Community Information

Please read all of the information below before applying. Failure to follow the application process may result in your application being rejected.

Are you interested in hosting a community table at the next MNCBA event? We are accepting community applications for non-profits, local or regional clubs, groups, and organizations interested in promoting themselves and their activities at our events. Area(s) of focus should be engaging and relevant to our attendees.

The NOMAD Ghostbusters at MNCBA FallCon 2024. Photo by Buzz Meade.

Commercial (i.e. for-profit) businesses and organizations must apply for vendor space, including anyone advertising for such businesses and organizations.

All exhibitors must familiarize themselves with and be in compliance with MNCBA Event Policies. Note: The MNCBA prohibits at its events the display and/or sale of all art, merchandise, and other works created using generative AI.

To comply with MN State Fairgrounds policies, food vending is prohibited.

There are a limited number of spaces available for each MNCBA event. Be sure to include all required information for the timely processing of your application.

Community table specifications:

• Each community table is provided at no cost. The sale of merchandise is prohibited at community tables without prior MNCBA approval.

• If you plan to sell anything at your community table, please include a description of the item(s) for review with your application, or purchase a paid vendor table instead. Please disclose any planned giveaways, raffles, etc.

• Each community table space is approximately 10 feet × 10 feet in size, but due to floorplan arrangement community table space may be slightly less.

• Each community table space will be provided with one 8-foot × 30-inch table, one chair, and one community badge for event entry. Please inform us of any additional badges needed or other requests at the time of application.

• For community exhibitors requesting more than one space, we require an in-person meeting with MNCBA leadership to discuss how you will utilize the space before you can be confirmed. Floor space for each event fills quickly, so you should submit your application as early as possible.

• Banners and displays may not be taller than 10' high (including the height of the table for tabletop displays) and may not extend into aisles or others' space.

• We require names of all individuals asking to be issued community badges at least two weeks prior to the event, and individuals claiming community badges should be prepared to show identification at Check-In if requested.

• Community space is not held/reserved until you receive a confirmation from MNCBA leadership that your application has been approved.

Optional, but encouraged, promotional materials for community applicants:

• Promotion on the MNCBA social media accounts is not guaranteed, and is contingent upon promotional materials that meet MNCBA format and quality standards being submitted at the time of application:

• website URL or primary online presence, if available
• copyedited, professional description written in the third-person
• one (1) high-quality photo or logo so attendees can identify you
• four (4) high-quality visual representations of your group/organization
• minimum 1000px short-side; JPG, JPEG, PNG files accepted

• To keep our promotional materials fresh and engaging for our online audience, we ask that you submit new and/or the most up-to-date materials possible each time you apply to an MNCBA event. Colourful, vertically-oriented images without any text that might be cropped are preferred. Show us what you've got!

Deadlines and timeline information:

• Applications must be submitted by 30 August 2025 and confirmed by 6 September 2025 to be eligible for promotion on our social media.

• Confirmations for community spaces begin going out on 1 July 2025.

• Confirmation must be responded to within seven (7) days of receipt.

• Setup instructions will be emailed one week before the event.