Geeked Out - Vendor Guide & Information
Location: 1701 Woodroffe Ave., Ottawa - Nepean Sportsplex Entrance 4.
SET-UP:
Set-Up Times
Friday, March 27th - 3:00 PM – 9:00 PM
Saturday, March 28th - 8:00 AM – 9:30 AM
If we are able to begin set-up earlier than 3:00 PM on Friday, an announcement will be posted in the Vendor Facebook Group with at least one hour’s notice. Please keep an eye on the chat that day.
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LOADING IN (There are two ways to load in)
1.) Loading Dock (recommended for larger loads)
Drive to the back of the Nepean Sportsplex and follow the roadway along the building to the loading zone standby area.
There are approximately:
Please:
2.) Front Entrance (best for smaller setups)
Vendors with smaller setups may enter through Entrance 4.
From there:
1.) Loading Dock (recommended for larger loads)
Drive to the back of the Nepean Sportsplex and follow the roadway along the building to the loading zone standby area.
There are approximately:
- 6–8 spots for regular vehicles (cars, SUVs, pickup trucks, minivans)
- 3 spots for oversized vehicles (cube trucks, trailers, U-Haul vans)
Please:
- Remain with your vehicle in the standby line. Unattended vehicles, you may lose your place in line.
- Wait until a volunteer directs you into the loading zone.
- Unload your items into your booth space
- Do not begin setting up your booth while your vehicle is still in the loading zone
- Move your vehicle immediately after unloading
- Return to your booth to finish setting up (use the doors at Entrance 4 - do not walk back through the loading zone)
2.) Front Entrance (best for smaller setups)
Vendors with smaller setups may enter through Entrance 4.
From there:
- Go straight down the stairs (or use the elevator)
- Pass through the double doors
- The show entrance will be on the left
SATURDAY MORNING SET-UP
All booths must be set up by 9:30 AM on Saturday.
Why?:
The loading dock doors will close at 9:30 AM sharp. No exceptions.
CARTS:
There will be a limited number of carts for vendors to use. However, if possible, please come prepared with your own equipment so you don't have to wait to use a cart. Those using carts in the loading zone - there is a slight hill when unloading/loading - please do not leave a cart unattended!
VENDOR BOOTH DETAILS:
8' x 10' and 10' x 10' spaces include:
10' x 15' spaces include:
EXTRA TABLES:
If you pre-ordered extra tables, they will be placed in your booth before set-up.
If you would like to add an additional table, cost is $10 plus HST and must be purchased no later than March 20th at 5:00 PM. We will not have extras available onsite to rent. PLEASE DO NOT REMOVE ANY TABLES FROM SOMEONE ELSE'S BOOTH! This happens EVERY event and it's quite frustrating as we have to scramble to find tables!
BRINGING YOUR OWN TABLES OR DISPLAYS:
You are welcome to bring:
Do NOT Double stack your tables (placing one table on top of another). If we see this during set-up, you will be asked to remove it.
VENDOR PASSES:
Vendor bracelets will be provided at the admission desk Saturday morning. Please check in and let us know how many you need.
Replacement bracelets will also be available on Sunday morning, if needed.
TABLECLOTHS:
Tablecloths or table coverings are mandatory for all tables. They help create a clean, professional atmosphere and make the event look less like a garage sale and more like a proper marketplace.
BOOTH SPACING:
Your booth space will be clearly marked before you arrive.
There is no space between booths, so please plan your layout carefully.
Vendors located along the outer perimeter of the rink will have a 3-foot walkway behind their booth.
This space:
ELECTRICITY:
Electricity is only available along the outer perimeter booths. If you require electricity, please bring an extension cord and power bar.
For safety reasons, we cannot run cords across aisles.
WIFI:
Free WiFi is available. Simply log in as a guest (no password required). If you have trouble connecting, please visit the admission desk.
Important note: Rogers cellular service does not work well inside the Nepean Sportsplex. Other carriers generally work normally.
FOOD AT THE VENUE:
Tulips & Maple is the exclusive caterer for the Nepean Sportsplex. They operate out of two locations: Outside our event hall & upstairs by the pool area. Depending on their schedule, their hours may vary and we do not know which location might be open. You are welcome to bring food from home or have someone drop off food for you. Cheeky Treats will also be onsite with snack options.
Vendors may not sell food, drinks, or snacks at their booths.
OVERNIGHT (FRIDAY & SATURDAY):
There is no dedicated overnight security.
However:
SUNDAY RESTOCK:
Vendors may enter the hall starting at 9:00 AM Sunday to restock booths.
The loading dock doors will close at 9:45 AM.
Vehicles may not remain in the loading zone on Sunday to “save a spot” for load-out. Vehicles left there risk being towed.
All booths must be set up by 9:30 AM on Saturday.
Why?:
- A small number of early shoppers will be permitted to shop at 9:30am
- Gives us time to ensure aisles are clear and safe
- Give vendors time to shop other booths before opening
The loading dock doors will close at 9:30 AM sharp. No exceptions.
CARTS:
There will be a limited number of carts for vendors to use. However, if possible, please come prepared with your own equipment so you don't have to wait to use a cart. Those using carts in the loading zone - there is a slight hill when unloading/loading - please do not leave a cart unattended!
