vendors

Applications for Vendors are OPEN!

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Applications will close on 20th Feb 2027 at 12pm

Applicants will be notified from 1st March 2027 about whether or not they have secured a table.

Please ensure that you have read the list of Prohibited Items and the Vendor Terms and Conditions before applying.

Please make sure that the items you are selling are mostly palaeontology related to stay on theme with DinoCon. This includes (but is not limited to) dinosaurs, fossils, and any prehistoric organisms. We expect at least 75% of your stock for DinoCon to be palaeontology related.


Please see below for information about tables, payments, assistants, insurance, etc.

If you have any questions please email us at vendors@dinocon.co.uk

Tables

Single Table - £175

Double Table - £285

Each trestle table measures 6ft x 2.5ft (183cm x 76cm)

‘Single Tables’ will consist of 1x table and ‘Double Tables’ will consist of 2x tables.

There is a limited number of table spaces available and so we cannot guarantee that Double tables will be available for everyone that would like one. These will be managed on a case by case basis. You will be notified on what size of table you have been allocated in the email we will send you if your application is successful.

Chairs will be provided. We do not provide any additional display equipment or table coverings. Please note that displays cannot be affixed to walls or the ceiling and must not exceed 2 metres in height.

Access to a power supply is not guaranteed.

You must have valid Public Liability Insurance to be a vendor at DinoCon.

Vendor table costs INCLUDE admission for 1x Vendor to the full weekend of the event.

Payment information

Payment is only required after you have received your successful application email. In this email there will be a link to pay for your allocated table size. You must only pay for the table size that you have been allocated. You will also be able to add any assistant tickets that you require at that point.

Payment for the table must be paid in full no later than 23rd April 2027.

Payments must be made with credit/debit card or PayPal (a payment link will be provided in an email to successful applicants). We cannot take cash payments for vendor tables.

All prices shown are inclusive of VAT.

Vendor Assistants

If you would like to bring someone to help you manage your table, there will be a discounted entrance fee of £60 per Vendor Assistant. This fee is in place of a standard attendance ticket and will grant your assistant(s) access to the full weekend event, in addition to helping you set up/takedown and manage your vendor table.

Single tables can have a maximum of 2x assistants, whilst double tables can have up to 3x assistants.

Assistant tickets will be available to purchase until 1st July 2027.

Please note that all assistants must be over 18 years old.

Vendor assistants are not permitted to display or sell their own wares that would be considered separate from the Vendor’s stock and/or business identity. If you are planning on assisting a vendor and would like to sell your own items, you will be considered as a vendor sharing a table and must submit a vendor application before the closing date. This is for insurance compliance and you will need your own PLI insurance policy.

If you are not able to bring an assistant with you, please be aware that you can ask one of our Volunteers to stand by your table if you need a short break at anytime. Our Volunteers are prohibited from processing sales at your table on your behalf.

Sharing tables

We only allow the sharing of single tables.

If you would like to share a table with another vendor, please let us know in your application. Both vendors must apply separately and provide each other’s names in their applications. Your applications must show that both vendors will sell at least 75% palaeontology-themed items each.

Shared tables will cost the full amount of a Single Table (£175) + 1x Vendor Assistant fee (£60)

BOTH vendors who are sharing a table must have their own Public Liability Insurance cover.

This only applies to vendors who are sharing a table but are trading as separate entities (separate business/trading names, clearly different displays and marketing, processing their own transactions, etc). If you are trading as a combined entity (trading and taking payments under one name with uniform branding), one of you must be appointed as the lead vendor and anyone else manning the table will be vendor assistants (Public Liability Insurance policies for combined entities must be in the company’s name or the lead vendor’s name).

Sharing your table is not permitted after applications have been approved. If the person you were planning on sharing with has not applied before the closing date, they will not be able to sell at DinoCon.

We cannot allow new table sharing requests after the vendor application deadline.

PUBLIC LIABILITY Insurance

All vendors must have Public Liability Insurance (PLI) cover which is active for both days of DinoCon 2027. Failure to provide evidence of Public Liability Insurance cover will result in your table being forfeit without refund.

