Vendor Terms & Conditions
1. VENDOR RESERVATIONS
Vendor space is available on a first-come, first-served basis unless otherwise stated.
A table or vendor space is not guaranteed until Northeast Collectors Fest has accepted the reservation and received the required payment.
Northeast Collectors Fest reserves the right to approve or decline vendor applications when reasonably necessary for event operations, merchandise mix, safety, legal compliance, or space limitations, subject to applicable law.
Vendor locations and table assignments are determined by Northeast Collectors Fest.
Specific locations may be requested but are not guaranteed.
2. TABLE PRICING
Unless otherwise stated for a particular event:
8-Foot Vendor Table – $55.00
6-Foot Vendor Table – $45.00
Pricing, table sizes, availability, and event-specific packages may vary for future events. The pricing displayed at the time of reservation will control.
3. PAYMENTS & DEPOSITS
Payment must be made according to the instructions provided by Northeast Collectors Fest.
ALL VENDOR DEPOSITS AND TABLE PAYMENTS ARE NON-REFUNDABLE ONCE PAID.
When a vendor reserves space, that space is removed from available inventory and may prevent Northeast Collectors Fest from selling the space to another vendor.
Failure to attend does not entitle a vendor to a refund.
Any exception will be governed by the Northeast Collectors Fest Refund & Cancellation Policy and applicable law.
4. CANCELLATIONS
If a vendor cancels, fails to attend, arrives too late to participate, or otherwise does not use the reserved space, payments and deposits remain non-refundable except where otherwise required by law or expressly provided in our Refund & Cancellation Policy.
Vendor reservations may not automatically be transferred to another Northeast Collectors Fest event.
Any request for a transfer, credit, or substitution must receive prior written approval from Northeast Collectors Fest.
5. EVENT CANCELLATION OR RESCHEDULING
Northeast Collectors Fest may postpone, reschedule, relocate, shorten, or cancel an event when reasonably necessary due to circumstances beyond its control, including severe weather, natural disasters, venue closures, government orders, public emergencies, utility failures, security concerns, or other circumstances that make holding the event impossible, unlawful, or unsafe.
If an event is rescheduled, vendor payments may be transferred to the rescheduled event.
If an event is completely canceled and not rescheduled, refunds, credits, or other remedies will be handled according to the Northeast Collectors Fest Refund & Cancellation Policy and applicable law.
6. VENDOR SETUP & BREAKDOWN
Vendors must follow the setup and breakdown times provided for each event.
Vendors are responsible for arriving with sufficient time to unload, set up, and be ready when the event opens.
Vendors may not dismantle their displays or leave the event substantially before the designated breakdown time without prior permission from Northeast Collectors Fest, except in an emergency.
Vendors are responsible for removing all merchandise, displays, boxes, trash, and other materials from their space at the end of the event.
7. TABLE ASSIGNMENTS
Northeast Collectors Fest determines the event floor plan and vendor locations.
Vendor table assignments may be changed when reasonably necessary for safety, accessibility, event operations, venue requirements, or floor-plan adjustments.
Purchasing a table does not guarantee a particular location, entrance proximity, wall location, neighboring vendor, or amount of customer traffic.
8. TABLE SHARING & SUBLETTING
Vendors may not sell, sublease, transfer, or give their vendor space to another person or business without prior approval from Northeast Collectors Fest.
If multiple dealers intend to share a table, the primary vendor is responsible for ensuring that everyone occupying the space complies with these Terms & Conditions.
9. PERMITTED MERCHANDISE
Northeast Collectors Fest is primarily a collectibles event.
Appropriate merchandise may include:
- Sports cards
- Pokémon and other trading cards
- Comics
- Sports memorabilia
- Autographed memorabilia
- Collectibles
- Hobby supplies
- Sealed trading-card products
- Graded cards
- Other approved collectible-related merchandise
Northeast Collectors Fest reserves the right to require removal of merchandise that is unlawful, unsafe, inappropriate for the event, materially misrepresented, or prohibited by venue rules.
10. COUNTERFEIT, STOLEN & MISREPRESENTED ITEMS
Vendors are solely responsible for the authenticity, ownership, description, condition, and legality of merchandise they offer.
Knowingly selling counterfeit, stolen, fraudulent, or materially misrepresented merchandise is prohibited.
This includes knowingly misrepresenting reproductions, reprints, altered cards, counterfeit cards, forged autographs, or other non-authentic items as genuine.
Northeast Collectors Fest may require prohibited merchandise to be removed and may remove a vendor from the event for serious or repeated violations.
Removal for violation of these rules does not entitle the vendor to a refund except where otherwise required by law.
11. VENDOR RESPONSIBILITY FOR MERCHANDISE
Vendors are responsible for securing and supervising their own merchandise, cash, equipment, displays, and personal property.
Vendors should never leave valuable merchandise unattended.
To the extent permitted by law, Northeast Collectors Fest and the venue are not responsible for loss, theft, disappearance, or damage to vendor property except to the extent caused by their own legally actionable conduct.
Vendors are encouraged to maintain appropriate insurance for valuable inventory.
12. SALES & TRANSACTIONS
Each vendor is responsible for their own transactions with customers.
This includes, where applicable:
- Pricing
- Payment processing
- Receipts
- Returns
- Customer disputes
- Sales tax collection and reporting
- Business licenses
- Permits
- Insurance
- Compliance with applicable laws
Northeast Collectors Fest is not a party to transactions conducted independently between vendors and attendees.
