Whitby FanCon – Vendor Application

Overview

Whitby FanCon is organized and hosted by the Whitby Public Library to celebrate and promote comics and graphic novels and their creators. This festival has a local, literary focus and is geared towards Whitby residents of all ages. Children, teens and adults are encouraged to attend Whitby FanCon and in so being, all exhibits, programs and activities related to this festival must be in good taste, non-discriminatory in nature and must refrain from promoting any religious or political doctrine. The Whitby Public Library, at its sole discretion, reserves the right to ensure content is in keeping with the theme and nature of the event.

Our FanCon will consist of interactive programs and exhibitors on Saturday, October 5, 2024.

Interested in hosting a program? Fill out our Presenter Application!

Event Details

Location: Central Library, 405 Dundas Street West, Whitby, ON, L1N 6A1

Date: Saturday, October 5, 2024, 10:00 a.m. – 4:00 p.m.

Vendors are required to arrive between 9:00 and 9:30 a.m. on Saturday, October 5 to set up. Library staff and volunteers will be on hand to help direct you and assist when possible. All Whitby FanCon participants must check in with event staff. Please ensure you have someone to watch your booth during your breaks. 

Your library staff contact for this event is:

Shelby Moffatt and Erin Wilson | Phone: 905 668-6531 ext. 2007 | outreach@whitbylibrary.ca

Vendor Information

Fees

Vendor Booth

Early Bird price (before June 30, 2024): $80 per 6-foot table

Regular price: $95 per 6-foot table 

Payment Information:

Upon approval of your application, an invoice will be generated using Square for the associated fees. You will receive further details and payment instructions in the acceptance notification. Please ensure prompt payment to secure your spot. 

Refunds or Cancellations

Vendors who cancel booth space more than 60 days prior to the opening day of the event, will be refunded all monies paid. Participants who cancel booth space less than 60 days prior to the opening day of the event, but more than 30 days prior to the opening day of the event, will be refunded 50% of the total that has been paid. There will be no refunds for cancellations made less than 30 days prior to the opening day of the event.

Payment must be received by the following deadlines:

Early Bird Price Deadline: June 30, 2024

Regular Price Deadline: September 20, 2024

Please select the size of the table you would like to request below:

Vendor Responsibilities

The Vendor agrees to:

• Arrive between 9:00 and 9:30 a.m. to set up your booth.
• Attend the event in its duration and staff the booth at all times during the event.
• Provide all necessary items needed for the booth, other than a table and 2 chairs, which will be provided by the library.
• Restrict the exhibit to the booth assigned to you. The use of library walls, aisles, passageways, and overhead spaces is prohibited. 
• Adhere to the welcoming atmosphere of the event and refrain from providing materials or exhibiting behaviour that is discriminatory, or promotes religious or political doctrine. 
• Provide an image or logo and short bio for the library's website and other promotional materials. 
• Grant permission to the Whitby Public Library to publish or use any and all photographs and videos taken of me on this date. 

Accessibility Regulations 

The Whitby Public Library is required by law to abide by the Regulations set out in the Accessibility for Ontarians with Disabilities Act. All library staff, volunteers, and contractors, including but not limited to presenters and trainers, must receiving training in accessible customer service, information and communications, employment, transportation and built environment, and also in the Ontario Human Rights Code as it relates to disability.   
Presenters may be asked to make accommodations in the program that they offer through the Library.   
You can view the Accessibility Standards Training Manual online at: whitbylibrary.ca/documents/IASRTraining.pdf or request a copy by calling Shelby Moffatt or Erin Wilson at 905–668–6531 Ext. 2007 or emailing outreach@whitbylibrary.ca.