Vendor Registration & Info
Ottawa's Toy & Collectible Sale - Fall Edition. Presented by Geeked Out.
Oct 4 & 5, 2025
10am-4pm
Nepean Sportsplex, 1701 Woodroffe Ave., Entrance 4
Some things have changed, so if you are a past vendor with us, please read over info below! This TWO day event will host 120 vendor booths in a 20,000 square foot space! Admission is only $5.00 (kids 12 and under get in free) making it one of the more affordable events to shop, socialize and be one with geeks from all over Ontario and Quebec.
All info you will need about registering as a vendor for this event is below. If you have any questions, please send us an email <-- (click the link).
Costs
1.) 8'x10' $120.00 plus HST (includes one 6' table, 1 chair and 2 passes to the event)
2.) 10'x10' $140.00 plus HST (includes one 6' table, 1 chair and 2 passes to the event)
3.) 10'x15' $200.00 plus HST (includes two 6' tables, 1 chair and 2 passes to the event)
4.) Extra tables (6' x 30") $10.00 each plus HST. Bringing your own tables is totally fine too.
5.) Geeky Table Coverings. $5.00 each plus HST. It is mandatory to dress up your tables and make your spot look more inviting by putting a tablecloth on your table. If you are in need of any, we will have geeky table coverings for rent at $5 each. Please try to order these in advance as we will only be bringing with us the number that is rented. If you don't indicate any on your registration form but decide you want some, please email us prior to the event and we will send you an invoice.
6.) Metal 5 tier shelf (28" across x 62" tall x 18" deep) - photo below. $20.00 each plus HST
7.) Extra passes. $5.00ea (includes HST). Regardless of the size or number of your booths, you receive 2 vendor passes for each day. If you need extra for helpers or would like to purchase any for customers, friends, etc to avoid them paying at the door, you can now purchase them when you register for your vendor booth. Extra passes purchased in advance will be kept at the admission table. You will be required to give us name(s) for each pass holder 5 days before the event and we will add them to our guest list. This also allows them to bypass any line-up and go straight to the admission desk to pick up their pass. If you decide to not buy any now, but change your mind closer to the event, no problem. Let us know and we'll send you an invoice!
Extra chairs are available on a first come, first serve basis.
Your spot on the floor plan: We will be choosing your spot on the floor plan. However, if you've been a vendor with us previously and would like the same spot, please make a note of it in your registration form (you don't have to give the booth number - just say "same spot"). If you require power or would like a corner spot or any other requirement, also make note of it in the registration form. We will do what we can to accommodate you. Any requests made will be taken into consideration when placing you on the floor plan, but we cannot make any guarantees. These requests HAVE to be made during registration. Please do not email us a few weeks before the event to ask us about giving you access to power or a corner booth.
Refunds and Cancelation Policy
IF we have to cancel due to unforeseen circumstances (IE: Government forced lockdown), we will issue a FULL refund!
IF we have to cancel due to weather with less than 72 hours notice (major storm or power outage), we will issue a credit towards a future event.
IF there is a storm (snow or ice, for example) and we proceed with the event. No credit or refund will be issued if you are unable to attend. Unfortunately we do not have control over mother nature but if a major storm like a tornado happens and we have to cancel, the above applies.
IF you need to cancel your space for any reason, AND give more than 7 days notice, we will issue you a refund (we cannot guarantee if we will be able to keep a spot for you for a future event but you will stay at the top of our list. We will work hard to get you back into the event.
IF you need to cancel your space for any reason, AND give between 2-6 days notice, we will give you a credit for a future event.
IF you are a no-show or give less than 48 hours notice, you will forfeit your table fees and no credit will be issued for a future event. No shows risk not being invited back. If you get sick or have car trouble the day before the event, just send us an email to let us know so you can stay in good standing.
Please note: your registration is non-transferrable without our consent. If you are not able to attend the event but have someone else who is willing to take your place, you MUST get our approval first.
VOLUNTEER DISCOUNTS: This is not mandatory and completely optional! If you're able to give a small discount to our volunteers (they are identified by wearing an orange lanyard), we are positive they would appreciate it. We ask this info in advance as we provide all our volunteers with a list of the vendors and a floor plan. We will highlight those who offer a discount. You do not need to tell us what kind of a discount you are giving and it can be on a case by case situation, depending on what they by.
SET-UP
We will send more information about set-up in our vendor guide that will be sent out 2 weeks prior to the event. But we can tell you, there will be set-up Friday night and then again early Saturday morning and early Sunday morning for restock.
JOIN THE CHAT
Once you have confirmed your space with payment, we will send you a link to our Facebook group that is for vendors ONLY. This will be a POSITIVE ONLY space for you to meet and chat with other vendors and have direct access to us in case you have any questions or concerns. It will also be a way for us to share with you what our plans are for this event - including marketing, entertainment ideas and just general chat!
Two easy steps to register and guarantee your spot:
1.) Fill out the corresponding form below (that suits what you sell). We will email you an invoice within 48-72 hours. We prefer payment by e-transfer (details will be on your invoice), but you can also pay the invoice by credit card.
2.) Deadline for past vendors to register is May 31st, 2025. After such date, we will be offering up spots to those on our wait list. Payment will be required by the end of June. Once payment is received, your spot is guaranteed and you will be given a link to our vendors only chat room on Facebook.
If you don't hear from us, please make sure you check your SPAM folder and mark us as one of your contacts. Alternatively, you can always email us at [email protected]
Oct 4 & 5, 2025
10am-4pm
Nepean Sportsplex, 1701 Woodroffe Ave., Entrance 4
Some things have changed, so if you are a past vendor with us, please read over info below! This TWO day event will host 120 vendor booths in a 20,000 square foot space! Admission is only $5.00 (kids 12 and under get in free) making it one of the more affordable events to shop, socialize and be one with geeks from all over Ontario and Quebec.
