Welcome to Anime Festival Orlando’s 18+ Showcase!
AFO takes great pride in providing one-of-a-kind merchandise and artwork for our attendees. Since the beginning, we have hand-selected our artists and vendors to help create a unique and fun shopping experience. This year, we are introducing a new 18+ Showcase to offer a more risque experience for everyone. We appreciate your interest in being part of this Showcase at Anime Festival Orlando.
Please review all information below carefully before submitting any questions. If the material is already on the website or in your contract, you will be redirected accordingly. If you have any questions or concerns not clarified in the information below or in your contract, please contact the AFO 18+ Showcase Coordinator, Jay Dynes (showcase@animefestivalorlando.com)
All prices, spaces, terms, and conditions are subject to change.
IMPORTANT INFORMATION
Artists and Vendors in the Showcase are expected to abide by the guidelines below, as well as all rules of Anime Festival Orlando, and the Rosen Plaza Hotel. We want everyone to have fun, enjoy merch, and be safe.
While the Showcase will be behind locked doors during off-hours, you are responsible for securing your own personal property and merchandise. Anime Festival Orlando, Inc., AFO Staff, and the Hotel are not responsible for any lost, stolen, or damaged items, merchandise, etc.
While in the Showcase, all convention, venue, local, state/federal rules, policies, and laws apply. Convention rules can be found on the AFO website and in your con guide.
Please respect the hotel and AFO staff.
CHECK-IN
- Showcase check-in is Thursday 3-8pm.
- It will take place inside.
- Please have a valid form of ID to pick up your badge(s). Advanced notice is required in order to pick up badge(s) for another artist or vendor.
SET-UP
- Set-up is Thursday 2-10pm and Friday 9am-12pm.
- Please be ready to vacate the area Thursday at 10pm.
- Please keep the aisle as clear as possible and be aware of your surroundings.
- No tape, staples, glue, any adhesives, gum, bodily fluids, or tacks on the walls, columns, floor, or ceiling. The use of any display which could cause harm to the venue space is prohibited.
TEAR-DOWN
- Be prepared to finalize your sales by 4:45pm on Sunday.
- Please be kind and clean up your booth space when closing.
- Any artist or vendor that starts to dismantle their booth (tables, racks, displays, etc.) prior to Sunday at 4:00PM, they will be assessed an early tear down fee of $150.00. This must be paid before any future reservations will be honored.
- For any artist or vendor that fails to properly clean their booth space prior to their departure at the close of the show, they will be assessed a cleaning fee of $75.00. This must be paid before any future reservations will be honored.
SHOWCASE HOURS
- The 18+ Showcase will have separate hours from the Vendor Hall. As this is our first year, we are inquiring with our applicants to see what times would be best.
- All artist and vendors will be able to enter the area one hour before general guest access opens on Saturday and Sunday. Friday is 9am for extra load-in.
- Majority rules. The final time will be decided before you are confirmed for a table.
There will be a question of 10pm, 12am, and 2am on your application.
We will also open later on Saturday morning to accommodate this later time.
REQUIRED DOCUMENTS
- All artists and vendors must show a valid, government-issued photo ID to check in at the Showcase. If they are unable to produce a valid ID at check-in, their table(s) will be held until noon on Friday. At that time, the table(s) will be considered unclaimed and open for sale on a first-come, first-serve basis.
- Accepted forms of ID include, but are not limited to:
- State (or district) driver’s license
- State (or district) issued identification card
- Passport
- Military ID
- The artist or vendor makes a formal agreement to showcase in AFO upon receipt of payment. It is understood by AFO that you are over the age of 18. AFO will not refund any payments as a result of any issues that may arise from failure to obtain proper permissions by the artist.
CONDUCT
The following is an outline of rules to which an artist or vendor must adhere while operating within the Showcase. AFO reserves the right to institute further restrictions on-site as needs arise.
- While in the Showcase, all convention rules as well as local, state, and federal laws will apply. If they break any convention rules, they will be dealt with accordingly. If they break any laws, they must expect to have to deal with local authorities.
- All artists and vendors will be required to prominently display their badges when occupying their space.
