Ai-Kon Policies

Ai-Kon reserves the right to modify and/or update these policies at any time in their sole discretion without prior notice.

In these policies,

“Ai-Kon” refers to the not-for-profit organization, its staff and volunteers;
“Event” refers to all events organized and operated by Ai-Kon;
“Venue” refers to the physical location where an Ai-Kon event may take place;
“Marketplace” refers to the area designated by Ai-Kon for the sale of artwork and merchandise;
“Main Programming”, “Showing Room”, or “Panel Room” refers to designated viewing areas and rooms where programming may occur.
“Pass” refers to the physical proof of admission used by Ai-Kon, typically a badge or wristband.
“Attendees” refers to anyone who is attending the event and has a valid pass.

By attending any Ai-Kon Event, you agree to comply and abide by the following policies:

General Policies

The following activities are not permitted:
1. Engaging in any activity prohibited by law;
2. Any act that could result in substantial risk to harm to people or property;
3. Physical or verbal harassment of staff, guests, attendees or the general public (see Harassment Policy);
4. Theft of any kind;
5. Engaging in any disruptive or unsafe behaviour that disturbs other attendees, staff or the general public (i.e. loud music, glomping/tackling, hate speech, stalking, pushing, line jumping, etc);
6. Sexual misconduct, such as indecent exposure (see Clothing/Costume Policy), unwanted/offensive touching, or sexual harassment;
7. Unauthorized vending (i.e. sales done outside the Marketplace or by unauthorized vendors/artists), solicitation, and the unauthorized distribution of mass materials like handbills, flyers etc. This includes signs that solicit or offer compensation (i.e. “will do X for Y” signs);
8. Open possession/consumption of alcohol or cannabis (including edibles) at the Venue;
9. Posting unauthorized signs, flyers or other material inside the venue.
All attendees are required to follow instructions as given by Ai-Kon or Venue Staff.
Ai-Kon strives to create a safe environment; however, Ai-Kon, its staff, volunteers and affiliated parties are not responsible for any loss, theft, damage or injury at the event.
Ai-Kon or the Venue Staff may restrict programming elements based on pass, room capacity, or age.
All exits, stairways, escalators, and hallways must be kept open and free to traffic at all times; Ai-Kon or Venue staff may request that anyone blocking these points move or otherwise dispersed. Signs/Billboards that are larger than 12×18” (305x457mm) are not permitted as they may obstruct traffic.
Service animals are the only animals permitted at the venue. Service animals must not disrupt other attendees, programming elements or traffic flow.
Food or drink is not permitted in Showing rooms.
Smoking/vaping is not permitted inside the venue. Smoking/vaping is permitted outdoors, but they must be at least 8m from any entrance.
Seating for all panels, shows and showing rooms are done on a first-come, first-served basis.
Some programming at Ai-Kon, including but not limited to the dance, programming in main programming, showing/panel rooms, panels, performances, etc. may contain bright, flashing lights and/or imagery that may cause discomfort or seizures for those with photosensitive epilepsy.

Harassment

Harassment is defined as any single significant incident or repeated incidents of objectionable or unwelcome conduct, comments, bullying, or action by someone who knows, or ought reasonably to know, that the action will or would cause offense or humiliation to another individual and/or a negative effect on an individual’s health and safety. This includes, but is not limited to, unwanted physical contact, bullying, intimidation, bathroom policing, sexual misconduct, physical assault, or battery.
Ai-Kon will take action against anyone found to be displaying harassing behaviour in line with the Violations of Ai-Kon Policies section. Report any harassing behaviour to an Ai-Kon staff member or volunteer immediately.

Passes

You must display your Event pass at all times during the Event. If you are cosplaying, you may temporarily hide your pass for photographs, but it must be available and shown to staff upon request.
For 18+ Panels, current government issued photo ID must be presented in addition to your pass. Limited amounts of 18+ wristbands are available at Registration, which are a substitute for government ID.
Pass purchases will be handled through Tix123. Any passes purchased outside of this vendor may be counterfeit or reported to be stolen.
Ai-Kon reserves the right to refuse replacement pass sales.
Admission to the Event can be withdrawn, refused, or the holder expelled from the venue at any time, for any reason, and without the refund at the discretion of Ai-Kon.
Passes are non-transferrable.

