Vendor Director — Volunteer Position

This is a volunteer position with FanCon and does not include a salary or guaranteed financial compensation. The Vendor Director serves as an active member of the FanCon team and Board of Directors and is expected to contribute personal time toward planning, vendor outreach, meetings, and event operations.

The Vendor Director is responsible for building and maintaining relationships with past, current, and potential vendors for FanCon’s main events, as well as exploring vendor partnerships for additional events and initiatives throughout the year.

Event Population

- Contact past vendors and invite them to return for upcoming events.
- Reach out to potential new vendors who would be a good fit for FanCon.
- Maintain communication with confirmed vendors leading up to each event.
- Help ensure a diverse and engaging vendor lineup.

Vendor Scouting

- Attend local conventions, markets, community events, and similar gatherings to identify potential vendors.
- Collect contact information from artists, creators, businesses, and organizations that may be a valuable fit for FanCon.
- When unable to attend an event personally, coordinate with other FanCon staff who are attending to gather relevant vendor information.

Event Organization and Planning

- Assist with the creation of event floor plans and vendor layouts.
- Coordinate vendor placement with programming, guest, tournament, and event needs.
- Help organize vendor setup and tear-down procedures.
- Oversee and support volunteer crews assisting with vendor areas, setup, and tear-down.

Vendor Relations and Client Care
- Act as a primary point of contact for vendors during FanCon events.
- Welcome vendors and assist with check-in, setup, and event-day questions.
- Check in with vendors throughout the event to make sure concerns or needs are addressed whenever possible.




- Collect any vendor payments or donations that have been previously agreed upon.
- Maintain accurate financial records and submit collected funds and related information to the Finance Director.

Meetings and Board Reports The Vendor Director is expected to attend monthly planning meetings and provide regular updates to the Board of Directors.

Reports may include

- Progress updates on current projects and vendor recruitment
- Proposals for new projects, partnerships, or initiatives
- Requests for budget allocations
- Requests for non-financial resources or additional support
- Relevant concerns, challenges, or opportunities The Vendor Director is also expected to review and provide constructive feedback on the work and reports of other directors when appropriate, with the goal of supporting FanCon’s overall growth and success.

Voting Responsibilities The Vendor Director is currently a voting member of the FanCon Board of Directors.

As a voting member, the Vendor Director is expected to approach decisions with integrity, honesty, accountability, and consideration for the best interests of the organization.

Responsibilities include

- Participating in Board discussions and votes
- Raising concerns when appropriate
- Providing respectful and constructive feedback
- Considering the long-term impact of Board decisions
- Supporting the advancement of FanCon’s goals, events, and initiatives

Each vote should be approached thoughtfully and with an understanding of the responsibility that comes with representing the organization.

Volunteer Commitment

This position requires an ongoing commitment of personal time and active participation in FanCon operations.

By accepting the role, the Vendor Director understands that they are expected to remain engaged in planning, monthly meetings, vendor communication, event preparation, setup and tear-down, and event-day responsibilities throughout their term.

📌 Vendor Director (Fort Erie)
🏢 FanconNiagara
📍 Fort Erie