Community Corner

1. General Conduct & Agreement:
   1. All participants must adhere to Otafest’s Festival Policies.
2. Space & Display
   1. Organizations must contain all displays, signage, and activities within their space.
   2. Displays/signage must not impede traffic flow or obstruct the view of neighboring tables.
   3. Attaching anything to the walls, floors, or other venue surfaces with tape, adhesives, or other fixtures is prohibited by the venue. Your organization will be held liable for any damages caused.
   4. Otafest staff reserve the right to require the modification or removal of any display or signage deemed unsafe or inappropriate.
3. Punctuality & Staffing
   1. Your table must be set up and staffed by the official opening time (as noted in this information package) of the Exhibitor Hall Prefunction Space to the public each day.
   2. Failure to check in and set up by the deadline, without prior communication to and approval from Otafest, will be considered a “no-show” and may result in the forfeiture of your space for the remainder of the event.
   3. Your organization is responsible for the teardown of your space and removal of all materials and waste by the official end of the teardown period noted in this information package.
4. Sales & Distribution
   1. Any items sold or distributed (including free promotional materials) must be the property of the organization and directly related to its mission, programs, or activities. Community Corner is not intended for general commercial sales.
   2. All fundraising and promotional activities must be conducted from behind your assigned table. Roving solicitation or promotion elsewhere in the festival is strictly prohibited.
5. Prohibited Items & Content
   1. All props must comply with the Otafest Weapons & Props Policy.
   2. The sale or distribution of any food or beverages is prohibited unless your organization has secured prior written approval from both Otafest and the venue management.
   3. Sexually explicit, pornographic, or graphically violent materials and displays are prohibited. Tasteful artistic nudity may be permitted at the sole discretion of Otafest. If your materials feature nudity or other sensitive content, submit them to Otafest for review prior to the event.
6. Liability & Compliance
   1. Otafest is not responsible for any lost, stolen, or damaged property. Organizations are solely responsible for securing their own materials and personal belongings.
   2. Your organization must comply with all venue policies and all applicable municipal, provincial, and federal laws and bylaws. This includes adherence to all health, safety, and fire code regulations as applicable. Otafest is not responsible for any injuries.
7. Policy Enforcement
   1. Otafest reserves the right to immediately remove any organization or representative from the event for failure to comply with these policies, or for any behavior that endangers others, constitutes harassment, or is otherwise deemed inappropriate by festival management. No refunds will be issued in the event of such a removal.
8. Indemnity:
   1. Your organization agrees to indemnify, defend, and forever save and hold harmless Otafest and its affiliates or related entities, and their respective principals, stakeholders, members, partners, officers, directors, employees, representatives, tenants, agents, contractors, and volunteers, from and against any and all damages, claims, losses, demands, costs, expenses (including attorney’s fees and costs), obligations, liens, liabilities, actions and causes of action, threatened or actual, which any one of the Indemnities may suffer or incur arising from your acts or the breach of any agreement, obligation, warranty or representation made herein, or for claims not closely related to our duties under this Agreement, except to the extent such claims arise from our negligence or willful misconduct. The foregoing indemnification shall survive any termination or the expiration of these terms.

For approved non-profits and community-run organizations, spaces in the Community Corner are provided at no cost. Our goal is to support the community, not to create financial barriers.

Simply fill out the application form linked below. Our team will review all submissions to ensure they align with the spirit of the Community Corner. We receive many applications and space is limited, so please be as detailed as possible!

Limited sales are permitted, but they must be directly related to your organization’s mission (e.g., selling branded t-shirts to fundraise, art prints by your collective’s members). The Community Corner is not intended for general commercial sales like a standard exhibitor. Please see the Terms & Conditions for full details.