Geeked Out Events – Vendor & Event Policies
At Geeked Out Events, our goal is to create a welcoming, fun, and respectful environment for vendors, artists, volunteers, and attendees alike. The following policies are in place to ensure a positive experience for everyone involved.
By applying to and participating in our events, all vendors agree to the policies outlined below.
Vendor Responsibilities & Terms
Participation in any Geeked Out Events confirms that you agree to the following responsibilities and terms.
1.) Registration is non-transferable to anyone else without the prior consent from the organizers of Geeked Out Events.
2.) Sharing of booths are not permitted. Each vendor must register separately and may not share their booth space with another business, seller, or brand. However, if two vendors who have each registered and been approved separately are assigned side-by-side booth spaces, they may choose to merge or combine their physical setup for display purposes.
3.) No counterfeit, fake or reproduction items. This includes, but not limited to: Fake LEGO, counterfeit Funko products, fake Pokemon or Trading cards or reproduction video games! Geeked Out Events reserves the right to request removal of any items deemed counterfeit, unauthorized or unfit for the event.
4.) Absolutely no AI generated art (either by artisans or re-sellers). Please see our "Artisans" policy below for further details.
5.) I agree to stay within my allotted space and will not encroach on my neighbours booths or into the aisles where customers would be walking. I will keep my booth clean and my products easily accessible for customers (no tripping hazards, etc). I also understand there will not be space between booths or behind them and will plan my set-up accordingly so I allow myself room to get in and out of my own booth.
6.) I will NOT pack up earlier than the closing time of the event. Doing so, I understand, I will not be invited back for future events.
7.) Cancelling my booth registration: please see full cancellation policy below for full details.
8.) I will read over the Vendor Guide that will be sent out 2 weeks prior to the event, from top to bottom, before asking any questions. This guide will be a great tool to every question you might have about set-up and what to expect before, during and after the event. Any questions or concerns, we encourage you to email us. We guarantee we are easy to work with but we also expect our vendors to do some work themselves as well which includes reading over material we send out.
9.) Marketing: Not only encouraged, but it is mandatory to help us spread the word. We understand not everyone has social media (or uses it often), but you likely have friends, family, customers you can help spread the word too. VERY IMPORTANT: Do not create your own event page on Facebook. Use the one we have created! If you own or work in a physical store or will be attending other events, we can get you some flyers for your customers (just ask us and we will get them to you). We believe successful events are built through collaboration and shared promotion.
At Geeked Out Events, our goal is to create a welcoming, fun, and respectful environment for vendors, artists, volunteers, and attendees alike. The following policies are in place to ensure a positive experience for everyone involved.
By applying to and participating in our events, all vendors agree to the policies outlined below.
Vendor Responsibilities & Terms
Participation in any Geeked Out Events confirms that you agree to the following responsibilities and terms.
1.) Registration is non-transferable to anyone else without the prior consent from the organizers of Geeked Out Events.
2.) Sharing of booths are not permitted. Each vendor must register separately and may not share their booth space with another business, seller, or brand. However, if two vendors who have each registered and been approved separately are assigned side-by-side booth spaces, they may choose to merge or combine their physical setup for display purposes.
3.) No counterfeit, fake or reproduction items. This includes, but not limited to: Fake LEGO, counterfeit Funko products, fake Pokemon or Trading cards or reproduction video games! Geeked Out Events reserves the right to request removal of any items deemed counterfeit, unauthorized or unfit for the event.
4.) Absolutely no AI generated art (either by artisans or re-sellers). Please see our "Artisans" policy below for further details.
5.) I agree to stay within my allotted space and will not encroach on my neighbours booths or into the aisles where customers would be walking. I will keep my booth clean and my products easily accessible for customers (no tripping hazards, etc). I also understand there will not be space between booths or behind them and will plan my set-up accordingly so I allow myself room to get in and out of my own booth.
6.) I will NOT pack up earlier than the closing time of the event. Doing so, I understand, I will not be invited back for future events.