- The artist or vendor is not permitted to resell their space, in whole or part, to a second party. The artist or vendor may not give away his/her tablespace to another.
SUBSTANCE USE
- Smoking or use of alcohol or drugs while in the Showcase will not be tolerated. Violations will result in removal from both the Showcase and convention.
BEHAVIOR, NOISE, AND PHOTOGRAPHY
- Professionalism is a must! No running, screaming, yelling, obscene language, roughhousing, sparring, etc. Harassment of any sort (sexual, bullying, etc.) is not tolerated at AFO.
- If anyone is disrupting you, please seek assistance from the 18+ Showcase Coordinator or an AFO Staff member at any time.
- Loud music, videos, etc. will not be tolerated in the Showcase. Showcase staff reserves the right to ask that the volume of any loud music or noise be lowered to acceptable levels. Further noise violations can result in the artist being removed from the Showcase.
- Photography and video recording are permitted within the Showcase, provided that the person being recorded has given permission. Similarly, pictures or videos of art are allowed only with permission of the artist.
REFUNDS AND NO-SHOWS
- Tables are not refundable, and not transferable.
- If an artist or vendor fails to check in for their table by noon on Friday, they will be considered a No-Show. At that point, No-Show table(s) will be offered for sale on a first-come, first-served basis.
- Cancellation rules are as follows:
- 45 days prior to AFO 2024 (Sunday 05/14/24) are eligible for a 50% refund of your total booth price.
- 30 days prior to AFO 2024 (Monday 05/29/24) are eligible for a 25% refund of your total booth price.
- 15 days prior to AFO 2024 or later (Tuesday 06/13/24 - 06/28/24) forfeits all payments made to date.
ARTIST INFORMATION
- All tables are $200. The approximate size is 6 feet wide by 2 feet deep and 2 feet 5 inches tall. These dimensions are subject to change.
- Two (2) Showcase Badges will be provided with the purchase of each table. One for you and one for a helper. For additional badges please contact AFO 18+ Showcase Coordinator (showcase@animefestivalorlando.com).
- You are allowed to apply for a maximum of one (1) table. You may not bring your own table(s) to supplement this amount.
- There is no sharing of tables with another artist at this time.
- There may only be two (2) people behind each table at any time. This includes the common spaces behind the tables as well. If you have more than one helper, only one can be behind your table (two people total) at a time. Please be mindful of access ways.
- Other tablespaces belong either to another artist, vendor, or to AFO. Interference with another table space, chairs, or displays is not allowed, and may subject you to charges, loss of your registered table space, or other action.
- Any structure brought to display artwork must be of sound construction and may not extend more than 5 feet above the table. All displays must reside within the confines of your area, and may not impede access behind the table or any main access ways of the space. Display space behind your assigned table is subject to availability but not guaranteed.
- The artist bears all responsibility and risk for their items brought for sale at AFO. Any questions regarding this policy will be resolved by the Anime Festival Orlando, in consultation with AFO’s lawyer when needed. If any confusion arises with respect to trademarks or copyrighted work, the artist may be asked to remove it from display and sale at the discretion of the AFO.
- Commissions taken for delivery at the convention, regardless if the commission was taken pre convention for delivery or at the convention for delivery are between the artist and commissioner, AFO is not a party in these dealings. As such AFO and AFO Staff cannot assist you in locating the person with whom you arranged the commission with. Please make sure you get contact information as part of your dealings.
- Any Artist accepting commissions requiring a live model during Showcase hours must conduct these commissions in a manner which does not disrupt attendees, staff operations or fellow artists. Live models should be placed so as to not interfere with the flow of traffic or the space and operations of others.
VENDOR INFORMATION
- All booths are $400. The size of each booth is 10 feet by 10 feet. Due to the room we are in, all booths are inline.
- Each booth comes with 1 table and 2 chairs. You may instead bring your own to supplement this amount. Please let us know if you do not need us to provide either.
- If you need to ensure that you have additional tables beyond your allotment you will need to purchase them separately.
- Two (2) Showcase Badges will be provided with the purchase of each booth. One for you and one for a helper. You may purchase additional badges at the discounted rate, up to a maximum of 2 beyond your allotment. For additional badges please contact AFO 18+ Showcase Coordinator (showcase@animefestivalorlando.com).
