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Gameacon Coachella Valley 2025 – Exhibitor & Artist Rules and Guidelines

October 11–12, 2025 | The Shops at Palm Desert

PLEASE READ BEFORE APPLYING

Failure to read and accept these rules will result in an automatic rejection.
The person applying will be designated as the primary table holder and must be the one to check in and receive badges. Duplicate submissions will be condensed into a single application.

Questions? Email us at info@gameacon.com

Selection Process

• All spaces are juried, reviewed by 3–8 Gameacon staff members for a well-rounded and quality-driven selection process.

• You may NOT purchase a space outright. Approval is required. Unapproved purchases will not be honored or refunded.

Table Types & Restrictions

• You must choose either an Artist Table or Vendor Space—not both. Dual applications will be disqualified.

• Artist Tables are intended for creators selling original or fan-based works they personally produce.

• Vendor Booths are for commercial merchandise and established retailers.

• Chairs are limited—you may bring your own.

Identification Requirements

All exhibitors must present a valid government-issued photo ID at check-in. Acceptable forms include:

• Driver’s License

• State ID Card

• Passport

• Military ID

The name on the ID must match the registration name. Unverified tables will be held until 5:00 PM on Friday, October 10, and then released for resale.

Contract & Age Requirements

By applying, you agree to all Gameacon policies, contracts, and codes of conduct.

• A signed contract is required at check-in.

• Must be 18+ to sign. Under 18 must be accompanied by a legal guardian who co-signs the contract and remains on-site at all times.

Fan Art Policy (Artist Tables Only)

• Fan art may comprise up to 75% of your display. At least 25% must be original work.

• Use of logos, character names, or direct references to franchises must be avoided.

• The Department Head has final say on what qualifies as fan art.

Prohibited for Sale (Artists Only):

• Official or bootleg items

• Traced, redrawn, or pixel art of copyrighted material

• Retail store-bought merchandise

• Replicas of copyrighted props

• 2nd/3rd party art resale

At-Con Commissions

Gameacon is not involved in commission transactions. Artists and commissioners are responsible for their own arrangements. Always exchange contact info.

Shared Tables

• Permitted with pre-approval only.

• Artist tables must still follow the 25% original art rule.

• All selling parties must check in and complete tax forms.

Table Transfers & Subletting

• Tables cannot be transferred or sold to another party.

• Registered corporations may assign a space to an employee (with documentation).

• Violations will result in immediate removal without refund.

Unsold & Abandoned Tables

• Unsold tables may be purchased at full rate starting Saturday, October 11.

• Abandoned tables (no check-in by EOD Friday, October 10) will be resold. No credits or refunds issued.

Tables and Display Regulations

• Each space includes one table (dimensions subject to change).

• Vendor booth spaces must stay within assigned dimensions.

• Artist shared space behind tables—be respectful.

• Max display height: 5 feet above table / 8 feet total from floor.

Content & Sales Restrictions

• Gameacon is a family-friendly event.

• Adult content must be concealed from minors and displayed responsibly.

• Selling to minors or open display of inappropriate content = immediate removal.

Electricity & WiFi

• Electricity is shared—bring your own power strips.

• WiFi may be available through The Shops at Palm Desert. For guaranteed access, contact Gameacon to arrange.

Badges & Conduct

• Badges must be worn at all times.

• No smoking, vaping, drinking, or drug use allowed in the Exhibitions area.

• Treat fellow exhibitors, attendees, and staff with respect.

• No excessive noise. You will be asked to turn it down or be removed.

Photography & Recording

• Only photograph or record others with consent.

• Signs may not be moved or altered.

• Surveillance of your space is allowed with written approval and signage stating:

  “WARNING: Audio and Video Recording in Progress”

Policy Violations & Enforcement

• First offense: Verbal warning

• Second offense: Possible ejection without refund

• Final offense: 1-year ban from exhibiting at Gameacon

Changes to Rules

Gameacon reserves the right to update or revise these rules at any time. Exhibitors will be notified of major changes whenever possible.

Reminder: The Exhibition Team will patrol the hall for compliance. Any violation may result in forfeiture of your table and badge without refund.

Let’s make Gameacon Coachella Valley 2025 an amazing experience for everyone—thank you for your professionalism and creativity!