DERPYCON DEALERS ROOM Dealer APPLICATION WILL OPEN APRIL 15 AT 8:00PM EST AND WILL CLOSE MAY 15 AT 11:59PM EST. ALL APPLICATIONS WILL THEN BE PROCESSED UNDER A MODIFIED JURY.
DerpyCon is a multigenre sci-fi convention, celebrating the culture of science fiction, fantasy, animation, and beyond. DerpyCon will be having programming in sci-fi, gaming, anime, pop-culture, cosplay, and more. To learn more about DerpyCon, browse around our website at www.derpycon.com.
DerpyCon is entering its fifth year, and the 2018 theme shall be Mecha Dragons. In 2017, we sold over 1,600 badges.
This document sets forth the regulations for the Dealers Room at DerpyCon 2018. By purchasing space in the DerpyCon 2018 Dealers Room, you (the Dealer) agree to abide by these regulations.
Each “booth” in the Dealers Room consists of one (1) 8’ x 8’ space, and includes one 6’ x 30” table, two Dealer badges, two chairs, and access codes to our wireless internet network. Dealers may configure their space as they like, so long as it does not interfere with the areas of other Dealers or violate fire codes. Rates for space in the Dealers Room are $325.00. Dealers are allowed a maximum of three booth spaces. Please specify if you need electricity- there is no charge for it but there is limited availability. Additional Dealer badges are available for $35 per badge. Upon completion of the Dealer Application form (link below) you will be contacted by Dealer relations to confirm your space requirements and to confirm your reservation. Dealer Relations will hold your reservation for TWENTY ONE (21) days for payment. If payment is not made within twenty one days, the tables will be made available to others. Dealers are not permitted to resell their spaces.
Payment will be arranged via Stripe via DerpyCon’s Payments Center website, or mailed by check or money order.
Set-up begins at 9:00 pm on Thursday (November 8, 2018). Dealers will have access to the loading docks, with a schedule to be announced. If your vehicle is over 6 feet tall, the vehicle must go to the loading dock. On Saturday and Sunday mornings, Dealers will have access to the Dealer’s Room for one hour prior to opening. Friday and Saturday nights, Dealers will have access to the Dealer’s Room for one hour after close. Parking an oversize vehicles of 6 feet tall or higher will require additional permits and payment. Dealers must notify convention no later than 45 days prior to event if parking an oversize is needed.
Dealers that have paid and cancel before August 24, 8:00 PM EST will receive a full refund of their payment. Dealers that have paid and cancel before September 23, 8:00 PM EST will receive a 50% refund of their payment. After September 23, 8:00 PM EST, there will be no monies refunded.
|Set-up||Hours of Operation||Take-down|
|Thursday||9:00 PM – 12:00 AM|
|Friday||7:00 AM – 1:00 PM||1:00 PM -8:00 PM||8:00 PM – 10:00 PM|
|Saturday||9:00 AM – 10:00 AM||10:00 AM – 6:00 PM||6:00 PM – 7:00 PM|
|Sunday||9:00 AM – 10:00 AM||10:00 AM – 4:00 PM||4:00 PM – 8:00 PM|
These are the hours that attendees will be allowed access to the dealers room and it is recommended that you or an associate be present during these hours. These times are subject to change.
The Dealers will have an additional hour after the Dealers Room closes on Friday and Saturday in order to clean up and close down their exhibit space.
The Dealer must contact Dealer Relations for a refund. All refunds will be issued thirty (30) days after DerpyCon 2018 concludes. No refunds will be issued for cancellations during DerpyCon 2018. DerpyCon is not responsible for any expenses incurred by the Dealer while preparing for or exhibiting at DerpyCon 2018. Dealers are responsible for all payments whether DerpyCon 2018 is canceled, delayed, relocated, in whole or in part, as a result of riot, strike, civil disorder, act of war, act of God, or any other cause of any kind not within DerpyCon’s control. Dealers who cancel give up any claim or reservation to the canceled tables, which are returned to the pool of available space at the standard booth price.
The Dealer badges will be recognized during Dealers Room hours and as membership badges thereafter. Any person working at a booth must wear a Dealer badge at all times. Dealer badges may not be sold, loaned, or otherwise transferred to persons who are not working for you. Every individual working your booth must wear a Dealer badge at all times.
DerpyCon reserves the right to prohibit the sale or advertisement of any merchandise or service. This includes the sale of bootleg merchandise, such as fan subs, Son May and Ever Anime CDs, unlicensed wall scrolls, or merchandise lacking a copyright notice or which the staff suspects may be a bootleg. The advertising of bootleg or knockoff products/services, and “shuttle” service to other locations for the purchase of such products or services is also prohibited. Any violation will come with a warning, at which time the Dealer will be asked to remove the offending advertising. Failure to comply or a subsequent violation may result in the Dealer’s expulsion from DerpyCon with no refund of the Dealer Space Rental Fees. Items which may not be sold at DerpyCon include: “Knockoff” or bootleg merchandise (such as, Son May and Ever Anime CDs). Bootleg videotapes, video CDs, or DVDs (this includes bootlegged videos recorded on blank videotapes with printed labels; pirate copies of any titles that have been released commercially in the United States, Japan, or elsewhere; titles taped off the air in Japan—and any and all fansubs). Any posters, idol cards, etc., which read “Kodak”, “Fuji”, etc. on the back or missing official copyright info. Unlicensed reproductions of any products actually released by an American company. Any violation will come with a warning, at which time you will be asked to remove the offending merchandise from the room. Merchandise depicting a child-like character in an erotic or sexual manner. (i.e. lolicon and shotacon) Food or beverage of any sort, including but not limited to candy and free samples.
