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    Exhibitor Application

    October 21-23, 2022 Denver Marriott Tech Center 4900 S. Syracuse Denver, CO 80237

    We traditionally get between 1100-1300 distinct attendees each year over the 3 day convention. More than 100 science fiction/fantasy/horror authors, artists and other participants will speak and autograph books at the annual MileHiCon science fiction/ fantasy/horror literary convention. For SF/F and speculative fiction lovers, it’s a weekend not to be missed. The convention will feature authors, artists, speakers and programming on every aspect of the science fiction and fantasy genres.

    This application is a request for space in our Art Show, Authors Row, Community Tables or Vendors Room.

    Since we have multiple people that apply for more than one area we use a single application.

    We have a limited amount of space and use a juried selection process to choose among the applications received. Submitting this application is not a guarantee of selection. Submitting this application indicates your agreement to abide by all applicable hotel & convention rules. Please Review our Convention Code of Conduct.

    Area Descriptions

    Art Show - Setup like a true gallery, where your artwork can be hung or set out on tables. Attendees will be able to bid on or purchase pieces from you. We'll handle the sale for a small commission fee. Space fees apply. Applications will be processed starting in June.
    Authors Row & Co-Op - Located in the halls outside our main programming areas, authors and publishers can showcase and sell their books to attendees. Space fees apply. Applications will be processed at the beginning of August.
    Community Tables - Restricted to fan groups, educational clubs, other conventions, and other similar organizations. These tables are limited to only selling memberships or branded merchandise for the group. No space fees. Applications will be processed at the beginning of August.
    Vendors Room - Our miniature marketplace with Vendors from all across the spectrum. With five different space sizes this is a great way to engage with attendees and make your next sale. Wares sold must maintain a PG-13 rating and cannot violate copyright laws, but are otherwise open. Space fees apply. Applications will be processed starting in May.
    Important! You cannot have space in more than one of the Authors Row/Co-Op, Community Tables or Vendors Room. If you are offered space in more than one, please only accept the single one that you prefer. This excludes the Art Show, you may accept space there even if you have space in one of the other areas.

    Area Selection


    Contact Information

    First, lets start with the information that would be the same for all areas, how we communicate with you.


    Art Show


    Art Show Rules, Hours and other information

    Hours

    Art Show Hours
    Artist Setup Friday 12:00pm - 5:00pm

    Public (Open) Hours
    Friday 5:00pm - 11:00pm
    Saturday - 9:00am - 10:30pm
    Sunday - 8:30am - 10:30am

    Art Show Auction will be held Sunday, time TBD

    Art pickup for Artists & Buyers
    Sunday 3:00pm - 6:00pm, or later by prior arrangement with Art Show Staff

    Rules

    1. Fees: Convention will take 10% commission on all sales. Tables are $24 each and panels are $16 each (halves are half price).

    2. Entries must be matted, framed or otherwise ready for display. Artwork in any medium will be accepted: models, sculptures, neon, photos, computer, etc. If your work requires special handling (electricity, special lighting, etc.) you must notify us in advance.

    3. All artwork must be your own. Only the Artist or her/his agent may sell work. Checks will be made out to the Artist, unless otherwise requested.

    4. Panels have a 4 foot square display area. Tables are 6'x27" or 6'x30". Work on panels may extend below the panel and can include 3D pieces, as long as they don't block the panels of other artists. Please be aware panels are made of standard pegboard. Heavy pieces will require a table registration.

    5. We have both the Art Show proper, and the Print Shop. Prints and reproductions may be entered in the Art Show proper if they are signed and numbered. Only one copy of each design may be displayed in the show. Extra copies can go to the Print Shop.

    6. Pieces in the Art Show must have bid sheets attached. The bid sheets contain spaces for Minimum Bid and Quick Sale (QS) prices. Quick Sale allows a purchaser to preempt other bidders by paying a higher price up front but is only available if no bids have yet been entered. A piece may be sold via QS until there has been a regular written bid on it. Quick Sale is optional. If you do not fill in a QS price, the piece will not be eligible for quick sale. Please attach your bid sheets to your work. Piece information may be entered by artist after payment confirmation through our online management application, or at the door. We STRONGLY recommend entering your piece information ahead of time.

