Vendor Application

PROCEDURES

• Who should apply: All Vendors, including confirmed Guests, must submit a Vendor Application as linked on this page.

• Confirming receipt of your application: The Vendor Manager will email within 7-10 business days to confirm receipt and to set expectations around our vendor selection process.

• Application deadline: The annual deadline for vendor applications is December 31 of the year prior to the show, though we may extend this to as late as February 1 to encourage more applications.

• Vendor selection: Since space is limited, our Vendor Manager will review each application to see how best we can place each application at the show. Keep in mind that vendors may be selected based on providing a wide variety of things to shop for and an alignment with the themes of our convention.

• Waiting list: Vendors who are not placed immediately will be offered a position on our wait list. The Vendor Manager will explain what to expect when offering this option.

• Where to go for questions: If you have any questions before you apply or about your submitted application, email those to vendors@nerdigras.org, and we will respond within a week.

• Load-in/setup: Vendors will be allowed access to their assigned booth or table for several hours before Nerdi Gras opens to attendees on the first day. Volunteers may be available (upon request) during that time to aid in bringing in items from vehicles and getting them to your reserved space. On each of the remaining days of the show, vendors in the Vendor Room will be allowed access one hour priori to when we open the Vendor Room to convention attendees.

• Securing your stuff: The Vendor Room will be locked at all times outside the scheduled Vendor Room hours. Access to the space while it is locked is only granted with the presence of both a member of hotel staff and a Nerdi Gras Director. The hotel will attempt to keep the space secure, but we encourage you to store your primary valuables (money, electronic equipmment, etc.) in a secure location that you trust. Nerdi Gras is not responsible for lost valuables.

• Load-out/teardown: Vendors may pack and leave their space at any time. Vendors may have up to six (6) hours after the convention to pack up and load out. Volunteers may be available (upon request) during that time to aid in taking items from the convention space to vehicles.

• Getting help or reporting issues: The Vendor Manager will be your primary point of contact during the convention. They will provide contact information to you before the show starts and respond in a timely manner when contacted during vendor hours. The Vendor Manager will escalate or delegate matters to other Nerdi Gras Krewe as needed depending on the area of concern.

POLICIES

• Accommodations: Nerdi Gras Vendors are responsible for booking their own hotel rooms.

• Snacks and meals: Vendors should provide their own food and beverages during the convention. If you need to limit your time away from your booth or table, please plan accordingly.

• Piracy and AI: Nerdi Gras strongly supports and enforces an anti-piracy policy for its vendor spaces. Ultimately, each vendor is responsible for merchandise authenticity and legal sale. Our goal is to reduce piracy that hurts the industries represented (gaming, film, TV, art, literative, etc.). Nerdi Gras does not currently have a policy with regard to AI-generated art, but be advised that this may change at any time.

• Adult products: Nerdi Gras welcomes vendors to apply who sell adult-themed goods exclusively to adult audiences. However, Nerdi Gras must limit adult-exclusive goods to a separate part of the convention floor as per law, and the hours for selling those goods may differ from the general vendor hours. The Vendor Manager will provide additional details about this if you are selected as a vendor.

• Conditions for removal: Nerdi Gras reserves the right, in its sole and exclusive opinion, to prohibit the sale or display of any merchandise or service that Nerdi Gras determines to be inappropriate or out of compliance with convention policies or general safety. Failure to comply may result in removal from the vendor’s spaces without reimbursement.

• Consequences for non-compliance: Each individual representing your business or organization at Nerdi Gras agrees to comply with Nerdi Gras convention policies. Non-compliance may result in revoking that individual’s badge and removal from the convention space, the same as with any paid member in attendance. See Nerdi Gras Convention Policies for more information.

• The Vendor Application reiterates these policies, and submission of the form is acknowledgement of accepting these terms.