Vendor Policies
Working vendor and Artist Alley policies for Midwest Pixel Fest 2027. This page is public information, not the final vendor agreement, and it does not open applications or collect payment.
Applications
Vendor Hall and Artist Alley applications are free to submit. Submitting an application does not guarantee acceptance, reserve a booth, or require payment.
Midwest Pixel Fest reviews applications for event fit, available space, merchandise mix, and overall vendor-floor balance. An applicant may be offered a different space than the one requested.
Approval, invoices, and confirmation
Applied means an application was submitted. Approved means Midwest Pixel Fest offered a space. Confirmed means the required payment has been received.
If approved, you will receive an acceptance offer and a Square invoice or payment request. Payment is due within 7 calendar days of the offer unless Midwest Pixel Fest provides a written extension. Your space is not confirmed until payment is received.
There is no public self-service booth checkout, and this website does not collect card numbers, bank information, or tax IDs.
Founding Vendor pricing
Founding Vendor Rate is an introductory pricing tier planned through April 30, 2027, subject to availability. If an acceptance offer is issued while Founding Vendor pricing is active, that offer keeps the Founding rate through its payment window even if the Founding deadline passes before payment is due.
If an offer expires and a later offer is issued after Founding Vendor pricing has ended, the later offer uses the pricing in effect at that time. Founding Vendor Rate is not permanent status, exclusive rights, special placement, a marketing package, or a guaranteed renewal.
Cancellation and refunds for paid spaces
Refund eligibility is based on the date Midwest Pixel Fest receives the cancellation request, using America/Chicago calendar dates.
- Through July 31, 2027: eligible for a 75% refund
- August 1, 2027 through September 15, 2027: eligible for a 50% refund
- After September 15, 2027: no refund
Payment-processing fees that are not returned to Midwest Pixel Fest may be deducted from any applicable refund.
To request cancellation, contact Midwest Pixel Fest. There is no anonymous self-service cancellation form. Knowing an application reference number is not enough to cancel a booth.
Event cancellation or postponement
An event-cancellation, postponement, weather, venue-loss, or force majeure refund policy has not been published. That item remains under organizer and legal review and is not a contractual promise on this page.
Booth sharing, tax, and operations
Booth sharing requires approval. Approved vendors may not silently sublet space.
Vendors are responsible for complying with applicable Kansas and local tax, licensing, permit, and business requirements. Midwest Pixel Fest does not provide individualized tax or legal advice.
Final venue, load-in, setup, furniture, electricity, insurance, and floor-plan information will be provided later. Emporia, Kansas is confirmed; the venue is TBA.
Still pending
These items are not final on this page:
- Event cancellation / postponement refund policy
- Venue name, load-in hours, and electrical pricing
- The full vendor agreement (this page is not the vendor contract)
Official applications are not open yet. Register vendor interest to be notified, or return to vendor information.