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Penti-Con Vendor Policy

APPLICATION

  • Applications for the Vendor Hall do not guarantee a spot or first preference, as space is limited. Previous Participation in the event is also not a guarantee for acceptance.

  • Applications will be open until August 1st. Applications after this date may be considered for our waitlist, and will only be contacted subject to availability/ cancellation.

  • We are a juried event, all applications are reviewed for content and to ensure that our event has a balanced and diverse vendor hall. 

  • Due to our nature as a juried event, all applications must match the details of your application

    • The application must include all vendors

      • Table/Booth sharing outside of initial application is prohibited

      • Proxy selling is only allowed with the copyright owner’s permission, in the form of the copyright owner submitting an application/ being included on an application

      • If you would like to be placed next to a specific vendor, please include that information in your application

        • Please note that while we will do our best to accommodate, placements cannot always be guaranteed. 

        • Joint Applications will be prioritised for being placed together

    • Table reselling is prohibited

      • If you need to cancel your application and/or booking, please contact us. Refund availability will be on a case-by-case basis

    • Items from the application should be a fair representation of wares

      • If items are vastly different from those disclosed in the application, we reserve the right to ask you to remove those items from your table 

  • Those with wares that are found to be in violation of our vendor content policies will not be considered for acceptance into the Vendors Hall. 

  • If your application is accepted, You will have 30 days from the date of invoice issuing to pay

    • Invoices are issued via our website, and payments are via those invoices. E-transfer is available upon request.

    • Late Payments are subject to a 5% late fee

    • Extensions may be available on a case-by-case basis, please contact vendors@thepenti-con.org for more information.

VENDOR CONTENT

  • 3D Prints

    • We try to have a diverse vendor hall, with limited numbers of vendors in the same niche. Please include if you will have 3d prints as part of your wares, or you may be asked to remove the 3d prints from your table.

    • All 3D Print Vendors must hold commercial licenses for files that they did not create

      • Confirmations of commercial licenses, or proof of creation must be produced on request

    • 3D prints from AI generated files are prohibited

 

  • Adult Oriented Content/ 18+ Material

    • If you are selling adult-aimed content, you MUST ID anyone who wishes to look at it unless their age is unquestionably over 18. 

    • You cannot display adult materials in full, and any works that may be deemed as offensive or inappropriate must be covered up and not visible to those walking by

    • All nudity and foul language must be appropriately censored

    • If you are unsure if your art falls into this category, please email us for clarification.

 

  • Artificial Intelligence

    • Penti-Con has a Zero Tolerance policy towards the use of Artificial Intelligence (AI) for creative work. We will not be allowing any AI-generated content at our convention. This includes but is not limited to:

      • Books with AI-generated words.

      • Book covers with AI-generated images.

      • Images created by AI.

        • Including any merchandise with artwork on it, e.g. Tote Bags, Travel Mugs, etc.

        • Also includes artwork based on AI-generated images (AI Tracing). 

      • Signs or Logos created by AI.

      • 3D Prints from AI-generated models

    • You are responsible for ensuring all your product is not AI, regardless of space being booked

      • Officially licensed products that use AI may be sold (like some lines of MTG), but must not be prominently displayed. Organizers reserve the right to ask for these products to be removed and not sold during the event

    • If you are found to have AI-generated content at your booth, the event organisers reserve the right to revoke your badge and require you to immediately pack your booth and leave with no warnings or refunds given.

    • To help ensure no AI-generated content is present, we may require proof that you made your offerings if you sell any of the following that are not licensed or trademarked:

      • Self-published books

      • Artwork 

      • Charms

      • Keychains

      • Stickers

      • Pins

    • Please do not send us this information until we request it.

    • Proof you made your items includes:

      • Progress photos of artwork, either traditional or digital.

        • Line art and layers are acceptable if you do not have work-in-progress pictures.

        • If you do not have any progress photos of your current artwork offerings, sketches proving your art style are acceptable.

      • Rough drafts of books (Submitting a couple pages for review is fine)

        • Name and contact information of the artist of your book.

      • Proof of Modeling/ Models for inspection for 3D Printed Items

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  •  Grey Market Goods

    • Bootlegs (Defined here as illegal reproductions, unlicensed products, and/or counterfeits of any kind) are prohibited at our event.

    • If you are found to have Grey Market goods at your Booth, the event organisers reserve the right to revoke your badge and require you to immediately pack your booth and leave with no warnings or refunds given.

 

  • Stamp/Sticker/Ribbon Rallies

    • Please be aware of our requirements for hosting a rally as an artist or exhibitor as our policies may be different from other events.  We highly encourage them as they help drive traffic around the vendors hall. 

    • If you wish to host one with a gift/reward for completion, there must be no requirements for a minimum spend to be in compliance with the Criminal Code of Canada which "prohibits a requirement that a product or service be purchased as the sole condition of contest participation."

      • This means that there must be an option for payment free participation in the rally

      • The payment free option can be in the form of a challenge

    • If you submit your Rally information to the convention a couple weeks prior to the event, we can make a social media post or two about it to help advertise it. This however is not required.

    • If you are found to be doing a Rally that violates our policies, we will require you to stop and remove all signage indicating it is happening.

 

  • Weapons & Props

    • Non-metal training paraphernalia (wooden training swords, shinais, etc.) and props may be sold to Individuals over the age of 18 who show valid government issued identification prior to purchase

    • All training Paraphernalia must be in its original packaging and marked with the Vendor’s Name before being handed to the buyer

    • All Props sold must be in accordance with the Penti-Con Weapons & Props Policy

      • Props must be either removed from site or taken to be inspected and Peace Bonded immediately following purchase

    • All Items that do not meet these requirements must be removed from site immediately, and it is the responsibility of the vendor to inform the buyer of this

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VENDOR CONDUCT

  • By purchasing a booth with us, you are agreeing to to adhere to not only the vendor policies, but also the Penti-Con Code of Conduct

  • Always wear your badge.

    • If security cannot see your badge,  you will not be allowed to enter.

  • You and your gear are limited to the bounds of the space you have purchased. If you booked a 10x10 space, you are limited to within that space; the same goes for 5x6 spaces. Some exceptions may be possible but must be expressly granted by the organisers. This will be on a case-by-case basis.

  • Displays must not be higher than 8 ft in total.

    • Organizers reserve the right to ask you to remove or dismantle signage that exceeds this height.

    • Displays on the ground must be sturdy and not able to wobble or fall over easily.

    • Displays on tables must be secure and not wobble or fall over easily.

  • All Wares and Goods at your table must be in accordance with the Content Policy as described above

  • Vendors are required to carry insurance for our event

    • We reserve the right to ask for proof of insurance

  • No outside Food and Beverage is permitted inside the venue during the event. This includes take-out and all food delivery services.

    • A vendor specific Pre-order form with the PTCC Concession will be sent out before the event

  • No running in the Vendor's Hall.

  • No projectiles, including improvised ones

  • Drones may only be used with pre-approval from the organizers

  • No animals allowed (As per the Penticton Trade and Convention Center); no exceptions. Service animals are permitted provided the proper documentation can be produced. Support or therapy animals are not permitted. 

 

If you are found in non-compliance with anything above, you will be warned and told to stop the offending behaviour. If you are given 3 warnings by event staff or volunteers, your badge will be revoked and you will be asked to leave with no refunds given. 

 

If the offense is serious enough, the event organisers reserve the right to revoke your badge and you will be asked to leave with no warnings given and no refunds. This may also include a ban from the event in the future. 

The Penti-con is put on by the non profit organization: The Penti-con Association
By attending our event you agree to abide by our Code of Conduct.

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