Vendor Terms of Agreement
Vendor shall abide by these Vendor Terms of Agreement and all Rules, Disclaimers, and Terms & Conditions of Service set forth by the 2021 Roswell Galacticon Committee (RGC - Hereafter referred to as the Convention). The Vendor agrees to hold harmless the committee, the Clarion Sally Port Hotel and their employees, agents and volunteers, from any damages or stolen property during the Galacticon.
Exhibitors/Vendors are subject to all of the Rules, Policies, and Terms & Conditions (hereafter referred to as the Terms) as detailed on the website https://www.roswellfilmcon.com/terms. This contract shall be an agreement between the Convention and the undersigned Vendor for the 2021 Roswell Galacticon and Roswell SciFi Film Fest according to the terms as follows:
The Roswell Galacticon offers a wonderful venue for Vendors to sell their wares to the public. Spaces will be assigned by the Committee according to type, availability and date of receipt.
Vendor times: Set-up will be on Friday, November 12th, from 2:00 pm to 6:00 pm and Saturday, November 13th from 8:00 am to be open by 10:00 am. The Vendor Hall will be open to the public as follows: Saturday, November 13th – 10:00 am to 6:00 pm and Sunday, November 14th – 10:00 am to 4:00 pm.
Vendors are required to be open until 4:00 pm, Sunday, November 14th, 2021 or may face future deposit requirements. Take down time will be from 4:00 pm to 7:00 pm on Sunday. Any other time arrangements must be made with the Convention Representative. Agreement to these terms is shown by vendor signature below or receipt of payment. Vendors will receive IDs and be required to display them on their person at all times during Convention hours.
All signage, displays, pamphlets, and products must be family appropriate. Items depicting weapons, drugs, gangs, nudity, or other illicit behaviors or items are prohibited. Fireworks or popping items are not allowed. Religious and political displays must be non-offensive. Roaming or soliciting outside of contracted booth space is prohibited.
New Mexico gross receipts tax forms will be provided by Convention. Booths and/or Vendors are subject to any license, permits, or inspections as required by any governing agency pertaining to their sales. Vendor should be aware EID, Fire Marshall, and other inspectors may inspect booths, trailers, and displays for compliance. It is the vendor’s responsibility to know and follow all requirements. Refunds shall not be issued due to non-compliance. The sale of food and beverages is prohibited. Cosplay weapons shall be non-working and subject to convention approval.
No refunds after November 1, 2021. The Convention may relocate Vendor booth if necessary, without prior notice or approval by the Vendor. Refunds will not be granted due to location changes. Any vendor not in place by noon of opening day will forfeit all money paid and space will be leased to new vendor. If available, vendor space after this deadline will be on a first come, first serve basis. The Convention is not responsible for vendor missing deadlines due to mail service. Space is limited in the hotel facility to 25 booths so reserve early with payment to secure space!
Vendor Booth Cost:
Vendor space is $150 for each booth with a $25 late fee if reserved after 5:00 pm, Monday, November 1, 2021. Each unit is approximately 10’ x 9’ and additional space can be purchased in those increments. If available, vendor space after this deadline will be on a first come, first serve basis. No refunds after November 1st. Space is limited in the Hotel facility with only 25 booths available so reserve early! Payment must accompany reservation.
Writers Row Cost:
The fee for Table Space will be $50 with a $25 late fee if reserved after 5:00 pm, Monday, November 1, 2021. This will be space at communal tables with no backdrop. Space will be limited to 6’ in length. If available, vendor space after this deadline will be on a first come, first serve basis. No refunds after November 1st.
This Agreement, together with any attachments, constitutes the entire Agreement between the parties and may not be assigned by Exhibitor/Vendor without The Convention’s prior written consent.
Name of Business:
Owner Full Name:
Vendor contact information may be shared with agencies related to the operations of the event. Examples of this include but are not limited to government agencies, other fairs and festivals, etc. My signature below signifies that I have read, understand, agree, and will comply with the Vendor Terms of Agreement, and to all Rules, Disclaimers, and Terms & Conditions of Service for The Convention.
Signature of Vendor: _____________________________________________________ Date: _______________
Signature of Convention Representative: _____________________________________ Date: _______________
This contract is valid only with the signature of both the Vendor and The Convention Representative.
Return this Page with Payment Send to:
The Roswell Galacticon
1801 E College
Roswell, NM 88202: Cell: 575-626-2640