Guests/Autographs

Ai-Kon does not guarantee autographs from a particular guest.
Ai-Kon reserves the right to limit or otherwise cut the autograph line at any time.
Autographs on unlicensed or inappropriate items may be declined.
Guests reserve the right to accept or refuse gifts.
Photos, recording or filming during guest panels is prohibited and may result in being asked to leave the panel.
Pricing for signatures may vary from guest to guest. Please visit our website and/or the mobile app closer to the event to verify pricing.
Any additional requests for signings, voice recordings, photos, or interviews are prohibited unless sanctioned by Ai-Kon Guest Department.
Use of devices such as phones, audio/video recording devices, and Meta/recording glasses are strictly prohibited in panels and in the guest area. Refusal to agree to these terms will result in possible removal from the event, and future events as Ai-Kon deems appropriate.

Filming/Photography

By attending Ai-Kon you, and any names or logos of your company, group, or other organization (i.e. team, club, etc.) may appear in photographs, film or other recorded media taken by Media or Ai-Kon Staff, and this media may be used for marketing or promotional purposes.
All present at the event must gain permission from all individuals they wish to photograph/film.
Any inappropriate photography, where the subject feels they are being stalked, exploited, degraded or disrespected through being filmed/photographed, may fall under Ai-Kon’s harassment policy.
Photography or filming is strictly forbidden inside showing rooms.
Photography or filming cannot impede the flow of traffic or disrupt programming elements.
Flash photography is not permitted inside panel rooms or in Main Programming.
The use of tripods, filming lights, and backgrounds are forbidden without prior authorization from Ai-Kon staff and/or a media pass.
Photography/filming of panels is up to the discretion of the panel host. Ask for permission before recording any media.
Photography/filming of merchandise and art in the Marketplace is prohibited unless you have obtained permission from the vendor/artist.
Ai-Kon staff may ask to review and/or demand deletion of any unauthorized photographs or audio/video recordings.

Dance

Ai-Kon’s Dance Event is a 16+ event. Government issued ID may be required to enter.
All who enter or re-enter the Main Programing during the dance must agree to not bring any of the following:
- Large bags/backpacks
- Food or opened bottles
- Unidentified substances
- Glass containers of any kind
- Props, even if previously approved, that may pose a hazard in a crowd
Small bags/purses are permitted, as are sealed commercial water bottles.
Those who are or appear to be intoxicated, under the influence, or otherwise impaired may be refused entry.

Costume/Clothing

Outfits MUST:

Fall within public decency laws and MUST cover and obscure genitalia, buttocks and nipples, regardless of gender. Topless or bottomless costumes, or those that are considered too risque are not allowed;
Have covered soles: barefoot or socks will not suffice. If you must appear barefoot, consider this tutorial on making “invisible shoes”.

Outfits MUST NOT:

Promote vilifying or hateful behaviour, including racist (including blackface or portraying yourself as another race), transphobic, homophobic or sexist material;
Consist primarily of body paint;
Have overt religious iconography (e.g. Tokyo Revengers jackets with the Manji);
Have overtly sexualized material (e.g. ahegao attire, uncensored nudity or profane/explicit text);
Create a mess or pose a hazard (e.g. balloons, glitter, bubbles, confetti, streamers, water, flower petals, sharp spikes, long chains/ropes, combative clothing);
Impersonate local Law Enforcement or Emergency Response Personnel
Obstruct or impede the flow of traffic or entrances. If the costume cannot fit through a standard doorway, it may not be permitted during general convention hours. Exceptions may be made day-of for Cosplay Contest Contestants.

In the end, what will and will not be considered acceptable at Ai-Kon in regards to costumes is at the discretion of Ai-Kon and Venue Staff. If any attendee’s costume falls under what is considered inappropriate, Ai-Kon will ask you to adjust your outfit accordingly or you will be removed from the Event.

