Vendors FAQ

You don’t need a registered business to become a Vendor. Although you need to remember that as a seller you are obligated to abide law regulations (especially tax and economic activity regulations).

After discussing all the details concerning the stand and advertising, you will receive an agreement in a pdf form via e-mail. You have to verify very carefully whether all personal and stand data are correct. Should you have any objections, please contact the Manager. If everything is in order, please print two copies of the agreement, sign it and send it to:

Pyrkon – Klub Fantastyki Druga Era
ul. Słowackiego 13/116
60-822 Poznań
(for your own safety, we recommend using registered mail with acknowledgement of the receipt)

We will send you back one copy signed by the Manager via registered mail with the acknowledgement of the receipt. We send it in max. 10 days after we receive it, together with VAT invoice for you.
Within the time limit specified in the agreement, you will make a bank transfer to the Association’s bank account.

In March 2026, you will receive a pro forma invoice, which should be paid by the specified deadline – usually within two weeks.

Transfer title: Pyrkon 2026 Vendor <the name of the stand /or if the name of the stand was not agreed/ name of your registered business / your last name (for people without registered business)>
e.g. Pyrkon 2026 Vendor Portal

Name of the recipient: Stowarzyszenie Klub Fantastyki Druga Era
Account number: 43 1050 1520 1000 0090 3081 0148
SWIFT: WBKPPLPP

Vendors may submit their applications to reserve a stand between 10 December 2025 and 12 February 2026.
Applications will be accepted in three rounds:

• Round I: 10–31 December 2025

• Round II: 1 January 2026 – 21 January 2026

• Round III: 22 January – 12 February 2024

We recommend not delaying the completion of the application form. If the pool of available spaces in the exhibition hall is exhausted, the exhibitor will be placed on a waiting list.

No. Please do not complete another form to register the same stand. If your stand has been placed on the waiting list (or moved from Round I to Round II, or from Round II to Round III), this means that it is already on our list of stands awaiting space allocation.

We allow stand sharing only if this intention is reported in advance to the stand coordinator. The Organizer reserves the right to refuse permission to share a stand with the company/person indicated by the exhibitor.

Yes. When completing the application form, the exhibitor can choose between two options:

• a free parking pass, allowing entry to the PIF premises on Thursday and Friday until 11:30 a.m., and on Sunday after 4:00 p.m.;

• a paid parking pass, which allows the vehicle to remain on the PIF premises for the entire duration of the Festival (i.e. from Thursday to Monday).

The Organizer does not guarantee the availability of parking spaces for all exhibitors.

Parking availability on the PIF premises is limited, and unfortunately every year we experience a shortage of parking spaces. For this reason, each exhibitor is entitled to one paid parking pass. Additionally, for loading and unloading purposes, you may receive temporary access passes.

The net price is a price without VAT. For the full price you need to add 23% VAT.
So for the easy counting: stall’s net price*1,23 = gross price.

The exhibitor settles payment for the purchased stand by bank transfer. It is possible to settle part of the costs on a non-cash basis, i.e. through barter (such as settlement in vouchers, organizing workshops for participants, or co-hosting invited guests).

The barter settlement option is available exclusively to companies that are VAT payers. The ratio between bank transfer payment and barter is determined individually for each exhibitor.

Payments should be made by the deadline indicated on the pro forma invoice.

Pro forma invoices will be issued in March with a 14-day payment term. An exception may apply to pro forma invoices issued to companies accepted at a later date (from the waiting list).

Stands in the Mini Zone may be rented exclusively by artisans and artists. The products offered must be created directly by the exhibitor in a non-industrial manner, i.e. they must be handmade and should be the seller’s original designs.

Sellers offering wholesale goods (including products largely consisting of semi-finished items) are not permitted to exhibit in the Mini Zone.

Exhibitors in the Mini Zone are required to use the equipment provided by the Organizer (i.e. tables and chairs). Opting out of the equipment included in the package is possible only with the Organizer’s consent.

No. To ensure diversity of assortment in the mini zone we will not agree to sell two stands by the same Vendor. If you would like to have a bigger stand, we encourage you to rent a standard stall.

There is one pass in the price of mini stand and two passes for mini premium. For each stand you can buy one additional pass.

Mini Zone stands can be collected on Friday, 19 June, from 9:00 a.m. Earlier collection (e.g. on Thursday) will not be possible.

For a mini stands you can add a chair, but you can’t have another table.

It is a competition for the best-decorated stands in the Mini Zone.

The Contest Committee, when evaluating each stand and its presented offerings, will take the following elements into account:

1. Overall impression of the stand;

2. Originality of the stand’s arrangement and uniqueness of the products;

3. Aesthetics and orderliness of the stand, product display;

4. Courtesy and competence of the stand staff.

Winners of the contest will receive:

• guaranteed acceptance of their stand for the next edition of the Festival;

• a discount on a stand at the next Festival edition (70/50/30/15% – depending on the placement/award given by the committee);

• featuring of the exhibitor’s information on Pyrkon’s Facebook fan page.

The contest regulations can be found HERE.

According to the agreement, the stands can be closed on Sunday at 16:00.

Yes. You ought to make sure, however, not to destroy the built up walls – cost of repair is covered by the Vendor.

Yes, but this must first be arranged with the exhibitor coordinator. At the same time, please note that opting out of the furniture included in the Mini or Mini Premium stand package is only possible with the Organizer’s consent. Structural elements must not extend beyond the stand.

Our tables are 120 cm long and 45 cm wide.

No. If you want to have electric current at your stand you need to contact your Vendor’s Assistant. This service is delivered by PIF and valuated individually.

In the case of more power-demanding equipment, it may be necessary to purchase a higher-capacity connection.

