Vendors
Everything you need to know about vending at a Raleigh Retro Gamers event, from applying to setting up on the day.
Eligibility
We welcome a wide range of gaming and geek-related vendors, including:
We run a marketplace where attendees can shop with confidence. Our application process prioritizes quality, transparency, and professionalism.
Product Integrity: Vendors must be knowledgeable about what they sell. Items must be in working and complete condition, and any issues must be clearly disclosed. We have a zero-tolerance policy for reproduction or counterfeit items, including proxy Pokémon cards and knock-off merchandise. Vendors found selling counterfeit goods will be removed and banned from future events.
Professionalism: We prioritize vendors with a clean booth setup, clear signage, cohesive branding, and individually priced items.
Buyer Protection: If a buyer reports a significant issue, we reserve the right to share your contact information with them to facilitate a resolution.
Make sure your inventory meets these standards before applying.
Yes. As of January 1, 2024, all vendors at RRG markets must have a tax ID, no exceptions. This is required by NC law — businesses and individuals selling taxable goods at retail are required to have one.
If you don't have a tax ID, you can get one for free at NCDOR.gov. It's your sole responsibility to report taxable income to the IRS and NCDOR and to understand applicable tax regulations. You'll be asked to provide your tax ID when you apply.
Applications
We start reviewing vendor applications after we announce the event publicly, so follow us and turn on notifications. Selection is based on a mix of who applies and our preferred vendor list.
New vendors complete a full application so we can assess fit. Returning vendors just provide a small amount of updated info. We categorize vendors into two groups: gaming-related (video games, consoles, related products) and geek-related (arts and crafts, comics, Funko Pops, TCG, toys, clothing, etc.).
We prioritize gaming vendors since that's what our events are built around. Geek vendors are important to us too, but space is limited and we can only include a set number per event.
Applications are free, which means we receive a lot of them. We wish we could accept everyone who qualifies. If you're not chosen this time, there will be more opportunities ahead.
There's no fixed timeline, but 90% of vendors are booked at least 30 days before the event. Our preferred vendor list gets invites first and typically fills 50–80% of spots. After that, we mix new and returning vendors while keeping a balance in what's offered.
If you've applied and haven't heard back, you're automatically on the waitlist. Last-minute spots do open up due to cancellations or added space. When we send those invites we reach out to multiple vendors at once, so respond quickly if you're available.
The preferred list is made up of vendors we've worked with long-term, or who consistently receive exceptional feedback from attendees and staff. Most spots go to gaming-related vendors since that's the core of what we do.
These vendors typically have professional setups and a strong presence in the gaming and geek community. There's no application for the list. RRG staff select vendors based on our experience working with them and what they bring to the marketplace overall.
We typically review applications within two weeks of receiving them. Please allow at least that long before following up. Response time also depends on how far out the event is and other factors.
If you don't hear back, it could mean we're full, other vendors were selected ahead of you, we're still finalizing the mix, or you weren't the right fit for this particular event. Either way, we keep your info on file and send out future opportunities to all potential vendors. Your information stays confidential and is never shared or sold.
We receive a lot of applications and carefully weigh each one against the venue size, event theme, and the vendor mix we're building. Not hearing back doesn't always mean you're not a fit; we may have already filled similar spots. We keep your info on file and reach out with future opportunities.
A strong, up-to-date web presence goes a long way. We look for an active website or social media page that clearly shows the gaming or geek-related products or services you sell. Photos of your setup at other markets are a big plus. Make sure your application is filled out completely and includes direct links to your channels (just saying "I'm on Instagram" without a link isn't helpful).
We also love seeing vendors who actively promote events they're part of. Enthusiasm on your application and across your social pages shows us you're in it for more than just the table space. That genuinely matters to us.
Costs
Vendor fees depend on the event size and venue. We do our best to stay competitive and work with venues to keep costs low. Most events range from $75 to $150 per space. Some events are free to vend at. We always let vendors know upfront whether an event is free or paid.
Your fee secures a defined space at the event (space size varies by venue and will be communicated to you). We don't provide tables, tents, or any setup equipment. You're responsible for bringing everything you need.
Your fee also helps fund the promotion of the event, which in turn drives foot traffic and puts buyers in front of your products or brand.
Vendor fees cover the cost of running the event: marketing, advertising, photography, videography, entertainment, attractions, venue fees, signage, insurance, taxes, staff, and more. Our job is to make sure the event is well-promoted so people show up and buy. Advertising isn't cheap, and we invest heavily in making every event a success.
Yes, if the event is more than 30 days away. There's a 5% processing fee on cancellations (this covers what our payment processor charges us). Fees are non-refundable within 30 days of the event.
If an event is rescheduled or canceled due to an act of God, weather, or unforeseen circumstances, you'll be credited toward a future event.
Your acceptance email will include a link to pay your vendor fee online, or we'll send you an invoice directly.
Important: You're not officially confirmed until the fee is paid. Pay as soon as possible to lock in your spot. If the event fills up, that payment link will stop working even if you already received an invite. Once it's full, it's full.
Generally yes. If we need to limit space per vendor for a particular event, we'll let you know.
Setup
This depends on the specific event and venue. We don't provide anything beyond the space itself unless stated otherwise. We recommend bringing:
Power and Wi-Fi are available at most venues, but neither is guaranteed. If there's an extra cost for either, it'll be spelled out in your vendor invitation email before you pay, so you can make an informed decision.
Marketing
We promote to the general public and our dedicated community of gaming and geek fans. Our database includes thousands of potential buyers who have signed up, followed us, or expressed interest in gaming and geek events.
We send email blasts, run heavy social media campaigns, feature events on our website, pitch to local news organizations and partner sites, and run paid advertising across NC. We invest real time and budget into making sure every event has a strong turnout.
Need More Help?
We're happy to help. Send us a message through the contact form and we'll get back to you.
Contact UsFill out the vendor application and we'll be in touch when the next event opens up.
Apply to Vend