Props

Ai-Kon uses the following definitions for weapons and props:

A “weapon” is any item that: is designed to cause injury, death or harm, or anything a person can use or intends to use to cause injury, death or harm. This can also include items that are used, or are intended for use, to intimidate or threaten.
A “prop” is any item used by an Attendee to enhance their costume.
A “regular prop” is any prop that is less than 50 inches long or wide, and less than 2 inches in thickness (127x5cm).
A “oversized prop” is any prop bigger than a regular prop. These props are not permitted inside the Marketplace. Oversized props can only be constructed out of cardboard, foam, balsa or other lightweight material that does not pose a hazard if it falls on someone. Wooden dowels are acceptable to serve as cores of oversized props.

ALL PROPS, EVEN IF APPROVED PREVIOUSLY, MUST BE RECHECKED EACH YEAR.

Any unapproved props must be removed from the Event immediately.
Functional weapons are NEVER permitted at Ai-Kon, regardless if they are rendered inert or blades dulled.
Event Staff have the final say on whether a prop will be allowed at the Event, and props are subject to continued assessment throughout the Event.
All inspected props will be marked (peace bonded) in a highly visible way. This marking must never be hidden/removed.
Prop Weapons must be holstered, sheathed, or slung except while posing for photos. They cannot be swung or brandished with exception for posing and photography purposes.
All props must be carried safely and under your control.
Misuse of props, weapons or other items, even if they are approved, may result in the prop being confiscated, removal from the event, or both. Be aware of how you are conducting yourself and know your surroundings at all times.

Prohibited Items:

Toys, props or weapons that are capable of firing a projectile, regardless of the projectile. This includes weapons such as airsoft, gel-ball guns, shuriken or throwing knives and toys such as nerf or waterguns.
- Modifying a prop (not a weapon) to be unable to fire a projectile is permitted (e.g. making a bowstring for a prop bow out of low-tensile thread, removing the internals from a Nerf gun etc.)
Metal bladed weapons, regardless of hardness or sharpness, or if the blade has been covered.
- Wooden/polypropylene training swords/knives and Kendo shinai are considered functional weapons.
Props that could reasonably be perceived as a public danger at any distance.
Sporting equipment (including bats, ice skates, skateboards, paddles of any kind)
Metal cookware or utensils
Laser emitting devices (e.g. laser aiming devices, laser pointers). Laser pointers are permitted for use at panels/workshops by the host, but must never be pointed at another person.
Highly disruptive props (e.g. cap guns, bright lights, air horns, bubble guns, smoke/fog emitters)
Hoverboards, Roller Blades, Wagons/Carts, Bicycles or other wheeled items except medical assistive devices.
Drones/UAV’s

Generally Accepted Materials:

Cardboard, including foamcore
Foam, including styrofoam/insulating foam or EVA foam
Lightweight Wood
PVC, including PVC tubes
Plastic, including thermoplastics, 3D printed materials (TPU/ABS/PLA)

Prohibited materials:

Metal (this includes metal tubing, curtain rods, etc.)
Carbon fibre/fiberglass
Glass or ceramics
Materials that have been made to, or that can hold, an edge or a sharp point.

Presenter Passes

All groups or individuals providing community content via the Programming department are eligible for Presenter Passes. Presenters are assigned a complimentary weekend or day pass, assigned to the presenter by the Programming department as outlined below:

Complimentary weekend passes will be available to presenters, including panelists, hosts of game shows, craft panels, demonstrations, performers, event organizers who are not contracted to receive payment from Ai-Kon for their participation at the event, and approved Dance Showcase performers. Otherwise, a day pass will be issued. These passes must be requested at least 2 weeks in advance before the Event from the Programming department and are distributed at Registration/Pre-registration.

If a presenter already has a pass from another department or event, such as staff, volunteer, artist, vendor, exhibitor or a different panel, they are permitted to assign their presenter pass to an assistant who will be assisting them during their programming at the convention. This assignment must be done prior to the convention and must be approved by the Programming department. Presenters are limited to 1 weekend or day pass that they are allowed to assign to an assistant.

