Dealer Information

Selling at Midwest FurFest is restricted to individuals registered with the convention to sell in the Dealers Den, the Art Show, the Artists Alley, and the Artist Marketplace.

Before completing an application be sure you read and understand the description of the application process, as well as the Dealers Den policies and rules. 

Dealer applications are closed for 2023.

The Dealers Den will be located in Hall G of the Donald E. Stevens Convention Center (also known as the Rosemont Convention Center), which is connected via Skywalk to the Hyatt and Hilton, as well as across River Road from the Doubletree and Crowne Plaza hotels. There will be an Adults Only room with admission limited to attendees over the age of 18. Note that this room is intended for dealers of explicit adult material; adult art is permitted throughout the Dealers Den, subject to the policies shown in Rule 2 at the bottom of these instructions. 

Table Dimensions & Pricing

Tables in the Dealers Den are six feet by thirty inches. Each table will be provided with a single tablecloth and two chairs. There will be 4’ of space behind the wall tables and 3.5’ of space behind the island tables. 

The cost of tables is as follows:

Booths consist of four 8'x18’ tables arranged in a square, with access on all sides. Suites are 15’ x 15’ spaces set off by pipe and drape, with one side open.. Tables and chairs will be provided in the suites by request.

Note that these prices do not include any memberships. When filing an application you are required to purchase a membership for the primary business owner. Additional memberships can also be purchased for anyone who will be working as an assistant. Note that an “assistant” is defined as someone who will be assisting the primary dealer; the number of assistants allowed depends on the table space requested, as specified on the application form. See below for information on sharing your dealer space with another dealer.

In the interest of attempting to provide the greatest variety of merchandise to our attendees, all dealers should carefully consider how much space they need. 

Electrical Power

You will need to select the level of power which you need, depending on the wattage you expect to use. The price will be $110 for level 1 up to 300W, $200 for level 2 up to 600W, and $295 for level 3 up to 1000W. If you require more than 1000W, there is an option on the sign-up to let us know and we will reach out with additional power and pricing options on a case-by-case basis. It is not necessary to delay submitting your application until a custom pricing is settled; the agreed-upon amount will be included in your approved application notice. Please reach out if you have questions about what your equipment may draw and we will try to help you estimate the draw of the equipment you would like to use. We may not be able to accommodate very high draw items such as heat guns.

Level 1 (300W) is generally enough power for a cell-phone charger, single laptop computer, portable (small) laminator, printer, or point-of-sale/payment processor device. Level 2 (600W) generally will run 2 laptops or 2 sets of lighting for your tables. Level 3 can be used for higher draw items such as a bag sealer or extensive lighting displays. Every power-consuming device sold in the United States is required to list their wattage draw on the device; this will assist you in determining which level of power you require. 

Also, per Rosemont Convention Center regulations, all extension cords and power strips must be three-prong. If the Fire Marshall sees any two-prong extension cords or power strips being used he will demand that they be replaced. MFF will not have a supply of these to lend to dealers, so be sure that you bring your own.

Application Process

To apply for tables in the Dealers Den please click here. Note that if you had applied for dealers space last year you will have the option of accessing information from that application. This will require you to enter the email and password you used last year. You may make any necessary changes in that information before submitting your application.

Note that the dealer email provided on your application will be used for all notices regarding your application. Please be sure that emails sent to this address from any @furfest.org address do not get directed to your spam file; MFF is not responsible for missed emails. There is also a Telegram Dealers Den Announcement channel.

The description of your merchandise you provide on the application, along with your business name and website, will also be posted on the website. Please be brief: do not include additional links or itemized listings.

The “Special Requests” field should be used for the following:

• Table location preferences such as against a wall, near or adjacent to another dealer, or in the Adults Only Room. Every effort will be made to meet your requests, but be aware that due to the available space no guarantees are made that all requests can be met. 

• A brief description of your display if it might affect your table placement requirements. This could include such things as the use of display racks behind your tables.

• If you wish to share your space with another dealer. See the section below on rules for table sharing.

• If you do not need one or more of the physical tables that come with your space. This will allow us to make the necessary arrangements while the room is being set up rather than after you arrive.

• If you are requesting a Dealer Suite please indicate the number of chairs and tables you would like for the space. 8’x18’ tables are available for Dealer Suites in addition to the standard 6’x30’ tables.

