Vendor Application

Vendor Mailing List

Want to stay in the know for future Exhibitor Hall information? We e-mail exhibitors each year when we’ve finalized application dates and when we release information packages. To receive these updates, please subscribe to our Exhibitor Mailing List.

Exhibitor Hall Schedule

Thursday

May 18

Setup
12:00 PM – 11:00 PM

Friday

May 19

Final Setup
7:00 AM – 9:30 AM

Open to Public
10:00 AM – 7:00 PM

Saturday

May 20

Restock / Reset
7:00 AM – 9:30 AM

Open to Public
10:00 AM – 7:00 PM

Sunday

May 21

Restock / Reset
7:00 AM – 9:30 AM

Open to Public
10:00 AM – 5:00 PM

Teardown
5:00 PM – 10:00 PM

Booth Pricing & Details

Each vendor may purchase and combine together up to a maximum of eight (8) booths.

Regular Booth ($700.00 + GST)

  • 100 sq. ft. (10 ft. x 10 ft.)
  • Materials Handling
  • 8ft. drape backwall
  • 3ft. drape sidewalls
  • 1 table (8 ft. x 2 ft.)
  • 2 chairs
  • 2 Exhibitor badges*

Corner Booth ($800.00 + GST)

  • 100 sq. ft. (10 ft. x 10 ft.)
  • Materials Handling
  • 8ft. drape backwall
  • 3ft. drape sidewall
  • 2 tables (8 ft. x 2 ft.)
  • 2 chairs
  • 2 Exhibitor badges*

* Exhibitor Badges will grant the bearer access to the Exhibitor Hall ONLY so you can get to your booth and sell your merchandise. If you want to explore the rest of Otafest (panels, showings, maid cafe, etc.), you will need to purchase a pass to Otafest. An exhibitor badge can be upgraded to include general weekend admission for $30.00 CAD during Otafest at the Exhibitor Relations booth.

Hotel Details

Just an elevator ride away from Otafest, you can book your stay at the Calgary Marriott Downtown Hotel with special rates for Otafest exhibitors!

Connected directly to the Telus Convention Centre and boasting Calgary’s largest standard guestroom available with a single king or two double beds and large windows, the Marriott’s rooms feature beautifully appointed furniture and hypoallergenic Duvets, fitness center, pool access, and wireless internet.

Services

Materials Handling, Shipping, and Storage

Materials handling will be handled exclusively by Global Convention Services LTD. This pertains to all merchandise and equipment that comes through the loading dock. For details regarding extra furnishing for booth spaces, shipping and storage of merchandise please refer to the Tradeshow Forms.

Power & Internet​

Power and internet access are available, however you must order them directly through the Calgary Telus Convention Centre Tradeshow Forms. Otafest is not able to order these services for you. As these particular services are provided direct to you, if you have any questions please contact the Calgary Telus Convention Centre.

Payment & Deadlines

Payment is due February 27, 2023.

A confirmation email will be sent out once the application has been approved and will include details regarding your booth and payment.

Failure to meet the above payment deadline will result in the loss of the reserved booth space. A $75.00 fine will be issued for bounced cheques or invalid payments.

Important Considerations

Weapons & Realistic Props​

The sale of weapons and/or props resembling realistic weapons is prohibited at Otafest.

Only props that abide by Otafest’s Festival Policies may be sold.

Please let the Exhibitor Team know in advance if you intend to sell such items or reach out if you need further clarification.

Mystery Containers

The sale of mystery containers is prohibited at Otafest.

A “mystery container” is defined as a bag, box, or container whose exact contents are unknown to the purchaser until after the purchase has been made.

Due to several issues arising in prior years regarding the quality of items included in mystery containers, Otafest no longer allows their sale.

If you have questions regarding whether an item is considered a mystery container, please contact the Exhibitor Team for clarification.

Gift Certificates

As part of Otafest’s various contests, patrons will be given gift certificates for use in the Exhibitor Hall. We ask that you accept the certificates for the value indicated as an all-or-nothing item (i.e. don’t give any change).

At the end of each day, please bring all gift certificates collected to the Exhibitor Information Desk to be paid out. Please note you will not be compensated for lost certificates and should treat them as cash. A sample certificate will be shown prior to the start of the festival so you’ll know what to expect.

Flammable Materials

As per the Alberta Fire Code any decorative material, such as, but not limited to, drapes, theatre curtains, signs, banners, acoustical material, plastic cloth, plastic displays, canvas, cardboard, canopies, etc. must be of non-flammable material, conforming to CAN/ULC S2109, or treated and maintained in a flame retardant condition to ensure that the material will pass the match flame test in NFPA 705.

If your display(s) does not conform to this, you will be required to remove it.

Frequently Asked Questions

  • The sale of bootleg and/or counterfeit merchandise is prohibited at Otafest. You must abide by licensing and copyright laws. The sale of illegal merchandise is also prohibited.

  • The sale of weapons and/or props resembling realistic weapons is prohibited at Otafest. Only props that abide by Otafest’s Festival Policies may be sold.

  • The sale of mystery containers is prohibited at Otafest. A “mystery container” is defined as a bag, box, or container whose exact contents are unknown to the purchaser until after the purchase has been made. Due to several issues arising in prior years regarding the quality of items included in mystery containers, Otafest no longer allows their sale.

  • The sale of food and drink is prohibited unless authorization has been granted from Otafest and Marriott Catering Services. A Food and Beverage Authorization Request Form must be filled out and approved by Otafest and the venue. The sale of regular sized Pocky, Hi-Chew Fruit Chews, and flavored KitKat bars has already been approved for all Exhibitors.

  • The sale of Otafest branded merchandise, mascot characters, or other Otafest trademarks is prohibited unless the Vendor has received prior approval in writing from Otafest.

  • The sale of adult materials is permitted, however such items may not be sold to minors, nor can they be placed somewhere such that a minor could see it on display. It is your responsibility to ensure that the customer is of legal age prior to purchase.

Please let the Exhibitor Team know if you need any clarification.

You may purchase and combine together up to a maximum of eight (8) booths.

A confirmation email will be sent to you once your application has been approved. It will include details regarding your payment options.

The hall will be available to you on Thursday afternoon/evening and Friday morning for setup. Please see the schedule for specific times.

To receive your badges, check in with Otafest staff at the Exhibitor Relations booth located just outside of the hall entrance.

Around the month of May, you will receive an email detailing the schedule for access to the loading dock for your specific time slot. Please keep an eye out for that important email.

If you wish to include a charged raffle or draw (i.e. where people have to pay to enter), then you must obtain a raffle license from the Government of Alberta and notify Otafest with proof of that license. Otafest must also approve the raffle.

Please refer to the Alberta Gaming, Liquor and Cannabis website for details on license requirements.

Otafest reserves the right to remove unlawful or unauthorized raffles or draws during the event.

Extra Exhibitor badges are available at $10.00 + GST each. You may note your required number of extra badges on your application form.

Additional Badges requested after March 27, 2023 (including replacement badges required during the event) will be charged at $30.00 + GST each.

Exhibitor Badges will grant you access to the Exhibitor Hall ONLY so you can get to your booth and sell your merchandise.

If you want to explore the rest of Otafest (panels, showings, maid cafe, etc.), you will need to purchase a pass to Otafest. An Exhibitor Badge can be upgraded to include general weekend admission for $30.00 CAD during Otafest at the Exhibitor Relations booth.

Exhibitor Hall Map

Application