Vendor Application

Join us for an extraordinary opportunity to take part in an event that promises to surpass all expectations. Showcase your products to a highly engaged audience of collectors and gamers, and be part of an unforgettable experience. With your participation, we are determined to make this upcoming show even more remarkable than before. Secure your vendor table today and let's make this event an extraordinary success together! Limited tables available – reserve your spot now!

This VENDOR / EXHIBITOR POLICY (this “Policy”) governs participation as a vendor or exhibitor at the Long Island TCG Show & Northeast TCG Show. By applying for, purchasing, or occupying one or more tables or booths at an Long Island TCG Show & Northeast TCG Show event, you agree to be bound by this Policy. This Policy is in addition to, and incorporates, the Long Island TCG Show & Northeast TCG Show event rules and the Long Island TCG Show & Northeast TCG Show Attendee Terms and Conditions, all of which apply to vendors and their personnel.

1.  Definitions

“Promoter,” “we,” “us,” or “our” means Seepersad Entertainment Inc., doing business as the Long Island TCG Show & Northeast TCG Show, and its staff and authorized representatives.

“Vendor” or “Exhibitor” (used interchangeably, and including dealers and artists) means any business, entity, or individual that applies for, purchases, or occupies a Table at an Event, together with its personnel.

“Table” or “Booth” means the vendor space purchased from the Promoter.

“Event” means a Long Island TCG Show or Northeast TCG Show convention or event; the “Venue” means the location at which an Event is held.

2.  Eligibility and application

To purchase a Table, a Vendor must be at least 18 years of age and, if a business entity, duly formed and in good standing. The Promoter may approve or decline any Vendor application in its reasonable discretion. Submitting an application does not guarantee a Table; a Table is reserved only upon the Promoter's acceptance and the Vendor's payment in full.

The Long Island TCG Show & Northeast TCG Show is a family-friendly, all-ages event. Attendees of all ages, including children, will be present. Vendors are expected to conduct themselves and display and sell goods accordingly, as further described in Section 8.

3.  Fees; payment; refunds

The Vendor agrees to pay all Table fees and any other charges as listed by the Promoter. No Table is held or guaranteed until payment is received in full. A returned or dishonored payment (for example, a check returned for insufficient funds) is subject to a service fee of $25.00, and the Promoter may require payment by guaranteed funds thereafter.

Except as expressly stated in this Section or in Section 22 (Cancellation; Force Majeure), all Table sales are final and fees are non-refundable. Vendors should carefully consider their participation and space needs before completing a purchase. If the Promoter cancels an Event in full, the Vendor's remedy is as set out in Section 22. The Promoter is not obligated to refund fees because a Vendor chooses not to attend, attends for only part of an Event, or is dissatisfied with sales, attendance, Table location, or other business outcomes.

4.  Chargebacks

If a Vendor believes a charge is incorrect, the Vendor should contact the Promoter first so the matter can be resolved. Initiating a chargeback or payment dispute that is inconsistent with this Policy may result in the Vendor being barred from future Events and in the Promoter pursuing the amount owed. Nothing in this Policy waives any chargeback or refund right a Vendor has under applicable law or under its card-network or issuing-bank rules.

5.  Prohibited Resale, Transfer, and Subletting 

Tables are personal to the Vendor that purchased them. A Vendor may not resell, transfer, assign, share, or sublet all or part of a Table to any other individual or entity without the Promoter's prior written consent. The business or entity that purchased the Table must be the sole occupant of the Table at the Event. Tables may be purchased only directly from the Promoter; purchasing a Table from any other source is prohibited and such Tables may be void. Violation of this Section may result in penalties including denial of entry, removal from the Event without refund, forfeiture of fees, and exclusion from future Events.

6.  Check-In; Proof Of Purchase

On arrival, a Vendor may be required to present proof of Table purchase, such as a purchase confirmation or invoice, and valid photo identification. Failure to provide adequate proof may result in denial of entry or other measures the Promoter reasonably deems appropriate.

