The Collector’s Clubhouse Terms & Conditions
Event Date: Sunday, October 25, 2026
Location: Van Patten Golf Club, 924 Main Street, Clifton Park, NY
Event Hours: 9:00 AM–3:00 PM
Admission: Free
By attending, participating in, or registering for The Collector’s Clubhouse (“Event”), you acknowledge and agree to the following Terms & Conditions. For purposes of these Terms & Conditions, Van Patten Golf Club is the Event organizer.
GENERAL EVENT TERMS
1. Admission
Admission to The Collector’s Clubhouse is free for all guests beginning at 9:00 AM.
There is no Early Bird Admission, separate early-access period, or admission fee required to attend the Event.
Van Patten Golf Club reserves the right to refuse admission or remove any attendee whose conduct is disruptive, threatening, abusive, fraudulent, or otherwise inappropriate.
2. Event Changes
Event hours, vendors, activities, floor layout, and other Event details are subject to change.
If the Event is cancelled or postponed, Van Patten Golf Club will make reasonable efforts to communicate any applicable changes to attendees and registered vendors.
Van Patten Golf Club is not responsible for costs associated with travel, lodging, transportation, or other expenses incurred by attendees or vendors in connection with the Event.
3. General Conduct
All attendees, vendors, exhibitors, and guests are expected to conduct themselves in a respectful, professional, and appropriate manner.
There is zero tolerance for threatening, abusive, harassing, violent, disruptive, fraudulent, or intentionally deceptive behavior.
No individual may engage in conduct that interferes with the operation of the Event, venue operations, other vendors, or the safety or enjoyment of other guests.
Van Patten Golf Club reserves the right to remove any individual whose conduct violates these Terms & Conditions, venue policies, or applicable law.
4. Venue Rules
All attendees and vendors must comply with the rules and policies of Van Patten Golf Club.
Smoking and vaping are not permitted inside the venue at any time. Outside alcoholic beverages are not permitted on the premises at any time. Additional venue restrictions or instructions provided by Van Patten Golf Club management or Event staff must be followed.
5. Purchases, Sales & Trades
All purchases, sales, and trades are transactions directly between the attendee and the individual vendor or between participating individuals.
Vendor-to-vendor purchases, sales, and trades are permitted, including during the vendor setup period. All such transactions are solely between the participating vendors. Van Patten Golf Club does not facilitate, guarantee, or assume responsibility for vendor-to-vendor transactions. Vendors are responsible for evaluating merchandise and agreeing to the terms of any transaction.
Van Patten Golf Club does not guarantee or warrant the:
• Authenticity of any card or collectible
• Condition or quality of merchandise
• Grading or grade of any card
• Value or future value of any item
• Pricing or availability of merchandise
• Accuracy of representations made by an individual vendor or participant
V
an Patten Golf Club does not guarantee the value, authenticity, condition, or fairness of any trade.
Attendees and participants are encouraged to carefully inspect merchandise and confirm the terms of any transaction before completing a purchase, sale, or trade.
Van Patten Golf Club is not responsible for disputes arising from private purchases, sales, or trades.
6. Counterfeit & Prohibited Merchandise
Counterfeit, stolen, fraudulent, or intentionally misrepresented merchandise is prohibited at the Event.
Van Patten Golf Club reserves the right to prohibit the display, possession, or sale of any item and may require an attendee or vendor to remove prohibited merchandise from the Event.
7. Personal Property
Attendees and vendors are responsible for their own personal property, including cards, collectibles, cash, bags, electronics, merchandise, equipment, and other belongings.
Van Patten Golf Club is not responsible for lost, stolen, misplaced, or damaged personal property, except to the extent liability cannot legally be excluded.
8. Photography & Recording
Photography, video recording, and other forms of media may take place during the Event.
By attending or participating in the Event, you acknowledge that you may appear in photographs, video, or other recordings made at the Event and may be included in Event-related promotional materials, social media, advertising, or other communications.
If you have concerns about appearing in Event media, please speak with Event staff.
Vendors who photograph or record attendees or other individuals for their own promotional or commercial content are responsible for asking for and receiving permission before using an identifiable individual’s likeness in that promotional content. Vendors are responsible for any permissions necessary for content they create or publish.
9. Children & Minors
Children and minors attending the Event are the responsibility of their parent, legal guardian, or accompanying adult.
Van Patten Golf Club does not provide childcare or supervision services.
10. Trademarks & Affiliations
The Collector’s Clubhouse is an independent trading-card and collectibles event.
