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Year II
Vendor Application

Vendors Booths (Approx 100 spaces)

  • 10x10 Space inside the Tennis Pavilion building for $400

  • Selling handmade or manufactured goods

  • Open to all our pass holders during designated vending times. (Approx 10am to 5pm these times may adjust)

  • Electric is available, but not guaranteed.  Please comment on whether or not you need electric.

  • Tables can be provided at an additional cost up to 2 per booth.

  • Approximately 900 students on campus daily, 50 to 100 volunteers, 50 plus presenters and performers.  In addition, anyone on campus is welcome into Vendor Alley.  Students, staff and volunteers will change daily

  • Space Includes 2 weekend Vendor Booth Passes good for all non-special event programming. 

  • Up to 2 additional badges can be purchased for 50% off at $75 a piece

Artist Alley Booths (Approx 12 spaces)
 

  • 6X6 Space inside the Tennis Pavilion building for $250

  • Selling handmade artwork.  Including paintings, prints, graphics, illustrations, or sketches. (if you have questions about qualifying for Artist Alley please email us a vendors@weekendofwizardry.com)

  • Open to all our pass holders during designated vending times. (Approx 10am to 5pm these times may adjust)

  • Electric is available, but not guaranteed.  Please comment on whether or not you need electric.

  • Tables can be provided at an additional cost up to 1 per booth.

  • Approximately 900 students on campus daily, 50 to 100 volunteers, 50 plus presenters and performers.  In addition, anyone on campus is welcome into Vendor Alley.  Students, staff and volunteers will change daily

  • Space Includes 2 weekend Vendor Booth Pass good for all non-special event programming. 

  • Up to 2 additional badges can be purchased for 50% off at $75 a piece

Activities Space (Approx 5 Spaces with multiple shifts )

  • 6 foot table & 2 chairs in the Tennis Pavilion building or other high traffic spots on campus $25 per hour 

  • Space to be used for activities not the sale of merchandise, i.e Face Painting, Makeup Artist, Artificial Tattooing, Henna, Live drawing, Temporary Hair Color (non spray), Hair Accessorizing, Readings, etc.

  • Open to all our pass holders during designated vending times. (Approx 10am to 5pm these times may adjust)

  • Electric may be available, but not guaranteed.  Please comment on whether or not you need electric

  • Approximately 900 students on campus daily, 50 to 100 volunteers, 50 plus presenters and performers.  In addition, anyone on campus is welcome into Vendor Alley.  Students, staff and volunteers will change daily

  • Space Includes 2 weekend Temp Vendor Booth Pass good for all non-special event programming. 

  • Up to 2 additional badges can be purchased for 50% off at $75 a piece

Non Profit and Club Tables  (Approx 12 spaces)
 

  • Table and chair can be rented at an additional cost.

  • 1 or 2 Nonprofit partnerships with causes relating to Harry Potter or Table Exchange with other local conventions 

  • Open to all our pass holders during designated vending times. (Approx 10am to 5pm these times may adjust)

  • Electric is available, but not guaranteed.  Please comment on whether or not you need electric.

  • A table can be provided at an additional cost up to 1 per booth.

  • Approximately 900 students on campus daily, 50 to 100 volunteers, 50 plus presenters and performers.  In addition, anyone on campus is welcome into Vendor Alley.  Students, staff and volunteers will change daily

  • Space Includes 1 weekend Vendor Booth Pass good for all non-special event programming. 

  • Up to 2 additional badges can be purchased for 50% off at $75 a piece

Discounted Staff Housing
 

  • 25 suite style rooms will be available to rent for our vendors.  Keys will be needed to enter the area and/or staff badge pass.

  • These rooms will be located in an ALL STAFF building.

  • Volunteer break areas, coffee, and snacks will be located in main lounge

  • No "students" will be allowed in the building

  • Fun and shenanigans encouraged

  • Suite style rooms will have anywhere from 3 to 6 rooms built off one living area and kitchenette. Rooms contain a twin bed. Think dorms!  Decisions on rooms will come after approval and will be reserved at time of payment.  Additional rooms will be available for weekend, but may not be in the staff building.