7.  Vendor Credentials

The number of wristbands issued per table will be determined by the Seepersad Entertainment staff and may vary depending on the event. Vendor credentials are non-transferable and may be used only by the Vendor or its authorized personnel. Sharing, selling, or transferring credentials is prohibited and may result in denial of entry and removal from the Event without refund.

8.  Permitted And Prohibited Goods

Vendors are responsible for ensuring that all goods offered or displayed comply with this Policy and applicable law. The following are prohibited:

Firearms, ammunition, knives, and other weapons, and any item that violates the weapons and prop-weapons rules applicable to the Event;

Illegal items, controlled substances, and drug paraphernalia;

Counterfeit, bootleg, pirated, or otherwise intellectual-property-infringing goods (see Section 9);

Recalled, unsafe, or hazardous products; and

Food or beverages for sale or sampling, unless the Vendor has obtained all required health-department permits and the Promoter's prior written approval.

Adult-oriented material. The Long Island TCG Show & Northeast TCG Show is an all-ages, family-friendly event, and children will be present. Vendors may not openly display adult-oriented material (including adult magazines, films, or similar items). Any such material must be kept covered or in a manner not visible or accessible to minors, and the Vendor is solely responsible for restricting any sale of age-restricted items to adults and for compliance with all applicable laws. The Promoter may require any material to be removed or covered in its sole discretion.

9.  Intellectual Property; No Counterfeit Goods

The Vendor represents and warrants that it has all rights necessary to offer, display, and sell its goods, and that its goods and conduct do not infringe or misappropriate the copyright, trademark, right of publicity, or other intellectual property rights of any third party. The sale or display of counterfeit, bootleg, pirated, or unlicensed merchandise is strictly prohibited. The Promoter may, in its discretion and without refund, require the immediate removal of any item it reasonably believes to be infringing or counterfeit, and may remove a Vendor from the Event for violation of this Section. The Vendor's indemnification obligation in Section 19 applies to any claim arising from the Vendor's goods or alleged infringement.

10.  Tax and Legal Compliance

Vendors must comply with all applicable municipal, state, and federal laws, including those governing sales and sales tax. Under New York law, a Vendor selling taxable goods or services must hold a valid New York State Certificate of Authority and must prominently display it at the Vendor's selling location. The Vendor must provide the Promoter with its New York State Certificate of Authority (or equivalent registration) before the Event. The Promoter, as a show promoter, is required to verify that each Vendor holds a valid Certificate of Authority and may deny participation to any Vendor that does not. Each Vendor is solely responsible for collecting and remitting all applicable sales and other taxes on its transactions.

11.  Booth Operation and Conduct

Vendors must operate their Tables in accordance with the following:

1. Tables must be fully set up and ready for business no later than the load-in deadline communicated by the Promoter, and in any event before Event opening to attendees;
2. Tables must remain staffed and operational throughout posted show hours and may not be torn down or vacated before the Event concludes, absent the Promoter's approval;
3. Vendors and their personnel must conduct themselves professionally and may not engage in disruptive, abusive, or inappropriate behavior or language;
4. Vendors may not move their Table or neighboring Tables, and may not place merchandise, signage, or other items in the aisles or in front of or beside their Table so as to obstruct walkways or neighboring Vendors; and
5. Vendors must remove all trash and belongings from their area on departure and leave the area in good condition.
6. Failure to comply with this Section may result in removal from the Event without refund and exclusion from future Events.

12.  Table Placement

Vendors may submit Table location requests, but requests are not guaranteed. The Promoter will make reasonable efforts to accommodate preferences but reserves the right to assign and adjust Table locations as necessary for the orderly operation of the Event.

13. Solicitation

Solicitation of other Vendors or of attendees away from a Vendor's own Table is prohibited. Vendors must conduct their business from their assigned Table and in a professional manner that does not disrupt the Event or inconvenience other participants.

14.  Code of Conduct; Anti-Harassment

The Long Island TCG Show & Northeast TCG Show maintains a zero-tolerance policy for harassment, discrimination, intimidation, threats, sexual harassment, and acts or threats of violence directed at any person, including attendees, guests, exhibitors, vendors, performers, contractors, volunteers, and staff. This policy applies at the Venue, at official Event activities, and on social media and Discord channels associated with the Long Island TCG Show & Northeast TCG Show.

