Vendor Room Application

Welcome, vendors, to AFO 2024!

Anime Festival Orlando takes great pride in providing one-of-a-kind merchandise and artwork for our Attendees. Since the beginning, we have hand-selected our vendors to help create a unique and fun shopping experience. We appreciate your interest in being a vendor with AFO.
 
The deadline for submissions is January 15th, 2024 and approvals will be e-mailed no later than March 15th. We look forward to hearing from you!

If your merchandise consists of 50% or more of 18+ material, please consider submitting an application to our brand new 18+ Showcase!  You can do that here:

https://www.eventeny.com/events/vendor/?id=13600

 

We kindly ask that you review all the information before submitting any questions.  If the material is already on the website or in your contract, you will be redirected accordingly.  If you have any questions or concerns not clarified in the above information or in your contract, please contact the AFO Vendor Coordinator (vendor@animefestivalorlando.com).

All prices, spaces, terms, and conditions are subject to change.

*New since 2022:  There are no longer any deposits required.  If you are approved your full amount will be due no later than May 3rd.  Failure to pay will result in the forfeiture of your booth and it will be offered to those vendors on the wait list.


BoothsInquiry Form Process

• We look forward to reviewing your inquiry form. To be considered for the AFO Vendor Room, we ask that you complete the Vendor Inquiry Form.  Due to the high volume of inquiries, we cannot confirm receipt of, or guarantee an immediate response to your inquiry form.  The submission process is electronic; therefore AFO is not responsible for technical issues that may cause your inquiry form to not be received.  Multiple inquiry forms will not improve the chances of being accepted.
  
  
• All fields must be completed and a link to your business/online store must be included in order for your inquiry form to be reviewed.  If a field does not apply to you please indicate with “N/A”.  Any missing information, lack of web links, and/or lack of display images may cause your application to be rejected.  It is at the discretion of AFO to reject an inquiry form if a thorough review of your information cannot be completed.  All inquiry forms will be reviewed in the order received.  Any attempt to reapply will be reviewed in the normal order of receipt and will not be based on your original inquiry form submission date.

• If approved and there is availability, you will receive an email from Eventeny and/or the vendor@animefestivalorlando.com address. If there is no availability and/or your merchandise is not a good fit for AFO for this year, we will try to inform you as such. All information will be retained for potential future events.  Booths will be considered reserved when your full payment is received.
  
  

Inquiry Form Review

• The vendors' merchandise and information will be reviewed by AFO to establish if it follows the Vendor Room Terms and Conditions. All merchandise must adhere to the rules as mentioned above and in the contract.  A vendor may be accepted, but required to remove certain items that do not fall within the rules.

• The vendor must provide an example of the booth display and accompanying merchandise that they will be setting up in the Vendor Room. This will be used to assign booth placement if the vendor is accepted. If a vendor has set up in a Vendor Room before, a photograph will provide the simplest example. If the vendor is setting up a new display, or has not displayed in a Vendor Room before, a photo or drawing of the proposed display will suffice. The vendor may be asked for more detailed explanation or further proof.

 

Vendors may arrange their area any way they like with their designated booth space, within reason. Vendor displays may not extend into or block neighboring booths and common areas such as walkways, doorways or fire exits. Vendors are encouraged to bring shelves and racks to help display their merchandise. However, please keep it within reason, and please be considerate of your fellow Vendors and Attendees. Vendors should also to bring a drop cloth to cover their tables at night. 

The Vendor Room will be locked after hours.  HOWEVER, AFO is not responsible or accountable for your merchandise.

Please note: Approval must be obtained prior to connecting any display items to the Venue Space (i.e. walls, fixtures, etc.). See an AFO Representative for approval.

 

Vendor booths may not be resold, transferred, sublet, or assigned by the Vendor. Any Co-Ops or Partnerships must receive prior approval from the AFO Vender Coordinator.

 

Payment
Payment in full is required no later than 45 days prior to to the event. Failure to pay by this deadline will result in your booths becoming immediately available for resale. PLEASE PLAN ACCORDINGLY.

A Balance Due Invoice will be sent to you via Eventeny.

A check or money order made out to Anime Festival Orlando, Inc. may be used for payment. Booths will not be confirmed until payment in full has been cleared by the bank.

Returned Checks
A return check fee of $50.00 will be levied on all checks returned for any reason.

 

Cancellation
Cancellations made 45 days prior to AFO 2024 (Sunday 05/14/24) are eligible for a 50% refund of your total booth price.
Cancellations made 30 days prior to AFO 2024 (Monday 05/29/24) are eligible for a 25% refund of your total booth price.
Cancellations made 15 days prior to AFO 2024 or later (Tuesday 06/13/24 - 06/28/24) forfeits all payments made to date. 
 
Electricity
If you require electricity at your booth there will be an additional charge for this service. Electricity (One 120V, 500W outlet) is $125.00 and must be paid in advance as we will need to place your booth near an outlet within the Vendor Room.  This rate is non-negotiable.