Evidence of PLI cover must be sent to vendors@dinocon.co.uk no later than 4th June 2027.

Please contact us as soon as possible if your ongoing PLI policy is due to renew between 4th June and 3rd July.

Evidence of cover must be a valid PLI certificate or documentation that shows your name (or company name) and the dates the policy covers (can be annual cover that is still active over the DinoCon weekend, or one time cover for the dates of 3rd & 4th July 2027).

If you are not based in the UK and your PLI policy provider is in the country in which you reside, your PLI Policy must state that you are able to sell your wares in the UK (or internationally in general). If it does not, you must obtain a PLI policy that allows the sale of your wares within the UK.

If you would like more information on public liability insurance for vendor trading, we recommend visiting this website: https://stallsync.co.uk/guides/public-liability-insurance

If you are interested in learning about product liability insurance to see whether you require it in addition to public liability insurance, we recommend visiting this website: https://stallsync.co.uk/guides/product-liability-insurance

Are you based outside of the UK?

DinoCon welcomes creators and sellers from anywhere in the world! Please fill out the vendor application as normal.

To ensure you are complying with UK legislation, please check to see whether or not you need to apply for a Visa.

The items you are bringing into the UK to sell may also be subject to customs import fees, taxes on sales, or other charges.

These links and information are informal guidance and DinoCon cannot provide legal advice regarding visas, importing goods, taxes, etc. DinoCon is not responsible for any fees, charges, or damages that may incur whilst transporting or importing your wares.

As discussed above, your PLI policy must state that you are covered in the UK. If it does not, you must obtain a PLI policy that allows the sale of your wares within the UK.

Set Up and Take down.

Vendors can access the Vendor Hall to set up their tables on the evening of Friday 2nd July 2027 (exact time TBA, likely 7pm onwards). There will also be a couple of hours on the early morning of Saturday 3rd July, in case you are not able to arrive during the main set up times, although the venue will be exceptionally busy and so we strongly recommend setting up Friday evening.

If you are transporting your items and display equipment in a car or van, you will be able to access the loading bay to unload your vehicle directly into the Vendor Hall. Loading bay access must be booked in advance (timed slots will be available to book closer to the event). A separate timed slot will be available to book for take down. Please do not attempt to arrive at the loading bay before your booked time. Please do not leave your vehicle at the loading bay to set up your table display. Access to the loading bay is only available for you to unload/load your vehicle. Once you have finished unloading your vehicle, you must move it to the main car park and then return to the Vendor Hall to finish setting up your table.

If you do not need to unload your items directly from a vehicle, you will be able to access the Vendor Hall via the main reception entrance once it is open to vendors. Please do not attempt to access the Vendor Hall before this time as the room may not be ready for you.

Take down will occur immediately after the Vendor Hall closes to attendees on Sunday 4th July (exact time TBA, likely 5pm). Please do not start dismantling your display or packing away your items until the Vendor Hall is officially closed to attendees (if you cannot stay until closing, please let us know in advance). Please make sure you take all of your items with you and any waste is properly disposed of (bin bags will be provided and a waste skip will be available outside for Vendors to use). Anything left behind that you do not attempt to reclaim may be disposed of, sold (to recover incurred cleaning charges), or put in a charity auction.

Please contact us well in advance of the event if you wish to have items delivered directly to the venue as there are specific labelling requirements and potential item size/bulk restrictions.

Extra Requirements.

Please let us know in your application if you require any extra arrangements (anything you mention will not negatively impact your application. We only want to know so that we can help you and provide for your needs where possible).

These might include (but is not limited to):

  • If you use a mobility device or wheelchair and need additional space to comfortably access your table.

  • If you need to be situated near a door or far away from a door.

  • If you need to have access to a fridge for medical reasons (e.g. medication that needs to be kept cold).

  • If you would like to be near to a friend/named fellow vendor.

  • Any medical condition we should be aware of that may impact your ability to man your table for long periods of time.

  • If you require a carer to be with you (in place of an assistant’s ticket).

  • If you need to bring a service animal and they need additional space at your table or need to be in lower traffic area of the room.