Vendor Terms & Conditions

EC3CON Vendor Terms & Conditions

By applying for, purchasing, or accepting a vendor space at East Coast Collectibles Convention (EC3CON), the vendor agrees to the following terms, policies, and procedures.

These terms apply to the vendor and all employees, helpers, guests, or other individuals participating under the vendor’s reservation.

Venue

Location: Mohegan Sun — Earth Expo Center

Vendors must comply with all EC3CON, Mohegan Sun, security, Fire Marshal, and venue rules while on property.

Vendor Applications, Approval & Waitlist Conduct

Submitting a vendor application, joining the waitlist, or receiving an invitation to apply does not guarantee vendor space.

All vendor applications are subject to EC3CON approval and availability. A vendor is not considered confirmed until their application has been submitted, approved by EC3CON, and all required payment has been received.

Waitlist Invitations

Receiving an invitation email to move from the waitlist to the show does NOT mean that you have been approved as a vendor or that a vendor space is being held or reserved for you.

An invitation from the waitlist simply gives you the opportunity to submit a vendor application for the available event.

You are still required to complete and submit the official vendor application included with your invitation.

Waitlist invitations and vendor spaces are handled on a first-come, first-served basis and availability may change quickly. Receiving an invitation does not reserve a table while you complete your application.

Your vendor space is NOT guaranteed until your application has been submitted and officially approved by EC3CON.

If available vendor spaces are filled before your application is submitted and approved, EC3CON is not obligated to provide you with vendor space simply because you previously received an invitation email.

Receiving an invitation from the waitlist does not guarantee acceptance into the current event or any future EC3CON event.

Waitlist Communication & Conduct

EC3CON receives a high volume of vendor applications and maintains an extensive waitlist. We understand that waiting for vendor space can be frustrating; however, all communication regarding applications, invitations, approvals, and the waitlist must remain respectful and professional.

Rude, hostile, disrespectful, harassing, passive-aggressive, or repeatedly antagonistic comments or messages directed toward EC3CON, its staff, or its waitlist/application process will not be tolerated.

This includes communication through email, direct messages, social media, Discord, or other platforms.

Such conduct may result in immediate removal from the vendor waitlist, denial of a pending application, cancellation of an invitation to apply, and/or loss of eligibility to participate as a vendor at future EC3CON events.

EC3CON reserves the right to approve or decline vendor applications, remove individuals or businesses from its waitlist, and determine future vendor eligibility at its discretion.

Table Requests, Assignments & Floor Plan Changes

Table requests are requests only and are NOT guaranteed.

EC3CON will make reasonable efforts to accommodate requests for specific table locations, neighboring vendors, aisle locations, or other placement preferences; however, submitting or receiving acknowledgment of a request does not guarantee that the request will be fulfilled.

All table assignments are subject to change, including after a table number or location has already been assigned or communicated to the vendor.

EC3CON expressly reserves the right to move, reassign, or adjust any vendor's table location at any time when necessary.

Table assignments may be changed in the days leading up to the event, including after the floor plan or individual table assignments have been released. Changes may be made for logistical, operational, safety, security, venue, floorplan, accessibility, vendor-placement, or other event-related reasons at EC3CON's discretion.

Purchasing a vendor space guarantees the vendor the type and quantity of vendor space purchased — it does not guarantee a specific table number, location, aisle, neighboring vendor, proximity to an entrance, or placement within the Expo Center.

EC3CON will make reasonable efforts to communicate table assignment changes when practical; however, vendors are responsible for reviewing the most recent event communications and table assignment information prior to arrival.

A requested table location, previously assigned table number, or change in table location does not qualify the vendor for a refund, credit, cancellation, or chargeback.

Vendors may not move, trade, exchange, or otherwise change their assigned table location with another vendor without prior approval from EC3CON.

By purchasing or accepting vendor space, vendors acknowledge and agree that table placement is determined by EC3CON and may be changed when necessary for the operation of the event.

Load-In & Load-Out

Official load-in and load-out instructions will be provided to vendors before the event.

All vendors must check in at the designated vendor check-in location before entering the Expo Center for setup.

Vendors must follow all instructions from EC3CON, security, venue personnel, and loading dock staff.

Aggressive, threatening, abusive, or disrespectful behavior toward EC3CON staff, Demers staff, Mohegan Sun employees, security, or other vendors will not be tolerated and may result in immediate removal.

Vendors must unload promptly and remove their vehicle from the loading area before completing setup.

Once the loading dock closes, late load-in and early load-out may not be permitted.

Vendors are responsible for transporting their own merchandise and equipment. Carts are not provided.

All merchandise, displays, equipment, and personal property must be removed within two hours of the event ending unless otherwise instructed.

Setup & Attendance

Vendors should be completely set up before 9:00 AM Early Bird Admission.

Late arrival or early departure must be approved by EC3CON in advance.

Vendors arriving after the show has opened may be denied setup without refund.

Vendors may not begin breaking down their tables before the designated load-out time unless specifically authorized by EC3CON.

Failure to attend the event does not qualify for a refund or credit.

Vendor Badges & Access

All vendors must check in to receive their vendor badges.

Badges will be provided to the first authorized member of the vendor group who checks in.

If members of a vendor group arrive separately, the checked-in vendor is responsible for meeting them outside the restricted vendor area and distributing their badges.

Additional vendor badges may be purchased at check-in, subject to availability and EC3CON policies.