The “Review Comments'' field is for information which you feel would assist in our selection process, such as links to displays and details not included in your merchandise description. There is a limit of 1000 characters for this field, so please be concise; verbose descriptions which read like press releases for your business complicate our spreadsheet. If your website or other merchandise links include items which may be in violation of our intellectual property rules (as described in section 4 of our Dealers Rules below) you should also include acknowledgement that you will not be selling any of this merchandise at Midwest FurFest.

Approvals & Notifications

Note that applications are not approved on a first-come basis. Instead, all applications received within the first 48 hours will be given equal consideration. Assuming that during this period the total number of tables requested exceeds those available, those applications will be reviewed to determine which dealers will be approved. Applications which are received after the initial 48-hour will automatically be placed on the waiting list. Applications received during the initial 48-hours which are not approved will be put on the waiting list, but will be ahead of those received after the initial 48-hour period.

Approval and waiting list notices will be sent out within three weeks of the end of the initial 48-hour application period.

If your application is approved, the email notice will include a link which can be used to manage your dealer registration. This link will allow you to:

• Pay for your dealer registration, which includes the cost of tables and badges.

• Register your Dealer Assistants.

• Make changes in your Merchandise Description, website link, Special Requests, Review Comments, and add your IDoR Business Number.

Your Dealership Payment includes the costs for your table, power, and all badges listed with your application. After payment, you'll be sent a link by email to follow if you wish to later upgrade your badge or add any assistants.

Approved dealers will also be required to sign a Terms & Conditions notice. A separate email with instructions on how to do so will be sent shortly after the approval notice.

Note that payment is expected within two weeks of notification that your application is approved. If payment is not received after one week you will be sent a reminder notice before your application is put on hold. Nonresponse to reminder notices will result in being placed on the waiting list. 

If you are notified that you have been placed on the waiting list and are planning to attend the convention even if you do not get tables please notify us at dealers@furfest.org. You will be sent an email with instructions on how to purchase the membership you requested with your application. Note that this will not affect the status of your dealer table application.

Table Sharing

Prior approval is required if you wish to share your space with another dealer. Sharing is defined as having a person who is running a separate business from your own using part of your table space. Requests to share space with another dealer can be done using the “Special Requests” section of the application, or by email after the application is filed. A dealer who is approved and wishes to share their space with a dealer who has been placed on the waiting list is also permitted to do so, again with prior approval. 

If approved, the dealer sharing the table will also be required to sign the same Terms & Conditions agreement as the primary dealer to confirm that they will abide by the rules and policies of the Dealers Den They will also be required to collect sales tax and provide the required contact information for our report to the Illinois Department of Revenue. See below for further information on sales tax policies.

Sharing space with another dealer without prior approval will be grounds for loss of dealer space. Requests to share dealer space must be made no later than two weeks prior to the convention. The owner of the space is responsible for seeing that any dealer sharing their table follows all Dealers Den rules and policies. 

Application Questions

Any questions regarding your application should be directed to dealers@furfest.org. Please include your business name in any emails; this makes it easier to identify your application.

If you find that you will not be able to make use of one or more of your dealer tables, please inform us as soon as possible. It is unfair to dealers who are on the waiting list to keep them waiting until it is too late for them to make reasonable travel and other arrangements. We will only grant refunds for table space if the cancellation is received in a timely fashion. Note that table space may not be transferred to another dealer without the prior approval of the Dealers Den Director. Full refunds for dealer tables are only guaranteed if requested before November 15, 2023. After that date, refunds are subject to our ability to resell the table

We understand that emergencies can arise at the last minute which may require you to cancel or delay your arrival. Unless we are notified that you will not be attending, or will be arriving later, we will hold your table until 12:00 noon on Saturday, December 2, at which time it will be offered to a dealer on the waiting list. The easiest way to notify us of a last-minute cancellation or delay is by email.

Sales Tax

All dealers, including those who are sharing another dealer’s space, are required by the State of Illinois to collect Illinois State Sales Tax. Sales tax will not be collected at the con. Copies of IDOR-6-SETR, which is used for reporting and paying sales tax for those dealers who do not have an Illinois business license, will be sent to all dealers prior to the con; paper copies will be available at the con. Information on obtaining a business license is available here; note that it is possible to obtain a license online in one to two days.Midwest FurFest falls under the category of Special Events, and is required to provide the Illinois Department of Revenue with a list of all dealers. Note that this report needs to include any dealers who are sharing a table with a registered dealer. Proof of an Illinois Business License is not required either with your application or at the convention, but if you have one we are requesting that you provide your IBT number on the application or as soon as possible after you obtain one so that it can be included in our report.

