Vendor Terms & Conditions

• Vendor is granted a designated space, which may include table(s) and chairs.
• All placements are approved at the discretion of Organizer and may be adjusted to ensure proper event flow, safety, and compliance with fire code regulations.
• Vendor agrees to keep all merchandise and displays within their assigned space and not block aisles, exits, or neighboring vendors.
• Vendor agrees to comply with all venue rules, local ordinances, and fire/safety regulations.

• All vendor space must be paid in full at the time of booking. Tables will not be held without payment.
• Refunds are available only if requested at least fourteen (14) calendar days before the event date. Payments made via credit or debit card may be subjected to processing fees.
• If Vendor provides at least seven (7) days written notice prior to the event and cannot attend, Organizer may issue a credit toward a future event, at its discretion.
• No credits or transfers will be issued for no-shows or late cancellations.
• Vendor space may not be sold, transferred, or assigned to another party without prior approval from Cactus Cards LLC. Please notify us if you would like to do this, we are happy to assist.
• Any unauthorized transfer, resale, or subletting of vendor space may result in cancellation of the booth without refund and may impact eligibility for future events.
• If a Vendor is unable to attend, they must contact Organizer in advance to request approval for a transfer. Approved transfers must comply with all event policies, and the original Vendor remains responsible for ensuring compliance with this Agreement.

• Vendors must follow all setup and breakdown times provided by Organizer.
• All vendors must be fully set up before the event opens.
• Early teardown is not permitted without approval.
• Vendor agrees to remain operational for the full duration of the event.

Vendor agrees to operate in a professional and lawful manner.

The following are not permitted:

• Counterfeit, stolen, or unauthorized goods
• Illegal items of any kind
• Use or possession of illegal drugs
• Disruptive, unsafe, or inappropriate behavior

Vendor agrees to comply with all applicable laws.

Arizona Transaction Privilege Tax (TPT): Vendors are required to maintain a valid Arizona TPT license where applicable and are responsible for all tax reporting and collection.

Vendor participates at their own risk.

To the fullest extent permitted by law, Vendor releases and holds harmless Cactus Cards LLC, The Cactus TCG Show, the venue, and all affiliated parties from any claims related to:

• Injury
• Loss or theft
• Property damage
• Participation in the event

Vendor agrees to indemnify and hold harmless Organizer and all affiliated parties from any claims, damages, or expenses arising from their participation, products, or conduct.

Vendor is responsible for any damage caused by themselves, their staff, or their setup to the venue. Any repair or replacement costs may be charged to the Vendor.

Vendors are encouraged to carry their own insurance coverage. Organizer does not provide insurance.

Organizer reserves the right to modify event details, including date, time, and layout, as necessary. In the event of circumstances beyond Organizer’s reasonable control — including but not limited to natural disasters, acts of terrorism, government actions, or other force majeure events — Organizer may reschedule the event or issue credits toward a future event. Refunds may be issued at Organizer’s discretion.

Organizer may remove or deny participation to any Vendor who does not follow these terms, without refund.

Vendor grants permission for photos and videos taken at the event to be used for marketing and promotional purposes.

• Vendor acknowledges that all payments are final.
• By completing a purchase, Vendor agrees not to initiate a chargeback or payment dispute that conflicts with this Agreement.
• If a chargeback is initiated, Vendor agrees to reimburse Organizer for the disputed amount and any associated fees.

Organizer values long-term relationships with vendors and aims to treat everyone fairly.

Vendors who do not comply with these terms—including unresolved payment disputes, chargebacks, or policy violations—may be ineligible for future events.

Organizer retains full authority over all aspects of the event.

Any matters not outlined here will be handled at Organizer’s discretion, and all decisions are final.