Terms and Conditions for Vendor Table Application
Upstate Card Con Event
Location: Colonie Center, New York
Event Date: May 31, 2025
By submitting an application for a vendor table at the Upstate Card Con Event (hereinafter "Event"), you (the "Vendor") agree to abide by the following Terms and Conditions:
Application and Approval Process
Submission of this application does not guarantee a vendor table. Applications will be reviewed by the Event Organizers, and approval is at their sole discretion.
Vendors will be notified of acceptance or rejection via email within two (2) business days of application submission.
Incomplete or fraudulent applications will be rejected.
Vendor Fees and Payment
Vendor table fees are $50 per table and are non-refundable upon acceptance, except.
Full payment is due within 24 hours of acceptance notification. Failure to pay will result in forfeiture of the table.
Fees include one (1) standard 8-foot table. Additional items (e.g., power outlets, Wi-Fi) may incur extra charges.
Vendor Responsibilities
Vendors must provide accurate information about their business, including legal business name, contact details, and a description of products to be sold.
Only trading-card , tcg cards, sports cards, collectibles, and memorabilia related merchandise (e.g., trading cards, collectibles, accessories) may be sold unless prior written approval is obtained from the Event Organizers.
Vendors are responsible for setting up, maintaining, and dismantling their displays within the designated setup and teardown times provided.
Compliance with Laws and Regulations
Vendors must comply with all federal, New York State, and local laws, including tax obligations. Vendors are responsible for obtaining any necessary permits or licenses (e.g., New York State Sales Tax Certificate of Authority).
The sale of counterfeit, stolen, or illegal items is strictly prohibited and will result in immediate removal from the Event without refund.
Booth Conduct and Safety
Vendors must keep their booth area clean, safe, and free of hazards.
No disruptive behavior, loud music, or unauthorized signage is permitted.
Smoking, alcohol, or illegal substances are prohibited in the Event venue.
Event Venue Rules
Vendors must adhere to all rules and regulations of Colonie Center, including fire safety, parking, and waste disposal policies.
No alterations to the venue (e.g., affixing items to walls) are permitted.
Vendors are responsible for any damage caused to the venue by their actions or equipment.
Liability and Insurance
Vendors assume full responsibility for their merchandise, equipment, and personal property. The Event Organizers and Colonie Center are not liable for loss, theft, or damage.
Vendors are strongly encouraged to carry their own general liability insurance.
Waiver of Claims and Liability
Vendors hereby waive, release, and discharge the Event Organizers, Colonie Center, JB Enterprises, their affiliates, employees, agents, and representatives from any and all claims, demands, damages, or liabilities, whether known or unknown, arising out of or related to their participation in the Event, including but not limited to personal injury, property damage, or financial loss, except where caused by the gross negligence or willful misconduct of the Event Organizers or venue owners.
Public Admission and Event Operations
The Event is free to the public, and Vendors may not charge additional admission fees to access their booths.
The Event Organizers reserve the right to modify the Event schedule, layout, or operations as needed without prior notice.
Marketing and Promotion
By applying, Vendors grant the Event Organizers permission to use their business name, logo, and images of their booth for promotional purposes.
Vendors are responsible for their own marketing and promotion but may not distribute flyers or materials outside their booth without approval.
Cancellation and Refunds
If the Event is canceled due to unforeseen circumstances (e.g., natural disasters, government mandates), Vendors will receive a full refund of table fees.
Vendors who cancel their participation will not receive a refund.
Non-attendance without prior notice will result in forfeiture of all fees and may impact eligibility for future events.
Force Majeure
The Event Organizers are not liable for failure to hold the Event due to circumstances beyond their control, including but not limited to natural disasters, acts of terrorism, or government restrictions.
Termination of Participation
The Event Organizers reserve the right to terminate a Vendor’s participation at any time for violation of these Terms and Conditions, disruptive behavior, or failure to comply with venue rules. No refunds will be issued in such cases.
Dispute Resolution
Acceptance of Terms
By submitting the vendor table application, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.
These Terms and Conditions may be updated by the Event Organizers, and Vendors will be notified of any changes via email.
Contact Information
For questions or clarifications, please contact:
Upstate Card Con
Email: upstatecardcon@gmail.com