It is highly recommended that you bring several extension cords as the hotel charges a per day rental fee for them if necessary (please check with the hotel for exact rates).

 

Early Teardown Fee
For any Vendor that starts to dismantle their booth (tables, racks, displays, etc.) prior to Sunday at 4:00PM, they will be assessed an early tear down fee of $150.00. This must be paid before any future reservations will be honored.

Cleaning Fee
For any Vendor that fails to properly clean their booth space prior to their departure at the close of the show, they will be assessed a cleaning fee of $75.00. This must be paid before any future reservations will be honored.

AFO 2025 Reservations

Information for how to register for AFO 2025 will be provided shortly after the 2024 event has concluded.

Vendor Volunteers
AFO recognizes that a number of Vendors may use volunteers with whom they have made their own arrangements. Please keep in mind that AFO reserves the right to notify the proper authorities if they feel a Vendor is jeopardizing the safety and/or welfare of a minor whether physically or emotionally.  This includes screaming, cursing, threats or intimidation, providing alcohol or any illegal substance, or if the situation seems inappropriate in nature. All complaints against any Vendor will be remanded to the Orange County Sheriff’s department for investigation.

 

The hours of operation for the Vendor Room are as follows (subject to change):

Load In/Set Up   
Thursday: 2PM – 10PM
Friday: 9AM – 12PM

Doors Open For Vendors
Saturday: 8AM
Sunday: 9AM

VIP Access
Friday: 12PM - 1PM
Saturday: 9AM - 10AM
Sunday: 10AM - 11AM

 

Friday: 1PM - 7PM
Saturday: 10AM - 7PM
Sunday: 11AM - 5PM

 

Load In & Set-up
Vendors will be allowed to begin set-up on Thursday after 2:00pm. Please be aware that loading/unloading is restricted to the venue’s designated areas.

Tear Down & Load Out
The Vendor Room is Open Until 5PM on Sunday. Please plan your schedules accordingly. You may not begin to break down any displays until the room has been cleared of any and all attendees and the CLOSING ANNOUNCEMENT has been made. This is for everyone’s safety and we appreciate your compliance. Failure to comply will result in the aforementioned Early Tear Down Fee (See Contract Compliance). 
 
Please use the trash bins and cardboard receptacles that are provided by the venue for your convenience. Failure to properly dispose of all trash (including zip-tie cut offs), will result in the aforementioned Cleaning Fee (See Contract Compliance).

 

Audio displays must be kept at a reasonable volume. The staff reserves the right to request volume modifications for any reason. Any music played must be age appropriate. Since this is a family convention we ask that you please refrain from playing music that contains profanity or suggestive lyrics.

No smoking or alcoholic beverages please. Convention facilities prohibit outside food and beverages unless prior approval has been granted and a hotel waiver has been submitted.

 

Retail Merchandise
We respectfully ask all Vendors refrain from selling any titles or merchandise which are not clearly licensed for sale. If we see titles of questionable licensing, you will be asked to remove them from your display. If you don’t remove them, you will be asked to leave the premises, and you forfeit all payments - no refunds will be issued. AFO has final say over whether any specific item is allowed to be sold and reserves the right to deny any item from being sold for any reason.

Vendors are asked not to display/sell bootleg materials including, but not limited to: Banners, Scrolls, Posters, CDs, DVDs, Toys, Figurines, Plushies, Accessories, Clothing, Messenger Bags, Manga, Comics, Any recorded media (this includes fan-subtitled videos).

If you have any questions concerning this policy, please e-mail vendor@animefestivalorlando.com

Adult Materials (18+)
AFO maintains a family friendly environment and caters to fans of all ages, including minors. Please display all adult material responsibly (keep the naughty bits covered), and it is your responsibility to check IDs before selling all adult material. Failure to abide by the above may result in immediate expulsion from the convention. No booth refund will be given.

If your merchandise consists of 50% or more of 18+ material, please consider submitting an application to our brand new 18+ Showcase!  You can do that here:

https://www.eventeny.com/events/vendor/?id=13600

There is to be no selling or displaying of any merchandise promoting pedophilia. We reserve the right to prohibit the display of any merchandise that we deem inappropriate.

Original Works/Crafted Items
AFO recognizes original works or crafted items to include but is not limited to: any product featuring an artist’s original character, commissioned or hand-drawn works during the convention, any unique, individual, hand-made items, fan art which clearly shows that the work is produced by the artist, rather than by the license holder, props that are clearly made by the artists that are original rather than of a licensed nature, etc. AFO is not liable for any works that may depict copyrighted materials, trademarked logos, and related official art and/or that may be in violation of license or distribution holder’s rights.

AFO reserves the right to ask a Vendor to remove such items from their table of AFO’s own determination or at the request of a respective Vendor with valid licensing/distribution rights. If not removed, you will then be asked to leave the premises, and you forfeit all payments, no refunds will be given.