Misuse of presenter passes, including but not limited to lending their passes to other attendees or canceling/no-showing on an event or other volunteer commitment without proper notification, may result in revoking of passes, removal from the Event, temporary or permanent bans on presenting at the Event or other penalties as determined by the Programming Department.

Ai-Kon does not offer refunds on passes purchased before the assignment of a complimentary presenter pass.

General Contest Policies

All contestants must have a valid pass to the event and pay any required contest fees in advance, unless otherwise stated in the contest rules.
Contestants cannot be involved in the operation or the judging process of the contest.
Contestants cannot be members of Ai-Kon Staff or Volunteers.
Contestants must follow all contest rules and other eligibility requirements as stated on the official website.
Non-competitive contest entries may be permitted at the contest coordinator’s discretion; these entries are not eligible for any prizes or awards.
Any exceptions to contest eligibility will be stated in the official contest rules.

Privacy Policy

Ai-Kon is committed to protecting the privacy of the personal information of our staff, volunteers, attendees, customers and stakeholders. Ai-Kon prioritizes transparency, and is dedicated to providing information about how we collect, use, disclose and protect your personal information in compliance with applicable provincial and federal legislation.

In this policy, “personal information” may refer to any data about an individual that can be used to identify them, either on its own or in combination with other details. This includes information such as name, contact information, date of birth or credit card information. It may also include technical information, such as IP address, web browser settings and unique device identifiers.

Ai-Kon collects, uses, and discloses personal information only for the purposes that a reasonable person would consider appropriate to Ai-Kon’s activities. This personal information will be kept in strict confidence and will only be used for the purposes of which it was collected.

Specific safeguards will be taken to protect any personal information, such as limited access. Ai-Kon retains personal information only for as long as necessary. If required, an individual can request their personal information to be modified.

Ai-Kon will respond promptly to any request by an individual for access to their personal information.

Violations of Ai-Kon Policies

Ai-Kon reserves the right to enforce punishment at its discretion against any attendee who violates these policies. Such punishment can include, but is not limited to;

A warning issued to the attendee
Requiring the attendee to leave a particular event, panel/showing room or the venue;
Revoking an attendee’s pass without refund, and/or;
Banning an attendee from future Ai-Kon events.

If deemed necessary, local law enforcement may be involved. New tickets purchased for the purpose of reentry after removal under this policy will not be refunded.

Marketplace Policies

New Artists Program Rules
1. New artists must not have exhibited at any previous Ai-Kon events to be considered for the New Artists program.
2. Once an artist is accepted as a New Artist, said artist can not apply in the future for the New Artist program.
  1. Artists must then apply for a General Art Table or as a Vendor.
  2. New Artists are not eligible for a secondary artist badge or an upgrade in table space.
3. Proxies ARE NOT allowed for New Artists, all work being sold must be done by the artist present.