Threatening conduct includes, without limitation, verbal or physical harassment, intimidation, menacing gestures, brandishing weapons, stalking, and harassing conduct online. Vendors and their personnel must report any incident or concern to Event staff or security promptly and should not engage individuals exhibiting threatening behavior. The Promoter will investigate reports and may take prompt action, including removal from the Event without refund, cancellation of the Vendor's participation, exclusion from future Events, and referral to law enforcement.

15. INDEPENDENT PARTIES

Each Vendor is an independent business operating for its own account. Nothing in this Policy
creates an employment, agency, partnership, or joint-venture relationship between the Vendor
and the Promoter. A Vendor may not represent that it is an agent of, endorsed by, or acting on
behalf of the Promoter or the Long Island TCG Show & Northeast TCG Show, except as
expressly authorized in writing.

16.  Vendor Data Practices and Privacy

If a Vendor collects personal information from attendees at the Event, for example, through mailing-list sign-ups, raffles or contests, badge scanning, customer accounts, or payment processing,  the Vendor does so as an independent business and is solely responsible for that personal information and for its own compliance with all applicable privacy and data-protection laws.

Without limiting the foregoing, the Vendor agrees that it will: (a) collect and use attendee personal information only for its own disclosed purposes, and not represent that any collection is conducted on behalf of the Promoter or the Long Island TCG Show & Northeast TCG Show; (b) provide its own privacy notice where required by law; (c) honor applicable consumer privacy rights and opt-out requests; and (d) because the Event is attended by children, comply with the Children's Online Privacy Protection Act (COPPA) and other laws applicable to the personal information of minors, including obtaining any required parental consent. The Promoter is not responsible for, and does not control, any Vendor's collection or use of personal information. The Vendor's indemnification obligation in Section 19 applies to any claim arising from the Vendor's handling of personal information.

17.  Insurance

Each Vendor must, at its own expense, obtain and maintain commercial general liability insurance covering its participation in the Event, with limits of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate, together with any other coverage required by applicable law (such as workers' compensation where the Vendor has employees).

The Vendor's commercial general liability policy must name Seepersad Entertainment Inc. and the Venue (and their respective officers, members, employees, and agents) as additional insureds with respect to the Event. The Vendor must provide the Promoter with a certificate of insurance evidencing the required coverage no later than 14 days before the Event. A Vendor that fails to provide an acceptable certificate of insurance by the deadline may be denied participation without refund.

18.  Responsibility for property; damage to venue

Vendors are solely responsible for their Tables, merchandise, and belongings, including the security and safekeeping of those items. The Promoter and the Venue are not liable for any lost, stolen, or damaged Vendor property. Any damage to the Venue or its property caused by a Vendor or its personnel is the sole responsibility of that Vendor, and the Vendor must exercise care to prevent damage to the premises.

19.  Assumption Of Risk; Indemnification

The Vendor participates in the Event at its own risk. To the fullest extent permitted by law, the Vendor agrees to indemnify, defend, and hold harmless the Promoter and its parents, affiliates, members, officers, employees, agents, contractors, volunteers, sponsors, and the Venue (the “Promoter Parties”) from and against any claims, demands, losses, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to: (a) the Vendor's participation in the Event; (b) the Vendor's goods, services, or displays, including any claim of personal injury, property damage, product defect, or intellectual-property infringement; (c) the Vendor's breach of this Policy or violation of applicable law; (d) the Vendor's handling of personal information; or (e) the acts or omissions of the Vendor or its personnel. The Vendor agrees not to hold the Promoter Parties liable for any loss, theft, or damage to the Vendor or its property arising from participation in the Event, except to the extent caused by the Promoter Parties' gross negligence or willful misconduct.