  • In addition, weekend food passes will be offered to volunteers, vendors and performers at cost for dinner only or weekend food pass (Friday Dinner) through Sunday Lunch)

  • Costs -

    • Thurs - Sunday (Room in shared suite) total -  $215. includes linens 

    • Friday - Sunday (Room in shared suite) total - $145 includes linens 

    • A food pass must be purchased with each room

    • Weekend Food Pass Friday  - Sunday lunch - $75

    • Additional meals on Friday may be purchased at time of approval/payment, however meal costs do increase with anyone commuting.  These meal passes are only available at this price to our "Staff" that will be staying the weekend.

Exhibitor Type (select one):

Booth Add-Ons 

We love our vendors at Weekend of Wizardry and want to provide price options for all!   Below are a few add-on options to enhance your booth.  

 

Additional Options

Advertising Add-Ons 


Advertising at Weekend of Wizardry is a great way to get your company's name out there for all attendees to see.  You can place an ad in the Weekend of Wizardry programming guide which will be available to all Weekend Pass attendees and above.  Additional programs will be available to all attendees for a small nominal printing fee and as a downloadable PDF for free to all attendees through our Event App.

Advertisers will be listed on our website and receive additional Social Media posts.

In addition to ad options, all vendors have the option to place a coupon, small gift or small business card in the attendees Registration Packages, the Weekend Ticket holder and above swag bags, and/or our welcome baskets for attendees staying in the student dorms.

Select all that apply:
Do you have a Tacoma Business License?

PAYMENT INFORMATION (choose one): Payment must be received no later than 30 days from approved application but no later than 3/15/2020,.  Booths are assigned to approved vendors/artists upon payment in full, and application approval does NOT guarantee space unless payment is made. 

**APPLICATION MUST BE RECEIVED NO LATER THAN 3/1/2020 **
Please list items/services that will be offered within your booth: 

Please include four photos. You may also include any reference materials or testimonials that represents your craftsmanship or services.

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Supporting Documents
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Upon approval of application:
Pay via payment link or Send Check or Money Order Payment to:
CMG Events
Attn: Cassandra Delgado 
8604 23rd Street Ct West 
University Place, WA 98466


PAYMENT MUST BE RECEIVED WITHIN 30 DAYS OF APPROVAL BUT NO LATER THAN 3/15/2020.

APPROVED VENDORS THAT PAY WITHIN 1 WEEK OF THEIR WRITTEN APPROVAL WILL RECEIVE 10% OFF BOOTH FEE ONLY.

Note: All potential vendors will be juried by the Weekend of Wizardry Committee. Preference will be given to vendors that offer products directly relating to the theme of the event. Space is limited. After we receive this application/contract you will be contacted with an acceptance or denial. Vendor packages will be emailed out at least 2 weeks prior to the event.  This will include load in, parking, and location specific information.  
 

GENERAL TERMS AND CONDITIONS 
1.) Exhibitor agrees to abide by all applicable laws, ordinances and regulations pertaining to health, fire prevention and public safety.


2.) Exhibitor agrees that all items sold must be listed and described on the vendor application.  Weekend of Wizardry reserves the right to deny sale of any items not listed on your application.  Exhibitor is solely responsible for the collection and payment of any/all applicable sales tax.


3.) Exhibitor/Artist agrees to load in/set up designated booth between noon and 8pm on Thursday, May 28th, 2020 & 7am to 9:30 am on Friday, May 29th, 2020. All Exhibitors must be open for business Friday, May 29th, 2020 from 11am to 6pm ; Saturday, May 30th, 2020 from 10am to 6pm; and Sunday,  May 31st, 2020 from 10am to 5pm.  Exhibitors cannot begin packing up until Vendor Alley is closed. Exhibitors must be broken down and offsite by Sunday, May 31, 2020 at 9pm.


4.) Exhibitors shall keep the booth area in a clean and sanitary condition at all times, and shall be responsible for removing any and all trash from their booth and surrounding area, and disposing it in the designated recycling and or trash container provided on site. Decorations, boxes and bulk trash must be taken with exhibitor.


