Vendor Agreement

MAYHEM GAMING LLC CONVENTION VENDOR AGREEMENT

THIS AGREEMENT IS VALID FOR MAYHEM GAMING CONVENTION AND HIJINX GAMING CONVENTION

UPDATED: May 9th, 2026

1) BOOTH RENTAL: The booth rental fee will vary based on the size of the booth the vendor selects. The booth types, and locations, are listed below. Rental fees are due at the time of selection and are paid through the TableTop.Events (TTE) system.

LARGE VENDOR BOOTH - $300 rental fee - Each booth measures approximately fifteen (15) feet wide and eight (8) feet deep. Each booth includes four (4) tables that are 30 inches deep by 72 inches wide (2.5’x6’), two (2) chairs, and three (3) Vendor badges. Additional tables may be rented for $50 per table and should be reserved at the same time the booth is reserved in TTE.

REGUALR VENDOR BOOTH - $175 rental fee - Each booth measures approximately eight (8) feet wide and eight (8) feet deep. Each booth includes two (2) tables  that are 30 inches deep by 72 inches wide (2.5’x6’), two (2) chairs, and two (2) Vendor badges. Additional tables may be rented for $50 per table and should be reserved at the same time the booth is reserved in TTE.

A/V DISPLAY TABLE - $75 rental fee - Each A/V tables measures a minimum of 2.5 feet deep by 6 feet wide.

Vendors must complete the application first. Once an application is reviewed and approved the Vendor will have seventy-two (72) hours to select and pay for their booth, if they do not do so their spot may be given to a different vendor applicant. Reasonable extensions to this selection timeline may be granted with proper communication with convention staff.

The preferred payment method for booth rental fees is online through TTE. If you would like to make arrangements to pay via a different method please contact info@mayhemconvention.com or info@hijinxcon.com.

Booth rental fees will be fully refundable, minus processing fees, up until 8:00am, fourteen (14) days before the start of the Convention After that date booth rental fees will only be refunded if Mayhem Convention is able to rent out the booth to another vendor.

2) VENDOR SETUP, VENDOR HOURS AND TEAR DOWN: 

• Mayhem Gaming Convention will be held at the Hilton Garden Inn, 35 North Labombard Road, Lebanon, New Hampshire, 03766. Mayhem Gaming Convention will officially start at 1:30pm on the Friday of the Convention Weekend (with registration opening at 11:00am that same day). Mayhem Gaming Convention will end at 5:30pm on Sunday of the Convention Weekend with all convention spaces needing to be cleared by 6:30pm that same day.

• HiJinx Gaming Convention will be held at the Fireside Inn & Suites West Lebanon, 25 Airport Road, West Lebanon, New Hampshire, 03784. HiJinx Gaming Convention will officially start at 1:00pm on the Friday of the Convention Weekend (with registration opening at 11:00am that same day). HiJinx Gaming Convention will end at 5:00pm on Sunday of the Convention Weekend with all convention spaces needing to be cleared by 6:00pm that same day.

Vendors will have access to the facility and Vendor Areas starting at 8:00am on Friday of the Convention Weekend for load in and booth set-up. We ask that all Vendors arrange to complete setup before the vendor areas open on Friday afternoon. Vendors may begin sales as soon as they are ready on Friday afternoon once the game hall opens. The Convention will allow set-up on Thursday evening before the start of the Convention as long as the facility is available to do so. If available, Vendors may begin setting up on Thursday evening before the start of the convention. The Convention will notify Vendors of this possibility once it is confirmed by the host facility.

Vendors may begin breaking down and loading out their booths starting at 1:30pm on Sunday of the convention and must have completely vacated, loaded out and cleaned their vendor booth by the designated time that same day.

The gaming spaces will be open for the following hours during the convention. The areas containging vendor booths will be locked at midnight and will remain so until 7:00am the next morning. Mayhem Gaming Convention LLC Staff will monitor the room during all times that the area is open for gaming. Vendors are asked to be open for business by the indicated times. Vendors may choose to shut down during meal breaks and return after the meal breaks and otherwise set thier hours as deemed approraite for thier business. 

Friday – Game Hall will be open 11:00am–Midnight.

Vendors open by 1:00pm

Minimum total hours of operation requested - 5 hours

Saturday – Game Hall will be open 7:00am–Midnight.

Vendors open by 10:00am

Minimum total hours of operation requested - 8 hours

Sunday – Game Hall will be open 7:00am–6:00pm

Vendors open by 10:00am

Minimum total hours of operation requested - 3 hours

Vendors are requested to operate a total of 16 hours throughout the three days of the convention. Failure to not vend for the requested total hours of operation may result in your application being rejected at future Mayhem Convention LLC conventions.

3) VENDOR BOOTH STAFFING: Authorized representatives of the Vendor must staff the Vendor booth during all hours of operation. Vendors are required to operate during all three days of the Convention. If a Vendor is unable to attend the entire convention please contact Mayhem Convention LLC Staff (info@mayhemconvention.com or info@hijinxcon) to make discuss before applying to be a Vendor.

