Thank you for your interest in our 3rd annual NerdFaire! Please submit the form below to be considered for admission. If accepted, you will be sent a paypal invoice. Completing this application does not guarantee acceptance to be an exhibitor at the event. Applications are not first come first served. This event is curated and Juried. Exhibitors can expect to see acceptances via paypal invoice.
Please make sure you add
ADMIN@NERDFAIRECON.COM to your contacts to avoid our emails going to spam.
MLM applications will be accepted and considered, however; will be processed after other applications in the same category and products will need to be Nerdy or marketable to Nerds/Geeks.
*Here are our policies and procedures regarding our event! Please read carefully.*
***Due to SarsCov2 (Covid19) we will be preparing to take extra precautions for the health and safety of everyone involved in our 2022 event. We will be taking a science first approach and following the science and information provided by scientists, virologists, immunologists, epidemiologists, and the most up to date research come the day of our event. As I write this the new variants of concern world wide are primarily affecting those that are unvaccinated, children included. As our event is a Family and child friendly event we need to keep them as well as those who cannot get a vaccine due to legitimate medical reasons in mind when taking precautions. NerdFaire 2022 will likely be a masked event for all in attendance with incentives for those who are vaccinated and possibly even vaccine requirements of some kind.*** By filling out and submitting this application you agree to whatever masking and vaccination policy being implemented for our event. This includes showing proof of vaccination. ***
THERE IS A $5 NON REFUNDABLE APPLICATION FEE. If exhibitor is approved this fee will be applied toward your total cost for the event. Exhibitors will not be considered until after application is submitted and fee is paid. No reminder notices will be sent regarding this application fee.
https://paypal.me/NerdFaireEvent booth fee is due within 72 hours of being accepted as an exhibitor. All requests for refunds must be in writing, and must be received by NerdFaire 60 days prior to the event. Cancellations within 31-60 days of the event will be eligible for a refund of 50% the amount paid. No refunds will be issued for cancellations made on or after 30 days prior to the event.
Exhibitors will be notified via email invoice through paypal if their application has been accepted. Accepted exhibitors have 72 hours to pay booth fee. If booth fees are not paid within 72 hours, space is subject to cancellation and filled with another exhibitor.
Event date/time:
Saturday, February 5th 9am-9pm (Show floors and Artist Grotto close at 6pm)
Event Information:
www.facebook.com/nerdfaireconwww.nerdfairecon.com
Location:
Lynnwood Convention Center
Setup:
*Friday February 5th 2pm to 9pm
Saturday February 6th 7am-9:45am.
Plan your set up accordingly. Come early to insure you are unloaded on time. You must be unloaded and vehicle moved by 8:30pm on Friday and 9am on Saturday. You will not be allowed to unload if you arrive after 9am on Saturday.
Loading and unloading are only allowed through the loading dock. DO NOT load/unload anything through the front or side doors of the Convention Center. Artist Grotto, Upper, and Lower concourse must be set up by 9am so we can start letting the public in. Upper show floor and panels must be finished setting up by 9:45am.
Clear aisles and pathways must be maintained on show floors. As such, exhibits must stay within the booth space and should not bleed into the aisles or other public spaces.
The Lynnwood Convention Center has no facilities for the storage of exhibitor or show management freight. During show day(s), empty cases and crates must either be stored offsite or kept inside your booth space, and are subject to Fire Regulations. Cases, crates and boxes cannot be stored on the loading dock.
Pipe and Drape are NOT included. You can request these from the Lynnwood Convention Center for ~$8 per ft. Please let NerdFaire know if you require pipe and drape.
Electrical outlets (120v 5amp) are available for an additional charge ($85 each) and must be coordinated through the venue No later than January 15th 2022. If you require power you will be sent a link for an order form.
http://www.lynnwoodcc.com/p/exhibit/305Parking:
ALL vendors need to park across the street at the Alderwood community church for the day of the event. The parking lot is around the back of the church past the front lot that says "no convention parking." It is about a 5 minute walk back to the convention center. This is to allow our and your customers to park closer.
Décor
The following decor items are permitted within a booth:
• Latex Balloons – If balloons escape into the ceiling, a removal fee will be charged.
• Candles inside a vase or within a hurricane cover. The top of the candlewick must be at least 1 inch below the top of the vase or hurricane.