Pokémon, Nintendo, The Pokémon Company, sports leagues, sports teams, player names, trading-card manufacturers, and other referenced brands, names, characters, logos, and intellectual property are the property of their respective owners.
Unless specifically stated otherwise, The Collector’s Clubhouse is not affiliated with, sponsored by, endorsed by, or officially associated with Pokémon, Nintendo, The Pokémon Company, any professional sports league or team, or any trading-card manufacturer.
11. General Liability
Attendance at or participation in The Collector’s Clubhouse is voluntary and at the individual’s own risk.
To the fullest extent permitted by applicable law, Van Patten Golf Club is not responsible for injuries, losses, damages, theft, or expenses arising from attendance at or participation in the Event, including transactions between attendees and vendors.
Nothing in these Terms & Conditions is intended to exclude or limit any liability that cannot legally be excluded or limited under applicable law.
VENDOR TERMS & CONDITIONS
The following terms apply specifically to vendors registering for or participating in The Collector’s Clubhouse.
12. Eligible Vendor Categories
The Collector’s Clubhouse is intended for vendors who primarily offer trading card games, Pokémon, sports cards, sports memorabilia, pop-culture collectibles, toys, memorabilia, or other merchandise reasonably related to the collecting hobby.
Van Patten Golf Club reserves the right to determine whether a vendor or the vendor’s products are appropriate for the Event.
The following items are prohibited:
• Firearms and ammunition
• Gambling-related products
• Knives or other weapons
• Illegal or stolen merchandise
• Counterfeit or fraudulent merchandise
• Illicit materials
• Pornographic, sexually explicit, or adult-oriented materials
• Any merchandise prohibited by applicable law
• Any other merchandise determined by Van Patten Golf Club to be inappropriate for the Event or venue
Van Patten Golf Club reserves the right to prohibit the display or sale of any item and may require a vendor to remove prohibited merchandise from the Event.
13. Vendor Registration & Tables
Vendors may register for up to two (2) 6-foot vendor tables at no charge. Additional tables may be requested but are not guaranteed. Additional tables may be provided based on available floor space.
Van Patten Golf Club will provide the assigned vendor space, 6-foot table(s), up to two chairs per table, black tablecloth(s), and access to venue Wi-Fi. Vendors are responsible for providing all other materials, equipment, supplies, merchandise, displays, and payment-processing equipment necessary to operate their business. Vendors may not bring their own tables.
Vendors are asked to reserve only the number of tables they genuinely need to accommodate their inventory and display. If one table is sufficient for your setup, we strongly encourage you to reserve one table rather than two. This helps us accommodate as many vendors as possible and make the best use of the available Event space.
Vendor registration is subject to available space and may close at any time once available vendor capacity has been reached.
Registration does not guarantee a specific table location.
Requests for additional tables may be accommodated at the discretion of Van Patten Golf Club based on available floor space. Additional tables are not guaranteed and may be limited or unavailable depending on the Event layout and number of registered vendors.
Vendor registration and table assignments are non-transferable and may not be sold, assigned, or transferred to another vendor without prior approval from Van Patten Golf Club.
Vendors may not share, sublet, or allow another business or individual to occupy their assigned table(s) without prior approval from Van Patten Golf Club.
14. Table Assignments & Floor Space
Vendor table assignments and locations are determined by Van Patten Golf Club.
Vendors may submit table placement requests, but table location requests are not guaranteed.
Van Patten Golf Club reserves the right to modify table assignments or the Event floor layout when reasonably necessary.
Vendor merchandise, displays, equipment, signage, chairs, storage containers, and personal belongings must remain within the vendor’s assigned space and may not obstruct aisles, exits, neighboring vendor spaces, or other areas designated by Event management.
Electrical outlets are limited and are not guaranteed for vendor use. Vendors may not bring or use extension cords or power strips. Vendors should plan to operate their table without relying on access to electrical power.
Vendors may use screens, monitors, or other visual displays within their assigned space provided they do not obstruct aisles, neighboring vendor spaces, or other Event areas. Music, amplified sound, and audio from vendor displays are not permitted.
15. Vendor Staffing
Vendors are responsible for ensuring their registered table(s) are appropriately staffed throughout Event hours. Vendors with multiple tables are encouraged to have at least one staff member at each table. If a vendor chooses to have a single staff member oversee multiple tables, the vendor is responsible for ensuring that all tables remain appropriately monitored and that merchandise and transactions are adequately managed.
Vendors are also responsible for the conduct of their employees, representatives, assistants, and anyone staffing their registered table(s).