20.  LIMITATION OF LIABILITY

TO THE FULLEST EXTENT PERMITTED BY LAW, THE PROMOTER PARTIES WILL NOT BE LIABLE TO THE VENDOR FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST SALES, OR LOSS OF GOODWILL, ARISING OUT OF OR RELATING TO THE EVENT OR THIS POLICY. THE AGGREGATE LIABILITY OF THE PROMOTER PARTIES TO THE VENDOR FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATING TO THE EVENT OR THIS POLICY WILL NOT EXCEED THE TOTAL TABLE FEES ACTUALLY PAID BY THE VENDOR FOR THE EVENT GIVING RISE TO THE CLAIM. Nothing in this Policy limits liability that cannot be limited under applicable law.

21.  Promotional license; photography

The Event will be photographed, filmed, recorded, and livestreamed. By participating, the Vendor grants the Promoter a royalty-free, non-exclusive, worldwide, perpetual license to photograph, film, and record the Vendor's Table, displays, personnel, and goods at the Event, and to use those images and recordings, and the Vendor's business name and logo, to document, promote, advertise, and market the Event and the Promoter's business, in any media now known or later developed.

This license does not transfer ownership of the Vendor's intellectual property, and the Promoter will not use the Vendor's name or logo in a manner that falsely suggests the Vendor's endorsement of an unrelated third-party product or service without the Vendor's consent. The Vendor is responsible for obtaining any consents needed for its own photography or recording at the Event.

22.  Cancellation; postponement; force majeure

The Promoter may cancel, postpone, reschedule, relocate, or modify the format of an Event. If the Promoter cancels an Event in full before it begins, the Promoter will, at its option, (a) refund the Table fees paid by the Vendor (excluding processing or handling charges) or (b) apply the fees as a credit toward a rescheduled or future Event, which credit must be used within twenty-four (24) months of issuance or it will expire. The Promoter is not liable for any other Vendor costs, including travel, lodging, inventory, or lost profits.

The Promoter is not liable for any failure or delay, or for any cancellation, caused by events beyond its reasonable control, including acts of God, severe weather, fire, flood, war, terrorism, civil disturbance, government action, epidemic, pandemic, public-health emergency, labor disturbance, utility failure, or Venue unavailability. In such circumstances the Promoter may postpone, reschedule, relocate, modify, or cancel the Event, and any refund is limited to the Table fees paid.

23.  Ejection and revocation of participation

The Promoter reserves the right to refuse entry to, or revoke the participation of, any Vendor, at its discretion and at any time, without refund. Circumstances that may warrant refusal or revocation include, without limitation:

Violation of this Policy, the event rules, or applicable law;

Misconduct or disruptive behavior during the Event;

Failure to comply with reasonable instructions from the Promoter or Event staff;

Non-payment of fees or charges; and

Any other action or behavior the Promoter reasonably deems detrimental to the Event or its participants.

The Promoter will exercise this right in the interest of the Event and its participants, and will notify the affected Vendor of the decision. The Promoter has overall authority over the Event and its rules and regulations.

24.  Assignment

The Promoter may assign this Policy and its rights and obligations to a successor or affiliate. A Vendor may not assign this Policy or its participation without the Promoter's prior written consent.

25.  Governing law; venue

This Policy is governed by the laws of the State of New York, without regard to its conflict-of-laws principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in New York County, New York for any dispute arising out of or relating to this Policy or a Vendor's participation in an Event, and waive any objection based on inconvenient forum.

26.  General

This Policy, together with the Long Island TCG Show & Northeast TCG Show event rules, the Attendee Terms and Conditions, and any separate written vendor agreement or invoice, constitutes the entire agreement between the Vendor and the Promoter concerning vendor participation, and supersedes prior understandings on that subject. The Promoter may update this Policy from time to time; the version in effect for a given Event is the version most recently posted or provided at least thirty (30) days before the Event, and the Promoter will use reasonable efforts to notify Vendors of material changes. No smoking or outside alcohol is permitted in the Venue at any time. If any provision of this Policy is held unenforceable, the remaining provisions will remain in full force and effect. The Promoter's failure to enforce any provision is not a waiver of its right to do so later.