Vendor & Artist Agreement

By attending or registering, the Vendor acknowledges they have read, understood, and agree to this Agreement.

This Vendor Agreement (“Agreement”) is between Highland Realms Comic Con (“Event Organiser”, “we”, “us”) and the approved vendor or artist (“Vendor”, “you”). By submitting a vendor application, paying fees, or attending the event as a vendor, you agree to the following terms:

Vendor Eligibility & Approval

Vendor applications must be submitted via our official form.
Submission does not guarantee acceptance.
We reserve the right to approve or decline applications at our discretion. This is a curated event and selections will be made based on product suitability, quality, and other factors.
Vendors must provide accurate business and contact information.

Vendor Fees & Payment

Vendor fees must be paid in full within 5 days of invoicing to secure your space.
Fees are non-refundable, unless the event is cancelled by us.
Failure to pay by the deadline may result in losing your reserved space.

Stall Assignments

Stall sizes and locations are assigned by the Event Organiser.
We may adjust stall layouts for safety, flow, or operational needs.
Vendors must not exceed their allocated space or block walkways.
Banners and displays should not protrude from your space, or exceed a height of 10 feet, without prior management approvals.

Vendor Responsibilities

Vendors must:

Setup & Breakdown

Arrive during designated setup times.
Remove all materials during breakdown.
Leave the stall area clean and free of rubbish.

Conduct

Treat attendees, staff, and fellow vendors with professionalism.
Follow all venue and safety rules.
Supervise their stall at all times during trading hours.

Products Sold

Only sell items listed on your approved application.
Packaged food, such as cakes and sweets, may be sold with prior approval. These items being sold without approval will result in the vendor being asked to remove them.
You are allowed to exhibit with both art featuring characters of your own creation, as well as fan art and fan crafts based on comics, anime, manga, and pop culture series.
We define “fan art and fan crafts” as original work you have created based on licensed, copyrighted material and characters.
Prohibited items include:
- Items created with AI.
- Real weapons of any kind
  - This includes, but is not limited to, steel replica swords, knives, throwing stars, or blades of any kind. Items such as pepper spray, tasers, or any projectile weapons such as crossbows, arrows, or blow guns are not allowed.
- Counterfeit items, bootlegs, knock-offs, or other pirated items.
- The sale of any item which reproduces official artwork.
  - You cannot use official poster art, key art, screenshots, logos, or other materials you did not draw yourself.
  - This includes making buttons, pins, bags, keychains, etc. with official art.
- Mass-produced fan art and fan crafts.
  - While artists are allowed to sell buttons, pins, bookmarks, keychains, and apparel, all must be limited in nature. Mass-produced fan art and fan crafts may be considered bootleg merchandise and subject to removal.
- Any item which reproduces the artwork of other fans.
  - For example, you cannot copy another artist’s work from DeviantArt or similar sites and call it your own, and you cannot use this artwork as the basis for other fanart or fan crafts.
  - Do not trace, copy, or place Photoshop filters over any art you didn’t create.
  - The alteration or modification of an existing work is not considered an original work.

Should a staff member or publisher representative ask you to remove any item from display and sale, you must do so immediately. Failure to follow this policy puts you at risk of being removed from the event without refund, restricted from future editions of Highland Realms Comic Con, and in some cases, criminal fines and prosecution.

Insurance

Vendors are responsible for:

Their own business insurance
- Product liability
- Public liability

We are not liable for theft, loss, or damage to vendor property.

Health, Safety, & Compliance

Vendors agree to:

Follow all fire safety regulations
Avoid obstructing emergency exits
Keep electrical equipment safe and PAT-tested (if applicable)

We may remove unsafe equipment from the premises.

Power, Wi-Fi, & Equipment

Unless otherwise stated:

Power is not guaranteed but will be provided wherever possible.
Wi-Fi may be available but is not guaranteed.
One chair will be provided per vendor space.
Vendors must bring their own table*, display equipment, table coverings*, and signage.
- *unless otherwise arranged prior to the event

Behaviour & Enforcement

We may remove any vendor (without refund) for:

Violating this Agreement
Unsafe or disruptive behaviour
Selling prohibited items
Harassment or inappropriate conduct

Photography & Media

Vendors may be photographed or filmed during the event.
Such footage may be used for promotional purposes without additional consent or compensation.

Liability

The Event Organiser is not responsible for:

Loss, theft, or damage to vendor property
Loss of sales
Injury caused by vendor negligence

Vendors participate at their own risk.

Event Changes or Cancellation

If the event is cancelled by us:

Vendor fees will be refunded.
We are not responsible for travel, accommodation, or other expenses.

If the event date or venue is changed:

Vendors will be notified
Refunds may not be issued unless the event is fully cancelled

Agreement Acceptance

By attending or registering, the Vendor acknowledges they have read, understood, and agree to this Agreement.

Last Updated

23/12/2025