Vendor Rules

OFFKAI EXPO

Last Update: November 17, 2021

  1. Vendor Rules.

    1. Offkai Expo has established the following rules to ensure the safety of everyone involved, and ensure the continuation of Offkai Expo in the future. “Vendor” refers to any individual accepted to sell merchandise or services at Offkai Expo, as well as their assistants and helpers.

    2. Offkai Expo reserves the right to make changes to these rules at any time for any reason.

  2. Vendor Rules/Guidelines.

    1. Vendor Eligibility. Per seller’s permit requirements for the California State Board of Equalization, Vendors registering for Offkai Expo must be at least eighteen (18) years of age at the time of the event. No exceptions will be made.

    2. Seller’s Permits. Vendors are required to have a valid and current California State seller’s permit that covers the date of the event (“Seller’s Permit”). You will be required to provide your Seller’s Permit for our verification prior to selling merchandise, commissions, and/or other services at Offkai Expo. It is the responsibility of each Vendor to obtain a Seller’s Permit; Offkai Expo cannot do this for you.

    3. If you are unable to present a valid Seller’s Permit at or before checking in as a Vendor, you will not be allowed to sell. Your costs will not be refunded.

    4. Seller’s Permits may be obtained from the California Department of Tax and Fee Administration. Click “Register for a Permit” to get started.

      1. We have prepared a brief OffKai Seller’s Permit Walkthrough to assist. However, please be aware that the website changes periodically and some screens may no longer be the same. If you have difficulty with this process, we recommend calling the CDTFA first, as they are usually able to get things straightened out quickly. If you continue to have difficulty, please email us.

      2. Permit specifics:

        1. The Event Name is: Offkai Expo. The Organizer/Promoter of the event is: Offkai. The Phone Number is [805-236-9583]. It is very important that you use the DoubleTree by Hilton San Jose address for the location of the event, as this is where your business is conducted.

        2. DO NOT use Offkai Expo’s email address. Please use your own email address for your permit to ensure you receive all necessary communications.

  3. Legal Responsibility. Offkai Expo requires that attendees, staff, volunteers, and Vendors observe and adhere to all state and federal law;. including those for raffles and prizes.

  4. Merchandise/Material Awareness. All goods and services sold at Offkai Expo must comply with state and federal law, as well as the express policies of Offkai Expo.

    1. Mature/Adult Materials:

      1. Any material containing extremely violent and/or sexually explicit nature depictions must not be accessible to minors, including literature.

      2. Vendors are required to monitor their adult/mature materials to ensure minors are not viewing them.

      3. Vendor Room volunteers will alert you if they feel your displays are insufficient with regard to these rules and suggest how you can resolve the concern. Failure to comply with the requests may result in the Vendor being asked to leave.

    2. Copyrighted/Pirated Materials:

      1. Pirated/bootleg materials including but not limited to art, stories, merchandise, software, and audio/video recordings are not permitted.

      2. Offkai Expo branded items should not be sold by vendors without explicit permission.

    3. Weapons and Dangerous Items:

      1. Weaponry and potentially dangerous items are not allowed to be sold at Offkai Expo.

      2. Firearms, whether real, demilitarized, or realistic replica, are not permitted for sale at Offkai Expo.

  1. Professionalism and Behavior.

    1. All Vendors and their assistants maintain a reasonable level of professionalism while doing business at Offkai Expo.

    2. All Vendors and their assistants are expected to follow the general code of conduct required of all Offkai Expo attendees.

    3. All displays should be considerate of their neighbors. Loud music or overly distracting displays are not permitted.

    4. Only individuals with valid Vendor badges may be seated at a Vendor table or booth, unless prior approval has been received from the Vendor Lead. Vendor badges must be worn at all times when at their booths.

    5. Only properly-badged Vendors will be permitted early and late access to the vendor areas for setup and tear-down.

  2. Disputes.

    1. Neither Offkai Expo nor its staff or volunteers will become involved in financial disputes between attendees and Vendors.

  3. Table Guidelines.

    1. The event reserves the right to refuse service to anyone including Vendors, staff, and attendees.

    2. Vendors may seek a refund in accordance with Offkai Expo’s Refund Policy. Vendor memberships or tables cannot be rolled over to the following year.

    3. Reselling and sharing tables:

      1. Vendors may not resell their tables.

      2. Vendors may share their tables pending the approval of the Vendor Lead.

      3. Unapproved table shares may result in the Vendor and their unauthorized sharer being asked to leave for the remainder of the event.

    4. General guidelines:

      1. Obtrusive or distracting displays are not allowed, at the discretion of the Vendor Lead. Annoyances may include excessive/flashing lights or loud music/sound from laptop speakers or other display/audio devices.

      2. Vendor spaces can become crowded. Offkai Expo requests Vendors help to keep the event safe and all aisles clear.

      3. Vendors must be at tables when selling merchandise or working on commissions. Sitting in the aisles between table rows is not permitted.

      4. Merchandise and displays may not extend past the front edge of Vendor space and must not present trip or snag hazards.

      5. Use provided waste receptacles for any garbage. Report any spills or similar issues to the Vendor Lead as soon as possible. Vendors may be responsible for additional cleaning costs for any large stains on the carpet at/near their tables after the event.

  4. No-Show, Refund Policy, and Waiting List.

    1. Refund Requests:

      1. Vendors may request a full refund of table space until [3/28/22] by emailing vendors@offkaiexpo.com.

      2. Refund requests made less than thirty (30) days before Offkai Expo will require approval of the Vendor Lead and/or Business Director on a case by case basis. Such refunds, if granted, may take up to sixty (60) days to process.

      3. A vendor should contact the Vendor Lead if they are going to be late for any reason. A Vendor will be considered a “no-show” if their table is unclaimed four (4) hours after the vendor spaces opens to the public on the first day of the event if there is no contact from the vendor to the Vendor Lead. The disposition of the table will be handled at the discretion of the Vendor Lead.

For questions, comments, or clarification to these rules and guidelines, please email vendor@offkaiexpo.com.