Exhibitor Table Application (Cosplay Promo, Local Businesses, Social Clubs/Groups, etc)

Hello Exhibitors! If you're interested in promoting yourself, your business, or a social club/group at QCAC, then please fill out this application.

Those who are approved, and whose payment is processed successfully, will be provided (1) 6' x 30" table and (2) chairs in our, as well as (1) full weekend Exhibitor badge to QCAC 2026. 

Parking is $8 per day paid to the hotel, unless you are an overnight guest at the hotel.

We do make our approvals based on a jury system, on a rolling basis. Apply by April 30th for priority consideration but we will continue taking applications for as long as we have space. Set up will be on Thursday, August 13th; further details will be provided to those whose applications are approved.

Please be sure to provide the best possible images of your set-up, products, and signage, as that makes a huge difference in our ability to accurately evaluate what you have to offer as we make our acceptance decisions.

GENERAL RULES

• Only one Exhibitor can occupy the space and table. 
• Exhibitors are permitted to sell merchandise only during convention hours and at their reserved table. 
• Displays must comply with the allotted space limitations and must not impede the view of safety signage at any height. Please see further specifications in the Terms and Conditions section below. 
• Exhibitors are responsible for requiring a photo ID to view/handle adult materials. Exhibitors are required to keep adult material covered and out of view from attendees who have not been IDed. Queen City Anime Convention reserves the right to define “adult material”. 
• Exhibitors are required to keep any noise from their table at a courteous level.
• Queen City Anime Convention will not permit the sale of any offensive or misleading material, including, but not limited to: hate speech of any kind, excessive profanity, depictions of “bodily fluids”, any indication of pedophilia, or any AI generated art. If you are in question as to whether you will be in violation of our standards, please reach out for approval.

This document establishes the basis of an agreement between Queen City Anime Convention and Exhibitors who intend to sell merchandise or services at the event, hereinafter referred to as 'Exhibitors.'

PAYMENT FOR TABLE 

Full payment for Exhibit space is due upon application approval - therefore payment information must be entered prior to submitting an application, and payment will be processed immediately if application is approved. If the balance cannot be processed immediately upon application approval you will be contacted and given one (1) business week [five (5) consecutive days] from the date of attempted approval to provide payment in full or your space(s) are forfeited and no refunds will be issued for any deposit amount paid.

BADGES 

Additional Exhibitor badges can be purchased after application approval for your table. Only three badges total can apply to a single table, so you may purchase two additional badges beyond the one business owner badge that is included with your table. Proof of purchase will be required. All names registered at badge purchase must match the ID of the person picking it up.

CANCELLATION

Exhibitors must notify the convention in writing via email at exhibitors@queencityanimecon.org to cancel their space reservation and request a refund. Refunds will be based on the following timeline:

Prior to 08/14/2026:

At least 90 days prior = 100%

At least 60 days prior = 75%

At least 30 days prior = 25%

Any requests made at least 14 days prior have the option to request their reservation be rolled over to Queen City Anime Convention’s next event, at no penalty. Any requests made less than 14 days prior are not eligible for refund or rollover. Queen City Anime Convention reserves the right to manage canceled Exhibitor spaces as deemed necessary. 

UNCLAIMED RENTAL 

Any Exhibitor rental not claimed by end of day on 08/14/2026, will be forfeited without refund. Please notify QCAC Staff via email in case of emergency. Queen City Anime Convention reserves the right to manage unclaimed Exhibitor spaces as deemed necessary.

Exhibitor spaces may only be utilized by the individual or business leasing the space, therefore spaces may not be reassigned or resold by any Exhibitor.

SAFETY STANDARDS

Maintaining adequate aisle width is essential for attendee accessibility, particularly for those with mobility impairments, and for compliance with all applicable fire and safety codes. Exhibitors are required to confine all displays and merchandise to their assigned space, and cannot have any displays exceeding ten feet in height. Any deviation from the allotted space, including shifting or unauthorized movement of Exhibitor tables (occupied or vacant), is strictly prohibited. Additionally, all Exhibitor setups must ensure clear access to doorways and unimpeded visibility of emergency, fire, and exit signage. Post-setup inspections will be conducted. Violators will be instructed to immediately rectify any non-compliance, regardless of setup time. Penalties for violations may include immediate removal without refund.

COUNTERFEIT GOODS 

Queen City Anime Convention does not allow the sale of any merchandise that violates the United States copyright laws. If there are any concerns, Exhibitors should report them to QCAC staff. QCAC reserves any rights to inspect any merchandise available for sale, request that a Exhibitor remove any merchandise identified as illegal or counterfeit from their Exhibitor space, or Exhibitor may be removed from the convention without refund for noncompliance with this policy. All Exhibitors are fully responsible for the risks associated with selling items violating any copyright and trademark laws.

END OF DAY & BREAKDOWN PROCEDURE 

Exhibitors are required to exit the floor within 15 minutes prior to convention floor lockdown each business day, other than the final event day. On the final event day, Exhibitors will be given 120 minutes (two hours) to pack-up anything they brought into the space and are required to clean up their assigned table/area before departing the convention. This includes breaking down any boxes and picking up any trash, following all the site instructions from either the Embassy Suites Charlotte/Concord employees or Queen City Anime Convention staff regarding where trash will be left. There will be a fee of $125 applied to any Exhibitor not properly cleaning their table or space, please check-in with a QCAC Staff member to be checked off on your table or space prior to departing the event on the final day.  

INDEMNIFICATION  

All Exhibitors agree to indemnify, defend and hold The Queen City Anime Convention harmless against any claims, liabilities, losses, costs and expenses incurred as a result of any breach by the Exhibitors made in this contract. 

TAX RESPONSIBILITIES 

Exhibitors are required to collect and report all required taxes on all sales at the event. If the Exhibitor has concerns in regards to what item(s) are taxable, it is the sole responsibility of the Exhibitor to contact the North Carolina Department of Revenue in order to resolve this.

Exhibitors may be asked to leave the convention for violating the terms of this agreement or the convention rules. Exhibitors who are asked to leave the convention for violating the terms of this agreement will not be offered a refund and may not be permitted to sell at Queen City Anime Convention in the future. Full convention rules can be found on the convention website and are subject to change.

Force Majeure: Queen City Anime Con Inc is not responsible for event cancellations due to weather, pandemic, or acts of God.

We do not guarantee any sales and reserve the right to refuse the sale of Exhibitor space rentals to anyone for any reason. Submitting an application does not guarantee acceptance. Queen City Anime Convention maintains the right to determine an Exhibitor's exact location within the convention space, and may move Exhibitors with reasonable cause. By submitting an application you are agreeing to all of the terms and conditions outlined within this application, as well as Queen City Anime Convention's Rules, Policies, and Code of Conduct.