Hours & Setup

The Dealers Den will be open on Thursday, November 30 for set up only. The hours for set up on Thursday have not yet been determined, but will most likely begin mid afternoon. The Dealers Den will also be open for set up on Friday beginning at 10am. This schedule is subject to change. An email will be sent to all dealers two weeks before the convention with final times, loading instructions, and other relevant information.

Questions regarding table availability or Dealers Den operations prior to the convention should be directed to dealers@furfest.org. Questions regarding Dealers Den operations during the convention should be directed to the Dealers Den Director or on-duty staff at the Dealers Den Operations table.

The following rules apply to all dealers at Midwest FurFest

1. Please be aware that certain members of the furry fandom are sensitive to the use of real fur in fursuits and tails, as well as such things as taxidermy. While these are not banned, it is requested that you consider this in your choice of merchandise and displays. Other than that, there are no restrictions on the sale of legal merchandise, except that all merchandise must be sci fi-, fan-, or furry-related.

2. All adult art must have genitalia (defined as female nipples or any detailing/definition of male and female groin areas) covered with stickers, post-it's, opaque tape, etc. Placing the covering on the plastic sleeve holding the print is acceptable. Items that are not suitable for minors must be kept separately from non-adult material. A tag or divider between “regular” and “adult” material in a binder is not sufficient.. It is the responsibility of the dealer to keep adult materials out of the hands and sight of anyone under 18 years of age, and to ensure that these materials are discreetly handled when being viewed by a customer. Minors attending Midwest FurFest will have clearly identifiable badges, and all dealers will be told how to recognize them. Midwest FurFest holds each dealer responsible to ensure that minors are not permitted to view, handle, or be otherwise exposed to adult materials. The only exception to these display rules is for merchandise in the Adult Room. Dealers who are repeatedly found to be displaying adult-oriented items in such a fashion that underage members can view them will be removed from the Dealers Den without refund.

3. Flashing/rotating lights, sound generators or other possibly annoying displays will not be permitted. The volume of video soundtracks or other audio must be kept low enough that they do not annoy customers or other dealers. Repeated violations of this rule will result in removal from the Dealers Den.

4.  Midwest Furry Fandom Inc. prohibits the sale or offer for sale at Midwest Furfest of items that reproduce third parties' intellectual property without the express written permission from the owner. Midwest Furry Fandom, Inc. reserves the right in its sole discretion to require the removal of any articles that violate this policy. Midwest Furry Fandom Inc reserves the sole right to respond to refusal to comply with this policy in any appropriate manner including revocation of privileges to conduct commerce at Midwest FurFest and removal from Midwest FurFest premises. Prohibited articles include but are not limited to:

   • Unlicensed depictions of characters appearing in third parties' movies, TV shows, books, sound recordings, still images sculptures or any other media.No fan art; no counterfeit goods.

   • Unauthorized reproductions of books, audiovisual and sound recordings, or other media. No bootlegs.

   • Any other articles that Midwest Furry Fandom deems to violate this policy in its sole discretion.

5. Works generated solely by AI means are not permitted in the Dealers Den.If we receive complaints, we will request those works removed from display and may not select dealers who use AI extensively in their products.

6. Nothing can be placed in the aisles or in the spaces between tables which might impede access by other dealers to their space.If you have a question about whether your display might violate this rule, please check with Dealers Den staff while you are setting up. If you feel that another dealer is violating this rule, politely point this out to them, or request that a member of the Dealers Den staff do so.

7. Please do not engage in behavior that significantly impacts traffic flow or crowding, as the Dealers Den is often operating at maximum legal capacity. We do not want to see anyone trip and injure themself or someone else, or cause damage to someone’s merchandise. “If you break it, you bought it.” Midwest FurFest is not responsible for injuries, breakage or loss incurred by or caused by any dealer or member.

8. Foreplay is definitely out. Take it elsewhere. Please.

9. The Dealers Den Directors and/or staff reserve the right to refuse service to any person or entity. If anyone is disruptive, ignores the rules, or harasses other persons and is not amenable to correction, Midwest FurFest will take the appropriate action, up to and including removal of the offender from the convention. This includes dealers and friends as well as customers/members. If Midwest FurFest's management is forced to eject a dealer or any other person due to violations of the rules, no refund will be given of any membership or table fees.

10. All decisions made by the Dealers Den Directors regarding appropriateness of display, merchandise or conduct will be final. While decisions made by the Dealers Den staff are subject to review by the Dealers Den Directors it is unlikely that they will be reversed.

Questions?

Please email dealers@furfest.org.