Vendors

To apply for a vendor booth, please fill out this form. Please familiarize yourself with all vendor policies below before applying.

VENDOR HALL POLICIES

vendorhallWe anticipate an attendance of around 1,300 and plan to maintain an exhibit hall of appropriate size to meet the needs of both vendors and attendees. We are open to a wide variety of products and merchandise!

The Anime World Expos (AWX) Vendors Hall is first-come, first-served (within reason*) after application approval. (Please see the Application Information section below for more about the approval process.) Approved vendors will then be offered a spot in the Vendors Hall.

* – AWX will consider vendors based on application strength and type(s) of merchandise sold and may make exceptions accordingly. For instance, if a large number of plushie vendors have already been approved and accepted, an additional plushie vendor may be waitlisted in favor of other vendors that feature other varieties of merchandise, even if those other vendors applied at a later date.

Vendors registration will be open until all slots are filled or one month before the convention (July 31, 2015), whichever comes first. Applicants will be notified of their status within three (3) weeks of their application.

The process for approved applications can be summed up as follows:

  1. Vendor submits application form
  2. AWX reviews and approves the application
  3. Vendors are contacted with contracts and payment instructions
  4. Vendor sends full payment and signed contract back to AWX
  5. Vendor reservation is confirmed after both items in Step 4 are received

For waitlisted (unapproved) applications, please see the Application Information section below.

BOOTHS AND PRICING

The AWX Vendors Hall will be located in the hotel’s Grand Ballroom. Booths are 10’x10’ (ten square feet). There is an additional fee for a corner booth.

Booth/display height may not exceed 10’ (ten feet).

Pricing

  • $295 per 10’x10’ booth
  • $395 for a corner booth

Table placement is first come, first served, but we will do our best to accommodate any specific placement requests.

Booth includes:

-One (1) un-skirted 6’x2.5’ (6-feet by 2.5-feet) table

-Two (2) chairs

-Two (2) Vendor Badges

If desired, additional vendor badges may be purchased at the current badge rate ($35 before February 8; $40 before July 4; $45 before August 8; $50 before August 30). Please contact vendors@animeworldexpos.com for more information.

HOURS

The Vendors Hall will be in a secured room that will be open to convention attendees during the following scheduled hours:

Friday, August 28: 2pm-7pm

Saturday, August 29: 10am-6pm

Sunday, August 30: 10am-4pm

Vendors with a Vendors Badge (see Check-In Information below) will be allowed access to the room Thursday evening from 8pm to 11pm, and then after 9am Friday morning for setup, and then up to one hour prior to opening and up to one hour after closing each day during the convention. Access will not be permitted outside of those hours for security reasons. Teardown will be until 6pm on Sunday; vendors who are concerned they will need additional time to pack up and clear out of the Grand Hall by then should contact vendors@animeworldexpos.com to make alternate arrangements.

CHECK-IN INFORMATION

Vendors check-in/badge pick-up will begin Thursday evening at 7pm in the Grand Ballroom.

Vendors Check-In/Badge Pick-Up Hours

Thursday: 7pm-9pm, Grand Ballroom

Friday: 9am-Noon, Grand Ballroom

Please see AWX’s Registration Policies for more information about badges.

CANCELLATION & REFUND POLICY

Vendors who find they need to cancel their contract should contact AWX as soon as possible so that AWX can arrange to fill their booth space. Additionally, AWX may be able to provide a refund to vendors who notify the convention early enough.

Refund Details

  • 100% refund if the cancellation request is received before March 1, 2015
  • 50% refund if the cancellation request is received between March 1 and May 1, 2015
  • NO refunds after May 1, 2015

Vendors with concerns about the refund policy should contact vendors@animeworldexpos.com.

TAXES

The state of Illinois requires all vendors, regardless of business status, to collect sales tax. State of Illinois Tax Forms will be posted here at a later date. Vendors are responsible for their own tax processing.

WI-FI/ELECTRICITY

Wi-Fi access and electricity are available for purchase through the hotel. Vendors must contact the hotel separately from AWX in order to procure these services.

Rates and additional information can be found here: ElectricalCharges (PDF)

APPLICATION INFORMATION

AWX is looking for flexible, cooperative, courteous, and patient vendors selling quality merchandise. The AWX Vendors Hall should provide a fun and happy shopping experience for all, vendors and attendees alike. All applicants who feel they can help promote this kind of atmosphere are welcome to apply!