Marketplace Artist Rules
1. Ai-Kon is not responsible for artists fulfilling and distributing orders.
2. Artists accept full responsibility for any disputes that may arise regarding their brand, artwork, merchandise, services, etc.
3. Artists are required to know the financial risks and requirements for tabling at the convention, and should plan accordingly.
4. Ai-Kon is not responsible for an artist’s income. Refunds are not provided for artists who are not profitable.
5. Artist location is decided by the Ai-Kon marketplace team. The marketplace team will take the submitted preferred table location into consideration, but it is not guaranteed which table will be offered. Artist placements may be altered up to the date of the event to accommodate changes in the room layout or additions/cancellations.
6. Artists must abide by Ai-Kon Marketplace room hours, which are listed in the Artist Package and/or Ai-Kon website.
7. Artists must check in with the Artist Coordinator upon set-up arrival for placement and passes.
8. No more than two persons are to be seated behind an 8’ table at a time.
  1. Only artists who have purchased a full table are eligible to purchase 1 additional artist badge.
    1. Artists may NOT bring an additional chair/seat. Artists may replace the two seats with their own.
  2. Artists seated behind artist tables must have the appropriate artist pass visible.
9. Set-up helpers are allowed into the Marketplace to help an artist set-up at the designated hours.
  1. Past 11:30 AM CDT on the Friday of the event, all helpers must vacate the Marketplace.
10. Personal items are to be kept underneath art tables (not behind) to ensure a safe walking space.
  1. Ai-Kon is not responsible for lost or stolen items.
  2. Displays should not block the walking space behind or in front of an artist, or beside entrance/exit curtains
  3. Artwork is not permitted on the walls of the RBC Convention Centre. Please utilise table space.
  4. Artists who pay for a table are only guaranteed the space on the table top. They are not guaranteed any specific spot inside the marketplace. Positions can be changed by Ai-Kon staff at any time before or during the convention.
11. Ai-Kon, as part of the Province of Manitoba Taxation Division procedures and requirements, is required to disclose all artist contact information to Manitoba Taxation. This may result in being externally contacted by Manitoba Taxation for auditing purposes that Ai-Kon is not party to.
12. Refund policy:
  1. Artists that cancel over 60 days prior to the event will receive a full refund (minus paypal transaction fees).
  2. Cancellations made 60 to 30 days prior to the event will receive a 50% refund (minus paypal transaction fees)
  3. Cancellations made less than 30 days before the event will not receive a refund.
13. Art tables are non-transferable and cannot be resold.
  1. An artist table may only be used by the Artist(s) that have been approved and assigned to that table by the Artist Coordinator. Any art not produced by the Artist assigned is strictly prohibited.
  2. A MAXIMUM of two artists are allowed per 8’ table.
  3. Proxies are allowed for a general art table. Artists are required to inform the Artist Coordinator of a proxy being used.
  4. Artists must contact the Artist Coordinator if they can no longer table at Ai-Kon.
  5. Only those who are accepted to table at Ai-Kon are permitted to make sales. Pop-up/Wandering merchants or sales outside of the Marketplace are prohibited.
14. All Artist applicants must be 15 years or older to apply. Those ages 14 and under must share a table with a parent/ guardian.

Conduct Rules
1. Treat all attendees, other artists/vendors and Ai-Kon volunteers and staff with respect. Artists who are in any way verbally or physically abusive to attendees, other artists/vendors and/or Ai-Kon volunteers or staff may be ejected from the Marketplace without refund and may be barred from applying to Ai-Kon events in the future.
2. Refrain from yelling, running, obscene language, and other disruptive behaviour while inside the Marketplace.
3. Anything not permitted by the convention, or is prohibited by local/provincial/federal laws is not permitted in the Marketplace as well.
4. Be aware of your surroundings and those nearby. Music, lights, scents, or anything else that may disturb others are not permitted.
5. If Artists have any concerns, please notify any Ai-Kon staff member or volunteer. Allow Ai-Kon staff time to remedy the situation and please inform us as soon as concerns arise.
6. At the violation of these rules or at the request of a copyright/trademark owner, Ai-Kon may (at the discretion of the Artist and/or Vendor Coordinator or Marketplace Assistants) ask artists to remove offending items or revoke artists’ ability to sell items.
7. All judgements are at the discretion of the Artist and/or Vendor Coordinator, Marketplace Assistants or Ai-Kon Directors.

