Apply to Exhibit and/or Sponsor

Updated 2/7/2024

By submitting this application I understand that the Midwinter Gaming Convention Staff reserve the right to limit sales of certain items*, and I agree to allow them to screen all items that I am selling at the convention. I agree that the Midwinter Gaming Convention is not responsible for lost or stolen items.

I also understand and will abide by all convention rules as posted online and on printed materials.

Description of Items for Sale - Exhibitors must supply a full list of items intended for display/sale at Midwinter. This is to ensure we have as diverse an offering as possible. Please list ALL items you intend to bring. Any items not included in this list will be subject to approval by Midwinter any may not be allowed if not included in original application based on other Exhibitors already attending the show.

Copyrighted Materials - Exhibitors shall not play or permit the playing or performance of, or distribution of any copyrighted material at the show unless they have obtained all necessary rights and paid all required royalties, fees or other payments. The Exhibitor bears all responsibility and risk for the items brought for sale at Midwinter Gaming Convention. If goods for sale appear to be very similar to a licensed, copyrighted, etc. piece of art, the Exhibitor may be asked to remove it from display and sale at the discretion of the Convention Organizers. The Convention Organizer’s decision is final.

Taxes and Licenses - Exhibitors are responsible for obtaining any licenses, permits, or approvals required to vend at the convention. Exhibitors are also responsible for obtaining tax identification numbers and reporting/paying all taxes and fees associated with vending at Midwinter.

Midwinter Logo and Artwork - Exhibitors shall not sell items featuring the artwork and logos of Midwinter Gaming Convention (current or previous) without prior written permission from the Convention Organizers.

Cancellation policy - Any Exhibitor wishing to cancel their exhibit space must do so in writing. Cancellations received prior to July 9th will be eligible for a full refund, provided cancelled space is able to be filled prior to October 9th. Cancellations received prior to October 9th will be eligible for 75% refund, provided cancelled space is able to be filled prior to October 9th. Cancellations received after October 9th are non-refundable for any reason. Midwinter reserves the right to re-sell any cancelled space at their own discretion. Cancellations will also result in a revocation of Returning Exhibitor discounts and perks. Sharing space between Exhibitors is permitted, both Exhibitors must be listed in the Exhibitor Application. Subletting space if an Exhibitor is unable to attend the show is not permitted.

*such as sexually explicit material inappropriate for underage consumers