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Vendor Registration


Dealer's booths will be reviewed by Koya-Con staff to make sure they meet selling requirements, if for some reason your booth is not accepted you will be contacted personally and refunded in full.

Please Review the Dealer's Room Policy Below:

Bootlegs

Koya-Con disallows the advertising of bootleg or knockoff products/services such as fansubs, Son May CDs, unlicensed wall scrolls or similar items, and "shuttle" service to other locations for the purchase of such products or services. Any violation will come with a single warning, at which time the exhibitor will be asked to remove the offending advertising and/or merchandise. Failure to comply or a subsequent violation may result in removal from the convention and forfeiture of all fees. Conversely, advertising legitimate products and services is both allowed and encouraged.

Tax

Dealers will charge the current Texas State Sales Tax of 8.25%. They may not charge sales tax from other states. All booths are required to have a Texas state tax ID on their booth, available for showing if asked at the convention. Failure to comply will result in a loss of booth and fees associated with the booth.

Adult Materials

Koya-Con is a family event; therefore we ask that exhibitors, particularly those with adult merchandise, please keep this in mind when setting up. The acceptability of displays of adult material is at the sole discretion of the Dealer's Room Coordinators; failure to comply with warnings may result in removal from the Dealer's Room and forfeiture of all fees. Any materials that are sexually explicit, extremely graphically violent, or otherwise unsuitable for children MUST be displayed in a manner that keeps kids from seeing them. If we see it out in the open, or receive complaints, we will remind you about our adult materials policy ONCE. If you sell inappropriate materials to minors, we will evict you.

Weapons Sales Policy

Koya-Con neither condones nor prohibits sales of weapons. However, attendees must comply with the weapons policy posted on our website, which prohibits them from carrying live steel, functional guns, or other dangerous items including nunchaku. If it is illegal in the city of Midland and/or the state of Texas it is illegal inside the Horseshoe. Illegal weapons will be reported to the appropriate authorities. We do ask that dealers selling permitted weapons take extra care in the design and positioning of their displays to ensure there is no mishandling of merchandise. The Dealer's Room Coordinators may require items be removed from sale if there is an apparent danger to attendees, dealers, or merchandise. Dealers selling ANY type of weaponry must have liability insurance in amounts acceptable to Koya-Con. Please be prepared to provide proof of insurance at dealers check in. Failure to provide proof of insurance may result in forfeiture of booth reservations and any and all fees. Upon selling any weapon, dealers are required to package it securely and advise the purchaser that opening the package within the Horseshoe is prohibited and advise individual purchasers at the time of purchase to deposit their purchase in their hotel room or other secure location off the convention premises as soon as possible. Any violation of this rule will be followed by a SINGLE warning.

Any dealer selling weapons is required to print out and post these rules in no less than three visible locations in the booth:
-All purchased weapons must be packaged in a box that is securely taped shut at the time of purchase.
-Individuals purchasing weapons must be advised by the dealer at the time of purchase to deposit their purchases in their hotel room or other secure location off the convention premises as soon as possible. Airsoft guns may be not sold in the Dealer's Room.

ABSOLUTE RULES

Items that MAY NOT be sold in the Dealer's Room include:

  • "Knockoff" or bootleg merchandise (for example, Son May CDs).

  • Bootleg videos (this includes bootlegged videos recorded on blank videotapes with printed labels; "homemade" DVDs, pirated copies of any titles that have been released commercially in the United States, Japan, or elsewhere; titles taped off the air in Japan-- and any and all fansubs).

  • Any posters, idol cards, etc., which read "Kodak", "Fuji", etc. on the back.

  • Unlicensed reproductions of any products actually released by an American company.

  • Food, snacks or beverages. The Horseshoe has exclusive rights for food/snack/beverage privileges.

 

Any violation will come with a warning, at which time you will be asked to remove the offending merchandise from the Dealer's Room. The Dealer's Room Coordinators reserves the right to request the removal of any item that he/she believes to be of questionable nature from the dealer's table until its authenticity can be verified. Failure to comply, or a subsequent violation, is cause for removal from the convention and forfeiture of all fees. Items that MAY be sold in the Dealer's Room include:

  • Any products featuring your own creations.
  • Any legitimately licensed imported merchandise. (Aka; Any properly licensed Japanese products)

  • Any properly licensed US products.

  • Commissioned and hand-drawn works. *

  • Unique, individual, hand-made items. *

  • Doujinshi, fanzines, and similar items. *

  • Any properly licensed US products.

* We remind you that it is your responsibility to determine whether you are in compliance with various intellectual property laws and statutes.

Absentees:

In the event that a registered Vendor is not present at the convention, no refund will be possible.