Thank you for your interest in applying to be an Exhibitor/Vendor at MNPolyCon 2025! Before completing the Agreement & Application, please read the MNPolyCon 2025 Exhibitor/Vendor FAQ thoroughly. 

Make sure to fill out all the required and valid information in your application. Download the MN ST-19 Operator Certificate of Compliance and complete it. You will have the option to attach it at the end of the application. 

If you are unable to provide website links for your promotional materials and products, please include thsoe file attachments at the end of your application as well.

Please reach out to mnpolycon@gmail.com if you have any questions. We look forward to collaborating with you at MNPolyCon 2025!

MNPolyCon 2025 Exhibitor/Vendor Agreement & Application

Reminder — Exhibitor/Vendor table fees do not include entry to MNPolyCon sessions.

This Agreement is entered into by MNPoly, a 501(c)(4) nonprofit organization, and the individual(s) or entity listed on the final signature page of this Agreement (the “Exhibitor/Vendor”).

1. TABLE CONSIDERATION. Exhibitor/Vendor tables are available for purchase for MNPolyCon 2025 (hereinafter, the “Event” or “MNPolyCon”). Exhibitor/Vendor tables are subject to specific terms of purchase. Tables will be allocated on a space-available, first-come, first-served basis. Approved applications will receive a link to purchase their table within 72 business hours. Please be aware that your table will not be reserved until you have completed purchase.

2. TABLE CLASSIFICATIONS. Exhibitor tables are designated for individuals or businesses that are not involved in making or soliciting sales at MNPolyCon. Exhibitors are encouraged to engage with attendees and to display and distribute informational, promotional, and marketing materials; however, they are not permitted to make or solicit sales. Vendor tables are designated for individuals or businesses that are involved in making or soliciting sales and at MNPolyCon. Vendors are also encouraged to engage with attendees and to display and distribute informational, promotional, and marketing materials.

3. VENDOR PROHIBITED PRODUCTS. Alcohol, tobacco, firearms/ammo/weapons, illicit substances, or overall illegal items are prohibited.

4. VENDOR HOMEMADE FOOD PRODUCTS. Vendors selling homemade food products are required to display clearly visible signage that states, "These products are homemade and not subject to state inspection.” in large print, high contrast, easy to read, basic font. Homemade food products must also be labeled with —

• Your full name or full business name

• Address or cottage food registration number

• Date on which the food item was produced

• Full list of ingredients (including potential allergens for human foods)

• The statement, "These products are homemade and not subject to state inspection.”

5. PROMOTIONS AND LITERATURE DISTRIBUTION. Promotions and distribution of literature by Exhibitors/Vendors must remain within their designated table area. Exhibitors/Vendors are not allowed to enlist others to distribute materials in different locations on the premises.

6. TABLE STAFFING. To maintain a secure environment at MNPolyCon, Exhibitors/Vendors must not leave their tables unattended. Leaving your table unattended may result in a warning or possible removal from the Event.

7. ATTENDEE SAFETY. Exhibitors/Vendors must provide necessary shielding or safety items to protect attendees, vendors, and others from equipment that may cause bodily harm. Electrical wiring and equipment provided by Exhibitors/Vendors must comply with standard electrical codes.

8. CONFIDENTIALITY. Exhibitors/Vendors acknowledge that Event attendees have the right to privacy concerning their attendance and participation. Therefore, exhibitors/Vendors agree to keep all interactions with attendees confidential. The identities of attendees will remain private, and Exhibitors/Vendors will not publicly or privately share any information, including but not limited to photographs, videos, or recordings, that could identify individuals present at the Event.

9. DISPLAY POLICY. One additional table and two additional chairs may be provided upon request, subject to availability and a corresponding fee. Exhibitors/Vendors must remain within the designated table area. Exhibitors/Vendors may not interfere with or block neighboring booths and displays without first gaining permission from the affected Exhibitor/Vendor and authorization from a MNPoly representative. For any questions or concerns regarding this policy, please contact mnpolycon@gmail.com.

10. DEMONSTRATION POLICY. Demonstrations outside the table area may be permitted with a demonstration waiver. To request a demonstration waiver, please contact MNPoly at mnpolycon@gmail.com. Any waiver request must be provided in writing and is solely at MNPoly's discretion. Exhibitors/Vendors are strictly prohibited from making any display or demonstration requests to the Premises staff; all requests must be approved in advance.