Artwork Rules
1. Artwork sold at Ai-Kon must be of anime, Japanese, or Asian pop culture inspiration and may be done in any medium with the exclusion of food.
2. Artwork for sale must be produced only by the individuals signing this agreement and must be original work or purchased patterns.
  1. Plagiarism is taken very seriously at Ai-Kon, and can result in the ejection from the Marketplace as well as being barred from any future Ai-Kon event.
3. Secondhand merchandise or merchandise containing trademarked/licensed items or images may be sold if there is sufficient transformation of the original work. This will be at the discretion of the Artist and/or Vendor Coordinator.
4. Hentai, sexually explicit, explicitly violent, or profane artwork may not be openly displayed.
  1. This will be at the discretion of Ai-Kon staff. Such artwork may be sold discreetly (and upon confirming via valid photo I.D.), but may not be viewed or purchased by any person under the age of 18.
5. Mystery Bags/Boxes are not accepted in the Ai-Kon Marketplace.
  1. Discounted sales on defective/unwanted stock is permitted, so long as customers are allowed to inspect the items themselves.
  2. Gacha will be accepted ONLY if all prize options are clearly displayed. Ai-Kon reserves the right to approve/ disapprove any Gacha themed items.
6. The use of artificial intelligence (AI) in any part of art production, including promotional material, online web assets, etc. is strictly prohibited and may result in removal from Ai-Kon and/or barring from future events.
7. Fan art CAN be acceptable under these conditions:
  1. The artist understands and accepts responsibility for the legal risks involved with selling fan art depicting:
    1. Trademarked characters
    2. Licensed characters
    3. Logos
    4. Another artist’s design
  2. Artists should be aware of creators’ requests regarding creating fanart of their intellectual property (IP). Ai-Kon does not regulate the creation of art/merch, and any creations are done strictly at the risk of the artist. Some creators include: Homestuck, RWBY, Dropout TV, Welcome to Night Vale, Disney/Marvel, Blizzard, Nintendo, Sanrio, Funimation, Supergiant Games, and Undertale. We encourage artists to research any IPs before producing works to be sold.