Vendor applications will be considered on a first-come, first-served basis. (However, please note the “within reason” exceptions explained in the Vendors Hall Registration section above.)

Applicants will either be approved or put on the waiting list. If an approved vendor does not return their signed contract and full payment before the given deadline, their spot will go to the next vendor on the waiting list.

Full and accurate product representation is important when considering applications. Vendors who have no or limited product representation on their website are encouraged to include links to images of recent booth setups at other conventions or events.

AWX reserves the right to reject any application they deem inappropriate for the convention; please see the Handmade Goods, Adult Material, Bootleg Policy, and Prohibited Items sections below for examples of what may earn a rejection.

HANDMADE GOODS

Applicants offering handmade goods (crafts, fan art, etc.) are recommended to apply to Artist Alley instead of the Vendors Hall. Please see the Artist Alley page for more information.

ADULT MATERIAL

AWX prides itself on being a family-friendly event. Access to 18+/adult material must be restricted.

Any adult material must be inaccessible to minors and sold only to attendees age 18 or older with a valid government-issued ID.

Merchandise displays must be family-friendly; adult material may not be on prominent display. Anything 18+/adult must be kept behind the vendor’s table/booth. Vendors may post signs indicating that they have 18+/adult material for sale, but must check a government-issued photo ID to verify a customer’s age before allowing the customer to view it.

Please note that “censoring” (i.e., strategically placed Post-It notes, masking tape, etc.) DOES NOT constitute “family-friendly” for display purposes. Vendors are strictly prohibited from displaying anything that may be considered 18+/adult.

18+/adult content includes, but is not limited to, nudity, sexually explicit images, pornographic imagery/items, excessive gore, and artwork/text incorporating explicit language or profanity. If a vendor is found to be displaying such items or to have them out where they are easily accessible by underage customers, they will be politely asked to remove said items from view. If the vendor refuses, they will be considered in violation of contract and may be expelled from the Vendors Hall. Booth refunds will NOT be issued for vendors expelled at-con for violation of these rules.

BOOTLEG POLICY

AWX has a zero-tolerance policy on illegal merchandise. Unlicensed, counterfeit, knock-off, bootleg, pirated, or black market merchandise is not allowed in the Vendors Hall under any circumstances.

If a vendor is found to be selling such items in the Vendors Hall, they will be expelled. Booth refunds will NOT be issued for vendors expelled at-con for violation of these rules.

PROHIBITED ITEMS

The following items are prohibited from the AWX Vendors Hall. This list is not exhaustive and is subject to change without notice. Please e-mail vendors@animeworldexpos.com if you have specific concerns.

  • Bootleg Merchandise (see Bootleg Policy section above)
  • Raffles
  • Food or Beverages
  • Perishable Items
  • Certain types of weapons – please see Weapons Sales section below

If a vendor is found to be selling such items in the Vendors Hall, they will be politely asked to stop and remove said items from the premises. If the vendor refuses, they will be considered in violation of contract and may be expelled from the Vendors Hall. Booth refunds will NOT be issued for vendors expelled at-con for violation of these rules.

SALE OF WEAPONS

Any weapons sales must adhere to the policies of both AWX and the Westin Lombard Yorktown Center, as outlined below.

Vendors selling weapons of any kind must take extra precaution to prohibit mishandling of merchandise. Weapons must not be easily accessible prior to sale and should be out-of-reach to attendees or encased. Weapons must be sold only to attendees age 18 or older with a valid government-issued ID.

When selling weapons, vendors must peace-bond the items before securely packaging them for transportation by the buyer. Vendors are recommended to advise buyers that they must take their purchases directly to their cars, as such weapons may not be carried around the convention, and that attendees are not allowed to remove such weapons from their packaging without first complying with AWX’s Weapons Policy. Please see the Code of Conduct page for more information.

The following weapons are prohibited for sale at AWX.

  • Real firearms
  • Pellet guns and BB guns
  • Air rifles and airsoft guns
  • Paintball guns
  • Switch blades
  • Ejecting knives
  • Projectiles, ammunition, or air-canisters for any gas-powered guns
  • Any weapons deemed illegal by the state of Illinois

If a vendor is found to be selling such items in the Vendors Hall, they will be politely asked to stop and remove said items from the premises. If the vendor refuses, they will be considered in violation of contract and may be expelled from the Vendors Hall. Booth refunds will NOT be issued for vendors expelled at-con for violation of these rules.

Please e-mail vendors@animeworldexpos.com if you have specific concerns or questions.