Contact Lenses
The sale of contact lenses for costume or cosplay purposes must be FDA-Approved and/or FDA-Cleared Cosmetic/Theatrical Contact Lenses. AFO will not be held liable for violations to any Local, State, or Federal Regulations. AFO reserves the right to ask a vendor to present appropriate documentation including but not limited to authorized distribution/license and 501(k) summary for brands of contacts being sold. AFO reserves the right to ask for removal of unauthorized materials; failure to do so will result in removal from the premises and forfeit of all payments - no refunds will be given. 
 
Federal Regulations – Title 16, Part 315 – Contact Lens Rule:
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=6a4cf6b9f987b8e92b7c34d0e9ef2125&rgn=div5&view=text&node=16:1.0.1.3.39&idno=16

FDA-MedicalDevices-Decorative Contact Lenses:
http://www.fda.gov/MedicalDevices/ProductsandMedicalProcedures/HomeHealthandConsumer/ConsumerProducts/ContactLenses/ucm270953.htm

Laser Devices/Toys
If you sell any sort of laser device or toy which emits a laser beam such as a laser pointer, targeting sights, pet toys, etc., be advised that it must NOT exceed a Class 1 rating (ANSI Z 136.1 or IEC 60825-1 Standard).

All laser products must come from the manufacturer with the class rating clearly labeled. Any laser items found not properly labeled or found to exceed Class 1 ratings must not be sold and should be removed from the convention space. Failure to comply with a removal request will result in the confiscation of the articles or the forfeiture of your booth for the remainder of AFO with NO refund at AFO’s discretion.

Weapons/AirSoft
The sale of live steel and air guns to minors under 18 years of age is at your own risk (FL Statues, Ch. 790, Sec. 17, 225, 18, 22). All blades and air gun items must be sealed in a tapped box prior to leaving the booth. AFO requests that all Vendors mark the merchandise box with the birth date of the purchaser. Federal and State law requires that any toy gun is to be tipped in orange and we expect all Vendors to comply. Failure to check ID or to secure or identify a weapon may lead to immediate dismissal with NO refund. Please review Florida State Statues Chapter 790 and applicable Federal Laws. A Weapons Addendum will be provided upon request.

Advertising

If you are interested in an advertising option, please email vendor@animefestivalorlando.com

Panel Hosting

Any vendor who is interested in hosting a panel should fill out the appropriate panel request form found on the AFO website (www.animefestivalorlando.com). If you are planning to submit a panel application(s), please notify the Vendor Coordinator so they may follow up with the Panel Staff regarding your panel approval and scheduled time(s).

Sales Tax

All Vendors assume full responsibility for the collection and payment of any local state and or federal taxes. All vendors are responsible for any operating licenses that may be required by local, state or federal law.

By submitting this application you are acknowledging that you are responsible for any and all applicable taxes pertaining to the sale of all goods and services you provide.

Safety and Security
AFO will have Event Safety Staff roaming the entire convention space. Their prime directive is to keep Staff, Attendees, Guests and Vendors from injury. As a retailer it is your responsibility to secure your merchandise, and to have appropriate coverage to watch your space. If you have more than two booths you are required to have at least two people to staff your area. AFO cannot provide coverage for breaks.

All vendors are fully and solely responsible for their property while on the convention site during and after Vendor Room hours. It is recommended that vendors obtain adequate insurance to cover loss, damage or liability. Neither Anime Festival Orlando, Inc. (AFO) nor its staff will be responsible for any injury, loss, or damage that may occur to the vendor, vendor's associates, or property for any reason.

If you plan to ship merchandise ahead of your arrival please be aware that there is a per package handling fee which the venue charges. For the Shipping Addendum, please contact the Vender Coordinator.

Breach of Contract

If you do not adhere to the stipulations set forth in this contract, it may be deemed a breach of contract. You may be asked to leave the premises and will not be entitled to any refunds. All rights to litigation will be waived. If you need to send your reservation and payment by mail, please contact vendor@animefestivalorlando.com for the remittance address.

Make checks or money orders payable to: Anime Festival Orlando, Inc.

Anime Festival Orlando (AFO) is not responsible for lost payments through the Mail (USPS). Vendors are encouraged to contact the Vendor Coordinator to confirm the remittance address as this will also inform us that a payment is on the way to us. In the event of a lost check, the Vendor may cancel the lost payment through the necessary institutions and will need to contact the Vendor Coordinator to make other payment arrangements.

AFO RESERVES THE RIGHT TO EJECT ANY VENDOR FROM THE EVENT WITHOUT REFUND FOR VIOLATIONS OF THIS CONTRACT AND/OR ANY APPLICABLE FEDERAL, STATE, COUNTY OR LOCAL LAWS.

Upon receipt it is understood that I have read the AFO Vendor Contract and agree to the conditions set forth. I also realize that these conditions may change based on policies of the Venue. I agree this document is a binding contract between Anime Festival Orlando, Inc. (AFO) and the Company which I am authorized to represent.