORS' space, doorways, corridors, or otherwise will be allowed.
VENDORS' will be provided with a map showing their booths and location prior to convention date.
Space cannot be re-arranged on the convention floor.
DUE TO FIRE REGULATIONS,
There is to be NO exhibiting of goods from the floor or under tables.
No fire equipment or exits will be blocked.
SPONSOR reserves the right to request to remove such obstructing items
or items outside the boundary of the booth space.
ELECTRICITY: There is electricity in the vendors room however limited, There is no cost for the
electricity. If you must run extension cords, they must be tape down so no one can trip over it.
3. FEE SCHEDULE
A 50% deposit is required upon booking or your space will not be held. The 50% deposit must be
received by an applicable agent of N2U Anime Convention within 10 business days of exhibit
All funds are in Canadian Dollars.
Cheques and acceptable money orders must be made out to: "N2U Anime Convention". Please
do not add the current year of the convention.
Cash will NOT be accepted through the mail: do NOT send cash in the mail. All fees are stated
in the amounts accepted.
All fees are subject to 13% HST (receipts will be provided at time of payment completion) and are
due within 10 business days of booking and include a non-refundable deposit of 50% of the total
amount. If at any time after the booking a VENDOR cancels, monies paid out except the deposit
will be refunded. If for any reason the SPONSOR cancels, all monies will be refunded to the
VENDOR without penalty.
If the 50% deposit is not received within 10 business days - then your allocated space will be
offered to those next on the waiting list.
All fees MUST be paid in FULL before the opening of the convention to SPONSOR by September
All NSF cheques will be subject to a $50.00 handling fee.
5. LOCATION AND PLACEMENT OF MERCHANDISE/EXHIBITS
The N2U Anime Convention Vendors Room will be located at the Ottawa Conference and Event
Centre (200 Coventry Road Ottawa Ontario) As mentioned in the introductory paragraph,
the SPONSOR reserves the right to make modifications and change exhibit/vendor space
assignments, as may be necessary to adjust to the floor plan anytime.
Please not that Vendor space is limited and will be sold on a first come, first paid basis.
6. INSTALLATION AND REMOVAL
VENDOR may begin installation as of 9 AM on the Friday October 5th, 2018. Installation is the
sole responsibility of the VENDOR, All exhibits must be removed by 10 PM Sunday October 7th,
2018. Removal is the sole responsibility of the VENDOR.
Loading / unloading will be done through the loading bay, and will be done entirely by the VENDOR.
Note: No one under the age of 18 years is allowed to be on the VENDORS ROOM FLOOR during
the during the set-up and take down, as the space is legally a construction site during these
7. VENDORS ROOM HOURS
Set up time: Friday October 5th, 2018: 9 AM - 11 PM
Open access to attendees: Friday October 5th 2018: None
Set up time: Saturday October 6th, 2018: 7 AM - 9 AM
Open access to attendees: Saturday October 6th, 2018: 9 AM - 9 PM
Set up time: Sunday October 7th 2018: 7 AM - 9 AM
Open access to attendees: Sunday October 7th, 9 AM - 4 PM
SPONSOR reserves the right to change exhibits hours of N2U Anime Convention as necessary.
8. VENDOR'S CONDUCT
All VENDORS are required to act in a professional manner and not denigrate or impede access to
other VENDORS. Any complaints about such items should be promptly reported to the Vendor's
Room Manger or members of the convention Public Safety staff.
Megaphones / Sound Systems:
The use of megaphones and sound systems (playing music, making announcements, etc.) is not
permitted in the Vendors Room.
Posters / Graffiti:
VENDORS cannot write on the wall, or use any fasteners or material which will leave holes or
residue. VENDORS will be responsible for the cleaning costs of any graffiti or fastener holes or
residue left in their area. A survey of the building will be done before move-in to determine if any
prior-existing problems exist.