DerpyCon is a family-friendly convention, all adult materials must be covered. If someone wishes to view an adult material, they must present an ID before they view it. Failure to comply may result in but is not limited to the Dealer’s expulsion from DerpyCon with no refund of Dealer Space Rental Fee.
No weapons are allowed to be sold at DerpyCon.
Each Dealer will need to register to collect sales tax in NJ. New Jersey law requires all Dealers, even “one-time” Dealers, to register with the State for tax purposes at least 15 business days before starting business, and to collect New Jersey sales tax on all sales of taxable tangible personal property or services. There are no special provisions for temporary Dealers. Once registered, you must file all required returns until you properly end your tax registration with New Jersey. File Form NJ-REG (Business Registration Application) to register with the State to collect/remit New Jersey taxes such as sales tax or employee withholdings, and to obtain a New Jersey tax identification number. You can register online or file a paper application. For additional information on registering your business visit the Division of Revenue’s website at http://www.state.nj.us/treasury/revenue/gettingregistered.shtml. Also see publications ANJ-11, Arts & Crafts Businesses and New Jersey Sales Tax, ANJ-15, Flea Markets & New Jersey Sales Tax, and ANJ-13, Ending Your Tax Registration in New Jersey, available at the Division’s Sales and Use Tax Publication page at http://www.state.nj.us/treasury/taxation/publsut.shtml DerpyCon is not responsible for the Dealer registration to New Jersey State for collecting sales tax. DerpyCon has the right to remove a Dealer without refund if a Proof of Registration certificate is missing or not valid. To obtain a proof of registration, visit http://www.state.nj.us/treasury/revenue/proofreg.shtml
Jenthony Enterprises, Inc. (hereafter “the Promoter”) and the Hyatt Regency Morristown at Headquarters Plaza (hereafter “the convention space”, their respective officials, subsidiaries, agents, affiliates, operators, officers, volunteers and employees (hereafter ” the Indemnified Parties”) will not be liable for any injury, loss, or damage that may occur to the Dealer or the Dealer’s employees or property from any cause whatsoever. The Promoter will not be liable for failure to perform its obligations under this document as a result of strikes, riots, acts of God, or other causes of any kind whatsoever not within the control of the Promoter. Anyone visiting, viewing, or otherwise participating in the Dealer’s exhibit is deemed to be the invitee or licensee of the Dealer, rather than the invitee or licensee of the Promoter. The Promoter will not be liable for any injury whatsoever to the persons conducting or otherwise participating in the conduct of the Dealer’s exhibit or to invitees, licensees or guests of the Dealer. The Dealer assumes full responsibility for the actions of its agents, employees, or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless the Indemnified Parties from responsibility or liability resulting directly or indirectly, or jointly, from other causes which arise because of the actions or omissions of its agents, employees, or independent contractors. The Dealer understands that neither the Promoter nor the convention space maintains insurance covering the Dealer’s property. It is the sole responsibility of the Dealer to obtain such insurance. There is no other agreement or warranty between the Dealer and the Promoter except as set forth in this document. The rights of the Promoter under this document is deemed waived except as specifically stated in writing and signed by an authorized officer of the Promoter. Any action, which the Promoter or the Dealer may bring against each other, based upon or in any way related to this document or its performance, is brought forth in federal or state court located within the State of New Jersey, and the Promoter and the Dealer hereby waive all questions of personal jurisdiction or venue in order to give effect of this provision. The Dealer agrees to assume all risk, and to indemnify and hold harmless the Promoter and the Indemnified Parties from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with the Promoter’s use of the leased premises or arising out of any act or omission of the Promoter or any of the Promoter’s employees, agents, contractors, representatives, patrons, guests or invitees; excepting such claims, demands, defense costs, liability, expense, or damages arising out of the sole negligence of one of the Indemnified Parties. The Dealer assumes responsibility and agrees to defend the Indemnified Parties from and against any and all claims, demands, defense costs, liability, expense or damages of any kind arising out of or in connection with the Dealer’s or the Promoter’s use of the leased premises. Neither the Promoter nor the Indemnified Parties will be responsible for any injury, loss, or damage that may occur to the Dealer, the Dealer’s employees, or property from any cause whatsoever. DerpyCon will provide unarmed security guard service for the exhibition space during the hours the exhibit premises are closed. However, Dealers are solely and fully responsible for their exhibit material. All property of a Dealer is understood to remain in the Dealer’s care, custody and control in transit to or from or within the confines of the exhibit premises.
Dealers understand that DerpyCon reserves the right to use the Dealer’s name or image for promotional purposes. Dealers also understand that DerpyCon reserves the right to release a vendor’s contact information to the public. Should any provision of this document be rendered or declared invalid by reason of any existing or subsequently enacted legislation or by any decree by a court of competent jurisdiction, such invalidation of such part or portion of this document will not invalidate the remaining portions, and they will remain in full force and effect.
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