Our vendor booths are for retailers, distributors, and those selling official licensed merchandise. If you are an artist, a small maker, or reselling fan-made work, you’ll want to check out our Artist Alley tables instead.
Hall hours
| Day | Setup and restock | Open to the public | Teardown |
|---|---|---|---|
| Thursday May 20 |
12:00 PM - 11:00 PM | - | - |
| Friday May 21 |
7:00 AM - 9:30 AM | 10:00 AM - 7:00 PM | - |
| Saturday May 22 |
7:00 AM - 9:30 AM | 10:00 AM - 7:00 PM | - |
| Sunday May 23 |
7:00 AM - 9:30 AM | 10:00 AM - 5:00 PM | 5:00 PM - 10:00 PM |
Booth pricing & details
Coming soon!
We expect pricing information to be available by early November.
Logistics & operations
Materials handling, shipping & storage
Global Convention Services LTD. is our exclusive partner for all materials handling. This covers any merchandise or equipment brought in through the loading dock.
You can ship your items ahead of time. Please be aware that Global Convention Services will apply a storage fee for this service.
For details on ordering extra booth furnishings, and for all shipping/storage specifics, please consult the Exhibitor Package sent with your acceptance email.
Power & internet
Power and internet services are managed directly by the Calgary Telus Convention Centre (CTCC).
You must order these services directly from the CTCC using the forms in your Exhibitor Package. Because these are venue-provided services, Otafest cannot place orders on your behalf or provide technical support. The CTCC team is your direct contact for any questions, orders, or troubleshooting needs.
Important considerations
Weapons & realistic props
The sale of weapons and/or props resembling realistic weapons is prohibited at Otafest.
Only props that abide by Otafest’s Festival Policies may be sold.
If you have any questions about the sale of prop items, please reach out to the Otafest Exhibitor team for assistance and clarification.
Mystery containers
The sale of mystery containers is prohibited at Otafest.
Mystery containers are any bag, box, or other item where the exact contents are unknown to the buyer at the time of purchase. This policy was introduced after feedback from attendees in previous years regarding item quality.
Note: Blind boxes are still allowed! This is where the customer knows the specific collection or series they are buying from (e.g., a specific set of keychains), but the exact item within that series is a surprise.
Gift certificates
Attendees win Otafest Gift Certificates through various festival contests and events. As a condition of exhibiting, you are required to accept these as payment.
Here’s the process:
- Accept the certificate for its full face value. Do not provide change.
- At the end of each day, bring all collected certificates to the Exhibitor Information Desk to be reimbursed in cash.
Please note you will not be compensated for lost certificates so you should treat them as cash. A sample certificate will be shown to you prior to the start of the festival so you know what to expect.
Flammable materials
As per the Alberta Fire Code, all decorative materials used in your display must be fire-resistant.
This applies to all materials, including drapes, banners, signs, canopies, and plastic displays. They must be certified as non-flammable (conforming to CAN/ULC S2109) or be treated with a flame retardant (passing the NFPA 705 match flame test).
Any displays that fail to meet this standard must be removed immediately.
Flame test informationAI art
The sale of AI-generated artwork is prohibited.
This policy covers any images, designs, or other works created wholly or in part through the use of artificial intelligence, machine learning, or similar algorithmic tools. Our Exhibitor Hall and Artist Alley are dedicated spaces that celebrate the skill, creativity, and direct work of human artists.
Frequently asked questions
Are there restrictions on items I can sell?
- The sale of bootleg, inauthentic, and/or counterfeit merchandise is prohibited at Otafest. You must abide by licensing and copyright laws. The sale of illegal merchandise is also prohibited.
- The sale of weapons and/or props resembling realistic weapons is prohibited at Otafest. Only props that abide by Otafest’s Festival Policies may be sold.
- The sale of mystery containers is prohibited at Otafest. A “mystery container” is defined as a bag, box, or container whose exact contents are unknown to the purchaser until after the purchase has been made. Due to several issues arising in prior years regarding the quality of items included in mystery containers, Otafest no longer allows their sale.
By contrast, you may sell “Blind Boxes”, defined as different toys from the same collection contained in a sealed box. - The sale of food and drink is prohibited unless authorization has been granted from Otafest and Marriott Catering Services. A Food and Beverage Authorization Request Form must be filled out and approved by Otafest and the venue. You will be provided a blank form in your acceptance email. The sale of regular sized Pocky, Hi-Chew Fruit Chews, and flavored KitKat bars has already been approved for all Exhibitors.
- The sale of Otafest branded merchandise, mascot characters, logos, or other Otafest trademarks is prohibited unless you have received prior approval in writing from Otafest.
- The sale of adult materials is permitted, however such items may not be sold to minors, nor can they be placed somewhere such that a minor could see it on display. It is your responsibility to ensure that the customer is of legal age prior to purchase.
- The sale of AI-generated art is prohibited. This is defined as artwork generated via the use of artificial intelligence, machine learning, or similar algorithms.
Please let the Exhibitor Team know if you need any clarification.
How / when do I pay if I’m selected?
A confirmation email will be sent to you once your application has been approved. It will include details regarding your payment options.
How do I set up / bring my merchandise into the hall?
- In early May (usually one week before the show), you will be provided with a loading dock schedule for the setup day (Thursday May 20). Your dock arrival time is listed in the schedule. Please arrive on time. If you arrive early, be prepared to wait as the dock will be accommodating other vendors.
- Once in the loading dock, you will be directed into a bay by the dock staff. When you have unloaded all your materials onto the dock, give the dock staff your booth number and they will move the materials there while you leave to park your vehicle.If you have materials or merchandise you would feel more comfortable carrying to your booth space yourself, please let the staff at the dock know.
- Once you’ve parked your vehicle, you can enter the hall via the North Building’s front entrance, then up the escalator.
- Before setting up, you must check in with Otafest staff at the Exhibitor Relations booth to pick up your Exhibitor badges. Please wear them for the duration of your setup as well as during the days of the festival. Due to the risk of theft, Otafest does not permit anyone without a badge into the Exhibitor Hall, whether it be during setup or show hours. Any helpers you have will require a badge.
The hall is available to you on Thursday May 20 from noon - 11:00 PM and Friday from 7:00 AM - 9:30 AM for setup.
Can I hold a raffle or a draw?
If you wish to include a charged raffle or draw (i.e. one where people have to pay to enter), then you must obtain a raffle license from the Government of Alberta and notify Otafest with proof of that license. Otafest must also approve the raffle.
Please refer to the Alberta Gaming, Liquor and Cannabis website for details on license requirements.
Otafest reserves the right to remove unlawful or unauthorized raffles or draws during the event. Otafest may also withhold approval for a raffle for any reason.
Can I purchase additional badges?
Extra Exhibitor badges are available for purchase. You can specify the number of extra badges you require on your application form, and they will be added to your booth. Please see the application’s terms & conditions for pricing.
Otafest may limit additional badge sales at its discretion.
Where can I park my vehicle?
The venue does not have a dedicated lot for artists / exhibitors.
Street parking is free on Sunday, and will be free after 6pm on Thursday, Friday, and Saturday.
A Calgary Parking Authority (CPA) parkade is also available in the North Building next to the loading dock. Please refer to the CPA site for specific lot details and rates here. Please note that the parkade has a clearance of 6’ 8” (2.05m). If your vehicle exceeds this, there are other parking lots in the area.
If you are parking in a ParkPlus/CPA lot, you may also want to set up a ParkPlus account to pay for parking online over multiple days. More details at parkplus.ca.