11. SETUP AND TEAR DOWN POLICY. This year’s Event will be held at the following location (the “Premises”): Mounds View Event Center | 5394 Edgewood Drive | Mounds View, MN 55112. Exhibitors/Vendors will receive an advance schedule detailing when the premises will be available for table setup, the hours of the MNPolyCon Market, and the Event schedule. Exhibitors/Vendors must pack up their items during the designated tear-down time unless they have made alternative arrangements approved by MNPoly. To request a tear-down time requirement waiver, please contact MNPoly at mnpolycon@gmail.com. Any waiver request must be provided in writing and is solely at MNPoly's discretion. Failure to adhere to this policy may result in exclusion from future events. If an early departure is necessary due to an emergency, please inform us as soon as possible before the tear-down period, and we will make arrangements to assist without compromising the attendees and Event.

12. CLEANUP. Exhibitors/Vendors are responsible for cleaning up all trash, debris, and boxes in the MNPolyCon Market after they have finished tearing down their setups. If this cleanup is not performed, a $100.00 cleanup fee will be invoiced to the Exhibitor/Vendor. Failure to pay this invoice will result in disqualification from participating in future MNPoly events.

13. 18+ EVENT. MNPolyCon is an age 18+ Event. Adult materials, topics, and discussions may be present before, during, and after the Event. For safety reasons, no one under 18 years old is allowed on the premises under any circumstances, including during pre-event or post-event activities, as well as load-in or load-out periods.

14. TAXES AND PERMITS. Exhibitors/Vendors are responsible for obtaining any necessary permits, licenses, or taxes related to their activities at the Event. They certify that they will comply with all applicable laws, including tax laws, and confirm they have the legal right to sell any goods and services they intend to offer or promote at the Event. Additionally, Vendors are responsible for collecting and remitting taxes to the State of Minnesota, the City of Mounds View, Ramsey County, and any other relevant government authorities as required by law. They further certify their compliance with all applicable tax laws. All Exhibitors/Vendors must submit a signed copy of form ST-19.. Failure to provide a complete and accurate ST-19 form will cancel this Agreement & Application.

15. NO SUBLETTING. Exhibitors/Vendors can not sublet or rent out their tables at any time.

16. LIABILITY WAIVER. Exhibitors/Vendors are responsible for any damages or incidents at their table or are related to their activities during the Event. It is the sole responsibility of the Exhibitors/Vendors to safeguard their property, cash, and merchandise while on the premises. MNPoly and MNPolyCon are not liable for any theft, loss, or damage to the property, cash, or merchandise of the Exhibitors/Vendors that may occur. 

17. FORCE MAJEURE. If the Event cannot take place for any reason, including inclement weather, this Agreement & Application will be terminated, and Exhibitors/Vendors waive any and all claims for damages. In such a case, the full cost of the Exhibitor/Vendor tables will be refunded.

18. INDEMNIFICATION. Exhibitors/Vendors agree to defend, indemnify, and hold MNPoly harmless from any claims or lawsuits that arise from their actions or omissions, including those of their agents, employees, or assigns, which may cause harm to others. This includes, but is not limited to, claims related to retail licensing, copyrights, and patents concerning the merchandise sold, as well as personal injury or tort claims associated with the Exhibitor's/Vendor's merchandise or activities. If MNPoly successfully takes legal action to enforce this provision, the Exhibitors/Vendors will be responsible for covering all costs, expenses, and attorney fees incurred in the enforcement process.

19. GOVERNING LAW. This agreement will be governed in all respects by the laws of the state of Minnesota, as well as any applicable federal laws and regulations. Exhibitors/Vendors agree to the jurisdiction of Minnesota's state and federal courts. This provision concerning governing law and choice of forum is mandatory and not optional.

20. POINT OF CONTACT. You may contact a MNPoly representative with questions or concerns at mnpolycon@gmail.com.

21. ENTIRE AGREEMENT; MODIFICATIONS. This document represents the complete agreement between the Exhibitor/Vendor, MNPoly, and MNPolyCon 2025, overriding any previous understandings, proposals, negotiations, or representations related to the subject matter. Any modifications to this agreement must be made as stipulated within the document or through a subsequent written agreement signed by the Exhibitor/Vendor, MNPoly, and MNPolyCon 2025.

Exhibitor/Vendor Information *required (if applicable)

To ensure that we abide by all Minnesota State laws, an ST-19 form must be completed for EACH Exhibitor/Vendor application. Even if you do not have a MN tax ID number, still complete the ST-19 form.