All branches in the HMCPL system will be closed on Sunday, September 23 for network upgrades. All branches will reopen on Monday, September 24.

Skip To Main Content

Rocket City NerdCon 2018 Vendor Application

Rules & Regulations
 
Nerdcon is a family friendly environment and therefore merchandise should not be of explicit or otherwise questionable content. Items may be sold to patrons regardless of if they have a Nerdcon badge or not, as the vendor/author/artists areas will be open to the public during normal business hours.  

Vendors must vacate the library by 9:30pm on November 3th (a half hour after the library’s closing) and 6pm on November 4th (one hour after the convention's closing), failure to do so will result in a charge of $20.00 per person per hour that will be invoiced to the applicant(s) in question.

The deadline for cancellation with reimbursement will be September 14, 2018. Vendors who pay with a credit card will not be charged a surcharge for this.

All vendors/artists agree to hold blameless Rocket City NerdCon, the Huntsville Madison County Public library and their staff members, employees, workers, agents against any loss, damage, theft, expenses, claims or actions arising from any personal or property damage, loss, or theft due to said vendor/artist participation.

Vendor/artist is responsible for all taxes and licenses required to sell by the state of Alabama/city of Huntsville and the reporting of said taxes. Rocket City NerdCon will not be held responsible for vendor/artist’s failure to collect, report, and submit sales tax charges.

General Info

All tables are provided and come with two chairs. Interested vendors may bring additional chairs per RCNC staff's approval. Not all booth spaces have access to power outlets. If you require outlets for your space, please mention this in the Vendor Application. You are responsible for bringing any extension cords or power strips you may need. Table locations are to be determined at the discretion of RCNC coordinators and will not be guaranteed.

Vendors who are interested in double spaces or need to accommodate a display or clothing rack should make this known to RCNC staff at the time of application. We are happy to work with you to meet your needs as best we can. Please note that there may be additional fees for certain requests.

Vendors are expected to remain at the convention throughout the entire con, barring emergencies. In the event of an emergency preventing a vendor from being present at the con, a refund may be available, subject to RCNC's discretion. All decisions regarding refunds are final.

RCNC reserves the right to ask any vendor who fails to comply with convention or library rules to leave without a refund.

RCNC offers a private vendor wifi network for vendors to use when processing sales. Vendors will be provided with the wifi password during Set Up Hours. We ask that you not distribute this password to non-vendors in order to save bandwidth on our network. We have a regular public wifi for congoers to use.

Set Up Hours take place the night before the convention starts, after the library closes to the public. Details regarding set up hours will be sent to vendors no later than two weeks before the convention.

Please note that the vendor area is on the main floor and open to the public during regular library hours. RCNC has extended con hours just for badge holders after 5pm on Saturday and before 1pm on Sunday. You are encouraged to interact with our public patrons and to sell your items to them as well as to congoers but please understand they may not be familiar with the con experience.

Badges

Two badges will be issued with booth registration, applications will list their representatives on the form. Additional badges can be purchased for $15.00 per badge.

Any and all official RCNC related communications should be sent to nerdcon@hmcpl.org to ensure prompt and accurate responses.

 

This will appear in the con booklet as your booth name.