Vendor Terms and Conditions

By applying for a vendor table for DinoCon, and upon approval, you agree to the following terms and conditions:

(last update: 31st October 2026)

1. We at DinoCon UK Ltd are not liable for loss, damage or theft of your items during the event. You, the vendor, are responsible for your own property and safety at our events. We highly recommend having product liability insurance to cover any theft, damage of or caused by the items you are selling (this is different from public liability insurance).

2. You have read and will adhere to the list of Prohibited Items. This list will be updated periodically, and you must make adhere to the most up to date version. It is your responsibility to check this list, but we will notify all approved vendors if there are any changes before the start of the event.

3. It is your responsibility to ensure that you have read and understood all the relevant information that we have provided about the event. This information can be found either on our website or through our direct email communications with you. You must contact us if you cannot find or do not understand any information required.

4. You MUST hold a valid public liability insurance policy to display and sell your items at DinoCon. The public liability insurance policy must cover you for both days of the event, include your name (personal, business, or trading), and allow you to sell goods at events within the UK (if you are based outside of the UK). This is to cover you in case your display causes damage to the venue and/or harm to any individual during the event.

5. You must be civil and courteous of fellow vendors, venue staff, DinoCon staff and volunteers, and all DinoCon attendees. We do not tolerate abuse or disruptive behaviour of any kind. In the interest of the safety and enjoyment of everyone who attends DinoCon events, we reserve the right to reject your application based on your reputation and/or behaviour at past or other events.

6. The items you are selling must be majority palaeontology related as this is the theme of our event. We expect at least 75% of your display to be on theme. Your application may not be successful if we feel your current range of products (at the time we review your application) does not meet this criterion.

7. Access to mains electricity is at the discretion of the organiser or venue and is not guaranteed upon request. Any electrical equipment that will be connected to the venue’s electricity supply must be PAT tested (or new out-of-box), safe, and all cables must be kept tidy and not a trip/snag hazard.

8. You must arrive within plenty of time to set up your table display. You must not attempt to access the Vendor Hall before the allotted set up time without permission from DinoCon Head Staff.  

9. You must not begin setting up your display before you have been officially checked-in by a member of the DinoCon team.

10. You must not begin to pack up or take down your displays before the Vendor Hall is closed to attendees. This is unwelcoming to attendees and could be a health and safety risk to any attendees who haven’t left the room. If you must leave before the Vendor Hall closes, please let us know as soon as possible.

11. All walkways, fire exits, and doorways must be always kept clear during the event. All stock and/or equipment that is not on your table must be kept in your designated area behind your table and kept in a tidy fashion. Any waste materials should be contained in bin bags (provided) and/or disposed of in the appropriate bins available.

12. Any additional display stands you wish to bring cannot be placed in the walkways. There may be some space available on either side of your table, however we cannot guarantee how large this space will be. If you wish to use this space you must ask your neighbouring vendor for permission as it may restrict or block access to their table. Floor space availability around your table with be subject to the final number of vendor tables and room layout.

13. We will provide plain trestle tables and basic chairs. We will not provide any additional display equipment or table coverings. It is your responsibility to bring your own additional display equipment and materials.

14. You cannot hang displays on the walls or ceiling of the venue, and your display must not exceed 2 metres in height. All display equipment must be sturdy and secure to prevent collapse or falls.

15. You cannot sell or give away edible items from your table unless you have received approval from the venue and all requested health and safety documents have been received. This must be negotiated and confirmed before you pay for your table.

16. Vendor tables and the floor space surrounding them must be left exactly as found. All rubbish and waste must be placed in the bin bags provided or in the relevant bins/skip and not left on the floor. Any items left by the vendor, with no attempt to reclaim, may be disposed of, sold to reclaim any cleaning charges, or put in a charity auction.

17. Internet connection will be available at the venue, however we cannot guarantee the strength or reliability of the connection on the day. Please ensure you bring more than one method of taking payments (e.g. card reader AND cash) in case the internet connection is unreliable or in the event that potential customers only have one method available to them.

18. All costs to the customers must be shown as £, GBP (British pound sterling). Any international conversion fees that the customer may incur must be made clear BEFORE the purchase is made.

19. If you do not turn up to the event for any reason and have not notified us in advanced, you cannot claim a refund. You must notify us as soon as possible if you can no longer attend the event. Refunds cannot be given if you cancel your table space within 1 month before the start of the event.

20. Table positioning is strictly down to DinoCon head staff.  Floorplans are a guide and may change before the start of the event. All vendors will be notified of any relevant changes as soon as possible. We cannot guarantee that positioning requests will be granted but we will do what we can where possible. 

21. You agree to pay the full costs for your table and any assistant tickets needed. All costs must be paid in full by the deadline mentioned on the “For Vendors” page. If you have not paid in full by this deadline, your reserved table space will be forfeit and given to a vendor on the waiting list.

22. You are solely responsible for anyone that you give permission to help manage your table. This includes all vendor assistants, DinoCon attendees, and other vendors. DinoCon volunteers will be available to stand by your table if you need to have a break, however they cannot process sales on your behalf.

23. All vendor assistants must be over the age of 18 years old. Any children you choose to bring with you cannot be left alone at the venue at any point and cannot be involved with the management of your vendor table.

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

25. DinoCon UK Ltd is not responsible for any loss, theft, damages, charges, or fees that may incur whilst transporting or importing your wares.

26. If you are importing goods into the UK, it is your responsibility to ensure that you adhere to relevant legislation, customs requirements, obtain a visa where needed, and pay any import fees where applicable. We legally cannot provide advice on anything regarding legalisation requirements or importation of goods.

27. By becoming a vendor at DinoCon, and upon payment of your table fee, you consent to DinoCon UK Ltd using images of your items and branding from your social media and/or website to promote the upcoming event. In addition, you agree that any photographs or video (taken by official DinoCon photographers/videographers) of your table and items for sale during the event may be used to promote future events.

28. DinoCon UK Ltd cannot be held responsible for any delay, cancellation, or failure to provide any service due to any act or circumstances beyond reasonable control including (but not limited to); Natural disasters, legislation, injury, terrorism, war, fire, failure of power supply, bad weather conditions, lock down, closure of transport routes, or strike.

If you have any questions about anything related to vendoring at DinoCon, please contact us at vendors@dinocon.co.uk