5.) Exhibitor agrees to stock sufficient inventory, supplies or commodities to fill their table. Exhibitor understands that there is in no way a guarantee of sales during the event.


6.) Exhibitor is responsible for providing the entire contents, decorations, costumes and additional fixtures needed to complete their booth. Exhibitor is requested to decorate their booth in accordance to the theme of the event; nothing can be affixed, stapled, taped, nailed or hung from the walls/pipe or drape.


7.) Exhibitors with children - all parents shall supervise or provide adult supervision for their children. Parents shall be responsible for any damages to persons/property caused by lack of supervision.  Children are required to be ticketed.  Exhibitors found having unattended children will be asked to leave the event and will not be invited back.  If you cannot comply with this rule, please do not apply for space.


8.) Exhibitor agrees to indemnify and hold harmless CMG Events, Weekend of Wizardry, the Board, staff and volunteers of theft, injuries and losses to any person or goods arising out of or in any way connected with the renting of space in the event. Exhibitor agrees that this is intended to be a full and final compromise and release of any claims, demands, causes, actions and causes of actions known or unknown.


9.) CMG Events, Weekend of Wizardry, the Board, staff and volunteers will not be liable for refunds or any other liabilities whatsoever for the disruption of the event due to reason of enclosure in which the event is to be produced, being before or during the event, destroyed by fire or other calamity, or by any Act of God (including but not limited to weather), public enemy, strikes, statutes, or any other cause, Weekend of Wizardry has the option to cancel the event by April 28, 2020 and will return 100% of booth fees to exhibitors if canceled. 


10.) Exhibitor agrees to maintain the dignity and integrity of Weekend of Wizardry and will not perform any acts of a harmful nature.  Weekend of Wizardry reserves the sole right to ask any exhibitor or its employees to leave the event that they feel are not acting in the best interest of the event. 


11.) Exhibitor understands that upon confirmation and payment, vending booth fees are non-refundable.


12.) Exhibitor understands that they are solely responsible for the security of their booth & product.  Vendor Hall will be closed and locked each evening, however Weekend of Wizardry/University of Puget Sound cannot be responsible for any vendor's lost or stolen goods/items/cash.


13.)Sales or Distribution of the following items will be strictly prohibited: Substances such as drugs, or drug paraphernalia, Animals/pets, Guns, or other mechanical weaponry - No WEAPONS may be sold whatsoever.


14.) It is prohibited to sell or distribute any items with Logos, Symbols, Sayings, or Images that are intellectual propery or copyright of Warner Bros. Entertainment, J.K. Rowling or otherwise connected with Harry Potter or J.K. Rowling's Wizarding World. HARRY POTTER, characters, names and related indicia are trademarks of and (c) Warner Bros. Entertainment Inc. Harry Potter Publishing Rights (c) JKR. As such, CMG Events/Weekend of Wizardry will not be held liable whatsoever if items violate this clause and are asked not to be sold and are removed. 


15.) This agreement constitutes the entire contract between CMG Events/Weekend of Wizardry and the Exhibitor. No changes shall be valid unless agreed to by both parties in writing. 

COMPLETING AND SUBMITTING THIS APPLICATION IS NOT A GUARANTEE OF SPACE. THIS APPLICATION SHALL NOT BE A BINDING CONTRACT UNTIL CONFIRMATION OF APPROVAL HAS BEEN RECEIVED AND FULL PAYMENT HAS BEEN MADE BY THE EXHIBITOR.

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*Disclaimer, as we do not want to be hauled off to Azkaban- The Weekend of Wizardry is an immersive Harry Potter fan convention event, and this event is not endorsed by, affiliated with, sanctioned or in any other way supported or associated with Warner Bros. Entertainment, J.K. Rowling or otherwise connected with Harry Potter or J.K. Rowling’s Wizarding World. HARRY POTTER, characters, names and related indicia are trademarks of and © Warner Bros. Entertainment Inc. Harry Potter Publishing Rights © JKR.

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