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.

Dealers Den applications are closed for 2025.

General Information

The Dealers Den will be in Hall F of the Donald E. Stevens Convention Center (also known as the Rosemont Convention Center), on the main floor level.

This convention center building is connected via Skywalk to the Hyatt Regency O’Hare and Hilton hotels. Street-level access is across the street (River Road) from the Doubletree and Crowne Plaza hotels and has reasonably quick access next door from the front doors of the Hyatt Regency O’Hare hotel.

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

• Before completing an application, please be sure you carefully read and understand the application process as well as the policies & rules. We have various unique policies that require some additional attention to detail.

• There will be an Adults Only Dealers Annex in Hall D, with admission limited to attendees over the age of 18 with age verification. Note that this room is intended for Dealers of explicit adult material; adult art is permitted throughout the Dealers Den with strict restrictions

• There will be Dealers room block available in the Crown Plaza hotel. Info will be released on our socials when we have it.

Table Dimensions & Pricing

Tables in the Dealers Den are six feet by thirty inches (6’x 30”). Each table will be provided with a single (1) tablecloth and two (2) chairs. There will be four feet (4’) of space behind the tables next to walls, and three and a half feet (3.5’) of space behind tables on the islands.

The cost of tables is as follows. These prices do not include any Badges.  When filing an application, you are required to purchase a badge for the primary business owner defined as the “Primary Dealer”.

The cost of tables is as follows:

• Booths consist of four (4):  eight feet by eighteen-inch (8'x18”) tables arranged in a square, with access on all sides.

• Suites are fifteen by fifteen feet (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 only.

In the interest of attempting to provide the greatest diversity and of wares to our Guests, all potential Dealers should carefully consider how much space they need. See below for information on sharing your Dealer space with another Dealer.

Assistants

Additional /badges 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.

• Cutoff for adding Assistant badges to the Primary Dealer Group in advance, will be four (4) weeks before the first day of the event.

• If you have an Assistant who purchased an Attendee badge separately and want to convert them to an Assistant badge, please email registration@furfest.org and we link it to the Primary Dealer Group. Also, please check your Primary Dealer Group account for any unassigned badges and provide the necessary information for that badge. 

• Converting an Attendee badge to Assistant badge at the event may be done at the Dealer’s Operations Table. An existing and valid Attendee badge must already be paid and in the system, and we will link that badge to the Primary Dealer Group and issue a new badge that allows access to the Den during Dealers setup hours. We strongly recommend having your assistants registered under the Primary Dealer Group in advance.

Electrical Power

Electrical prices subject to change.

• Level 1: $110 up to 300W
  Generally enough power for a cell-phone charger, single laptop computer, portable (small) laminator, printer, or point-of-sale/payment processor device.

• Level 2: $200 up to 600W
  Generally, will run 2 laptops or 2 sets of lighting for your space.

• Level 3: $ up to 1000W
  Can be used for higher draw items such as a bag sealer or extensive lighting displays.

• If you require more than 1000W, there is an option on the signup to let us know and we will reach out with additional power and pricing options on a case-by-case basis. 

You will need to select the level of power which you need, depending on the wattage you expect to use. 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. 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. Midwest Furfest Operations will not have a supply of these to lend to Dealers, so be sure that you bring your own extension cords.

Application Process

To apply for vending space in the Dealers Den please use the application button at the top of this document, which will go to our website.

Important: 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; Midwest FurFest is not responsible for missed emails.

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.

• Please tell us if you wish to request share your space with another Dealer. See the section below on rules for table sharing. No guarantees are made that all requests can be met. 

• Please tell us 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 you should also include acknowledgement that you will not be selling any of this merchandise at Midwest FurFest.

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.

Art Show Participation

Please let us know on your application if you or your Assistants are planning participation in the Art Show. This is so that we can make sure the correct information is shared in the Registration system. Contact registration@furfest.org for more information.

Approvals & Notifications

Applications are vetted through a multi-level and crosschecked process, and take into consideration an Applicant’s social media, table setup at other events, diversity and uniqueness, and most importantly the ability to provide enough content that aligns with Midwest FurFest’s content regulation guidelines.

• Applications are not approved on a first-come basis.

• Applications which are received after the application window is closed will not be considered. 

• Dealers who use AI extensively in their products will not be selected for approval.

Approvals, Declines, and Waiting List notices will be sent out by email within four (4) weeks of the end of the application period.

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

• Manage additional purchases such as Power.

• Register your Dealer Assistants.

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

• Complete your payment (s).

 After payment is completed, you'll be sent a link by email to follow up if you wish to later upgrade your badge or add any Assistants.

Payment is expected within two (2) weeks of notification that your application is approved. If payment is not received after one (1) week you will be sent a reminder notice before your application is put on hold.

Approved Dealers (and Sharing Dealers) will each 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.

Waiting List

If you are notified that you have been placed on the Waiting List and are still planning to attend the convention, please register normally as an Attendee. Note that this will not affect the status of your dealer table application. If a spot becomes available and you are selected from the Waiting List, we will work with you to complete the Dealer registration process and adjust for your already purchased Attendee badge.

Table Sharing

Table sharing is defined as having another Dealer from the approved Wait List who is running a separate business from your own and using part of your approved Dealer space.

• Requests to share space with another Dealer can be done using the “Special Requests” section of the application, or by email to dealers@furfest.org .

• A sharing application cannot be made later than four (4) weeks before the convention start date due to requirements from publications.

