ConGregate 12

Location: Grand Ballroom E-H

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Temperature

Please be aware that, since this is our first year at this hotel, we have no idea what the temperature will be like in the convention space. We highly suggest vendors bring layers.

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Please read carefully. Some things have changed!

Notes:

• You may apply for the space using the form on this page. Note: You will be expected to have read our Dealer Room Policies below first.
• All dealer space is juried. ConGregate will select dealers based the merchandise that best suites our fans, and represents the least possible duplication with other dealers.
• ConGregate tries to rotate out some of our dealers each year. The space is not particularly large, and we have been bringing back many of the same dealers, year over year. If you have been to ConGregate several times recently, please do not feel slighted if we elect to have someone different for the upcoming year - especially with merchandise where there have been a lot of dealers applying each year. It’s not personal; we just simply need to offer opportunities to other dealers who have been patiently waiting. We urge you to reapply for the following year.
• The Dealer Application is NOT a contract. We will contact you within 2 to 4 weeks of your application to advise if you have been accepted. At that time, an official contract will be sent out. Make sure you can receive emails from dealers@con-gregate.com.
• Due to liability concerns, we will typically not be able to accept any dealers whose merchandise includes copyrighted images or materials, unless the vendor can provide proof that they have permission to use/sell those images or materials.

Policies:

ConGregate reserves the right to refuse space to anyone without further explanation.

DEALER SPACES
Dealer spaces are 8’ wide and 7’ deep in size. The cost per space is $145.00 (USD). This includes one six foot table per space. You can also purchase your space without any tables for a $40.00 discount, making the cost $105.00. Whichever you choose, we will be renting tables based on our dealers early  requests, and may not be able to add tables later.

Due to space constraints, Congregate can only offer a maximum of 3 spaces to any dealer.

Dealer space locations will be assigned solely at the discretion of the ConGregate staff.

TABLES
Dealer spaces have two price levels, those with tables and those without tables. Please make note of which one you chose when you sign your contract. It is quite possible we may not be able to add tables later. For spaces without tables, dealers are free to bring their own tables and/or displays at no charge, but those materials must easily fit inside the dealer’s space(s).

If tables are not requested in the final contract, none will be available during the convention.

CONVENTION MEMBERSHIPS
Each dealer space includes (1) membership to the convention. Additional memberships may be purchased by the dealer at a special rate of $35.00 per membership, up to a maximum of two (2) additional memberships per space. Special price memberships must be purchased prior to June 28. 

Wi-Fi
Based on our contract, the Marriott is supposed to have wi-fi free of charge in the convention space. The login information will be able at the Dealer Ops table in the dealer room.

LABOR
Dealer is expected to provide enough labor for load-in, load-out and to operate their booth. Due to liability issues, ConGregate is not able to provide any labor for the dealer.

CONTRACT/PAYMENT
Dealer spaces will not be held for longer than 2 weeks without a signed contract.  

Once the signed contract is returned to ConGregate, an invoice will be emailed to the dealer beginning in February of 2026. Payment can be made either by credit card or check (made out to ConGregate Productions). Verified payment to ConGregate must be received within 2 weeks of the invoice date. Spaces not paid for will be sold to other vendors on a first come basis.

REFUNDS
If the convention is cancelled, a full refund will be issued. If the Dealer cancels before April 1, 2026, a refund minus a 10% fee will be issued. For cancellations between April 1 and June 1, 2026, 50% will be refunded. After June 1st, no refund will be issued.

LIABILITY
Vendors agree to release, absolve, and hold blameless ConGregate, including the host hotel, convention committee, ConGregate Productions, Inc. and all other agents thereof against all costs, damages, losses and liabilities resulting from any accident, bodily injury or property loss occurring to any person or persons including exhibitor, exhibitor’s agents, and/or employees, or attendees of the convention arising out of or resulting from the exhibitor’s use and occupancy of the exhibit area or any part thereof.

ATTENDANCE
ConGregate does not guarantee any specific attendance figures for the convention and/or any expected sales figures for the dealer during the weekend of the convention.

Dealer assumes all financial risk associated with setting up at ConGregate.

SECURITY
ConGregate will take reasonable precautions for security in the exhibit area during posted dealer room hours. We will endeavor to make sure the doors are locked at all other times. However, the ultimate responsibility for all merchandise and exhibits resides with the owner/operator of said exhibit/dealer space.

TAX REQUIREMENTS
It is the responsibility of the dealer/exhibitor to collect tax and pass it along to the state of North Carolina.

ELECTRICITY
Power drops are charged by the Marriott at a cost of $60.00 plus taxes & fees for any single device which can run off of a single 15 amp wall socket. Heavier power needs will necessitate additional power drops.

Electrical needs must be specified on the contract - no exceptions. Any dealer that does not request a power drop, will likely not have power at the convention.

ADDITIONAL DEALER ROOM RULES
Dealer agrees to abide by the following additional rules:

1. All convention rules and policies listed on the convention’s website - including safety precautions for health related concerns.
2. Dealer agrees not to place any items in front of any neighboring exhibits/dealer spaces.
3. Dealer shall not rent or give away any part of their assigned dealer space to a third party without express permission of ConGregate’s Convention Chairman.
4. Dealer shall not set-up any sound system or video presentation without express permission of ConGregate’s Convention Chairman.
5. Dealer shall not sell any merchandise that incorporates any licensed or copyrighted material, without appropriate permission, if doing so would violate intellectual property (IP) law. ConGregate might require dealer to provide verifiable written permission to use that person or company’s IP.
6. Dealer shall not sell any merchandise which is alive (yes, it's happened).
7. Dealer will not sell food (it's a violation of the convention's hotel contract). 
8. Dealer agrees that ConGregate has the right to ask the dealer to remove any objectionable materials or merchandise from the convention space.
9. Dealer will comply with all written municipal, state and federal laws.
10. ConGrgeate cannot provide permission for dealers to hang anything on walls or ceiling of the hotel. Dealers may make arrangements for the hotel to hang any banners, signs, etc. Charges will likely apply. Please inform ConGregate of your intensions prior to contacting the hotel.
11. Dealer will have their space set up and functioning during all three (3) days of the convention. 
12. ConGregate can cancel this contract, if the convention finds ample cause, based on the dealer’s actions.

Please make sure you read the rules & policies for the Dealer Room.

NOTE: We are not ConCarolinas - we are a different con completely.