16. Vendor Setup, Teardown & Attendance
Vendor setup begins at 7:30 AM on the day of the Event. Vendors may not arrive for setup before 7:30 AM.
Vendors must complete setup and be ready for guests by the Event opening time of 9:00 AM.
Vendors may not begin dismantling their displays before the Event ends at 3:00 PM. Vendor teardown may begin at 3:15 PM.
Vendors should remain available at their assigned table(s) through the conclusion of the Event unless otherwise approved by Van Patten Golf Club.
Vendors are responsible for removing all merchandise, personal property, equipment, displays, and trash from their assigned area at the conclusion of the Event.
Vendors who register for tables but are unable to attend are asked to notify Van Patten Golf Club as soon as possible. Repeated no-shows or failure to notify Van Patten Golf Club of an inability to attend may affect a vendor’s eligibility to participate in future events.
17. Vendor Sales Tax & Legal Compliance
Vendors are responsible for obtaining and maintaining any required New York State sales tax registration and for complying with all applicable federal, New York State, and local tax laws and regulations.
Vendors making taxable sales at the Event must be properly registered with New York State and maintain a valid New York State Certificate of Authority, as required by law.
Vendors are solely responsible for reporting their sales and collecting and remitting any applicable sales taxes.
Van Patten Golf Club does not provide tax or legal advice and assumes no responsibility for vendor tax compliance.
18. Vendor Conduct
Vendors must conduct themselves in a professional and respectful manner and must comply with all Event and venue policies. Vendors may not engage in threatening, abusive, harassing, violent, disruptive, fraudulent, or intentionally deceptive behavior.
Vendors may not engage in conduct that interferes with the operation of the Event, venue operations, other vendors, or the safety or enjoyment of attendees.
Vendors may not actively solicit attendees away from their assigned vendor space or conduct promotional activities throughout the Event outside their assigned area.
19. Vendor Property & Merchandise
Vendors are solely responsible for their merchandise, equipment, displays, cash, and other property throughout the Event.
Van Patten Golf Club does not guarantee or warrant the authenticity, condition, grading, value, pricing, availability, or other characteristics of merchandise offered by any vendor. Each vendor is solely responsible for the merchandise it offers and the representations it makes regarding its merchandise.
20. Vendor Liability & Indemnification
Each vendor participates in the Event at its own risk.
To the fullest extent permitted by applicable law, Van Patten Golf Club is not responsible for losses, damages, theft, injuries, or expenses arising from a vendor’s participation in the Event, including the vendor’s merchandise, equipment, transactions, employees, representatives, or business activities.
To the fullest extent permitted by applicable law, each vendor agrees to indemnify and hold harmless Van Patten Golf Club and its owners, management, employees, staff, sponsors, partners, agents, and representatives from claims, losses, damages, liabilities, costs, and reasonable expenses arising from or relating to the vendor’s participation in the Event, including the vendor’s merchandise, sales, conduct, negligence, or violation of applicable law.
Nothing in these Terms & Conditions is intended to require indemnification for any matter to the extent such indemnification is prohibited or unenforceable under applicable law.
21. Vendor Participation & Removal
Van Patten Golf Club reserves the right to refuse, deny, suspend, or revoke the participation of any vendor when management reasonably determines that such action is necessary for safety, security, legal compliance, venue operations, Event standards, or the overall operation of the Event.
Any vendor may be removed from the Event for violating these Terms & Conditions, venue rules, applicable law, or for conduct that management reasonably determines is disruptive, unsafe, threatening, fraudulent, or inappropriate.
Vendors removed from the Event are not entitled to reimbursement for lost sales, travel expenses, merchandise, or other costs associated with their participation.
22. Vendor Disclaimer
Vendors participating in The Collector’s Clubhouse are independent businesses or individuals and are not employees, agents, or representatives of Van Patten Golf Club.
Van Patten Golf Club does not endorse or guarantee any individual vendor, product, transaction, representation, or service offered by a vendor.
Any dispute regarding a purchase, sale, trade, refund, product, or representation should be addressed directly with the vendor involved.
ADDITIONAL TERMS
23. Changes to These Terms
Van Patten Golf Club reserves the right to update or modify these Terms & Conditions when reasonably necessary.
The version of the Terms & Conditions in effect at the time of an attendee’s or vendor’s participation in the Event will generally govern that participation, subject to applicable law.
24. Acceptance of Terms
By registering as a vendor, attending, or participating in The Collector’s Clubhouse, you acknowledge that you have had an opportunity to review these Terms & Conditions and agree to be bound by them.
Last Updated: September 18, 2026