9. FOOD SALES
NO food or drink sales are permitted
10. TAXES AND LICENSES
VENDOR shall be responsible for obtaining licenses, permits or approvals required under law
applicable to their activity at N2U Anime Convention. VENDOR shall be responsible for paying
all taxes, license fees, fines or any charges that shall come due to any governmental authority in
connection with their activity at N2U Anime Convention. VENDOR will be required to provide a
vendors permit, temporary or otherwise upon request of Sponsor's
VENDOR understands that neither SPONSOR nor the Ottawa Conference and Event Centre will
be maintaining insurance covering any VENDOR property and it is the sole responsibility for the
VENDOR to obtain such insurance. N2U Anime Convention is NOT responsible for any stolen/lost
or damaged item(s).
Any organization or company that is a wholesaler/distributor is not allowed at N2U Anime
Convention in the Vendors Room. We offer our rental space to those organizations/companies
that are legitimate retailers. If a retailer holds dual roles, they must sell their items at the
suggested retail sales price (retail price) and NOT the wholesale price.
Any infringement of this will result in immediate expulsion of the VENDOR without any financial
compensation from the SPONSOR. Proof of retail status must be provided by VENDOR when
requested by SPONSOR to include vendor's permit, active online store - URL's (Must have current/
weekly updates to qualify), or have a brick and mortar store that can be visited.
Third party distributors may be allowed to DISPLAY and PROMOTE their items only in the
Corporate Area -- where cash exchanges are NOT allowed.
Anyone visiting or viewing or otherwise participating in the VENDOR'S ROOM exhibit is deemed
to be invitee or VENDOR rather than the invitee or licensee of the SPONSOR. SPONSOR shell 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 liability for the actions of its agents, employees, or independent contractors, whether acting
within or without the scope of their authority. SPONSOR is NOT responsible for any stolen, lost
or damage item(s).
The subletting of exhibit/vendor space at N2U Anime Convention without prior written consent of
SPONSOR is prohibited. Advertising for sub-letters in public forums is prohibited. Space CANNOT
be sub-let for higher prices then those charged by N2U Anime Convention.
If space is sublet, the original VENDOR is responsible for the behavior and actions of the parties
using the sublet space and will be considered complicit in any violations of this contract performed
by the sublet parties.
VENDOR is solely and fully responsible of VENDOR'S exhibit material.
SPONSOR has made provisions with Ottawa Conference and Event Centre that once Vendors
room will be locked for the night that there will be no entry by anyone without due cause.
Under no circumstance will SPONSOR be liable for loss or damage of merchandise, equipment or
revenue. All property of VENDOR is understood to remain in VENDOR'S care, custody and control
in transit to or from or within the confines of the exhibit premises. VENDOR is solely responsible
for their merchandise and equipment during all open hours.
16. ADULT MATERIAL
VENDOR may NOT display material depicting nudity or sexual conduct unless it is covered or
displayed in such a way that minors cannot view such explicit material. Adult material must not be
accessible to minors in any way. No adult material may be sold, given, or distributed to any minors
in any way. It's the VENDORS responsibility to check age ID before sales of adult materials.
Failure to comply may result in but not limited to VENDOR'S expulsion from N2U Anime
Convention with no refund of vendor's room rental fee, arrest, and/or criminal prosecution.
We are a family focused event and expect all VENDORS to abide of not displaying adult or
"Hentai" material in an explicit manner. The SPONSOR reserves the right of removing
offending merchandise if these terms are not observed and followed.
17. BLADED WEAPONS/PROPS
VENDOR may NOT sell or display weapons or props with a metal blade, including (but not limited
to) swords, knives, daggers, etc., anywhere on the premises of the Ottawa Conference and Event
Centre (to include all facilities and parking lots) without EXPRESS PERMISSION of the Ottawa
Conference and Event Centre. This permission must be obtained by speaking with the Ottawa
Conference and Event Centre, and following all rules set by the Ottawa Conference and Event Centre
(which will include selling such items in sealed boxes and informing customers that they may not
open such items in convention public spaces.
Sales of such items are to be limited to those 18 years and over. It is the responsibility of the
VENDOR to check age ID before sales. Failure to comply may result in but not limited to
VENDOR'S expulsion from N2U Anime Convention with no refund of vendor's room rental fee, arrest,
and/or criminal prosecution.