    7. Work placed in the Print Shop gets a Print Shop label rather than a bid sheet. Work in the Print Shop is sold at a fixed price (but need not be prints). It does not need to be matted (but sells better that way) and does not go to auction. There is no charge to put pieces in the Print Shop, but you must coordinate with Art Show Staff. Piece information may be entered by artist after confirmation through our online management application, or at the door. We STRONGLY recommend entering your piece information ahead of time.

    8. You may mail your art to us, or bring it in person. You don't need to be a member of the convention unless you plan to attend (which we encourage). We must receive mailed entries at least one week before the convention. Do not mail your art to the hotel. Send it to the address on your confirmation email (which also tells you where the hotel is, for those bringing art in person).

    9. Return postage and shipping insurance is your responsibility and you must pay it in advance. Any excess payment will be refunded to the Artist. If we have to take your postage from your sales, we will charge an additional $10 fee.

    10. You may pick up your unsold pieces after the Art Auction, or pay return postage and we will return your work in your own packaging. We will ship your artwork back the first business day after the convention, using the carrier you designate on your information sheet. Checks will be mailed to artists one week after the convention (for attending artists, we can pay you as you leave).

    11. Award categories are Color, 3-D, and Monochrome (all you get is a ribbon). For Mail-in only, there is an award for Best Packing, the winner of this mail-in award gets free return shipping.

    12. We reserve the right to reject any work that does not follow the rules given above, is hazardous (e.g., electric shock or spraying water) or illegal (copyright infringement or obscenity). (Colorado outlaws "Patently offensive representations of: sex acts, lewd exhibition of the genitals, the male or female genitals in a state of sexual stimulation or arousal" - without defining "patently offensive", of course)





    Authors Row and Co-Op


    Authors Row Rules, Hours and other information


    Table Space Specifications:

    • Price: $50 for a half table, $100 for a full table

    • Tables used are 6’ x 30”, with 5’ of space behind the table.

    • BADGES ARE NOT included with the table fee. You must acquire badges either as a programming participant or through standard registration badge purchase.

    • NO electricity is available for the tables.

    AUTHORS ROW SCHEDULE

    If you are unable to be setup during the times shown you MUST notify the Authors Row Coordinator at tablescoordinator@milehicon.org

    Spaces that are left vacant and not setup for extended periods may be re-sold or reassigned at the sole discretion of the Authors Row Coordinator without refund. There is no security in this area after standard programming hours so you must pack up your table outside of these hours. You must tear down Sunday by 5 pm.

    • Friday: 4pm–6pm

    • Saturday: 10am–6pm

    • Sunday: 10am–4pm

    AUTHORS ROW RULES

    1) If you purchase an Authors Row table, you cannot sign up for time at the Author’s Co-Op Table.

    2) These tables are for promotion and sales of books and magazines written by or published by the author or publishing company renting the table space. No other materials or items can be sold at an Authors Row table. If other items are found being sold, the person manning the table will be asked to remove the items. If you have to be asked a second time to remove the items, the author/publisher/company will not be allowed to participate in Authors Row in the future.

    3) Each author/publisher/company is responsible for obtaining any required licenses from the State, City or County. All collection and reporting of taxes in accordance with local regulations is your responsibility. Information is available from the State of Colorado at http://www.revenue.state.co.us and from the City and County of Denver at http://www.denvergov.org/treasury/.

    4) Each author/publisher/company is responsible for your own insurance. MileHiCon is not responsible for losses, damages and claims. You assume the entire responsibility and liability for losses, damages, and claims which may arise from your activities on the Hotel premises. You will indemnify, defend, and hold harmless MileHiCon and the Hotel, as well as both their respective agents, servants, and employees from any and all such losses, damages, and claims.

    5) Minors will be attending MileHiCon. Each Authors Row table purchaser is responsible for assuring that materials openly displayed are suitable for viewing by minors and are not deemed offensive or inappropriate. Authors Row Coordinator has the sole right to determine what is or is not deemed offensive or inappropriate. Those who continue to sell books or magazines that are deemed offensive or inappropriate after being requested to remove said material shall be ejected without refund and will not be allowed to participate in Authors Row in the future.

    6) Per hotel requirements, do NOT attach anything on a vertical surface, not even momentarily.

    7) By applying for an Authors Row table you agree to any rules, regulations or requests by MileHiCon, the hosting hotel and, of course, law enforcement.

    8) MileHiCon is NOT responsible for the security of your goods. You MUST remove all valuable items from your table each night. You are responsible for your merchandise while attending MileHiCon.