7.) Cancelling my booth registration: please see full cancellation policy below for full details.
8.) I will read over the Vendor Guide that will be sent out 2 weeks prior to the event, from top to bottom, before asking any questions. This guide will be a great tool to every question you might have about set-up and what to expect before, during and after the event. Any questions or concerns, we encourage you to email us. We guarantee we are easy to work with but we also expect our vendors to do some work themselves as well which includes reading over material we send out.
9.) Marketing: Not only encouraged, but it is mandatory to help us spread the word. We understand not everyone has social media (or uses it often), but you likely have friends, family, customers you can help spread the word too. VERY IMPORTANT: Do not create your own event page on Facebook. Use the one we have created! If you own or work in a physical store or will be attending other events, we can get you some flyers for your customers (just ask us and we will get them to you). We believe successful events are built through collaboration and shared promotion.
Artisans, Makers & Handmade Vendor Policy
Geeked Out Events proudly supports original artists, makers, and crafters. Protecting human creativity is important to us and to our community.
If you sell handmade or artist-created items, please review the following carefully.
1.) Application & Review Process
All artist, crafter, and maker applications are reviewed thoroughly. This review may include:
2.) Original Work & AI Policy
All artwork and handmade goods must be:
Vendors found selling AI-generated work may be removed from the event and may not be invited back.
3.) Selling Collaborative Work
We support collaboration between artists and makers. Vendors may sell products that feature artwork created by another artist only if the vendor is actively involved in producing the final product.
Examples of acceptable collaborations include:
4.) Use of Licensed Characters & Graphics
We support creative fan art and inspired work. However, the following is not permitted:
5.) Booth Sharing
Booth sharing between artists is not permitted.
Each artist must apply and be approved individually. This ensures that every creative vendor at our events has been properly reviewed.
Adjacent, separately approved vendors may merge their physical setup if assigned side-by-side booths, but each must remain individually registered and approved.
6.) Grandfathered Vendors
Vendors who have previously been approved to carry work from other artists may continue to do so, provided they remain transparent and in compliance with current policies.
7.) Reporting another artist or vendor
While we have a review process in place and work with a team behind the scenes to help identify AI-generated or non-compliant artwork, no system is perfect. Occasionally, something may be overlooked, misidentified, or unintentionally misrepresented. In some cases, a vendor may not even be aware that an item they are selling was created using AI tools.
If you have a concern about artwork or products at the event, please bring it directly to Shannon, either in person during the event or in writing via email.
All concerns will remain confidential, be taken seriously and followed up on. We ask that all concerns be raised respectfully. Harassment, public call-outs, or bullying, whether in person or online, will not be tolerated. Any vendor engaging in this behavior may be banned from future Geeked Out Events.
We are committed to fairness, professionalism, and maintaining a respectful community. At the end of the day, kindness and accountability go hand in hand.
Why These Policies Exist
Our goal is to:
Geeked Out Events proudly supports original artists, makers, and crafters. Protecting human creativity is important to us and to our community.
If you sell handmade or artist-created items, please review the following carefully.
1.) Application & Review Process
All artist, crafter, and maker applications are reviewed thoroughly. This review may include:
- Social media accounts and Website (if applicable)
- Product photos
- How items are created or sourced
2.) Original Work & AI Policy
All artwork and handmade goods must be:
- Created by you, or
- Sold with clear permission from the original artist
Vendors found selling AI-generated work may be removed from the event and may not be invited back.
3.) Selling Collaborative Work
We support collaboration between artists and makers. Vendors may sell products that feature artwork created by another artist only if the vendor is actively involved in producing the final product.
Examples of acceptable collaborations include:
- A vendor commissioning an artist to create a design that they then apply to products they make (such as coasters, bookmarks, apparel, etc.).
- A maker using commissioned artwork as part of a product they physically produce.
- You must disclose this during the application process or by contacting us after applying.
- You must provide the name of the artist(s) involved so we have this information on file.
- The collaborating artist must be clearly credited at your booth.