- You are allowed to apply for a maximum of one (2) booths.
- There may only be three (3) people at each 10x10 booth at any time. This includes the common spaces around the booth as well. Please be mindful of access ways.
- Other tablespaces belong either to another artist, vendor, or to AFO. Interference with another table space, chairs, or displays is not allowed, and may subject you to charges, loss of your registered table space, or other action.
- Any structure brought to display merchandise must be of sound construction and may not extend more than 5 feet above the booth. All displays must reside within the confines of your area, and may not impede access behind the table or any main access ways of the space. Display space behind your assigned table is subject to availability but not guaranteed.
EXAMPLES OF PROHIBITED MERCHANDISE FOR SALE
If we see any of these items being sold, you will be asked to remove them from your display. If you don’t remove them, you will be asked to leave the premises, and you forfeit all payments - no refunds will be issued. AFO has final say over whether any specific item is allowed to be sold and reserves the right to deny any item from being sold for any reason.
- Artists:
- AI work - this is a place to showcase an artists talent
- Items not owned by the registered artist
- Any work with copyrighted materials or trademarks, including traces, etc.
- Majority selling clothing and accessories including but not limited to t-shirts, hats, bags, costumes, etc.
- Vendors:
- Titles or merchandise which are not clearly licensed for sale.
- Bootleg or Pirated products to include unauthorized productions of video or manga as well as self-printed copies of artwork to which the artist does not have rights.
- Any recorded media (including fan-subtitled videos).
- BOTH:
- Anything supporting or alluding to pedophilia.
- T-shirt presses, soldering irons, fixatives, epoxies, etc.
- Food, snacks or beverages.
- Weapons, real or cosplay props – that are a replication of a copyrighted and/or licensed nature.
- Raffles, auctions, or other types of giveaway are not permitted.
- There is to be no selling or displaying of any merchandise promoting pedophilia. We reserve the right to prohibit the display of any merchandise that we deem inappropriate.
RULES AND REGULATIONS ON CERTAIN ITEMS
- Contact Lenses
- The sale of contact lenses for costume or cosplay purposes must be FDA-Approved and/or FDA-Cleared Cosmetic/Theatrical Contact Lenses. AFO will not be held liable for violations to any Local, State, or Federal Regulations. AFO reserves the right to ask a vendor to present appropriate documentation including but not limited to authorized distribution/license and 501(k) summary for brands of contacts being sold. AFO reserves the right to ask for removal of unauthorized materials; failure to do so will result in removal from the premises and forfeit of all payments - no refunds will be given.
- Federal Regulations – Title 16, Part 315 – Contact Lens Rule:
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=6a4cf6b9f987b8e92b7c34d0e9ef2125&rgn=div5&view=text&node=16:1.0.1.3.39&idno=16
- FDA-MedicalDevices-Decorative Contact Lenses:
http://www.fda.gov/MedicalDevices/ProductsandMedicalProcedures/HomeHealthandConsumer/ConsumerProducts/ContactLenses/ucm270953.htm
- Laser Devices/Toys
- If you sell any sort of laser device or toy which emits a laser beam such as a laser pointer, targeting sights, pet toys, etc., be advised that it must NOT exceed a Class 1 rating (ANSI Z 136.1 or IEC 60825-1 Standard).
- All laser products must come from the manufacturer with the class rating clearly labeled. Any laser items found not properly labeled or found to exceed Class 1 ratings must not be sold and should be removed from the convention space. Failure to comply with a removal request will result in the confiscation of the articles or the forfeiture of your booth for the remainder of AFO with NO refund at AFO’s discretion.
- Weapons/AirSoft
- The sale of live steel and air guns to minors under 18 years of age is at your own risk (FL Statues, Ch. 790, Sec. 17, 225, 18, 22). All blades and air gun items must be sealed in a tapped box prior to leaving the booth. AFO requests that all Vendors mark the merchandise box with the birth date of the purchaser. Federal and State law requires that any toy gun is to be tipped in orange and we expect all Vendors to comply. Failure to check ID or to secure or identify a weapon may lead to immediate dismissal with NO refund. Please review Florida State Statues Chapter 790 and applicable Federal Laws. A Weapons Addendum will be provided upon request.