    9) All items brought for promotion or sales must fit onto the table space provided. Contact the coordinators for any oversized requests.

    10) There is no smoking or otherwise burning objects while at an Authors Row table.

    11) Due to the late nature of acceptance to the Author's Row, no refunds are offered. We will consider payment and subsequent cancellation as a donation to our non-profit educational mission.



    Community Tables

    Community Table Policies


    1) Each organization (You/Your) is responsible for obtaining any required licenses from the State, City or County. All collection and reporting of taxes in accordance with local regulations is your responsibility. Information is available from the State of Colorado at http://www.revenue.state.co.us and from the City and County of Denver at http://www.denvergov.org/treasury/.

    2) Each organization is responsible for their own insurance. MileHiCon is not responsible for losses, damages and claims. You assume the entire responsibility and liability for losses, damages, and claims which may arise from your activities on the Hotel premises. You will indemnify, defend, and hold harmless MileHiCon and the Hotel, as well as both their respective agents, servants, and employees from any and all such losses, damages, and claims.

    3) Minors will be attending MileHiCon. Each organization is responsible for assuring that materials openly displayed are suitable for viewing by minors.

    4) Per hotel requirements, please do NOT place anything on a vertical surface, not even momentarily.

    5) By applying for a Fan Table you agree to any rules, regulations or requests by MileHiCon, the hosting hotel and, of course, law enforcement.

    6) These tables are for promotion. Generally no sales are allowed except convention tee-shirts and registration sales.

    7) Electricity is not available. Do not plug in to nearby electrical outlets.

    8) All items brought for promotion must fit onto the table. Contact the coordinators for any oversized requests.



    Vendors Room Rules

    Vendors Room Rules

    Hours

    If you are unable to set up or tear down during the times shown you MUST notify the Vendors Rooms Coordinator. Spaces that are vacant at the time the Vendors Room opens to the public without prior contact or arrangement may be re-sold or reassigned at the sole discretion of the Vendors Room Coordinator, without refund.

    This schedule is subject to change. We will attempt to notify all Vendors of any changes, but please verify times with the Coordinator upon arrival.

    Setup Times
    Friday - 9:00am - 4:00pm (we will likely use a staggered load-in schedule based on booth sizes)
    Saturday - 9:00am - 10:00am
    Sunday - 9:00am - 10:00am

    Public (Open) Hours
    Friday - 4:00pm - 9:00pm
    Saturday - 10:00am - 7:00pm
    Sunday - 10:00am - 4:00pm

    Tear-down / Load Out
    Sunday - 4:00pm - 7:00pm

    PLEASE NOTE: The Vendors Room DOES NOT close for lunch. Please plan accordingly! MileHiCon does not have the manpower to be able to assist with any meal or bathroom breaks for our vendors.

    Space Descriptions

    6'x6' space - $125
    Includes one 6'x30" table with tablecloth/table skirt and 2 chairs.
    6'x12' space - $200
    Includes two 6'x30" tables with tablecloths/table skirts and 2 chairs.
    10'x10' Space - $275
    Includes two(2) 6'x30" tables with tablecloths/table skirts and 2 chairs.
    10'x12' Space - $325
    Includes three(3) 6'x30" tables with tablecloths/table skirts and 2 chairs.
    10'x18' Space - $375
    Includes four(4) 6'x30" tables with tablecloths/table skirts and 3 chairs.
    Other included items & available add-Ons:

    Each space includes two full Membership badges with Vendor ribbons that allow access during non-public hours.
    Additional tablecloths up to the same number of included tables for the space size can be requested.
    One additional full Membership badge with Vendor ribbon can be purchased for $30
    Electricity can be purchased from the hotel’s Vendor (paid and coordinated through MileHiCon) price $45
    Wi-Fi access can be purchased from the hotel’s Vendor (paid and coordinated through MileHiCon) price $25

    You may opt out of or adjust quantities of included hotel-provided equipment as part of the confirmation process if your application is accepted.
    Rates will not change if included equipment is declined, but additional charges may apply if equipment beyond the included allocations is requested.

    The room contains obstructions against the wall, such as pillars. Because of this space sizes are approximate and we can make no guarantees for exact space sizing.

    Rules & Policies

    Licensing
    Each Vendor is responsible for obtaining any required licenses from the State, City or County. All collection and reporting of taxes in accordance with local regulations are the sole responsibility of the Vendor. Information is available from the State of Colorado at http://www.revenue.state.co.us and from the City and County of Denver at http://www.denvergov.org/treasury/.

