Collex Vendor Terms & Policies

By purchasing a vendor table and participating in Collex, you agree to abide by the following terms and policies.

Venue

Event Location: TOYOTA OAKDALE DOME

Load-In & Load-Out

Vendor load-in details will be shared prior to the event.

Please treat all Collex and venue staff with respect during load-in and load-out. Any form of disrespect, aggression, or noncompliance may result in immediate removal from the event.

Vendors must unload quickly and move vehicles promptly from the loading area before beginning setup.

Late load-ins and early load-outs are not permitted once doors have closed.

Vendors are responsible for moving their own merchandise; carts will not be supplied.

All vendor materials and displays must be fully cleared from the venue within 1 hour after the show ends.

Setup & Attendance

Vendors must be fully set up before doors open at 9:00 AM for Early Access attendees.

Arriving late or departing early requires advance approval from event management.

Vendors who arrive after show start time may be denied setup without refund.

Failure to attend the event forfeits any refund eligibility.

Vendor Check-In & Badges

Vendor check-in is required to receive badges and access credentials.

The first member of your group to arrive will receive all badges; please coordinate distribution with your team.

Extra badges may be purchased during check-in.

All vendor badges must be visible at all times to enter or re-enter the event hall.

Only individuals with vendor badges may be behind a vendor table.

Non-vendors are not permitted inside the hall during setup hours.

Vendor Space & Display Guidelines

Vendor booths include the following:

(1) 6-foot table

(2) chairs

(1) tablecloth

Additional tables or chairs are not permitted without prior approval.

Freestanding racks or shelves are fine if they don’t block aisles or neighboring booths.

Walkways must remain clear and compliant with Fire Marshal guidelines.

Vendors may not block entrances, exits, or extend displays beyond their assigned area.

Sales & Activity Restrictions

The sale of fake, counterfeit, or unlicensed merchandise is strictly prohibited.

Raffles, prize wheels, or games of chance require prior approval.

Tables cannot be resold or sublet. If another person is covering your table, their name must be submitted in advance for check-in.

Conduct & Professional Standards

We want Collex to be a positive and inclusive community experience.

Vendors are expected to act respectfully toward attendees, staff, security, and fellow vendors.

Violence, theft, threats, harassment, or hostile online behavior related to Collex will result in removal and potential ban from future events.

Only badge holders are allowed behind vendor tables at all times.

Event management reserves the right to remove or refuse service to any vendor violating these policies.

Payments & Refunds

All vendor table sales are final.

Refunds are only issued in the case of emergencies, at Collex management’s discretion.

Vendors who arrive after event start time may be denied setup with no refund.

Vendor Promotion

We encourage vendors to help us grow the event! Please share official Collex posts and event updates on your social media and tag @Collex._ to spread awareness.

Legal & Liability

Vendors must comply with all local, state, and federal laws.

Vendors are responsible for collecting and remitting their own sales tax.

Collex, event organizers, sponsors, and the hosting venue are not liable for lost, stolen, or damaged property.

By participating, you agree to hold harmless Collex, its staff, sponsors, venue and partners from any claims, damages, or losses arising out of your participation.

YOUR RESPONSIBLE FOR YOUR OWN INVENTORY WE ARE NOT RESPONSIBLE FOR STOLEN, BROKEN, DAMAGED, LOST ITEMS

Enforcement

Collex reserves the right to:

Reassign vendor space at any time,

Remove vendors violating these policies, and

Cancel participation if rules are not followed.

Agreement

By purchasing a vendor table for Collex, you acknowledge that you have read, understood, and agreed to all of the above terms and policies.

Check-in information