Terms and Conditions for Vendors at Geeks and Ghouls 2025
1. Agreement Overview: These terms and conditions govern the relationship between The Geek Out, artists, vendors and exhibitors participating in The Geek Out event, hereafter referred to as "The Vendor."
2. Participation Requirements and Booth Space: The vendor must submit a completed application and be approved by The Geek Out prior to participation in any event.
In the event that booth space has reached capacity and the vendor has already paid, The Geek Out will issue a full refund.
The Geek Out reserves the right to reject any vendor whose conduct is deemed inappropriate or contrary to the spirit of the event.
The Geek Out will provide the vendor with a designated booth space (6ft table, black spandex table cloth, and 2 chairs) at the event venue to display and sell their merchandise.
The vendor agrees to arrive promptly by 11am for setup. The vendor understands that breakdown is no earlier than 8pm. All items must be removed from the premises by midnight if you have not purchased for both Saturday and Sunday.
The Vendor is responsible for furnishing their booth with necessary display fixtures, such as shelves, or racks, to showcase their merchandise effectively. The Geek Out will not provide additional equipment or furnishings unless otherwise specified
The Vendor acknowledges that booth space allocation is subject to availability and may be limited. While The Geek Out will make reasonable efforts to accommodate the Vendor’s preferences on booth location as previously filled out in intake form, the final determination of booth assignments rests with The Geek Out.
The Vendor agrees to maintain their booth space in a clean and orderly manner throughout the duration of the event. Any damage caused to the booth space or surrounding areas as a result of the Vendor’s activities will be the responsibility of the Vendor to repair or compensate for.
The Geek Out reserves the right to make changes to the floor layout or configuration if deemed necessary for logistical or operational reasons. Any such changes will be communicated to the Vendor in a timely manner.
3. Anime Merchandise Non-Compete Clause: Exhibitors agree not to sell or display any merchandise that directly competes with official anime merchandise sold by The Geek Out or its authorized partners during the event without permission.
This includes but is not limited to unauthorized reproductions of copyrighted anime characters, logos, or artwork
Reproductions of copyrighted anime characters, logos, and artwork are permitted during GOM Convention once the vendor has the legal right to do so.
If you are unsure about your products standing, please feel free to email vendors@thegeekout242.com
4. Copyright Infringement
The Geek Out assumes no liability for any copyright infringement claims brought against Vendors for the sale or display of merchandise at the event.
Vendors are solely responsible for ensuring that their merchandise does not infringe upon the intellectual property rights of third parties, including but not limited to copyrighted characters, logos, or artwork.
The Geek Out reserves the right to remove any infringing merchandise from the event premises without prior notice or liability once complaints by the copyright owners have been made.
Vendors agree to indemnify and hold harmless The Geek Out from any claims, damages, or expenses arising from or related to copyright infringement associated with their participation in the event.
5. Artists
The Artist confirms that all artwork displayed and sold at the event will be original and created by the Artist. The use of AI-generated artwork, products, or illustration is strictly prohibited.
To receive the artist rate for participation, approval must first come from vendors@thegeekout242.com
All pictures of items intended for sale must be submitted for verification.
Artists understand that they can be removed from the event without refund for violating this agreement.
6. Fees and Deadlines:
Exhibitors must submit all necessary fees, deposits, or funds by the 1st October to secure their participation
A $25 late fee is in effect for all registrations after the 1st of October, 2025.
Failure to meet payment deadlines may result in the forfeiture of booth space and cancellation of participation.
ALL vendor fees increase by $25 in January of every New Year.
7. Booth Setup and Presentation: Vendors are responsible for setting up and maintaining their booth space in accordance with these guidelines and instructions:
Spandex tablecloths are mandatory for all booth tables. If black is not preferred, an alternate color must be provided by the Vendor to ensure a professional appearance.
If power is required, the vendor must bring their own drop cords to reach available outlets.
No more than 2 electrical items are allowed at each table.
Absolutely no cooking is allowed on the indoors of the venue. Items can be prepped and brought in chafing dishes
Be wary of sternils indoors as the ground is carpet.
8. Conduct and Behavior: Vendors must conduct themselves in a professional manner at all times and adhere to the event's code of conduct.
Harassment, discrimination, or any form of inappropriate behavior towards attendees, staff, volunteers, or other participants will not be tolerated and may result in expulsion from the event without refund.
9. Liability and Insurance: Vendors are responsible for obtaining their own liability insurance to cover any damage, loss, or injury incurred during the event.
The Geek Out is not liable for any loss, injury, or damage to personal property or merchandise belonging to Vendors.
10. Compliance with Laws and Regulations: Vendors must comply with all applicable laws, regulations, and licensing requirements related to the sale and display of merchandise at the event.
Any violations of local or international laws may result in immediate removal from the event premises.
11. Termination of Agreement: The Geek Out reserves the right to terminate this agreement and expel any vendor from the event for failure to comply with these terms and conditions.
In the event of termination, no refunds or compensation will be provided to the vendor.
This agreement expires on Monday 27th October, 2025
12. Governing Law and Jurisdiction: These terms and conditions are governed by the laws of The Bahamas, and any disputes arising from or related to this agreement shall be subject to the exclusive jurisdiction of the courts in The Bahamas.
By participating in The Geek Out events, Vendors acknowledge that they have read, understood, and agree to abide by these terms and conditions outlined by The Geek Out.
All questions, queries and need for clairification can be sent to vendors@thegeekout242.com