All info you will need about registering as a vendor for this event is below. If you have any questions, please send us an email <-- (click the link).
Costs
1.) 8'x10' $120.00 plus HST (includes one 6' table, 1 chair and 2 passes to the event)
2.) 10'x10' $140.00 plus HST (includes one 6' table, 1 chair and 2 passes to the event)
3.) 10'x15' $200.00 plus HST (includes two 6' tables, 1 chair and 2 passes to the event)
4.) Extra tables (6' x 30") $10.00 each plus HST. Bringing your own tables is totally fine too.
5.) Geeky Table Coverings. $5.00 each plus HST. It is mandatory to dress up your tables and make your spot look more inviting by putting a tablecloth on your table. If you are in need of any, we will have geeky table coverings for rent at $5 each. Please try to order these in advance as we will only be bringing with us the number that is rented. If you don't indicate any on your registration form but decide you want some, please email us prior to the event and we will send you an invoice.
6.) Metal 5 tier shelf (28" across x 62" tall x 18" deep) - photo below. $20.00 each plus HST
7.) Extra passes. $5.00ea (includes HST). Regardless of the size or number of your booths, you receive 2 vendor passes for each day. If you need extra for helpers or would like to purchase any for customers, friends, etc to avoid them paying at the door, you can now purchase them when you register for your vendor booth. Extra passes purchased in advance will be kept at the admission table. You will be required to give us name(s) for each pass holder 5 days before the event and we will add them to our guest list. This also allows them to bypass any line-up and go straight to the admission desk to pick up their pass. If you decide to not buy any now, but change your mind closer to the event, no problem. Let us know and we'll send you an invoice!
Extra chairs are available on a first come, first serve basis.
Your spot on the floor plan: We will be choosing your spot on the floor plan. However, if you've been a vendor with us previously and would like the same spot, please make a note of it in your registration form (you don't have to give the booth number - just say "same spot"). If you require power or would like a corner spot or any other requirement, also make note of it in the registration form. We will do what we can to accommodate you. Any requests made will be taken into consideration when placing you on the floor plan, but we cannot make any guarantees. These requests HAVE to be made during registration. Please do not email us a few weeks before the event to ask us about giving you access to power or a corner booth.
Refunds and Cancelation Policy
IF we have to cancel due to unforeseen circumstances (IE: Government forced lockdown), we will issue a FULL refund!
IF we have to cancel due to weather with less than 72 hours notice (major storm or power outage), we will issue a credit towards a future event.
IF there is a storm (snow or ice, for example) and we proceed with the event. No credit or refund will be issued if you are unable to attend. Unfortunately we do not have control over mother nature but if a major storm like a tornado happens and we have to cancel, the above applies.
IF you need to cancel your space for any reason, AND give more than 7 days notice, we will issue you a refund (we cannot guarantee if we will be able to keep a spot for you for a future event but you will stay at the top of our list. We will work hard to get you back into the event.
IF you need to cancel your space for any reason, AND give between 2-6 days notice, we will give you a credit for a future event.
IF you are a no-show or give less than 48 hours notice, you will forfeit your table fees and no credit will be issued for a future event. No shows risk not being invited back. If you get sick or have car trouble the day before the event, just send us an email to let us know so you can stay in good standing.
Please note: your registration is non-transferrable without our consent. If you are not able to attend the event but have someone else who is willing to take your place, you MUST get our approval first.
VOLUNTEER DISCOUNTS: This is not mandatory and completely optional! If you're able to give a small discount to our volunteers (they are identified by wearing an orange lanyard), we are positive they would appreciate it. We ask this info in advance as we provide all our volunteers with a list of the vendors and a floor plan. We will highlight those who offer a discount. You do not need to tell us what kind of a discount you are giving and it can be on a case by case situation, depending on what they by.
SET-UP
We will send more information about set-up in our vendor guide that will be sent out 2 weeks prior to the event. But we can tell you, there will be set-up Friday night and then again early Saturday morning and early Sunday morning for restock.
JOIN THE CHAT
Once you have confirmed your space with payment, we will send you a link to our Facebook group that is for vendors ONLY. This will be a POSITIVE ONLY space for you to meet and chat with other vendors and have direct access to us in case you have any questions or concerns. It will also be a way for us to share with you what our plans are for this event - including marketing, entertainment ideas and just general chat!
Two easy steps to register and guarantee your spot:
1.) Fill out the corresponding form below (that suits what you sell). We will email you an invoice within 48-72 hours. We prefer payment by e-transfer (details will be on your invoice), but you can also pay the invoice by credit card.
2.) Deadline for past vendors to register is May 31st, 2025. After such date, we will be offering up spots to those on our wait list. Payment will be required by the end of June. Once payment is received, your spot is guaranteed and you will be given a link to our vendors only chat room on Facebook.
If you don't hear from us, please make sure you check your SPAM folder and mark us as one of your contacts. Alternatively, you can always email us at [email protected]
Registration Forms:
Dealers Registration Form (if you sell toys, video games, comics, etc, fill out this form)
Artisans Registration Form (If you are an artist who creates geeky things - this form is for you)
Dealers Registration Form (if you sell toys, video games, comics, etc, fill out this form)
Artisans Registration Form (If you are an artist who creates geeky things - this form is for you)
Rentable shelf. Measures 62" tall x 28" across x 18" deep. On wheels that lock. VERY limited quantity available and must be booked at time of registration. If you don't see it as an option on your form, it's because all shelves are already booked.