HUZZAH VENDOR RULES

We are delighted to welcome you as a vendor to HUZZAH 2024. We have made some changes to the convention setup. Please make sure you read the below rules carefully.

VENDOR OPTIONS: Vendors may participate either as a • Full vendor (Friday through Sunday), set up in Lighthouse, booth size 1-3 tables. • Demo Game and Marketing (one 4-hour session, set up in West Foyer, 1 high-top for game demonstration and 1 (6’ table) marketing area.

BOOTH RENTAL: A booth at HUZZAH is defined by the number of tables a vendor selects. Tables are standard size of 6’ x 2.5’. Vendors will be in the main room (lighthouse). Due to high demand the maximum booth size available is 3 tables. HUZZAH reserves the right to limit booth sizes further to enable as many vendors as possible. Cost: $80 per table includes chairs and vendor badges

DEMO RENTAL: A demo/marketing space at HUZZAH is defined as 1 high-top table (2’ diameter) plus one regular table (6’x2.5’) set up in the West Foyer. Vendors/Game Designers may purchase only one space per time slot. There are three time slots available: Friday 2-6pm, Saturday 9am-1pm, Saturday 2-6pm. Cost: $20 per time slot includes vendor badge

VENDOR APPLICATIONS AND SELECTION: Vendors must complete the application first. Incomplete or late applications will not be considered. Once the application window closes HUZZAH Staff will review and approve applications. Once an application is approved the Vendor will have 2 weeks to select and pay for their booth. If they do not do so, their spot may be given to a different vendor applicant (from the waitlist). HUZZAH aims to allow as many vendors as possible and offer a variety of products related to our hobby. HUZZAH reserves the right to limit vendors with similar products. Selection will be made in the order of applications received. HUZZAH reserves the right to give priority to vendors who are members of MHWA and/or regular participants of HUZZAH.

VENDOR SETUP AND TEAR DOWN: HUZZAH 2024 will be held at the Doubletree by Hilton, Portland, ME from May 17-19, 2024. The Doubletree by Hilton is located at 363 Maine Mall Road, Portland, ME, 04106. We ask that all Vendors arrange to completely setup before the convention opens on Friday afternoon at 1.00 pm.

Starting 10.00am on Friday, May 17th, 2024, Vendors will be able to access the convention areas for set-up. Vendors must check in by 12.oo pm. Vendors may only arrive later with explicit permission. If you are arriving late due to an emergency, please contact the vendor coordinator. We ask that Vendors not begin breaking down their booth before 12:00pm on Sunday, 19th May 2024. Vendors may break down earlier only with explicit permission from the organizer. Vendors who do not comply with the set up and break down times may be banned from participation in future years.

The vendor area hours of operation are as follows: Friday – 1:00pm – 6:00pm Saturday– 9:00am – 6:00pm Sunday– 9:00am – 12:00pm

VENDOR BOOTH STAFFING: Authorized representatives of the Vendor must staff the Vendor booth(s) during all hours. Please note that the vendor area is located inside and directly adjacent to the main gaming area, vendors must operate their booths during the above hours but may keep them open through the closing of the convention at 11.30pm on Friday/Saturday and through 2.00 pm on Sunday.

HUZZAH reserves the right to block Vendors from future conventions if they do not comply with the above rules. In the event a Vendor must leave early due to emergency they must immediately notify HUZZAH Staff before beginning to break down their booth.

All Vendors and Vendor employees are required to display a valid HUZZAH Badge. Badges for the Vendor and Vendor employees can be created by the Vendor through TTE by the Vendor once their application is approved. Vendors are entitled to 2 badges for booths up to 2 tables, one additional badge is granted for each additional table. HUZZAH will be responsible for printing the badges. Badges and badge holders will be available for pick up at the Main Registration Desk during check-in. All vendors must check in before setting up their booths.

BOOTH CLEAN-UP: The Vendor is responsible for cleaning up and removing all trash, debris, packaging and boxes in their booth area after tear down. Failure to do so will result in a $50 cleaning fee to be charged to the Vendor. Failure to pay outstanding cleaning fees will result in the Vendor being barred from future convention until such time as the fees are paid. HUZZAH will plan for appropriate trash and recycling receptacles to be made available for use.

VENDOR DISPLAY POLICY: Vendors may not exceed the booth area reserved by the Vendor. Vendors will not be permitted to put on demonstrations unless HUZZAH is notified in advance and sufficient aisle, table or booth space exists to support the demonstrations. Any tables in the Vendor Areas not part of a vendor booths are for common use and may not be used by a Vendor without prior permission from HUZZAH. All Vendor requests will be made through a member of HUZZAH Staff. No Vendor may interfere with or block a neighboring Vendor.

SAFETY PROVISION: Electricity is available in the vendor area. Vendors are responsible for providing safety items needed (i.e., surge protectors, shelve braces, etc.) to protect attendees, Vendors and all others from equipment that may cause bodily harm. Electrical wiring and equipment must meet the standard electrical codes.

INDEMNIFICATION: Vendor shall defend, indemnify, and hold HUZZAH harmless from any claim or lawsuit arising from any act or omission on the part of the Vendor, its agents, employees or assigns that may cause harm to others, including but limited to any and all claims or lawsuits arising from or concerning retail licensing and licensing, copyrights and patents of the merchandise sold by Vendor. If HUZZAH takes legal action to enforce this provision and prevails, Vendor shall be responsible for the payment of all costs, expenses and attorney fees incurred in pursuit of such enforcement.

MAINE & LOCAL SALES AND USE TAXES: Each Vendor is responsible for collecting and paying any taxes or fees to the State of Maine, or local Town or Municipality, as required by law.

* POINT OF CONTACT:* All inquiries regarding vendor operations may be directed to the Main Registration Desk. Members of HUZZAH Staff at the registration will contact the appropriate Staff member to address your concern, question or need. Prior to the start of the Convention inquiries may be directed to huzzahteam@gmail.com