A built-up stand is a stand with 3 Octanorm-type walls – white, thin and rigid. Should a Vendor wish to remove one of the walls, they may do so (for instance to combine stands with a neighbor) but it bears no influence on the price of the stand. We encourage you to prepare sticker or other decorations to stuck onto the wall – this kind of service is offered by company that provides the walls. If you are interested in a built-up stand please contact your Vendor’s Assistant.

Absolutely. We encourage you to review the stand equipment options included in the application form for exhibitors, where the available items are listed.
For a quote on other equipment, please contact your Vendor’s Assistant directly.

Yes, feel free to put up book-cases, mannequins and racks within the limits of your stand. You should make sure, however, that your equipment doesn’t extend beyond your stand space and that it doesn’t pose any safety threat (your equipment should be stable and stay off the passageways).

You may lay your own carpet or floor-covering at your stand. However, it is forbidden to bring powdery materials like sand – it causes a lot of mess in the hall.

Yes, provided that it fits entirely within the purchased space. However, this must be reported in advance to the exhibitor coordinator, who will send you the relevant documents related to the safety of the structure.

After closing the exhibition hall to the Convention participants and leaving it by the Vendors, the hall will be closed by a committee and opened the next day. Your presence at the stand is required during the opening hours.

No, Pyrkon volunteers cannot help in putting up the stands. You need to do it on your own.

Vendors who have a stand can give out leaflets, place roll-ups, banners, posters, within its area. Outside of the stand it is allowed only after prior agreement with the Vendor’s Assistant (extra fee and only in places designated by the Organizer).

There is a possibility to post about a Vendor – but we reserve it for the biggest contractors – if you are interested, please contact your Vendor’s Assistant. We don’t post a simple information – the post needs to engage our fans and give something to the participants, like promotion, contest or discount. Detailed info about conditions and costs of that advertisement can be given by your Vendor’s Assistant.

Packages and pallets should be sent to the Poznań International Fair (MTP) with a delivery date from Tuesday, 16 June 2026. Each shipment must be labeled with the appropriate address form, which will be provided to you by the Exhibitor Coordinator at a later date.

Shipping address:
Pyrkon
Poznań International Fair (MTP) / Pavilion 5
Głogowska 14
60-734 Poznań
Poland

Opening hours for exhibitors:

Exhibition Halls: Pavilion 5 and 5A – the Organizer will make them available:

• 18 June 2026 (Thursday) from 10:00 a.m. to 9:00 p.m. – only Maxi and Standard stand exhibitors may set up on Thursday. Mini stand exhibitors are invited from Friday;

• 19 June 2026 (Friday) from 9:00 a.m. to 10:00 p.m.;

• 20 June 2026 (Saturday) from 9:00 a.m. to 10:00 p.m.;

• 21 June 2026 (Sunday) from 9:00 a.m. to 8:00 p.m.

Gaming Exhibition Hall – the Organizer will make it available:

• 18 June 2026 (Thursday) from 10:00 a.m. to 9:00 p.m.;

• 19 June 2026 (Friday) from 9:00 a.m. to 10:00 p.m.;

• 20 June 2026 (Saturday) from 9:00 a.m. to 10:00 p.m.;

• 21 June 2026 (Sunday) from 9:00 a.m. to 8:00 p.m.

During the Festival, the exhibition halls (Pavilion 5 and 5A) will be open to participants:

• 19 June 2026 (Friday) from 2:00 p.m. to 9:00 p.m. (doors close for entry at 8:30 p.m.);

• 20 June 2026 (Saturday) from 10:00 a.m. to 9:00 p.m. (doors close for entry at 8:30 p.m.);

• 21 June 2026 (Sunday) from 10:00 a.m. to 4:00 p.m.

The Gaming Exhibition Hall will be open to participants:

• 19 June 2026 (Friday) from 12:00 p.m. to 9:00 p.m.;

• 20 June 2026 (Saturday) from 10:00 a.m. to 9:00 p.m.;

• 21 June 2026 (Sunday) from 10:00 a.m. to 4:00 p.m.

Any updates regarding changes to the opening hours will be published in our Exhibitor Regulations.

Mini and Mini Premium exhibitors can purchase a maximum of one additional ticket at a reduced price. Standard and Maxi stand exhibitors receive a certain number of tickets included in the stand price, depending on the size of the stand. Stands with an area of 4 m² may purchase one additional ticket, while larger stands may purchase two additional tickets at a special reduced price. Any further tickets will be charged at the full price.

The “Exhibitor” ticket is intended exclusively for stand staff, as it allows access to the exhibition hall during hours when participants are not allowed. If there is suspicion that tickets are being distributed to people not part of the stand staff, the Exhibitor Coordinator may impose further restrictions.

In the exhibitors’ hall, only pre-packaged food may be sold (e.g., packaged sweets or snacks, canned drinks, or factory-sealed bottles).

It is not permitted to prepare and sell meals. For all matters related to catering, please contact MTP Caffe directly.

You should notify the Organizer, with whom you arranged the conditions for exhibiting at the Festival, as soon as possible in order to cancel or modify your reservation.

The total fee will be refunded as follows:

• 100% of the paid fee if cancellation occurs by 1 April 2026;

• 75% of the paid fee if cancellation occurs by 15 April 2026;

• 50% of the paid fee if cancellation occurs by 30 April 2026.

No refund will be granted if the cancellation occurs after 1 May 2026.

It is possible to sign a license agreement with the Organizer for the use of the Pyrkon logo. The cost of such a license depends on its scope, and the details of the agreement are determined individually.

This is not required if the logo is used solely for informational purposes (e.g., in a Facebook graphic announcing the company’s participation as an exhibitor).

Yes. To do so, you need to complete the form available at: https://pyrkon.pl/zglos-swoj-punkt-programu-na-pyrkon-2026/