These terms and conditions aim to ensure a smooth and successful event for all participants. By registering for the event, the Vendor agrees to comply with all the rules and regulations set forth by CSC.
Vendors may set up their displays during the move-in date and time specified above. All displays must be fully installed before the event begins on January 18, 2025, at 9:00 AM. Vendors are responsible for ensuring that their set-up does not cause disruption to the event.
Displays must be removed from the venue by 9:00 PM on January 19, 2025. All materials must be packed up and removed from the facility by this time. Any displays or items left behind may be discarded at the Vendor’s expense.
CSC will not be held responsible or liable for any loss, damage, theft, or injury that occurs to the Vendor’s property, staff, or third parties during the event. Vendors are strongly encouraged to secure their own insurance. The Vendor agrees to indemnify CSC against all liabilities, claims, or legal actions arising from their participation, products, or services at the event. Failure to carry insurance does not transfer any liability to CSC.
Vendors must ensure that all products displayed or sold at the event are genuine and not counterfeit. CSC holds no responsibility for verifying the authenticity of the Vendor’s products. The Vendor agrees to remove any counterfeit items if requested by CSC. If a Vendor is found selling counterfeit items, they may be removed from the event without refund or compensation. This clause will remain in effect after the event’s conclusion.
Vendors are accountable for their booth staff and any actions taken by their representatives. Vendor passes are non-transferable. Misconduct by Vendor personnel may result in removal from the event and forfeiture of their booth.
Once the Vendor’s application and payment have been accepted, rental fees are non-refundable under any circumstances. If the event is rescheduled, relocated, or cancelled, the Vendor will receive a credit for a future event. No-shows will forfeit their space without refund. Vendors must notify CSC at least 48 hours in advance if they cannot attend.
Booth locations will be assigned by CSC at its sole discretion. Placement requests may be considered but are not guaranteed. Booth locations will not be changed on the day of the event.
Vendors must remove all garbage and leave their booth space clean after tear-down. Failure to do so may result in additional charges.
CSC will provide each Vendor with a unique promotional code, which will offer customers a discount on tickets. For every use of the code, the Vendor will receive a $3 credit, which can be applied toward the cost of their booth or paid out after the event. Credits will accumulate up to 24 hours before the event’s start. While CSC may offer its own ticket promotions to increase attendance, these promotions will not affect the Vendor’s credit earnings.
Nothing may be affixed to any equipment or walls of The International Centre. The Vendor is responsible for any damage caused to the venue, its fixtures, or equipment during the event, move-in, or tear-down. Any damage identified will be billed to the Vendor at repair or replacement cost. Vendors are advised to take care while setting up and dismantling their displays to avoid such charges.
ELECTRICITY AND ADDITIONAL SERVICES
Vendors requiring electricity or any other additional services (e.g., internet, special lighting, equipment rental, banner hanging) must request these in advance, as they may incur extra charges. CSC is not responsible for providing or arranging these services unless specifically agreed upon. Services can be ordered through Showtech: https://e.showtechordering.com/ST-00067534
Noise Disclaimer and Acknowledgement
The Event will feature live performances on a stage, which may include amplified music, announcements, and other audio elements that could result in elevated noise levels. By participating as a vendor, you acknowledge and accept the potential for noise in the vicinity of your booth or display. Efforts will be made to maintain reasonable sound levels; however, the Event Organizer cannot guarantee specific noise limits during performances. No refunds or compensation will be provided for issues arising from noise during the Event.
PRODUCT PRICING AND DISPLAY
All products displayed for sale must be clearly priced and labeled. Vendors may not engage in deceptive pricing tactics, such as hidden fees or inconsistent pricing. CSC reserves the right to audit Vendor booths for compliance and request corrections as necessary.
MEDIA RELEASE
By participating in the event, the Vendor grants CSC permission to use photos, videos, or other media from the event that may include the Vendor’s booth, products, or staff for promotional purposes. The Vendor may not claim compensation for the use of such media.
UTILIZATION OF ASSIGNED SPACE
CSC does not provide storage space beyond the Vendor’s booth area. Vendors are responsible for managing their own inventory and ensuring that any additional materials or stock do not obstruct aisles or common areas. All setups and displays must not interfere with neighbouring tables.
PROMOTIONAL MATERIAL DISTRIBUTION
Vendors may only distribute promotional materials from their assigned booth area. Distribution of flyers, samples, or other materials in public spaces or other booths without prior permission from CSC is prohibited.
NOISE LEVEL RESTRICTIONS
Vendors are expected to maintain a reasonable noise level at their booth. Use of audio-visual equipment, music, or other sound-generating devices must not interfere with neighbouring booths or the overall event experience. CSC reserves the right to request volume reductions or equipment removal.
GOVERNING AUTHORITY COMPLIANCE
In the event that the fire marshal or any other governing authority restricts or prohibits the placement of booths in specific areas of the event venue, CSC will make reasonable efforts to provide an alternative booth location. If no alternative space is available, CSC’s liability to the affected Vendor shall be limited to a refund of the booth rental fee paid by the Vendor. CSC shall not be responsible for any additional costs, losses, or damages arising from the Vendor’s inability to exhibit as a result of such restrictions.
ADDITIONAL ARTIST ALLEY SPECIFIC TERMS & CONDITIONS
BOOTH DESCRIPTION
Every table purchased in the Artist Alley at CSC Fancon 2025 will include:
- One 6-Foot Table
- Up to 2 Artist Alley Weekend Passes, providing admission to CSC Fancon 2025
- Up to 2 chairs
Restrictions to an artist alley table:
- No room for shelves behind the table
- No table cloth provided
PROXY SELLING
“Proxy selling” refers to selling the works of another person who is not present, but with their permission. While proxy selling is permitted at CSC Fancon 2025, the original artist(s)/creator(s) must provide explicit permission in writing to Canada Super Collectibles (otherwise known as CSC)/CSC Fancon.
RESTRICTIONS
Artists are NOT allowed to sell:
- Stolen, traced, or art otherwise not created by the Artist (except when permission from other Creators was given in writing).
- Art and displays containing logos, names, and emblems of licensed properties.
- Any 3-D printed designs that are not of your own design, or printed without designer’s permission (except when permission from the designer was given in writing). If you use places like Thingaverse or Myminifactory, you must include links to the designs, and they must show that commercial use is permitted.
- Reproductions of existing licensed merchandise in any form. This includes tracing, copying, scanning, downloading, or editing of copyrighted artwork, characters, or logos if they were not created by the Artist.
- Any art or creations created through the use of Artificial Intelligence (A.I.) programs.
- Selling, reselling, or distribution of commercial products, including the unauthorized re-releasing of merchandise of any kind (“bootlegs”).