Vendor badges must be visible while accessing vendor-only areas and must be presented for re-entry when requested.

Vendor badges may not be shared, transferred, duplicated, or provided to unauthorized individuals.

Only authorized vendor badge holders may be behind vendor tables.

Individuals without vendor credentials may not enter the Expo Center during vendor-only setup hours.

Vendor Space & Displays

Unless otherwise specified, each standard vendor space includes:

• One 8-foot table
• Chairs
• Tablecloth

Vendors may not add tables, chairs, fixtures, or expand beyond their assigned footprint without prior approval.

Free-standing shelving and displays are permitted as long as they remain safely within the vendor's assigned space and do not interfere with aisles, entrances, exits, neighboring vendors, or emergency access.

All displays must comply with Fire Marshal, venue, security, and EC3CON requirements.

EC3CON or venue personnel may require a vendor to move, modify, or remove any display determined to create a safety, accessibility, or operational concern.

Merchandise & Sales

Counterfeit, fake, stolen, illegal, or otherwise prohibited merchandise is strictly forbidden.

Vendors are responsible for ensuring that all merchandise they sell complies with applicable laws and event policies.

EC3CON reserves the right to require the removal of merchandise deemed inappropriate, unsafe, counterfeit, unauthorized, or inconsistent with the event.

Raffles, games of chance, wheels, dice games, gambling-style activities, or similar promotions are prohibited unless specifically approved by EC3CON in advance.

Table Transfers & Subletting

Vendor tables may not be independently resold, transferred, traded, or sublet.

If another individual or business will be operating a vendor's table, EC3CON must be notified and approve the arrangement before the event.

The original vendor is responsible for ensuring that anyone participating under their reservation receives and follows all vendor communications, policies, and instructions.

Vendor Conduct

EC3CON is committed to maintaining a safe, professional, and welcoming environment.

Vendors and members of their party must behave respectfully toward attendees, other vendors, guests, EC3CON staff, security, venue employees, and event partners.

The following behavior will not be tolerated:

• Violence or physical altercations
• Threats or intimidation
• Theft
• Harassment or bullying
• Aggressive or disruptive behavior
• Mistreatment of attendees, vendors, staff, or guests
• Deliberate interference with another vendor's business or space
• Conduct that creates a safety or security concern

Relevant conduct occurring through social media, Discord, or other online platforms may also be considered when it directly affects the safety, security, operation, or community environment of EC3CON events.

EC3CON and event security reserve the right to separate vendors, modify table locations, restrict access, remove individuals, cancel participation, or prohibit future participation when reasonably necessary to maintain event safety and operations.

EC3CON is not required to disclose confidential security, disciplinary, or vendor-related information when making operational or safety decisions.

Removal for a conduct or policy violation does not entitle the vendor to a refund.

Payments, Cancellations & Refunds

All vendor table purchases are final.

Vendor fees are non-refundable and non-transferable unless otherwise approved by EC3CON.

Emergency refund or credit requests may be considered solely at the promoter's discretion and are not guaranteed.

Failure to attend, late arrival, early departure, removal for policy violations, or dissatisfaction with an assigned or reassigned table location does not qualify for a refund.

Vendor Promotion

EC3CON invests heavily in promoting each event.

Vendors are encouraged and expected to support those efforts by sharing EC3CON event announcements, graphics, posts, and other promotional content with their audiences when possible.

Security & Vendor Property

Vendors are solely responsible for securing and monitoring their merchandise, cash, equipment, displays, and personal property.

Never leave valuable merchandise unattended.

EC3CON, its promoters, employees, contractors, sponsors, partners, and Mohegan Sun are not responsible for lost, stolen, misplaced, or damaged merchandise or personal property to the fullest extent permitted by law.

Any theft, suspicious behavior, altercation, or security concern should be reported immediately to EC3CON staff or event security.

Taxes & Legal Compliance

Vendors are responsible for complying with all applicable local, state, and federal laws and regulations.

Vendors are solely responsible for determining, collecting, reporting, and remitting any applicable sales taxes.

Photography & Video

EC3CON events may be photographed, filmed, livestreamed, or otherwise recorded for promotional, marketing, archival, and social media purposes.

By participating in the event, vendors acknowledge that they, their booth, displays, and merchandise may appear in event photography or video.

Liability

Vendors participate at their own risk and are responsible for their merchandise, equipment, displays, employees, helpers, and activities.

To the fullest extent permitted by law, vendors agree to hold harmless EC3CON, its promoter, team members, contractors, sponsors, partners, and venue from claims, damages, losses, liabilities, or expenses arising from the vendor's participation in the event, except where prohibited by law.

Enforcement

EC3CON reserves the right to enforce these policies and make reasonable operational, safety, security, and floor-plan decisions necessary for the event.

EC3CON may warn, relocate, restrict, remove, cancel, or prohibit a vendor or member of their party from participating in the current or future EC3CON events for violations or suspected violations of these policies or for conduct that reasonably presents a safety, security, or operational concern.

EC3CON maintains an extensive vendor waitlist and reserves the right to release vendor spaces when vendors cannot or will not comply with event requirements.

Agreement

By applying for, purchasing, accepting, or using an EC3CON vendor space, the vendor acknowledges that they have read, understood, and agreed to these Vendor Terms & Conditions.

The vendor is responsible for ensuring that every individual participating under their reservation follows these terms and all event instructions.

Purchasing or accepting a vendor space constitutes acceptance of these terms.