18. FAN ART
No Fan Art, Fan Crafts, or Fan-inspired merchandise is allowed for sale in a Vendor Booth.
Fan Art is only allowed in a Artist Alley Booth.
This refers to the use of licensed characters, logos, etc. on items created by (or created for) the
VENDOR. If the VENDOR wishes to sell self-made items, they must use original artwork.
19. BOOTLEG MATERIAL
Ant item or merchandise for sale which are not legally authorized, implied or otherwise, to be sold
in Canada and/or in Ontario are prohibited. Prohibited items include (but not exclusively): Videos
distributed by persons/organizations, music and or visual medium that is not manufactured by
authorized rights holders, model kits with whom legal copyrights are not held, and items copied
for resale without authorization or are not licensed in North America.
SPONSOR reserves the right to demand removal of any such material from sale at the convention.
Failure to comply may result in but not limited to VENDOR'S expulsion from N2U Anime
Convention with no refund of Vendors Room Rental Fee.
Such examples of bootlegged material include Sonmay CD's, EverAnime CD's and similar
Taiwan/Hong Kong based company DVD's. Other examples (but not exclusive) are:
Taiwanese Posters and wall scrolls, Chinese plushies.
Products using artwork that the retailer has not received permission from the artist to use
must be removed. Items without proper copyright labels and tags.
Essentially anything that is not stated as being made or licensed in North America, Europe
or Japan is considered to be a bootlegged item and is NOT ALLOWED
at N2U Anime Convention
If you unsure of your item(s) - please contact us for assistance BEFORE the Convention.
Please Note: SPONSOR may inspect the EXHIBITS during set-up and throughout the event for
such material. SPONSOR may or may not issue a verbal warning. The VENDOR may be expulsed
from N2U Anime Convention WITHOUT any warning, verbal or otherwise, at the SPONSOR's
sole discretion, with no liability to SPONSOR for rental fees. Lost revenue, or any and all other
20. COSMETIC CONTACT LENSES
As of June 2016, Health Canada classified cosmetic contact lenses as Medical Devices. A license
is now needed from Health Canada to sell these items. Obtaining this license is the prerogative
of the VENDOR. A copy of this license will need to be prominently displayed in the vendor's
booth or signage be used saying the VENDOR is Health Canada compliant and license is ready
to show if asked for. Contact lenses will have to be removed from sale if the VENDOR is
21. ILLEGAL ITEMS
Some items which can be sold in other countries are illegal under the Criminal Code of Canada.
Such items include (but not limited to):
Adult items featuring underage participants.
Nun chucks and throwing stars.
It is the responsibility of the VENDOR to confirm the legality of any items made available. The
SPONSOR reserves the right to have such items immediately removed and the VENDOR may be
expulsed from N2U Anime Convention WITHOUT any warning, verbal or otherwise, at the
SPONSOR's sole discretion, with no liability to SPONSOR for rental fees, lost revenue, or any
and all other incurrences.
*** THIS CONTRACT IS THE VENDORS ONLY WARNING! ***
22. VENDOR STAFF CONCERNS
The SPONSOR reserves the right to prohibit from attending and/or working at the convention any
members of the VENDOR'S staff who have had concerns raised over their past or present conduct.
The SPONSOR also reserves the right to request criminal record checks of VENDOR'S staff, or
request to be provided with them should they already exist.
The Vendor's Room Manager, acting as agent of the SPONSOR, is the official point of contact for
the VENDOR at N2U Anime Convention. The VENDOR should direct all contact with the
SPONSOR through the Vender's Room Manager and or the Liaison Director, before and during the
event. Invoices will be provided for ALL confirmed rentals.
The Vendor's Room Manager may be contacted at the email below:
PLEASE PROVIDE THE FOLLOWING INFORMATION: KEEP A COPY FOR YOUR OWN RECORDS. RECEIPTS WILL BE PROVIDED AT TIME OF VENDOR SET UP.
A SIGNED CONTRACT IN ADVANCE IS REQUIRED FROM ALL VENDORS. SET-UP AT N2U ANIME CONVENTION WILL NOT BE ALLOWED WITHOUT THIS.