2025 Romance-Con Author Fair Application

Thank you for your interest in the Author Fair at Romance-Con, to be held on Saturday, November 8, 2025, from 10 a.m. – 4:30 p.m. at the Toledo Lucas County Public Library's Main Library.

Complete this application to express your interest in having an author table at the event. Applications will be accepted on a rolling basis; space is limited. Application deadline is July 15, 2025 or until space is filled. Library staff will review applicants and you will be notified by August 1, 2025, if you have been selected to table at the event. The Toledo Lucas County Public Library retains the right to reject or accept author applications at its discretion.

Romance-Con is an event intended for adult audiences that is open to all ages. Materials with adult content may be displayed and/or sold during the exhibition and fair. However, visibly explicit materials may not be sold. The library reserves the right to decide what is considered explicit.

Table space is limited.

Event and Harassment Guidelines

All parties involved with Romance-Con, including but not limited to attendees, vendors, speakers, and Library staff, will be expected to adhere to all Library policies during the event, including the Library’s Expectations of Behavior and Photography and Videography policies. Those attending Romance-Con who do not adhere to policies are subject to removal from the event. Complete Library policy information is available at toledolibrary.org/policies.

Author Fair Agreement

• The Toledo Lucas County Public Library Romance-Con is an event intended for adult audiences that is open to all ages. Materials with adult content may be displayed and/or sold during the exhibition and fair. However, visibly explicit materials may not be sold. The library reserves the right to decide what is considered explicit.
• Art, books, and other items related to your work as an author may be sold at the event. This includes items such as books, images, author- or book-related merchandise, prints of original art, stickers, pins, etc.
• Merchandise not accepted into the exhibition includes but is not limited to any item that is a direct reproduction of an original work by another artist or author, non-romance-related items, or anything the Library deems inappropriate/offensive/explicit. The Library may request that an artist or author remove any item from their table at any time for any reason.
• You are responsible for your table, including keeping it staffed at all times and handling money, receipts, etc. During the event, you or your assistants are expected to remain at your table during the stated hours of operation. Library staff and volunteers will not be available to help staff booths, including for breaks or other event programs. We suggest having at least 2 people available to manage a table if you do not wish to leave it unattended at any time.
• The Library will provide one table, approximately 8’ x 3’, two chairs, and free Wi-Fi. Electrical outlet access cannot be guaranteed. Special requests will be processed on an individual basis.
• Any signage and displays the Author may have will not impede the flow of traffic or be fastened to the walls or floors unless the Library has first given permission. Signs may be placed on your designated table or adjacent to or behind the designated table space only. Any signs must be moved or removed at the direction of Library staff.
• You are responsible for set-up, tear down, and bringing materials in and out of the Library.
• Space in the exhibition will be prioritized for:
  • Authors directly involved in Romance-Con programs, panels, displays or presentations
  • Northwest Ohio artists/authors
  • Any other space will be filled at the discretion of Library staff.
• Authors/Vendors appearing in the Author Fair and selling items under the terms of the agreement must be age 18 or older on the date of the event.
• Animals are not permitted at the event, with the exception of service animals as defined by the Americans with Disabilities Act.
• The Library will not charge authors for the opportunity to sell their merchandise, nor guarantee that any merchandise will be sold.
• The Author will be responsible for obtaining any licenses, permits, or approvals required under local, state, and federal laws applicable to their activities at Romance-Con. Authors will be responsible for obtaining any tax identification numbers and paying all taxes, license fees, and any charges that will come due to any governmental authority in connection with their activity at the Library.
• The Toledo Lucas County Public Library, nor any of their representatives, will not be responsible for any injury, loss or damage that may occur to the Authors or to the Authors’ associates or property from any cause whatsoever. The Author shall obtain, at their own expense, adequate insurance against such injury, loss, or damage.
• The Author/Vendor agrees to pay for all damages to the facilities of the Library caused by negligent, reckless, or willful actions taken by the Contractor, as deemed by the Library.
• The Author/Vendor agrees to observe and obey all posted rules and warnings, and further agrees to follow any oral and/or written instructions or directions given by the Library, or employees, representatives, public safety, or agents of the Library.
• All requirements of the Occupational Safety and Health Administration (OSHA) must be strictly observed at all times.
• The Library shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of nature, or any other cause of any kind whatsoever not within the control of the Library.
• To the fullest extent permitted by law, the Author/Vendor shall indemnify and hold the Library harmless from any claims, damages, expenses, or liabilities arising out of the Author/Vendor’s failure to comply with any applicable federal, state, or local laws/ordinances, or regulations. And further, to hold the Library harmless from any claims, damages, expenses, or liabilities for personal injury, product liability, or property damage arising from the Author/Vendor’s reckless or negligent acts or omissions or those of its agents, employees, or contractors in rendering services under the terms of this agreement.