Vendor Agreement

MAYHEM GAMING CONVENTION VENDOR AGREEMENT

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.

GRANITE BALLROOM LARGE VENDOR BOOTH - $275 rental fee - These booths are located within the Granite Ballroom at the Hilton Garden Inn in Lebanon, NH. 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.

GRANITE BALLROOM REGUALR VENDOR BOOTH - $150 rental fee - These booths are located within the Granite Ballroom at the Hilton Garden Inn in Lebanon, NH. Each booth measures approximately eight (8) feet wide and eight (8) feet deep. Each booth includes two (2) 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.

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 will 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.

Booth rental fees will be fully refundable, minus processing fees, up until 8:00am, fourteen (14) days before the start of Mayhem 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 Convention 2024 will be held at the Hilton Garden Inn, 35 North Labombard Road Lebanon New Hampshire, 03766. Mayhem Convention will start at 1:30pm on Friday, April 19th, 2024 (with registration opening at 11:00am that same day). Mayhem Convention will end at 5:30pm on Sunday, April 21st, 2024 with all convention spaces needing to be cleared by 6:30pm that same day.

Vendors will have access to the facility and Vendor Areas starting at 8:00am on Friday, April 19th, 2024 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. Mayhem Convention will allow set-up on Thursday evening before the start of the Convention as long as the facility is available to do so.

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 6:30pm that same day.

The Granite Ballroom will be open for the following hours during the convention. The Granite Ballroom will be locked at midnight and will remain so until 7:00am the next morning. Mayhem Staff will monitor the room during all times that the area is open for gaming. The minimum desired vendor hours are indicated on the schedule below. Vendors may choose to vend during any time that the Game Hall is open.

Friday – Game Hall will be open 11:00am–Midnight, dinner break from 5:30pm-7:00pm.

Vendors minimum desired hours 1:00pm-7:00pm

Saturday – Game Hall will be open 7:00am–Midnight, lunch break from 12:00pm-1:30pm & dinner break from 5:30pm-7:00pm.

Vendors minimum desired hours 10:00am-7:00pm

Sunday – Game Hall will be open 7:00am–5:30pm, lunch break from 12:00pm-1:30pm

Vendors minimum desired hours 10:00am-1:30pm

3) VENDOR BOOTH STAFFING: Authorized representatives of the Vendor must staff the Vendor booth during all hours of operation. Vendors are asked to be in attendance for the duration that the Convention is open to attendees. If a Vendor is unable to attend the entire convention please contact Mayhem Convention Staff (info@mayhemconvention.com) to make arrangements 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 Staff before beginning to break down their booth. Failure to adequately staff your booth may result in your application being rejected at future Mayhem Conventions.

All Vendors and Vendor employees are required to have and display on their person a valid Mayhem 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. Mayhem 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 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 will make arrangements for appropriate trash and recycling receptacles 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 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 booth are for common use and may not be used by a Vendor without prior permission from Mayhem Convention.

Vendors are prohibited from making any requests to the Hilton Garden Inn staff for equipment or services. All Vendor requests will be made through a member of Mayhem Convention Staff. Should a Vendor not comply with the requirement and extra fees or charges are incurred by Mayhem Convention 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 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 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 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 deems a display or shelving unit to be unsafe the Vendor must immediately remedy the safety concern to the satisfaction of Mayhem Convention Staff.

8) MOVING PROVISION: For safety reasons during the setup and tear down periods, Mayhem Convention and the Hilton Garden Inn 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 Gaming Convention 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 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 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 will refer the issue to local law enforcement.

10) INDEMNIFICATION: The Vendor shall defend, indemnify and hold Mayhem Gaming Convention and Mayhem Gaming Convention LLC 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 Staff.

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

13) ACKNOWLEDGED AGREEMENT: Mayhem Convention 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 at Mayhem Gaming Convention.