Vendors may only set up or tear down during approved time periods. A Vendor may decide to open late or close down early on any given day of the convention, or otherwise not staff their booth, they do so at their own risk. In the event a Vendor must leave early due to emergency they must immediately notify Mayhem Convention LLC Staff before beginning to break down their booth. Failure to adequately staff your booth may result in your application being rejected at future Mayhem Convention LLC conventions.

All Vendors and Vendor employees are required to have and display on their person a valid Convention Badge at all times during the Convention. Badges for the Vendor and Vendor employees can be created by the Vendor through TTE once their application is approved. The Convention will be responsible for printing the badges. Badges and badge holders are required to be picked up at the Registration Desk.

4) BOOTH CLEAN-UP: The Vendor is responsible to clean up and remove all trash, debris, packaging and boxes in their booth area after tear down. Failure to do so will result in a $50 per hour, minimum of one hour, cleaning fee to be charged to the Vendor. Failure to pay outstanding cleaning fees will result in the Vendor being barred from future conventions until such time as the fees are paid. Mayhem Convention LLC will make arrangements for appropriate trash and recycling receptacles or designated drop-off areas to be made available for use.  

5) VENDOR DISPLAY POLICY: Vendors may not exceed the booth area reserved by the Vendor. Vendors will not be permitted to put on demonstrations in their booth unless Mayhem Convention LLC is notified in advance and sufficient aisle, table or booth space exists to support the demonstrations. Any tables in the Convention Areas not part of a vendor booth are for common use and may not be used by a Vendor without prior permission from Mayhem Convention LLC.

Vendors are prohibited from making any requests to the convention venue staff for equipment or services. All Vendor requests will be made through a member of Mayhem Convention LLC Staff. Should a Vendor not comply with the requirement and extra fees or charges are incurred by Mayhem Convention LLC due to failure on the part of the Vendor to comply with this policy; all incurred fees or charges will be the responsibility of the Vendor and payment in full is required immediately.

6) BOOTH DISPLAY INTERFERENCE: No Vendor may interfere with or block neighboring Vendors, games, or Mayhem Convention LLC activities. Display material exceeding three feet in height above tabletops must be secure and stable. Display materials or shelves may not exceed seven (7) feet in height. Height is measured from the floor to the top of the highest point on the shelving unit; if there are items displayed on the top shelf it is measured to the tallest point of that item. Mayhem Convention LLC Staff has the final say in the placement of display or shelving in accordance with this policy. If a Vendor has any questions or concerns about this policy they should immediately contact a member of Mayhem Convention LLC Staff.

7) SAFETY PROVISION: Vendors are responsible for providing safety items needed (i.e. surge protectors, shelf 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. Any costs for electrical equipment (cords, power strips, etc.) that are supplied for use by the host facility to the Vendor will be the responsibility of Vendor.

If Mayhem Convention LLC deems a display or shelving unit to be unsafe the Vendor must immediately remedy the safety concern to the satisfaction of Mayhem Convention LLC Staff.

8) MOVING PROVISION: For safety reasons during the setup and tear down periods, Mayhem Convention LLC do not permit children less than 18 years of age in the vendor areas, or to assist with setup or tear down, unless attended by a legal guardian or unless they are a lawful, and insured, employee of the Vendor.

9) HARASSMENT AND DISCRIMINATION: Vendors and employees of Vendors are required to adhere to the Mayhem Convention LLC Harassment & Discrimination Policy (https://www.mayhemconvention.com/hd-policy). Failure on the part of a Vendor or employees of a Vendor to follow this policy may result in Mayhem Convention LLC requiring the Vendor to immediately cease operations at the convention, tear down and leave. Failure on the part of a Vendor or employees of a Vendor to follow this policy may also result in the Vendor from being barred from vending at future Mayhem Convention LLC events. Should violations of the Harassment & Discrimination Policy by the Vendor or employees of the Vendor constitute a crime in the State of New Hampshire Mayhem Convention LLC will refer the issue to local law enforcement.

10) INDEMNIFICATION: The Vendor shall defend, indemnify and hold Mayhem Gaming Convention LLC (DBA Mayhem Gaming Convention and HiJinx Gaming Convention) 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 not limited to any and all claims or lawsuits arising from or concerning retail licensing, copyrights and patents of the merchandise sold by Vendor. In the event that Mayhem Gaming Convention LLC 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.

11) SALES AND USE TAXES: Each Vendor is responsible for collecting and paying any taxes or fees that may be required by the State or local Town or Municipality as required by law.

12) POINT OF CONTACT: All inquiries regarding vendor operations may be directed to any member of Mayhem Convention LLC Staff.

Prior to the start of the Convention inquiries may be directed to info@mayhemconvention.com for info@hijinxcon.com.

13) ACKNOWLEDGED AGREEMENT: Mayhem Convention LLC requires that an acknowledged copy of this agreement be on file before a Vendor is allowed to begin loading-in or setup of their booth space.