Points of Contact
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The Club must indicate a Club Representative for whom CAPCON will provide information upon acceptance of the Club Display Request form.
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The CAPCON Vendor Coordinator will be the sole contact between CAPCON and the Club.
Responsibilities and Practices
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The Club agrees that it shall set up a display ONLY to promote the Club’s activities, including (but not limited to) displaying & handing out promotional material and/or displaying samples of the Club’s work.
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The Club agrees that it shall NOT engage in any sort of vending activities (such as, but not limited to, selling/trading of goods) or fundraising of any kind.
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The Club is solely responsible for all aspects of their own display.
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CAPCON reserves the right to prevent the Club from displaying items/materiel that is:
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reasonably considered to be inappropriate or offensive by generally-acknowledged standards of taste and acceptability; and
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considered to be in violation of the venue’s safety policies — dangerous goods, flammable/noxious materials, etc.
Table Provisioning
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There is no charge to the Club for allocated tables.
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CAPCON agrees to provide one (1) standard-size table (72” long x 30” wide) per Club table space allocated.
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CAPCON will determine the number of tables, up to a maximum of two (2), to be allocated to the Club. CAPCON will inform the Club of how many tables have been allocated and the number of allowed Club personnel (see Club Personnel section below) by October 3, 2025.
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The Club is restricted to use only those tables provided by CAPCON.
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Access to AC electrical power must be indicated on the form. The Vendor agrees to supply their own electrical cords.
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CAPCON assumes no responsibility for the provision of, access to, or troubleshooting of electrical power.
Club Personnel
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The Club is responsible for the activities and behaviour of all of their personnel.
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The Club will be provided a number of venue admission passes at no charge for club personnel. The limits on the number of no-charge venue admission passes are based upon the number of tables allocated to the Club:
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1 table space: 2 persons in total
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2 table spaces: 3 persons in total
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The Club must indicate the number of club personnel on the form – per defined limits – and provide names no later than October 3, 2025. Venue admission passes (hand stamps) will be provided to listed Club personnel.
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Additional Club personnel are permitted provided they pay for their own general admission to the venue.
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Club personnel are not entitled to free registration of models into competition.
Table Locations
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Table locations are determined by CAPCON; tables may not be moved or relocated by Club personnel.
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Any issues with table locations must be resolved between the Club Representative and the CAPCON Vendor Coordinator.
Unloading, Set-up, Tear-down
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The Club will be advised of scheduled unloading/loading dates and times, locations, and procedures for setting up at the beginning of & tearing down at the end of the CAPCON event.
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The Club must vacate the vendor area by the designated time as indicated by CAPCON.
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The Club must remove all of their items brought to the CAPCON venue – including packing boxes, merchandise, recyclables and other related materials – by the end of the CAPCON event.
Parking
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Club personnel are responsible to pay for their own parking at the CAPCON event, and will not be reimbursed by CAPCON or the Venue.
Signage and Promotional Materials
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Signage and promotional materials used by the Club must be:
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part of the Club ’s own table set-up, within their allocated table space(s);
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unobtrusive and not interfere with pedestrian traffic; and
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bilingual (English and French) with the exception of established or trademarked club/business names on signage and club wear.
- CAPCON reserves the right to remove/relocate signage deemed to be violating these guidelines or those contained in the Responsibilities and Practices section.
Club Guidance Package
A guidance package will be provided to the Club ahead of the CAPCON event.
Indemnity
The Club shall at all times indemnify and hold harmless CAPCON (including its directors, servants, agents, contractors, and volunteers) from and against any and all loss, liability, claims, demands, awards, judgments, actions, proceedings, or expenses by whomsoever made, arising out of the use and/or occupation of the property at which the CAPCON 2025 event is held.
All Club personnel must follow all directions of the Vendor Coordinator, and all decisions of the Vendor Coordinator are final.
Failure to follow any direction of the Vendor Coordinator or any of the listed terms and conditions may result in exclusion/expulsion from the CAPCON 2025 event, and possible denial of vending at future CAPCON events.
Got questions?
For more information, please contact the Vendor Coordinator: capconvendors@ipmsottawa.com