Policies

COLLECT-A-CON™

Vendor, Exhibitor & Event Policies

By purchasing tickets, vendor tables, exhibitor space, or otherwise participating in a Collect-A-Con™ event, you acknowledge and agree to comply with all applicable Collect-A-Con™ policies, rules, and requirements outlined below.

1. COLLECT-A-CON™ LOGO / TRADEMARK

Collect-A-Con™ and the Collect-A-Con™ logo are trademarks filed with the United States Patent and Trademark Office. Any use of the Collect-A-Con™ name, logo, or branding on printed or digital materials must receive prior written approval from the Collect-A-Con™ team before the materials are printed, published, distributed, or promoted. Collect-A-Con™ reserves the right to cancel and refund an exhibitor/vendor and/or remove or discharge any individual from the event if a violation of these policies is reported or suspected.

2. COLLECT-A-CON™ TICKET POLICY

All ticket sales are final. By placing a ticket order, you agree to Universe’s applicable:

Terms & Conditions

Ticket purchases are non-refundable. No refunds will be issued at any time for this event, except where required by applicable law.

This event does not permit ticket transfers.

Ticket Protection Insurance may be available at the time of purchase.

3. SAFETY & CONDUCT POLICY

Collect-A-Con™ is dedicated to providing a safe, welcoming, and enjoyable environment where fans, collectors, exhibitors, guests, sponsors, and staff can enjoy a memorable experience. Safety, security, and a respectful environment are priorities at every Collect-A-Con™ event. Collect-A-Con™ has zero tolerance for violence, harassment, threats, mistreatment, or abusive behavior toward sponsors, staff, exhibitors, guests, attendees, or other individuals participating in or associated with the event. This policy applies both during Collect-A-Con™ events and prior to events, including conduct occurring through social media platforms, Discord groups, or other online communications.

Prohibited Conduct

Collect-A-Con™ believes that all attendees, exhibitors, staff, sponsors, guests, and partners should be treated with dignity and respect.

The following conduct is strictly prohibited:

Acts or threats of violence

Sexual harassment

Physical harassment or abuse

Verbal threats or threatening language

Intimidation or attempts to instill fear

Menacing gestures

Displaying or flashing weapons in a threatening manner

Stalking

Aggressive or hostile behavior

Injurious or destructive conduct

Harassing behavior through social media or Discord

Any other conduct that, in Collect-A-Con™’s reasonable discretion, creates a safety concern or disrupts the event

Collect-A-Con™ expressly prohibits acts or threats of violence or sexual harassment by any attendee, exhibitor, sponsor, staff member, guest, or other individual against another person in or around the convention facilities or elsewhere in connection with the event.

Reporting Incidents

Any instance of violence, sexual harassment, threats, or other serious misconduct should be reported immediately to event security, a security guard, or Show Management. Show Management will respond to reported incidents as appropriate. Collect-A-Con™ does not expect employees, staff, exhibitors, or attendees to become experts in psychology or to physically subdue a threatening individual.

Attendees, exhibitors, and staff are strongly discouraged from engaging in physical confrontations with violent or potentially violent individuals. Individuals should immediately seek assistance from event security or Show Management.

Collect-A-Con™ reserves the right to remove, ban, cancel, or discharge any individual, exhibitor, vendor, sponsor, or other participant from an event if a violation of these policies is reported or suspected.

4. MEDIA RELEASE NOTICE

PLEASE READ BEFORE ENTERING ANY COLLECT-A-CON™ EVENT

By entering a Collect-A-Con™ event, you acknowledge and agree that:

Photography, video recording, filming, broadcasting, livestreaming, and/or other forms of media production may occur throughout the event.

Your image, voice, likeness, and/or appearance may be captured as part of this coverage and may be used, reproduced, published, broadcast, streamed, displayed, or otherwise distributed in any media or format now known or later developed, without further notice or compensation.

If you do not wish to be photographed or recorded, please notify event staff. Staff may direct you to areas outside the range of active recording when reasonably possible.

Entry into and continued presence at a Collect-A-Con™ event constitutes your consent to the foregoing.

5. VENDOR / EXHIBITOR POLICY

Collect-A-Con™ reserves the right, in its sole discretion, to refuse, cancel, revoke, or terminate exhibitor or vendor participation at any time. By purchasing Collect-A-Con™ vendor tables or exhibitor space, all individuals, companies, vendors, exhibitors, and other parties agree to comply with all Collect-A-Con™ vendor and exhibitor policies. Failure to comply with these policies may result in removal from the event, cancellation of tables, forfeiture of payments, fines, and/or a ban from future Collect-A-Con™ events.