13. SALES TAXES
Vendors are responsible for determining and satisfying their own sales-tax obligations and other tax requirements.
Participation in a Northeast Collectors Fest event does not mean Northeast Collectors Fest is collecting or remitting taxes on behalf of an independent vendor unless expressly stated otherwise.
14. VENDOR CONDUCT
All vendors must conduct themselves professionally and respectfully.
The following behavior is prohibited:
- Threatening or violent behavior
- Harassment
- Fighting
- Intentionally disruptive conduct
- Theft or fraud
- Illegal activity
- Deliberate damage to the venue or another person's property
- Repeated refusal to follow reasonable event or venue rules
Northeast Collectors Fest may remove a vendor when reasonably necessary to protect attendees, other vendors, staff, the venue, or the event.
A vendor removed for serious misconduct will not receive a refund except where otherwise required by law.
15. DISPLAY & SAFETY
Displays must remain within the vendor's assigned space unless Northeast Collectors Fest approves otherwise.
Vendors may not obstruct:
- Aisles
- Emergency exits
- Fire equipment
- Doorways
- Accessible routes
- Another vendor's space
Displays must be reasonably stable and safe.
Any electrical equipment, extension cords, lighting, fixtures, or other equipment must comply with venue requirements and applicable safety rules.
16. DAMAGE TO THE VENUE
Vendors are responsible for damage they or their employees, assistants, or representatives cause to tables, walls, floors, electrical systems, fixtures, or other venue property beyond ordinary wear and tear.
Additional charges may apply when permitted by law.
17. CHILDREN & VENDOR ASSISTANTS
Vendors are responsible for the conduct and supervision of their employees, assistants, guests, and minors accompanying them.
All individuals working within a vendor's space must comply with these Terms & Conditions and applicable venue rules.
18. FOOD, ALCOHOL & PROHIBITED ITEMS
Vendors may not sell food, beverages, alcohol, weapons, hazardous materials, illegal substances, or other regulated or prohibited products without all required approvals and authorization from Northeast Collectors Fest and the venue.
Venue-specific restrictions may also apply.
19. AUTOGRAPH GUESTS & SPECIAL ACTIVITIES
Vendors may not advertise themselves as an official autograph guest, sponsor, authentication provider, grading provider, or partner of Northeast Collectors Fest unless specifically authorized.
The Northeast Collectors Fest name, logo, event artwork, and promotional materials may not be used in a way that falsely suggests an official sponsorship, partnership, or endorsement.
20. PHOTOGRAPHY & EVENT MEDIA
Photography and video recording may occur during Northeast Collectors Fest events.
By participating in the event, vendors understand that general event photographs or video may include their booth or display.
Where legally required, additional permission will be obtained before using an individual's likeness for purposes requiring separate consent.
21. NO GUARANTEE OF SALES OR ATTENDANCE
Northeast Collectors Fest does not guarantee:
- A specific attendance level
- A specific number of customers
- A particular level of vendor sales
- Profitability
- Customer traffic at a particular table
- The appearance of every advertised vendor or guest
Vendor fees purchase the right to occupy the agreed vendor space subject to these Terms & Conditions and do not constitute a guarantee of financial results.
22. ASSUMPTION OF BUSINESS RISK
Vendors understand that participation in a collectibles show involves normal business risks, including variations in attendance, customer demand, competition, sales, and inventory performance.
Each vendor is responsible for determining whether participation is appropriate for their business.
23. COMPLIANCE WITH VENUE RULES
Vendors must comply with reasonable rules established by Northeast Collectors Fest and the event venue.
Venue rules relating to fire safety, occupancy, loading and unloading, parking, electrical use, prohibited items, accessibility, and building operations must be followed.
24. LIMITATION OF LIABILITY
To the fullest extent permitted by applicable law, Northeast Collectors Fest will not be responsible for indirect, incidental, special, or consequential business losses arising from a vendor's participation in an event.
Nothing in these Terms & Conditions excludes or limits liability that cannot legally be excluded or limited.
25. INDEMNIFICATION
To the extent permitted by applicable law, vendors agree to be responsible for claims, losses, damages, or expenses arising from their own merchandise, business activities, misconduct, violation of law, or breach of these Terms & Conditions.
This provision does not require a vendor to indemnify Northeast Collectors Fest for liability that applicable law does not permit to be shifted to the vendor.
26. CHANGES TO EVENT DETAILS
Event information is subject to reasonable change.
Northeast Collectors Fest may modify show hours, floor plans, vendor locations, event programming, guest schedules, or other operational details when necessary.
Reasonable operational changes do not automatically create a right to a refund.
27. ACCEPTANCE OF TERMS
By submitting a vendor reservation or payment, the vendor confirms that they:
Have read these Vendor Terms & Conditions
Understand the Northeast Collectors Fest Refund & Cancellation Policy
Understand that vendor deposits and table payments are non-refundable except as expressly provided by our Refund & Cancellation Policy or required by law
Agree to follow event and venue rules
Accept responsibility for their merchandise and business activities
28. CONTACT INFORMATION
Questions regarding vendor reservations or these Terms & Conditions may be directed to:
Northeast Collectors Fest
Sean McElroy
Phone: 508-269-1293
Email: sjmcelroy@gmail.com
Website: NortheastCollectorsFest.com
NORTHEAST COLLECTORS FEST
WHERE COLLECTORS CONNECT!
Sports Cards • Pokémon • Comics • Memorabilia • Autographs
BUY • SELL • TRADE • COLLECT