    Insurance
    Each Vendor is responsible for carrying their own insurance. MileHiCon is not responsible for losses, damages and claims. The Vendor assumes the entire responsibility and liability for losses, damages, and claims which may arise from the Vendor’s activities on the Hotel premises. The Vendor will indemnify, defend, and hold harmless MileHiCon and the Hotel, as well as both their respective agents, servants, and employees from any and all such losses, damages, and claims.

    Security
    MileHiCon will make reasonable efforts for the security of your goods and safety of your personnel while in the Vendors Room. The Vendors Room will be closed and access limited during times the space is closed to the public. This is neither an admission nor an assumption of liability on MileHiCon’s part. Each Vendor is ultimately responsible for its merchandise and personnel while at MileHiCon or in the Vendors Room.

    Attendee Age
    Minors will be attending MileHiCon. Each Vendor is responsible for assuring that materials openly displayed are suitable for viewing by minors and that potentially harmful merchandise is stored and/or displayed out of reach of consumers. Vendors Room Coordinator, Chairperson and/or Operations & Security staff will give one warning. Repeated violations will result in removal from MileHiCon and forfeiture of any & all booth fees paid. Vendor also may not be invited back in the future.

    Sale or Display of Inappropriate Items
    Vendors shall NOT sell material that is deemed offensive or inappropriate. Note: This includes merchandise we feel might violate applicable copyright laws; as we are not legal experts in the field, any merchandise we feel might violate copyright laws will be deemed inappropriate. The Vendors Room Coordinator, Convention Chair and MileHiCon Operations & Security have the sole right to determine what is or is not deemed offensive or inappropriate. Vendors who continue to sell material that has been deemed offensive or inappropriate shall be ejected without further warning, and without refund. Vendor also may not be invited back in the future.

    Fire Safety
    There is no smoking, incense, candles or otherwise burning objects within the Vendors Room at any time. Fire Exits MUST remain clear at all times. Vendors will not obstruct or block designated exits AT ANY TIME unless they are assigned a space that entirely or partially encompasses extraneous exit doors. Alternate exit doors will be left clear in those cases.

    Audio & Video
    Vendors may play video/audio devices at moderate volume. The Vendors Room Coordinator reserves the right to determine the definition of moderate. If showing video, screen/display must fit on tabletop, no projection video. Staff will give one warning, repeated violations will result in removal from MileHiCon and forfeiture of any & all booth fees paid. Vendor also may not be invited back in the future.

    Hotel Facilities & Equipment
    Per hotel requirements, DO NOT place anything on a vertical surface. All structures, displays and/or merchandise must be free-standing and cannot be mounted to or leaned upon hotel walls. Hotel facilities and equipment MUST be left/returned in the condition in which it was received. Pictures of equipment, walls and carpeting for each Vendor space will be taken prior to Vendor Load-In and following Load-Out. Fees and charges for damages to Hotel facilities and equipment will be billed to the Vendor assigned to the space the damages occurred within.
    Note: Vendor will be required to review space with Vendors Room staff prior to Load-In to confirm the condition of the space as well as after Load-Out as part of a check-out process. Failure to participate in these space reviews will limit Vendor’s ability to dispute charges.

    Vendor Access to restricted Hotel areas
    Vendors MAY NOT use the non-public doors for general access in and out of the Vendors Room. The designated Load-In doors are ONLY available during the Load-In & Load-Out periods. The times and specific instructions for Load-In and Load-Out will be provided to Vendor prior to convention. Once the Vendors Room is open to the public on Friday ALL Vendors must use the public doors for entry to and exit from the Vendors room and parking lot until the Vendors Room closes on Sunday and Load-Out begins. Any fines or additional costs billed to the convention by the hotel as a result of unauthorized access will be passed on to the Vendor who elicited the charge. Repeated violations will result in Vendor not being invited back in the future.
    Note: the parking lot used for Load-In/Load-Out is generally Hotel Employee parking and Vendors may NOT be allowed to leave vehicles in the area outside of those designated times. Any charges incurred (e.g. towing) at the Hotel’s discretion will be the sole responsibility of the Vendor.

