BJDC Vendor Information and Agreement
Thank you for your interest in the BJDC 2024 which will be held June 20-22 at the Sheraton Austin Georgetown Hotel & Conference Center in Georgetown.
We have been hosting BJDC for 20 years. This year's theme is "From Here to There to Everywhere: An International Affair". Registration begins October 29, 2023. The convention early bird full registration price per person is $205. Beginning January 1st, the price is $225. There is a convention hotel rate at the Sheraton Austin Georgetown Hotel and Conference Center, which is available to all attendees ($169/189 plus tax and fees). All vendors must register for the convention.
Sales take place over a two-day period, Friday and Saturday. The first sales day (Friday) will be for BJDC registered attendees only and on Saturday, our salesroom will be open to the general public. Please see the schedule for all convention events.
One helper on the sales floor is permitted and must be named in advance. If the helper attends convention meals and events, they must be a registered paying attendee.
Tables on the convention sales floor are $95.00 each. These are available on a first come, first serve basis.
Please read the following information carefully and sign the acknowledgement at the end of this document.
Texas Sales Tax Permit
It is required in the State of Texas, that ALL vendors obtain a Sales Tax Permit. These may obtained (FREE of charge) through the Texas State Comptroller’s office.
www.comptroller.texas.gov
Please note that once obtained, vendors are required to file quarterly reports with the Texas State Comptroller’s Office even IF there are no further sales after the event. The permit may be cancelled after the event, if you do not anticipate doing business in Texas regularly. Sales tax at the location of our event is currently 8.25% (includes state and local tax).
It may take 2-4 weeks to obtain the sales tax permit once the signed application is received, so it is advised you order your permit early.
BJDC 2024 Sales Contract
This agreement sets forth the terms and conditions that you as a Vendor will be required to follow in selling goods at BJDC 2024:
1. Table space on the BJDC sales floor will be used to sell only ball-jointed dolls and related items such as eyes, wigs, shoes, clothes, furniture and accessories. A ball-jointed doll is an articulated doll with ball and socket joints and can be made of resin, porcelain, or vinyl. Vendors may not sell dolls that are not BJDs such as Barbie, American Girl, etc. However, clothes, wigs and accessories designed for dolls such as Blythe, Little Darlings, American Girl, etc. can also fit BJDs and are permitted.
2. Vendors are responsible for collecting sales tax due to the State of Texas. Vendors that are based outside of Texas and will only be selling items on the 3 days of the convention must still have a Texas sales tax license and are responsible for State of Texas sales tax.
3. Each participant must be registered for the convention. Only participants and helpers are permitted in the Salesroom during setup. Badges must be worn at all times and may not be loaned or given to another person. Helpers will be given badges at the time of registration. Participants are defined as those who have paid for convention registration. Your helper must be identified at the time of registration.
4. Assignment of table location will be at the discretion of the convention organizers. Requests in advance will be considered. Tables may not be rearranged.
5. Participant agrees to abide by show hours and show rules. By signing this contract, participant is fully responsible for his/her business transactions and behavior. Table must not be left unattended during sales hours. The Salesroom will be open to convention attendees on Friday, June 21 and will be open to the public on Saturday, June 22, 2024.
6. All dolls and merchandise must have clear prices in U.S. dollars before the salesroom opens.
7. Aisles much be kept free of merchandise or any other obstruction.
8. All sales must be accompanied by a sales slip. Bags may be checked when exiting the sales floor.
9. Salesroom event rates are $95.00 per table payable with signed contract and registration package.
10. No food or beverage will be allowed in the Salesroom event except what each participant may bring for themselves. At no time, should any drinks or food be carried into the aisles or into another participant's sales space. Due to circumstances, this policy may be subject to change.
11. Each participant will be responsible for ethical practices in his or her booth. There must be no fraudulent selling or misrepresentations of any merchandise whatsoever. Any unethical behavior will be reported to organizer and pending their decision, could result in expulsion from the salesroom, thus forfeiting all fees and possible permanent disbarment from future BJDCs.
12. Participants will not infringe on space of other participants.
13. Disruptive, disorderly or offensive conduct will be not permitted and may result in expulsion from the salesroom.
14. Smoking is not permitted inside the hotel and salesroom at any time. This includes electronic cigarettes and vaping.
15. Participants agree to abide by all safety and sanitation guidelines set forth by the hotel, BJDC, and state and local authorities.
16. BJDC has a zero tolerance for any RECAST dolls. Recast dolls are not allowed to be traded, sold or displayed at the convention. We support the artist’s right to maintain and protect their work and copyrights.
17. Participant assumes entire responsibility for his/her merchandise including fire and burglary and hereby agrees to protect, indemnify, defend and save the Ball-Jointed Convention (BJDC Texas) and host hotel and their employees and agents harmless against all claims, losses, and fees arising out of, or caused by participants installation, removal, maintenance, occupancy, or use of the sales room premises or any part thereof excluding any such liability caused by the sole negligence of the hotel, its employees or agents.
18. In the event the event is cancelled due to the pandemic, paid registrants will receive a full refund of their registration or have the option of moving their registration to 2024.
19. If an attendee wishes to cancel, the following cancellation fees are in effect:
Cancellation before January 1: 75% of registration will be refunded
Cancellation before February 1: 50% of registration will be refunded
Cancellation before April 1: 25% of registration will be refunded
Cancellation after April 1: No refunds will be issued
To electronically sign this contract, fill out the information below and click on the acknowledgement button below. Once signed, BJDC considers this document a legally binding contract.