4.) Use of Licensed Characters & Graphics
We support creative fan art and inspired work. However, the following is not permitted:
- Printing unaltered licensed franchise images onto products (for example, placing a copyrighted image directly onto a mug or print).
- Using graphics that you do not have the rights to reproduce.
5.) Booth Sharing
Booth sharing between artists is not permitted.
Each artist must apply and be approved individually. This ensures that every creative vendor at our events has been properly reviewed.
Adjacent, separately approved vendors may merge their physical setup if assigned side-by-side booths, but each must remain individually registered and approved.
6.) Grandfathered Vendors
Vendors who have previously been approved to carry work from other artists may continue to do so, provided they remain transparent and in compliance with current policies.
7.) Reporting another artist or vendor
While we have a review process in place and work with a team behind the scenes to help identify AI-generated or non-compliant artwork, no system is perfect. Occasionally, something may be overlooked, misidentified, or unintentionally misrepresented. In some cases, a vendor may not even be aware that an item they are selling was created using AI tools.
If you have a concern about artwork or products at the event, please bring it directly to Shannon, either in person during the event or in writing via email.
All concerns will remain confidential, be taken seriously and followed up on. We ask that all concerns be raised respectfully. Harassment, public call-outs, or bullying, whether in person or online, will not be tolerated. Any vendor engaging in this behavior may be banned from future Geeked Out Events.
We are committed to fairness, professionalism, and maintaining a respectful community. At the end of the day, kindness and accountability go hand in hand.
Why These Policies Exist
Our goal is to:
- Protect human artists
- Maintain fairness
- Support authentic creativity
- Provide a curated experience for attendees
Cancellation & Refund Policy
We understand that life happens and plans can change. While vendor fees are generally non-refundable, we do our best to be fair and reasonable whenever possible. Please review the policy below before registering to be a vendor with us.
1. Vendor Cancellations
If you need to cancel your booth with more than 7 days notice prior to the event, you will receive a credit toward a future Geeked Out Event, subject to space availability at the event of your choosing. Credits are non-transferable.
Cancellations made with less than 7 days notice will not receive a credit.
Vendors who do not attend and provide no communication may not be invited to participate in future events.
Geeked Out Events reserves the right to issue a full refund at its discretion if it is mutually beneficial to both the vendor and the organizer.
2. Booth Transfers
Vendor registrations are non-transferable without prior written approval.
Please contact us if you have a unique situation. We’re always happy to discuss options.
3. Event Cancellation
If Geeked Out Events must cancel an event due to circumstances beyond our control, vendors will be offered (example: lockdown, Mother Nature, loss of power or illness), a full credit toward a future event.
4. Our Approach
Our events require advance planning, venue commitments, and marketing. Late cancellations can impact the overall event experience, so we appreciate as much notice as possible. We truly value our vendor community and always aim to handle cancellations fairly and respectfully.
We understand that life happens and plans can change. While vendor fees are generally non-refundable, we do our best to be fair and reasonable whenever possible. Please review the policy below before registering to be a vendor with us.
1. Vendor Cancellations
If you need to cancel your booth with more than 7 days notice prior to the event, you will receive a credit toward a future Geeked Out Event, subject to space availability at the event of your choosing. Credits are non-transferable.
Cancellations made with less than 7 days notice will not receive a credit.
Vendors who do not attend and provide no communication may not be invited to participate in future events.
Geeked Out Events reserves the right to issue a full refund at its discretion if it is mutually beneficial to both the vendor and the organizer.
2. Booth Transfers
Vendor registrations are non-transferable without prior written approval.
Please contact us if you have a unique situation. We’re always happy to discuss options.
3. Event Cancellation
If Geeked Out Events must cancel an event due to circumstances beyond our control, vendors will be offered (example: lockdown, Mother Nature, loss of power or illness), a full credit toward a future event.
4. Our Approach
Our events require advance planning, venue commitments, and marketing. Late cancellations can impact the overall event experience, so we appreciate as much notice as possible. We truly value our vendor community and always aim to handle cancellations fairly and respectfully.