Vendor/Artist Table Rules at Otaku Fellowship Society Events:
All Artists and Vendors must have a TEXAS Sales Tax Permit, and are responsible for reporting their sales and taxes to the State of Texas. You will be required to bring a copy of it to any OFS event you vend at. To get one please go to: http://comptroller.texas.gov
For OtakuFair x GamEXpo 2017 artist tables will be outside of the entrance to the main vendors room.
Each table set-up comes the use of one ~6 foot table, 2 chairs, and 4 event memberships per table.
The OFS, nor any parties acting on its behalf, are not responsible for any personal items or merchandise on your table. The Artist / Vendor rooms are generally a friendly, safe area but we still recommend that you watch your merchandise and belongings. All Vendors and Artists must agree to hold OFS and any members, officers, directors, staff and/or employees thereof blameless for any and all damages caused by the Vendor/Artists or their property, agents, representatives, employees, or consultants. Vendor/Artists further agree to hold OFS and any members, officers, directors, staff and/or employees thereof blameless in case of theft of property.
No one may sell any ‘live steel’ weapons or weapons that could be considered realistic (this is for the safety of all con attendees as well as on request of the SAPD). If you have a question about what constitutes as realistic, please contact staff on-site and we will make a call. Regarding live steel (sharpened or un-sharpened metal weapons), if you are caught selling live steel we will ask SAPD to escort you off the premises and you will forfeit your table.
No food, drinks, or snacks can be sold in the vendor/artist room unless you have written approval by OFS Staff. As each event venue is unique, food and drink rules will be updated with each event. You may not sell food, drinks, or snacks at OtakuFair x GamEXpo 2017.
Artist Tables: If you are selling hand-made goods or other artistic services ONLY, you will need an artist table. If you buy an Artist table and sell commercial merchandise you will be asked to either put said merchandise away or pay the difference to upgrade to a vendor table. The artist bears all responsibility and risk for the items brought for sale at any events that are under the OFS. Any questions regarding this policy will be resolved by the head of the Vendor Room/Artist Alley at the event, in consultation with OFS’ legal team when needed. You may not advertise the names of trademarked works to sell your own. If a piece of art appears to be very similar to a copyrighted, licensed, etc. piece of artwork, you will be asked to remove it from display and sale at the discretion of the OFS staff; if you continue to do so, you will be asked to leave and forfeit your table. All OFS staff decisions are final.
Vendor Tables: If you are selling retail-based goods or services you will need a Vendor Table. If you are found to be selling pirated merchandise you will be asked to remove it from display and sale at the discretion of the OFS staff; if you continue to do so, you will be asked to leave and forfeit your table. All OFS staff decisions are final.
Adult merchandise: Most of OFS events are family friendly, and with that in mind, please do not display any visible “adult” merchandise. OFS reserves the right to ask retailers to remove from display or sale any items the staff feels are inappropriate. If we do allow you to sell said merchandise at an event, it must be contained so that those who are not of age cannot see it. Selling said merchandise without checking identification at an OFS event will automatically forfeit your table.
Grid-Wall use: Grid-Wall may be used anywhere, however, any grid-wall that is taller than 6ft must be approved by OFS staff. Please, no walk-through structures. OFS staff reserves the right to approve or deny any set-ups that are cause for safety concern.
Promotional Rights: Vendors and Artists grants OFS the right to list their name in our advertising, all publications, and on our website/Social media accounts. OFS grants the same reciprocal right to Artists and Vendors.
Any and all matters pertaining to vending at an OFS event and are not specifically covered by the terms and conditions of this contract shall be subject to determination by the OFS in its sole discretion. We may adopt rules or regulations from time to time governing such matters, and may amend or revoke them at any time, upon reasonable notice to the Artist/Vendor. Artist and Vendors shall observe and abide by additional regulations made by OFS as soon as these additional rules or regulations are communicated to the Vendor/Artist. This contract states the entire agreement between the parties with respect to the subject matter hereof.
Electricity and Internet Access: It is up to the vendor/artist to supply their own means of internet access and electricity. OFS will not be responsible for providing either at an OFS sanctioned event.
Vendors and artists are expected to keep their areas neat and tidy; at closing, vendors and artists are expected to clean up any trash, scraps, or other messes in and around their area.
How Tables will be chosen:
General (Non-Sponsor) Artist and Vendor Tables are will be issued on a lottery basis, at the end of this page is a link for you to put your name in the lottery.
You will not be charged to enter the lottery, nor does entry in said lottery guarantee you a table(s).
Again, all Artists and Vendors must have a TEXAS Sales Tax Permit, and are responsible for reporting their sales and taxes to the State of Texas. You will be required to bring a copy of it to any OFS event you vend at. To get one please go to: http://comptroller.texas.gov
Only one entry per business (vendor/artist) entity will be accepted, we will check and delete any duplicates.
We will open the form for entries on May 8th, 2017 at 8:00:00PM CST.
We will cut off entries on May 22nd , 2017 at 11:59:59PM CST.
On Thursday. May 25th, OFS staff will conduct the lottery and will contact all the winners via the email they provided.
(We have postponed the outgoing emails till May 28th due to some people spamming the system with numerous duplicate entries.)
First pick in the lottery gets first choice of tables. We will send the map around to the winners in order and we will mark off each table that has been selected on the map. All you have to do is tell us what table(s) on the map you would like. Then we will edit the map and send it to the next vendor/artist in order. Once we contact you about your choice, you have 24 hours to make your selection and pay the emailed invoice, if you wait longer than 24 hours, the next person in line will be contacted and your spot will be moved down the list once. If you do not respond by the 3rd attempt, your place on the list will be forfeited.
This process does take some time so the faster you reply to our email the faster we can have everyone’s table down.
Please bring a copy of your invoice receipt when you check in to set-up!
Lottery Submissions are now closed!