ADVERTISING
If you are interested in an advertising option, please email showcase@animefestivalorlando.com
ADULT MATERIAL
- While Anime Festival Orlando is a family-friendly event, we are introducing the new 18+ Showcase this year. However, all explicit works sold must be in a discreet bag once it leaves the Showcase room.
PANEL HOSTING
- Any vendor who is interested in hosting a panel should fill out the appropriate panel request form found on the AFO website (www.animefestivalorlando.com). If you are planning to submit a panel application(s), please notify the Showcase Coordinator so they may follow up with the Panel Staff regarding your panel approval and scheduled time(s).
SALES TAX
- All Vendors assume full responsibility for the collection and payment of any local state and or federal taxes. All vendors are responsible for any operating licenses that may be required by local, state or federal law.
- By submitting this application you are acknowledging that you are responsible for any and all applicable taxes pertaining to the sale of all goods and services you provide.
SHIPPING INFO
- If you plan to ship merchandise ahead of your arrival please be aware that there is a per package handling fee which the venue charges. For the Shipping Addendum, please contact the Vender Coordinator.
BREACH OF CONTRACT
- If you do not adhere to the stipulations set forth in this contract, it may be deemed a breach of contract. You may be asked to leave the premises and will not be entitled to any refunds. All rights to litigation will be waived. If you need to send your reservation and payment by mail, please contact showcase@animefestivalorlando.com for the remittance address.
APPLICATION PROCESS
- To be considered for the AFO 18+ Showcase, we ask that you complete the Showcase Application. Due to the high volume of inquiries, we cannot guarantee an immediate response to your application.
- The application process is electronic; therefore AFO is not responsible for technical issues that may cause your application to not be received.
- Multiple applications will not improve the chances of being accepted. Please DO NOT submit multiple applications.
- All fields must be completed and a link to your portfolio must be included in order for your application to be reviewed. If a field does not apply to you please indicate with “N/A”. Any missing information and/or lack of portfolio will cause your application to be rejected. All applications will be reviewed in the order received. Any attempt to reapply will be reviewed in the normal order of receipt and will not be based on your original application submission date.
- If your portfolio is approved, you will be contacted with instructions to reserve your table. Tables will be reserved based on when your full payment is received. Partial Payments will not be accepted to reserve a table.
- The artist or vendor must provide an example of the table display that they will be using in the Showcase. This will be used to assign space placement if they are accepted. We will accept either of the following:
- A photograph of a previous display
- A photo or drawing of the proposed display
We kindly ask that you review all information before submitting any questions. If the material is already on the website, you will be redirected accordingly. If you have any questions or concerns not clarified in the above information, please contact the AFO 18+ Showcase Coordinator.
Upon receipt it is understood that I have read the AFO Vendor Contract and agree to the conditions set forth. I also realize that these conditions may change based on policies of the Venue. I agree this document is a binding contract between Anime Festival Orlando, Inc. (AFO) and the Company which I am authorized to represent.
With that said…
Hello everyone! My name is Jay and I am your AFO 18+ Showcase Coordinator for AFO 2024!
This is a brand new experience at AFO and I’m thrilled to be taking this journey with you. I’ve been assisting the Artist and Vendor Coordinators (Laurie and Vincent) for a long time now, and I’m honored to bring this new space to life.
Nothing will offend me in regards to art, which makes me perfect for this room. Bring on your 18+ merch and let us show the Orlando area what you can do! If you do have any questions before submitting your application, please don’t hesitate to reach out to me - I do not mind clarifying if anything is “too much” or “not enough” in regards to this Showcase.
I still work closely with the Artist and Vendor Coordinators, so if you need anything during the convention and cannot locate/contact me, do not hesitate to reach out to them (or any other Staff members). I want this weekend to run smoothly, though I know there may be some bumps in our first foray into this. However, I look forward to the challenges that it will bring and am prepared to make the Showcase the best it can be!
Jay Dynes
18+ Showcase Coordinator
Anime Festival Orlando
www.animefestivalorlando.com
showcase@animefestivalorlando.com
