Vendors

Vendor information

The vendor hall will be located in Grand Hall E on the second floor of the Grand Hyatt Nashville*. The right-side wall of this room is entirely windows, which will be closed with a diffuser curtain, allowing in natural light.

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Public vendor list

Booth locations subject to change

Schedule (Subject to change)

Thursday:

8a – 10p Vendor Setup

 

Friday:

9a – 1p Vendor setup

1p – 2p Open to sponsors

2p – 6p Open to all members

 

Saturday:

9a – 10a Open for vendors

10a – 11a Open to sponsors

11a – 6p Open to all members

 

Sunday:

9a – 10a Open for vendors

10a – 4p Open for all members

4p – 10p Vendor teardown

Vendor information:

Vendor booth pricing
Booth size Space dimensions (Ft) Price Description
Microscopic
4w x 6d
$125
Half of (1) 8' table, 1 Chair, Basic Power, One badge
Small
8w x 6d
$150
(1) 8' table, 2 Chairs, Basic Power, One badge
Medium
12w x 6d
$300
(2) 8' tables, 2 Chairs, Basic Power, One badge
Wide
30w x 10d
$500
Built to suit, Basic power, Two badges
Large
20 x 20
$600
Built to suit, Basic Power, Two badges
NomadiCon is currently planning for: 600 attendees**
Advertising / sponsorship opportunities

Looking to get seen? NomadiCon is offering advertising and sponsorship opportunities in and around the event!

Want to place banners promoting your company around the event space? Looking to sponsor a panel, a series of panels, or the entire event? Now, you can!

To learn more about these opportunities, contact [email protected] or on telegram @razethion

Sales Tax and licensing

Vendors at NomadiCon will be required to have a Transient Vendor License (or applicable TN business license), and be registered to remit sales tax with the Tennessee Department of Revenue.

BUSINESS LICENSE:

  • If you are a resident of TN and already have a valid business license, you do not need to do anything.
  • If you are a resident of TN and do not have a business license:
  • If you are not a resident of TN you will need to apply for a transient vendor license

Transient vendor licenses must be faxed, emailed, or physically mailed. Unfortunately, they highly prefer them to be faxed. The easiest way to do this is via an online fax service.

  • FAX (preferred): (615) 880-2690
  • EMAIL: [email protected]
  • MAIL: Davidson County Clerk, P.O. Box 196333, Nashville, TN 37219-6333

You will be required to submit proof of licensing before the event. Failure to supply this may result in denial of table without refund.

SALES TAX:

Vendors must collect and remit sales tax at a rate of 9.25% at our event. Tax can be paid online using Tennessee’s online service TNTAP. Vendors will be provided more information if accepted to vend.

The sales tax return is due by the 20th day of the month following the event – which lands on February 20, 2023

All other information and guidelines

Space dimensions do not include the depth of the table, and are measured from the back of the space, to the edge of the table. Most tables are 30in deep.

We ID so you don’t have to, but be vigilant regardless. We are only allowing 18+ members to attend the event, but people are deceitful. If you notice an attendee that seems obviously underage, please contact a staff member immediately.

Build to suit spaces can be customized to fit your needs. You will be responsible for providing us how many tables and chairs you need, which will be requested if you are accepted to vend.

Dedicated power for higher voltage setups and machinery is available at an additional cost. These may not be plugged into standard outlets.

WiFi and Ethernet connections are also available if desired, contact us for more information on pricing and your needs.

Table prices include one or two badges. If you purchase your badge before getting approval to vend, you will receive a discount equal to the price of a base badge. All vendors and assistants must have valid memberships.

Per fire code regulations, all extension cables and power strips are required to be three-pronged and have a functional ground. If and two-pronged extension cables or power strips are found, they will be required to be replaced or not used. NomadiCon will not have an extra supply of these and will not be able to provide replacements. Be sure to bring your own.

For the sake of dealer comfort and attendee privacy, vendors with large displays of adult material will be placed in an easily-accessible, but visibly separate area of the vendor hall. Displays limited to closable/covered portfolios will not be required to be placed in this area, however may be on request. Vendors will be required to inform NomadiCon if they plan to sell adult content.

All vendor applications will be responded to within 30 days of submission. Upon approval, applicants have 30 days from the date of approval to remit payment for their table. If you need more time to pay, contact us and we’ll see what we can do. We’re flexible!

Only authorized vendors may make sales at NomadiCon in authorized areas.

Vendors must have a valid business license for TN, and be registered with TN’s sales tax service TNTAP.

While not guaranteed, we will try to place you where you prefer, near who you prefer if requested.

Vendors with large NSFW displays cannot be placed near windows, and vendors placed near windows may not put up NSFW displays. While the event is Adults-only, NSFW content also may not be displayed outside of the vendor hall.

Vendors are picked heavily on a first-come first-served basis, for 2023. We are vetting vendors heavily on fandom credibility (investigating reviews and potential fraud reports), and displayed capability to vend (whether or not you seem ready to vend). If 100 suitable vendors apply, we will make space for 100 vendors. (note: This rule is to prevent any obviously unprepared vendor from getting way in over their heads. Brand new people to vending with little to no sales may not be accepted for this reason.)

After applications close, vendors will have a brief window to apply for a waitlist slot. In the event another vendor drops out, their slot will be offered in a first-come first-served basis.

If you have to cancel your table or registration before the event, you must notify us immediately. Your table may not be refundable, and are handled on a case-by-case basis. If we are able to find another vendor to fill your spot, you are effectively guaranteed a refund. If you cancel within 60 days of the event, you may not be eligible regardless if the spot can be filled.

Vendors who apply early on get early access to the hotel blocks before general attendees.

Vendors have time thursday, and early friday to setup their booths. You have the ability to ship your booth materials to the hotel before and after the event, if desired. Contact us at [email protected] for more information. Loading dock access will be provided, along with freight elevator access. More information regarding this will be available closer to the event.

You may not sell any illegal items, and must follow all applicable rules and local laws. Your booth may not annoy anybody. You may not annoy anybody.

Breakdown starts AT 4 PM on Sunday. You may breakdown earlier, but loading dock / freight elevator access may not be available until 4 PM. Any excessive leftover mess can incur a $100 charge. Please use common sense and clean up after yourself.

Convention staff have final say on all matters.

By applying, you agree to abide by these rules, along with the code of conduct and terms of service of NomadiCon. If you have any questions, contact us at [email protected]

* location subject to change based on interest and vendor quantity
** attendance not guaranteed, likely to change and will be adjusted as event dates get closer