    Booth Spaces
    Vendors may NOT encroach into other Vendors spaces, nor shall they expect aisles and walk-ways between booths to be built into the layouts. Any walkways desired beyond those shown on the public map must be built into the Vendor's allotted space. Ex. If you are assigned a 10'x10' space with other Vendors on either side you must choose a setup that allows you your needed access entirely within your own space. DO NOT set up a layout that requires you to go through another Vendor's space to access your own. If the layout map does not indicate any space between booths, there WILL NOT be any. If you and your neighbors wish to work together on access you may do so.

    Room Walkways
    Vendors may NOT encroach into the walkways outside of their allotted space. All structures, products and personal items must fit within their allotted space by the time the Vendors Room opens to the public on Friday. Vendors Room Coordinator, Staff, Con Chair and Operations & Security are authorized to request items be moved. After ONE request, if anything remains obstructing the flow and access of the public the Vendors Room Coordinator will remove those objects from the Vendors Room floor. The items will be delivered to the custody of the Operations & Security team. Repeated issues may result in Vendor not being invited back.

    General Rules
    NO open containers (water cups excepted), NO Alcohol, NO Smoking/Vaping of any kind. Any CBD/Marijuana edibles should be kept secured in personal effects. MileHiCon & the hotel are not responsible for any theft, loss or inadvertent consumption by others.
    Children under age 12 attending/working with Vendor must be accompanied by an adult at all times.
    During Load-Out the Vendor must completely clean their space. Trash items should be placed in trash cans, or next to if full. No items, except the hotel-provided equipment present at Load-In should be left in their space when Load-Out is complete. Cleaning charges may be incurred and charged to the Vendor.
    Repeated violations may result in Vendor not being invited back.

    Convention Close
    The MileHiCon convention is closed at 7:00 pm on Sunday. If, as a vendor, you believe you will need to occupy the Vendors Room after that time, please make your own arrangements with the hotel. The convention is not responsible for arrangements Vendors make directly with the hotel. Any costs incurred will be the sole responsibility of the Vendor.

    Refunds
    Refunds will be issued only after the convention. You must contact the Vendors Room Coordinator at least 30 days before the start of the convention for a full refund. Requests for refunds less than 30 days before the convention will be considered by the Coordinator and the Convention Chair, with decreasing refund amounts possible closer to the convention. Cancellations made 1 week or less before the convention, will not receive any refund. Electricity fees are non-refundable at any time. All refund requests must be made in writing.



    Application Details

    You must agree to rules on the previous page to continue the application

    Art Show Details


    We're adding a section to highlight our up and coming junior artists, if you are under 18 and would like to place art in this section, check the box to the right.
    Note: Limited to 3 pieces per artist for a $5 fee.

    Are you under 18?



    This will appear on our website.



    Attendees often ask for contact information about other purchase opportunities or commissions.























    Authors Row and Co-Op Details





    Both Website and Email listedWebsite only listedNo


    Full TableHalf TableCo-Op Slot


    Community Tables





    Note: Community tables include 2 badges, if your group needs a different arrangement, please discuss with the Tables Coordinator







    Both Website and Email listedWebsite only listedNo


    Vendors Room























    Note: This will be displayed on our website and in our program book.
















    Bookstore, Author/Publisher or Artist/StudioCostumes & AccessoriesToys, Games, FiguresClothing & OuterwearFood & DrinkJewelry & AccessoriesServicesOther







    Both Website and Email listedWebsite only listedNo



    You must agree to rules on a previous page to complete the application.

    Art Show - Important dates & notes

    Applications are due by June 1st and will be reviewed in a juried process at that time.
    Payments for spaces must be received more than 3 weeks prior to the convention. Unpaid spaces may be offered to waitlisted applications.
    All shipped art must be received no less than 7 days prior to the convention, please ship early enough to meet this deadline.


    Select files to include with your application, if any.

    Authors Row & Co-Op - Important dates & notes

    Applications must be submitted before July 31st, applications received after this date will be automatically waitlisted.
    Applications will be processed starting on July 31st.


    Select files to include with your application, if any.

    Community Tables - Important dates & notes

    Applications must be submitted before July 31st, applications received after this date will be automatically waitlisted.
    Applications will be reviewed or processed prior to July 31st.


    Select files to include with your application, if any.

    Vendors Room - Important dates & notes

    Applications must be submitted by May 31st to be considered in the initial round of reviews and make it most likely to get your first choice space. Applications will not be reviewed and no decisions will be made prior to June 1st.
    Payments for offered spaces must be submitted by August 1st or the offer may be rescinded and re-offered to a waitlisted application.


    Select files to include with your application, if any.