Vendor Policies

Abusive behavior directed toward any attendee, event staff or other vendors will not be tolerated. This includes insults as well as threatening language. Any threat or act of violence will result in an immediate and permanent ban from all future Ai-Kon events in addition to whatever legal repercussions arise from the above mentioned behavior.
Vendor booth space may only be used by the business that has been approved and assigned to that space by the Ai-Kon marketplace team. Marketplace participants are not permitted to share / resell or sublet any piece of their purchased booth space. All vendors must come exclusively through the approval of the Ai-Kon Marketplace application process.
- The registration of two or more vendors under one business name for the purpose of sharing a booth and selling at Ai-Kon events is strictly prohibited.
- Vendors in violation of this policy risk having their booth spaces forfeited back to the convention without refund. Merchants who are found doing business at the convention without being approved by the Ai-Kon Marketplace team risk their eligibility to be approved for future Ai-Kon events.
Any artist wanting to apply to an Ai-Kon event as a vendor may choose to do so. The artist understands that doing so may result in being on the two waiting lists simultaneously. The applicant has a responsibility to inform the artist department if they are accepted for a vendor placement, and the vendor department if they are accepted for an artist placement. Accepting an offer for one department cancels your application with the other. Failure to do so may affect your future applications with either department.
Vendor badges/wristbands are non-transferable and must be worn at all times throughout the event. These passes also function as attendee weekend passes, and must be worn if vendors wish to gain admittance to convention areas outside of marketplace hours.
Vendors must maintain booth cleanliness both during and after the event. Vendors will be responsible for any damages they cause to the event space during setup, show hours or teardown.
Vendors must respect the booth space boundaries they reserve and may not expand beyond the dimensions allotted. Any signage extending above the cloth walls of the allotted booth space should be placed at the center of the booth space to clearly indicate which merchant the sign refers to. Please note the RBC Convention Centre does not allow attaching any signage to their hardware: walls, panel walls, etc.
All vendor displays must meet fire codes, and will be subject to fire marshal inspection.
- No portion of a booth (display, boxes, materials, or merchandise, etc) shall obstruct any aisle or doorway. No items may be hung from or attached to the venue walls. All fire extinguishers, hose cabinets, fire exits, and fire alarms cannot be blocked or covered at any time during the show. Smoking is not permitted within the RBC Convention Centre.
Artists, vendors, and exhibitors are permitted to eat and/or drink when fully behind their display/table, and cannot be customer-facing when doing so. If you are leaving your booth for a break, there will be volunteers available to watch your booth if requested. These volunteers will not perform sales on your behalf, but will ensure your booth is secure. In accordance with general convention regulations, no intoxicating substances are permitted to be consumed on the premises.
Direct lighting such as halogen or other types of regular sized bulbs should be upward facing and above 7′ vertically or inward facing and not directed toward a reflective surface producing outward glare. Soft lighting such as low brightness white or colored LEDs may be at any height. Any lighting displays should cast light in a way that does not directly point or disturb other marketplace booths.
The Ai-Kon Marketplace must be a scent-free environment for all vendors due to health concerns from exposure to scented products. Merchandise emitting scents may not be demonstrated and the vendor must take all appropriate measures to control products that contain scents (perfume, make-up, shampoo, deodorant, etc.)
Any booth audio, such as music or sound effects, should be kept at a volume level that does not cause noise pollution or disruption to adjacent booths.
Vendors agree to maintain staff at their booth and remain set up for customers during all operating hours of the Marketplace.
Should a dispute arise between vendors, the Ai-Kon policy that most closely relates to the dispute will be followed. If the matter of dispute is not covered by any of our existing policies, the Vendor Coordinator will be responsible for mediating conflict resolutions and creating new guidelines to resolve the issue in a just manner. No action will be taken until both parties have had a chance to make their case. If a vendor chooses to disregard the decision of the Vendor Coordinator and continues to engage in the behavior under dispute, they may be asked to leave Ai-Kon and will not be refunded their table fee. If a vendor is removed from the convention for violating this policy, they will also be suspended from the following year’s event. Repeat offenders risk being blacklisted in perpetuity from Ai-Kon events.
Vendors understand they are bound to pay the fees as listed in the Vendor Package in order to secure booth space.
Vendors are responsible for collection of RST as required by law.
Ai-Kon is required and authorized to provide vendor information to municipal and provincial tax agencies.
Vendors that cancel over 60 days prior to the event will receive a full refund (minus paypal transaction fees).
Cancellations made 60 – 30 days prior to the event will receive a 50% refund (minus paypal transaction fees).
Cancellations made less than 30 days prior to the event will not receive a refund.
Vendors agree not to sell or distribute any adult material to minors. All ‘Adults Only’ material must be either behind the table, or if displayed, must be bagged and/or covered so that minors cannot open it. Any adult material depicting nudity or sexual conduct must be covered (blinded). The degree of this coverage is at the discretion of the Marketplace team. Adult videos and magazines are not to be openly displayed.
Products/artworks created by the use of artificial-intelligence (AI) image generators/algorithms may not be sold and/or displayed.
Ai-Kon does not permit vendors to display or have available for sale any merchandise that is not licensed for sale in North America. These products are often known as “bootlegged” merchandise, as they are produced by unauthorized parties. For example: a product being manufactured specifically for distribution in China does not authorize it for sale in North America. If you have merchandise that you cannot confirm the authenticity of, simply do not bring it to the event. Be prepared to provide proof of authenticity / proof of an authorized distributor of your wares upon request.
- If a vendor is found selling unlicensed merchandise, Ai-Kon will utilize a two strike policy. For the first strike: you will be requested to remove the offending item(s) from the sales floor. Further bootleg policy violations after the first strike will result in the second and final strike. The vendor must cease all sales and remove themselves from the convention. If a vendor is removed from the convention for violating this policy, they will also be suspended from the following year’s event. Repeat offenders risk being blacklisted in perpetuity from Ai-Kon events.
All vendors wishing to prepare / sell food items at our events will be required to complete the following additional paperwork. Upon completion, send a copy to vendors@ai-kon.org
- “Temporary Food Service Establishment” for review by Manitoba Health.
- “Concessionaire Authorization Application” to be permitted as a food vendor by the RBC Convention Centre

When completing the forms, be sure to provide information such as:

What food products do you intend to sell?
How will the food products be stored at the event?
How will the food products be packaged when sold to a customer?
Information regarding the licensed kitchen the food was prepared in.
Vendors will be subjected to a daily fee payable to the RBC Convention Centre. Rates are listed in the Concessionaire Authorization Application form.
Applications will be reviewed by the venue and Manitoba Health to ensure all health and safety standards are being upheld. This may take the form of on site inspections at the convention.
Vendors may be required to bring or rent equipment (and purchase all necessary electricity for that equipment) from the venue to safely store food items.
Commercially licensed snack food products (eg: Pocky, Ramune) do not fall under this policy.