• If the sharing application is approved, both Dealers will be considered equal and individual entities, and thus each are responsible to sign and agree to the MFF Terms & Conditions and are accountable for any Assistants under their own company group. 

• Any action that the Midwest FurFest Staff must engage with one Dealer, will not affect the other Dealer who is in the shared space agreement, unless it pertains to both Dealers specifically.

• The Second Dealer will also be required to collect Illinois 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 removal from the Dealers Den for BOTH Dealers, with possible further actions.

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.

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. Payment of the collected taxes is to be sent by the Dealer within ten (10) days of the end of the convention to the Illinois Department of Revenue.

• 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.

• 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 emailed to all Dealers prior to the con. Limited 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. Proof of an Illinois Business License is not required either with your application or at the convention, but if you do have it, 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.

• It is solely the Dealer's responsibility to collect, complete, file, and send their Tax payment. Midwest FurFest is not responsible or accountable for any of this process.

Hours & Setup

• The Dealers Den will be open on Thursday for set up only. The Dealers Den will also be open for set up on Friday morning before opening to the public. This schedule is subject to change.

• Drive-in to a temporary loading area is available, and it is recommended to bring your own dollies/ wagons as none are available through the convention center.

• Parking at the Donald E. Stevens Convention Center is not available. Dealers should pre-plan to utilize public parking areas or inquire at their hotels for nearby parking options.

An email will be sent to all Dealers two (2) weeks before the convention with finalized hours, loading instructions, and other relevant information.

Shipping to Hyatt and Convention Center

Information is available if requested.

Refunds

If you find that you will not be able to make use of one or more of your physical Dealer tables, please inform us as soon as possible. It’s helpful to other Dealers who are on the waiting list to reduce unnecessary waiting that can negatively affect their ability to make reasonable travel and other arrangements.

• We will only grant refunds for Dealer spaces if the cancellation is received in a timely fashion. Full refunds for Dealer spaces are only guaranteed if requested two (2) weeks before the beginning of the convention.  After that date, refunds are subject to our ability to resell the table.

• Note that table space may not be transferred to another Dealer without the prior approval of the Dealers Den Director.

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 of the convention, 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 to dealers@furfest.org.

In addition to Midwest Furfest Attendee rules & policies, the following applies to all Approved Dealers and Assistants at Midwest FurFest for the Dealers Den:

1. Content Guidelines:

   • We strongly encourage merchandise content be Furry / Anthropomorphic / Animal-based in nature. And while a portion of generic art is acceptable, it should not be the majority content.

   • 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.

   • No food or beverages may be sold of any kind. This includes teas, coffee, sodas, candy, baked goods, imported goods, etc. 

2. 18+ Content Moderation:

   • 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 who is over 18. 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 Dealer Annex.

   • Dealers who are repeatedly found to be displaying adult-oriented items in such a fashion that underage members can view them, will result in (but not limited to) removal from the Dealers Den with no refunds.

3. IP Intellectual Property Policy:

   Official Midwest Furry Fandom Inc. Legal Policy as of February 2025:

   You must own or have licensed the rights to all merchandise you have for sale. If this depicts a character of any kind in any medium, you must be the owner of all necessary copyright and trademark rights or you must have licensed them from the owner. Practically, this means that if someone is selling merchandise depicting characters owned / published by a large commercial entity, Dealers can't sell it unless they can prove they have the license to do so in writing.

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

   • Unauthorized reproductions or bootlegs of books, audiovisual and sound recordings, or other media.

   • Works generated solely by AI means are absolutely not permitted.

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

   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.

4. Courtesy to Your Fellow Dealers:

   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 Dealer’s Den Staff does so on your behalf.

   Please do not physically move any tables from their original positions without approval from Dealers Den Staff.

   Overall, we request you conduct your behavior in a professional manner appropriate for a trade show and event setting. 

5. Disruptive Displays:

   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 (but not limited to) removal from the Dealers Den.

6. Impeding Guest Traffic:

   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 any Guests 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 Guest.

7. Safe Display Height: 

   For 2024, we limited displays to a height of 10 feet from the floor. This decision was difficult one and is due to incidents and safety concerns at previous FurFest events and other conventions. We appreciated everyone's feedback and workability to help make our event hall a safer place and more visually accessible to all Guests.

   For 2025 we are clarifying these rules:

   • Table-based displays are strictly limited to ten (10) feet from the floor including any banners and signage.

   • Booths and suites with independent structures for displays are limited to up to twelve (12) feet from the floor and must be demonstrated to be secure. This includes pop up tents.

   • Independent structures will be inspected by Dealers Den Staff for compliance.

   Dealers, please plan your display setups in advance based on this information and reach out to us if there are any questions e-mail dealers@furfest.org. The Dealers Den Directors reserve the right to approve or deny and structure that they consider in violation of these rules.

8. Streaming/Live Broadcasts:

   The Rosemont Convention Center does not allow streaming or live broadcasts from their venues.

   1. Webcams for Security Purposes:

      Individual Dealer webcams are permitted for security purposes only. Please keep them privately focused on your table, and do not stream or later publish the information anywhere publicly accessible. 

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, Assistants, Dealer’s friends, as well as Attendees. 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.

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.

 We look forward to working with you and creating an impressive, diverse, and exciting show! If you have any questions or concerns, please reach out to us at dealers@furfest.org and we will try to assist you with any additional information you may need.

Questions?

Please email dealers@furfest.org.