6. VENDOR TABLE LIMITS

There is a maximum limit of one full island, consisting of 10 tables, per company or individual at each show. The resale, transfer, or unauthorized assignment of Collect-A-Con™ vendor tables is strictly prohibited. Any order exceeding 10 tables may be cancelled and will be subject to a 10% cancellation fee. Please do not order more than 10 tables for any individual show.

7. TABLE ORDERS & CONFIRMATIONS

Collect-A-Con™ reserves the right to cancel and refund any vendor table order.

Vendor table orders may be cancelled or refunded for reasons including, but not limited to:

System or processing issues

Duplicate orders

False or inaccurate customer information

Reselling or transferring tables

Violation of Collect-A-Con™ policies

Other circumstances determined by Collect-A-Con™
Vendor table orders are considered 100% confirmed only after the purchaser receives an assigned table number and/or location from Collect-A-Con™.

Collect-A-Con™ reserves the right to cancel and refund an order even after a table number or location has been assigned. Collect-A-Con™ also reserves the right to ban any individual or company that fails to comply with Collect-A-Con™ policies. Any vendor who violates these policies may be escorted from the venue and may be prohibited from participating in future Collect-A-Con™ events.

8. TABLE CANCELLATION POLICY

Table cancellation requests must be submitted at least 30 days before the applicable event. No exceptions will be made to the 30-day cancellation deadline. A 10% cancellation fee will apply to all approved refunded vendor table orders. No refund will be issued for vendor/exhibitor tables cancelled less than 30 days before the event. Collect-A-Con™ reserves the right to cancel and refund any vendor table order at any time, including after table assignments have been confirmed and provided to the customer.

9. TABLE USAGE & ADDITIONAL TABLES

Vendor table orders include only the number of tables specifically purchased and assigned.

Vendors may not use additional Collect-A-Con™ tables that are not included in their order.

Any vendor using additional tables without authorization will be charged $150 per additional table at the time of the event.

Standard Table Dimensions

The standard Collect-A-Con™ vendor/exhibitor table is:

6 feet × 30 inches

Table dimensions may vary by Collect-A-Con™ event based on availability from the venue or rental company.

Other possible table dimensions may include:

6 feet × 12 inches

6 feet × 24 inches

8 feet × 30 inches

10. TABLE & LOCATION ASSIGNMENTS

Collect-A-Con™ reserves the right, at any time and in its discretion, to reassign, relocate, modify, or cancel vendor tables and/or locations.

Tables or locations may be reassigned, moved, or cancelled for reasons including:

Fire marshal requirements

Venue safety requirements

Venue limitations

Security concerns

Policy violations

Operational requirements

Other circumstances determined by Collect-A-Con™

Vendors acknowledge that table assignments and locations may change before or during an event.

11. VENDOR BOOTH BOUNDARIES

Vendors must remain within their designated booth and/or assigned area.

Vendors are not permitted to set up, display merchandise, equipment, signage, fixtures, or other materials outside their designated area without prior approval from Collect-A-Con™.

Vendors must maintain clear aisles and comply with all venue, fire marshal, and safety requirements.

12. FLOOR ADHESIVES & STICKERS

Vendors are strictly prohibited from placing stickers, tape, adhesive, decals, or any other adhesive material on the convention center floor or other venue surfaces without prior written approval.

Any vendor who uses prohibited adhesives or stickers may be charged a $2,000 fee and may be subject to removal from the event and/or a ban from future Collect-A-Con™ events.

Vendors are responsible for complying with all venue-specific requirements regarding floor protection and adhesives.

13. VENDOR-SPONSORED TALENT

Vendors are not permitted to bring in, promote, advertise, or host their own celebrities, voice actors, performers, influencers, or other talent at their tables without prior approval from Collect-A-Con™.

All requests to bring or promote outside talent must be submitted at least 30 days before the event.

Requests should be submitted to:

mailto:info@collectaconusa.com

Approval must be received before any such talent is advertised, promoted, or brought to the event.

14. TABLE TRADES & RESALES

Vendors are not permitted to trade, exchange, transfer, assign, or otherwise give away Collect-A-Con™ tables or sections to another vendor, individual, or company.

The resale of Collect-A-Con™ vendor tables is strictly prohibited.

Violations may result in cancellation, forfeiture of payment, removal from the event, fines, and/or a ban from future Collect-A-Con™ events.

15. FAILURE TO COMPLY

Any vendor or exhibitor who fails to comply with Collect-A-Con™ policies may be required to leave the event immediately.

