Merchant’s Nook
The 2025 RPG-A-THON will take place on July 12th, 13th, 19th, and 20th at the Hazeldean Community League Hall (9630 66 Ave NW, Edmonton, AB T6E 4W9). This location offers ample street parking, as well as parking on the west side of the venue.
We ask all merchants to use the venue parking only for loading and unloading supplies. These parking spaces must remain available for convention attendees during event hours.
Outside Market Hours: 10 AM – 6 PM on July 12th, 13th, 19th, and 20th
Merchant setup begins at 8 AM each day, with doors opening to the public at 10 AM.
If you require additional time for setup, please contact Ivan K.
Tear-down and daily reset are mandatory. RPG-A-THON organizers are not responsible for lost or stolen items under any circumstances.
Inside Market Hours: 10 AM – 6 PM on July 19th and 20th
Tear-down and reset between these two days is optional. The venue will be securely locked overnight.
After the event concludes at 6 PM on July 20th, merchants are expected to fully tear down and clean their spaces by 7 PM.
For additional questions or feedback:
Phone #: (780) 909 2134
E-mail: rpg.a.thon@gmail.com
Outside Market
Each merchant space is 10 ft x 10 ft.
Merchants setting up in the outside market are responsible for bringing their own tables, chairs, and tents to protect themselves from the elements.
Table fee (outside market) July 12th and 13th: $50
Table fee (outside market) July 19th and 20th: $50
Inside Market
Each inside merchant space includes one or two 6 ft tables, two folding chairs, and two merchant badges.
Inside merchant badges must be worn at all times.
Table fee (one table): $100
Table fee (two tables): $125
Merchants are permitted to share their space with one additional merchant, provided it is noted on the Merchant Registration Form.
Silent Auction Donations & Daily Draws
Each day, RPG-A-THON will host a different silent auction to raise funds for:
YEG Extra Life in support of the Stollery Children’s Hospital
The Pride Centre of Edmonton
The Tiny HeartScan Foundation
If you would like to donate merchandise to the silent auction, please indicate this on your Merchant Registration Form and arrange a drop-off with Ivan by June 28th, 2025. This will ensure an even distribution of items across the four convention days.
There will also be a Daily Prize Draw. If you'd like some of your donated items to go toward the draws instead, please indicate that on your form.
By submitting payment for a merchant table at RPG-A-THON, taking place on Saturday, July 12; Sunday, July 13; Saturday, July 19; and Sunday, July 20, 2025, I acknowledge and agree to the following: I voluntarily apply to attend and participate as a Merchant at the event. I, along with my heirs, executors, administrators, legal representatives, and assigns, release and hold harmless Ivan Kolos, their insurers, agents, employees, and representatives, as well as the event’s organizers, sponsors, and venue staff (collectively referred to as “Event Organizers”) from any and all claims, actions, losses, damages, or liabilities that may arise from my attendance, setup, participation, or takedown at the event. I accept full responsibility for any damage, personal injury, or loss that may occur while I am present at the event in my capacity as a Merchant, regardless of cause. I also consent to the use of any photos or video taken of me or my booth during the event for promotional purposes, without compensation. By completing my payment, I confirm that I have read, understood, and agreed to this waiver and the event terms.
RPG-A-THON Liability Form (2025)
Terms and Conditions
Prohibited Sales:
The sale of unlicensed materials, unauthorized replicas, or counterfeit products is strictly prohibited. Merchants found selling such items will be asked to remove them immediately. Repeat or severe violations may result in removal from the event without refund.
Legal Compliance & Responsibility:
The Merchant certifies that:i) They are and will remain in compliance with all relevant provincial and local laws, regulations, statutes, and rules.
ii) They have the legal right to sell the products or services offered at the event.
iii) They will indemnify and hold harmless RPG-A-THON, its organizers, and associated personnel from any claims related to their participation or violation of this agreement.
Arrival & Setup Time:
Merchants must arrive no later than 9:30 AM on their scheduled market day.
Outdoor Market setup days: July 12, 13, 19, and 20
Indoor Market setup days: July 19 and 20
Failure to arrive on time without prior arrangement may result in forfeiture of the space without refund.
Takedown & Departure Times:
Merchants in the Outdoor Market are expected to remain set up until 6:00 PM on each scheduled day (July 12, 13, 19, and 20).
Merchants in the Indoor Market may optionally leave their setup overnight between July 19 and 20. Final takedown must be completed by 8:00 PM on July 20.
By participating, you agree to stay for the full market hours unless previously discussed with event organizers.
Loss & Liability:
RPG-A-THON is not responsible for any lost, stolen, or damaged items during the event, setup, or teardown. Merchants are encouraged to secure their merchandise and displays at all times.Refund & Cancellation Policy:
There is a two-week cancellation window. No refunds will be issued after June 28, 2025.Displays & Setup Guidelines:
All advertising displays must be free-standing. Merchants may not block neighboring booths or place merchandise in front of their tables, as this obstructs customer flow. Display height is limited to 8 feet maximum or the height of your tent.Cleanliness & Maintenance:
Merchants must keep their space tidy and remove all garbage before, during, and after each market day. Respect for the venue and fellow participants is expected at all times.
Merchant Spaces - Outside Market
10 ft ×10 ft, Outside Merchant Space
Merchants bring their own tables, chairs, and pop-up canopy tent
No power supply or Wi-Fi available.
10 ft ×10 ft, Outside Merchant Space
Merchants bring their own tables, chairs, and pop-up canopy tent
No power supply or Wi-Fi available.
Merchant Spaces - Inside Market (G)
6ft x 6 ft, inside Merchant Space
1 table and 2 chairs are provided
Power source is not guaranteed, Hazeldean Hall has Wi-Fi
6ft x 8.5 ft, inside Merchant Space
2 table and 2 chairs are provided
Power source is not guaranteed, Hazeldean Hall has Wi-Fi
Merchant Notes & Reminders
· Bring sunscreen (but avoid sprays) and stay hydrated! lotion-based sunscreen is recommended to avoid affecting your and neighboring merchandise or displays.
Please provide your own dolly or hand cart for transporting your items between your space and your vehicle
Display height is limited to 8 feet. Please ensure your booth setup complies with this restriction.
Artists are encouraged to work on their projects during the event—it brings your space to life and draws attendees in!
Tabletop games are welcome in your space. Feel free to bring and play your favorite ones!
Personal music is allowed, but please keep the volume respectful to your neighbors and attendees.
Merchant badges will be placed in your space by 8:00 AM on July 12th and July 19th.
Help promote RPG-A-THON! Word of mouth and social media go a long way. A larger crowd benefits everyone.
Bring a portable charger or power bank. Access to power outlets not guaranteed