Points of Contact
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The Vendor must indicate a Vendor Representative for whom CAPCON will provide information upon acceptance of the Vendor Request form.
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The CAPCON Vendor Coordinator will be the sole contact between CAPCON and the Vendor.
Responsibilities and Practices
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The Vendor is solely responsible for all aspects of their own sales, trades, deals, and dispute resolution.
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Any disputes arising from vending must be resolved directly between the Vendor and the complainant(s).
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CAPCON will not be held responsible for – nor become involved in – any aspect of the Vendor’s sales, practices, or disputes.
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Fundraising of any kind on-site during the event is not permitted.
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CAPCON reserves the right to prevent the Vendor from displaying and/or selling 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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CAPCON agrees to provide one (1) standard-size table (72” long x 30” wide) per table space purchased by the Vendor.
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For Vendors supplying their own tables and/or display units, the total number of tables and/or display units cannot exceed the total number of table spaces requested and paid for. Max. table size is 72” long x 30” wide. The Vendor must pay for their total number of table spaces, regardless of who supplies the tables.
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Access to AC electrical power must be indicated on the Vendor Request 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.
Vendor Personnel
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The Vendor is responsible for the activities and behaviour of all of their personnel.
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The Vendor will be provided a number of venue admission passes at no charge for vendor personnel. The limits on the number of no-charge venue admission passes are based upon the number of tables allocated to the Vendor:
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1 vendor space: 2 persons in total
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2 vendor spaces: 3 persons in total
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3 or more vendor spaces: max. 4 persons in total
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The Vendor must indicate the number of vendor personnel on the Vendor Request form – per defined limits – and provide names no later than October 3, 2025. Venue admission passes (hand stamps) will be provided to listed Vendor personnel.
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Additional Vendor personnel are permitted provided they (or the Vendor) pays for general admission to the venue.
Vendor personnel are not entitled to free registration of models into competition.
Table Locations
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Standard Locations: Anywhere within the Vendor Room except for locations designated as “Premium Locations.”
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Premium Locations: Tables situated along the windowed wall, which gives additional display area.
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CAPCON will try to best accommodate vendor requests for table locations.
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The Vendor may not move or relocate their assigned spaces.
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Any issues with table locations must be resolved between the Vendor Representative and the CAPCON Vendor Coordinator.
Unloading, Set-up, Tear-down
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The Vendor 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 Vendor must vacate the Vendor Room by the designated time as indicated by CAPCON.
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The Vendor must remove all 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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Vendor personnel are responsible to pay for their own parking at the CAPCON event, and will not be reimbursed by CAPCON or the Venue.
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Limited parking may be available for trailers or larger vehicles on a first come, first served basis. If a parking space for such a large vehicle is required, the Vendor Representative must inform the CAPCON Vendor Coordinator before October 3, 2025.
Vendor Room Hours
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The Vendor may vend only when the Vendor Room is open to the public, as specified in the CAPCON 2025 schedule.
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The Vendor may not sell, trade, or arrange deals with anyone before the Vendor Room is open to the public.
Signage and Promotional Materials
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Signage and promotional materials used by the Vendor must be:
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part of the Vendor’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 business names on signage and business wear.
- CAPCON reserves the right to remove/relocate signage deemed to be violating these guidelines or those contained in the Responsibilities and Practices section.
Cancellation Policy
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For a cancellation request received up to (and including) October 3, 2025, a full refund may be issued – at CAPCON’s discretion – to the Vendor.
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After October 3, 2025, there will be NO REFUNDS (full or partial) for a Vendor cancellation.
Vendor and Club Guidance Package
A Vendor Guidance package will be provided to the Vendor ahead of the CAPCON event.
Indemnity
The Vendor 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 Vendor 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