Collect-A-Con™ may, in its discretion:

Remove the vendor from the venue

Cancel the vendor’s table(s)

Forfeit payments

Issue applicable fines

Ban the vendor or company from future Collect-A-Con™ events

No refund will be issued for tables cancelled as a result of a policy violation.

16. VENDOR BADGES

The following vendor badges are included with purchased tables:

Tables Purchased

Included Vendor Badges

2 Tables – 2 Badges

3 Tables – 2 Badges

5 Tables – 4 Badges

10 Tables – 8 Badges

Additional vendor badges may be available for purchase during vendor check-in.

All additional vendor badge sales are final. No refunds or exceptions will be provided.

17. MANDATORY FRIDAY VENDOR SETUP

ALL VENDORS ARE REQUIRED TO CHECK IN AND COMPLETE SETUP ON FRIDAY.

NO EXCEPTIONS WILL BE PERMITTED.

Every vendor must check in and complete their booth setup on Friday according to the designated vendor move-in and setup schedule.

Any vendor who has not completed their setup by the end of the day on Friday will be subject to a fine.

Vendors are responsible for planning accordingly and ensuring that their booth is fully set up before leaving the venue on Friday.

Failure to comply with the Friday setup requirement may also result in additional disciplinary action, including removal from the event or restrictions on participation in future Collect-A-Con™ events.

18. VENDOR INFORMATION & DISCLOSURE

Certain venues, municipalities, states, or other governmental or regulatory authorities may require Collect-A-Con™ to provide a list of participating vendors for purposes including, but not limited to:

Security

Electrical services

State or local tax compliance

Licensing

Regulatory compliance

Venue operations

By purchasing vendor tables or exhibitor space, you authorize Collect-A-Con™ to provide applicable vendor information to venues, governmental authorities, service providers, and other parties when reasonably necessary to comply with applicable requirements.

19. PREFERRED VENDORS, PREPAID VENDORS & SPONSORS

Under no circumstances will Collect-A-Con™ issue a full or partial refund because a company or individual is unable to attend one of the scheduled Collect-A-Con™ events, except where required by applicable law.

All Preferred Vendors and Prepaid Vendors are required to comply with all standard Collect-A-Con™ vendor policies.

Collect-A-Con™ will not provide a replacement event, future event credit, or substitute participation opportunity for a missed event.

Preferred Vendor Section

The Preferred Vendor Section consists of an area or designated group of tables and/or sections of the venue that Collect-A-Con™ determines is appropriate for Preferred Vendors.

There is no guarantee of placement within a specific number of rows, aisle, location, or area of the venue.

All vendors participating in the Preferred Vendor Program agree to accept their assigned table and/or location and may not request or require a location change.

The Preferred Vendor Section may change from city to city and venue to venue.

There is no guarantee that a Preferred Vendor with more than 10 tables at a particular show or event will have all tables and/or sections combined into one contiguous area.

20. LEGAL COMPLIANCE

All exhibitors and vendors are responsible for complying with all applicable local, state, and federal laws, regulations, licensing requirements, tax requirements, and venue rules.

Each exhibitor/vendor is responsible for obtaining any licenses, permits, registrations, insurance, or other documentation required for their participation or business activities.

Exhibitors and vendors acknowledge that Collect-A-Con™ is not responsible for their failure to comply with applicable laws or regulations.

To the extent permitted by applicable law, exhibitors and vendors agree not to hold Collect-A-Con™, LLC, its management, staff, employees, sponsors, partners, contractors, workers, or representatives liable for losses, damages, theft, expenses, claims, or actions arising from or related to the exhibitor’s/vendor’s participation in a Collect-A-Con™ event, including personal injury or property loss or damage, except to the extent such liability cannot legally be excluded.

21. SALES TAX RESPONSIBILITY

Each exhibitor, artist, and vendor is solely responsible for determining and complying with all applicable sales and use tax requirements.

Vendors are responsible for collecting, reporting, and remitting applicable state and local taxes in accordance with the laws and regulations of the jurisdiction in which they conduct business.

Collect-A-Con™ does not assume responsibility for a vendor’s tax obligations.

22. ACKNOWLEDGMENT & AGREEMENT

By purchasing a Collect-A-Con™ vendor table, exhibitor space, sponsorship, or otherwise participating as a vendor or exhibitor, you acknowledge that you have read, understand, and agree to comply with these policies.

Collect-A-Con™ reserves the right to modify, update, interpret, and enforce these policies as necessary to maintain the safety, organization, and integrity of its events.

Participation in Collect-A-Con™ constitutes acceptance of the applicable policies and requirements in effect for the event.

Collect-A-Con™ reserves all rights.