• Centerpieces Materials: including flowers, feathers, picture frames, chargers, bottles, etc.
• Specialty Linen
The following décor items are prohibited within a booth:
• Mylar Balloons
• Fire/Free Standing Candles
• Glitter/Confetti
• Pop-up Tents/Free standing structures with ceilings
• Dirt
• Hay
• Chalk
• Smoke/haze machines
If you have any questions about a specific item, contact
nerdfairecon@gmail.com **Tear down times:**
You may not start tearing down your booth before 6pm. You may not break down early under any circumstances. All Exhibitors must be out of the convention center by 9:45pm, leaving their booth space and surrounding area in as good if not better condition than the way they found it. Please tear down your booth completely before bringing your car into the loading dock.
This event requires all in attendance to have a Staff, Exhibitor, Talent, or General Admission Pass. No Pass No Entry. Only those with Exhibitor, Talent, or Staff passes will be allowed in before the start of the event.
Booth Fees:
10x10 Sponsor booths are $500 (Comes with up to 3 Exhibitor passes, one 6' skirted table, 2 chairs, and free secured wifi.)
10x10 corner booths are $200 (Comes with up to 2 Exhibitor passes, one 6' skirted table, 2 chairs, and free secured wifi.) These have limited availability. Application here:
https://forms.gle/MJMtasUQGRZ2UGhK710x10 in line booths are $175 Each (Comes with up to 2 Exhibitor passes, one 6' skirted table, 2 chairs, and free secured wifi.) Application here:
https://forms.gle/MJMtasUQGRZ2UGhK710x10 in gaming/demo in line booths are $100 each (Comes with up to 2 Exhibitor passes, one 6' skirted table, 2 chairs, and free secured wifi.) These are spaces are for demoing games, but also allow for sales if you have a finished product. Application here:
https://forms.gle/MJMtasUQGRZ2UGhK7Artist Grotto (5x8) booths are $100 Each. (Comes with up to 2 Exhibitor passes, one 6' skirted table, 2 chairs, and free secured wifi.) Application here:
https://forms.gle/nBAuJMsiiV5N8ybN8Community Lane (5x8) booths are mostly trades and free. Other than promotional Merch, member signups, donations, and ticket sales; no other items should be being sold at these booths. These booths are for promoting your show or club. Application here:
https://forms.gle/eFyuCJux8j48xBjK6Play test and Free Play booths are roughly 5x8 with a 6 foot table and chairs. They are free for qualifying applicants. No selling is allowed at these booths. Application here:
https://forms.gle/jBXxn47MaPijXQC19If you reserve multiple spaces you will need to pay for each space (for example: 1 space will cost $175, 2 will cost $350.) Other than what is provided with your booth, you are responsible for supplying all display materials, supplies, or equipment that you require for your display/set up.
Booth sharing IS ok, you may only display, sell, and represent the products you register with. Both parties need to fill out an application, pay the application fee, and indicate who you are sharing with. Booth sharing is for 10x10 inline and corner spaces only.
The venue is located inside in a heated and plumbed building. Canopy frames are ok for 10x10 spaces as long as they do not have a cover on them.
Per the venue: you may not attach, adhere, or hang anything to/from the walls or any surrounding fixtures. No outside food or beverage is allowed into the convention center. There will be a food and beverage concession cart available all day with items available for purchase. We will take a food survey once exhibitors have been accepted so we can customize the menu more per your needs.
The Lynnwood Convention Center is the exclusive food and beverage provider within the venue. Outside food and beverage is strictly prohibited. Exceptions in the case of tradeshow exhibitors can be made for distribution of food and beverage samples upon written authorization. The Authorization Request Form must be submitted a minimum of five (5) business days prior to the event date(s).
•
No selling of food or beverage is permitted.
Your space must be attended at all times during the event (with the exception of the inevitable bathroom break!)
There is no central checkout at this event. Exhibitors are responsible for cashiering their own space and must provide their own cash and/or credit card processing abilities. Exhibitors are responsible for collecting and paying any and all city and state sales tax.
Word of mouth is the best advertising! Attendance and sales are not guaranteed. Refunds will not be given because of poor turn out or lack of sales. There will be advertising done for this event, but each Exhibitor is also responsible for spreading the word. An event will be created that all Exhibitors can share and invite their Facebook contacts to attend. Our combined success depends on us all working together.