VENDOR BOOTH DETAILS:
8' x 10' and 10' x 10' spaces include:
- One 6' table (30" deep)
- One chair (extras available on site)
10' x 15' spaces include:
- Two 6' tables (30" deep)
- One chair (extras available on site)
EXTRA TABLES:
If you pre-ordered extra tables, they will be placed in your booth before set-up.
If you would like to add an additional table, cost is $10 plus HST and must be purchased no later than March 20th at 5:00 PM. We will not have extras available onsite to rent. PLEASE DO NOT REMOVE ANY TABLES FROM SOMEONE ELSE'S BOOTH! This happens EVERY event and it's quite frustrating as we have to scramble to find tables!
BRINGING YOUR OWN TABLES OR DISPLAYS:
You are welcome to bring:
- Your own tables, shelving, racks or display units.
Do NOT Double stack your tables (placing one table on top of another). If we see this during set-up, you will be asked to remove it.
VENDOR PASSES:
Vendor bracelets will be provided at the admission desk Saturday morning. Please check in and let us know how many you need.
Replacement bracelets will also be available on Sunday morning, if needed.
TABLECLOTHS:
Tablecloths or table coverings are mandatory for all tables. They help create a clean, professional atmosphere and make the event look less like a garage sale and more like a proper marketplace.
BOOTH SPACING:
Your booth space will be clearly marked before you arrive.
There is no space between booths, so please plan your layout carefully.
Vendors located along the outer perimeter of the rink will have a 3-foot walkway behind their booth.
This space:
- is not for customers
- may be used to sit, stand or run extension cords
- must not be used for boxes or storage
- Is for other vendors, our staff and volunteers to use when needed
ELECTRICITY:
Electricity is only available along the outer perimeter booths. If you require electricity, please bring an extension cord and power bar.
For safety reasons, we cannot run cords across aisles.
WIFI:
Free WiFi is available. Simply log in as a guest (no password required). If you have trouble connecting, please visit the admission desk.
Important note: Rogers cellular service does not work well inside the Nepean Sportsplex. Other carriers generally work normally.
FOOD AT THE VENUE:
Tulips & Maple is the exclusive caterer for the Nepean Sportsplex. They operate out of two locations: Outside our event hall & upstairs by the pool area. Depending on their schedule, their hours may vary and we do not know which location might be open. You are welcome to bring food from home or have someone drop off food for you. Cheeky Treats will also be onsite with snack options.
Vendors may not sell food, drinks, or snacks at their booths.
OVERNIGHT (FRIDAY & SATURDAY):
There is no dedicated overnight security.
However:
- We will remain onsite until all vendors leave
- Doors are locked when we exit
- No one enters the hall until we return in the morning
- Do not leave highly priced items visible (remove completely or hide them)
- Cover your booth with a tarp, fabric or bedsheet.
SUNDAY RESTOCK:
Vendors may enter the hall starting at 9:00 AM Sunday to restock booths.
The loading dock doors will close at 9:45 AM.
Vehicles may not remain in the loading zone on Sunday to “save a spot” for load-out. Vehicles left there risk being towed.
LOAD-OUT:
Load-out begins after the event closes at 4:00 PM Sunday. Please do not pack up early.
When the show ends, the large bay door will open to signal the start of load-out and to let anyone in with empty boxes/bins.
Important rules:
Vendors who wish to use the front entrance, may do so, but we ask you to be careful and do not park in a no parking zone.
All vendors must be fully loaded out by 8:00 PM Sunday.
GARBAGE
Do not leave garbage behind, especially zip ties! These left on the floor have caused issues with carts in the past.
Load-out begins after the event closes at 4:00 PM Sunday. Please do not pack up early.
When the show ends, the large bay door will open to signal the start of load-out and to let anyone in with empty boxes/bins.
Important rules:
- Do not move your vehicle to the loading dock until your booth is fully packed
- Empty bins or boxes may be dropped off at the loading dock first if needed
Vendors who wish to use the front entrance, may do so, but we ask you to be careful and do not park in a no parking zone.
All vendors must be fully loaded out by 8:00 PM Sunday.
GARBAGE
Do not leave garbage behind, especially zip ties! These left on the floor have caused issues with carts in the past.
ADVERTISING:
Like all shows and events, I can never predict the outcome of our shows or how many people will walk through the door. While it is my job as show promoter to advertise the event, I also ask our vendors to do the same. Below is a link to our event page. By now, you should have already seen it, but we are asking for EVERYONE to please share it and invite your friends, family, customers & neighbours.
https://www.facebook.com/events/1279357654246161
At the bottom of this page, you will find a graphic that is sized to be used on both Facebook and Instagram. Please save it and share it around.
Like all shows and events, I can never predict the outcome of our shows or how many people will walk through the door. While it is my job as show promoter to advertise the event, I also ask our vendors to do the same. Below is a link to our event page. By now, you should have already seen it, but we are asking for EVERYONE to please share it and invite your friends, family, customers & neighbours.
https://www.facebook.com/events/1279357654246161
At the bottom of this page, you will find a graphic that is sized to be used on both Facebook and Instagram. Please save it and share it around.
Event Policies:
If you have not done so yet, please visit our policies page for ALL info regarding event policies. This is VERY important and will allow for a smoothly run event. Click here: Event Policies
If you have not done so yet, please visit our policies page for ALL info regarding event policies. This is VERY important and will allow for a smoothly run event. Click here: Event Policies