Ai-Kon will not accept the applications for any vendors that share business plans or practices that are typical of multi-level marketing companies and pyramid schemes.
Ai-Kon does not allow the sale of mystery boxes at Ai-Kon events by vendors. Vendors may choose instead to have these containers open and browsable as fully unconcealed bundle packages. This will allow customers to make informed choices on if they believe the value meets their expectations. Bundle contents must follow all of our other merchandise policies (bootlegs, second hand goods, weapons, etc)
Second hand and used merchandise is permitted to be sold at vendor tables, as long as it includes all the original materials / accessories, is packaged and is in good, sellable condition. There must also be signage to indicate which goods are second hand / used merchandise.
Any weapon sales to minors (those under the age of 18) will not be tolerated. If you are found to have sold to a minor, you will be asked to stop selling weapons, may be asked to leave the Marketplace, and legal action may be warranted. This is a federal violation and Ai-Kon will uphold the law to the best of its ability and is obligated to report all illegal transactions to the appropriate legal authorities.
- See the Provincial bladed weapon policy.
- All vendors selling weapons are required to adhere to policies and procedures for the sale and safe handling of weapons which may include, but is not limited to: No steel, edged, or wood weapons may be sold to patrons under the age of 18. This must be verified with a photo ID from the customer.
- Receipts must be provided with all weapons upon sale as proof of purchase.
- No individual may access weapons directly without assistance from the retailer.
- The following information must be recorded with each sale – Purchaser’s name, residential address, date of birth, weapon model information and date of sale. This information must be logged for a minimum of two years from date of sale.
- Weapons must be sold in sealed packaging and immediately removed from the convention.
- Ai-Kon, the venue, and the Winnipeg Police Services will reserve the right to revoke the distribution of weapons from vendors upon infringement of these regulations or at their discretion.
Unless an item is indicated as a final sale item, a custom made item, or is damaged after purchase, all items sold in the marketplace are subject to returns. Any item found to be a bootleg / unlicensed product will be subject to a return and refund regardless of a final sale indicator. Please be sure to provide a physical or electronic receipt for any item that has been sold by your organization.
Ai-Kon and the RBC Convention Centre Winnipeg are not responsible for any theft or loss. Vendors are responsible for their own security during the show hours. There will be security measures provided during the closed hours of the Marketplace.
The vendor agrees to protect, and save Ai-Kon, the promoter of the event, forever harmless from any damage(s) or charge(s) imposed for violations of any ordinance or regulation by the Exhibitor, their employees or agents, as well as failure to comply with the terms and agreements of this contract. Further, Vendors shall at all times protect, indemnify, save and keep harmless Ai-Kon against and from any loss, cost, damage, liability, or expense which arises out of or by reason of any acts or omission of the Vendor, their employees or agents.

In the event that any part of the event space thereof is unavailable, whether for the entire event or a portion of the event, as a result of fire, flood, tempest, snow storm, or other such cause, or as a result of governmental intervention, malicious damage, acts of war, strike, labour dispute, riot, or agency which Ai-Kon has no control, or should Ai-Kon decide that because of any such cause it is necessary to cancel, postpone or re-site the show, or reduce installation time, exhibit time, or move out time, Ai-Kon shall not be liable to indemnify or reimburse the Vendor in respect of any damage or loss, direct or indirect, arising as a result thereof.

Ai-Kon shall have the full power in the interpretation and enforcement of all contract regulations contained herein, and the power to make such amendments thereto, and such further rules and regulations as shall be considered necessary and proper. The foregoing represents the agreement between the undersigned Vendor and Ai-Kon for any events held by the Ai-Kon organization.

If a vendor chooses to not abide by these policies, Ai-Kon shall not be held responsible for any legal action that may arise.