Dealer’s Room Policy and Application

Below are Animatic Con’s 2018 Dealers Agreement

Introduction:

Thank you for your interest in Animatic Con. Below you will find a list of rules and regulations as well as details about our Vendor Hall. Our Vendor Hall Applications will be reviewed and if chosen to be part of our 2018 event we will send you an email. Thank you.

Website: www.AnimaticCon.com
Facebook: www.facebook.com/Animaticcon
(Feel free to like our facebook page as we will start promoting our Vendors and Artists once all spaces are claimed).
Date: March 16-18, 2018
Location: Blue Ash Crown Plaza Hotel, 5901 Pfeiffer Rd, Cincinnati, OH 45242 – Phone: (513) 793-4500

Note: To book your room with the Animatic Con room rate you must let the hotel know you are coming for Animatic Con.

Vendors Information:

This year we have a brand-new setup for vendors.

Vendor Booth

We will offer 6×6 spaces 8×8 corner spaces and 10×10 spaces in our vendor hall. We will also have hotel rooms that 8 lucky vendors will be able to use as their hotel room as well as their vendor space.

Prices are as follows:

  • 6×6 standard space: comes with one booth, 2 chairs, tablecloth and 2 badges
  • 8×8 corner space: 2 table setup in corner, tablecloth for both tables, 2 chairs, 2 badges
  • 10×10 center space: 1 table in a 10×10 space, tablecloth, 2 chairs, 2 badges

Vendor Store Front (Hotel room vending): 1 Hotel Suite where the couch will be moved into the bedroom area. Vendor will be able to arrange the room and use their own tables for their shop setup if they wish. We will provide one table for use upon request. Please see the more detailed perks listed below. Also, we can provide a very short video clip of how someone has used this exact setup at our hotel for a previous convention upon request.

The Perks to this option is as follows:

Hotel Vending allows vendors to set up more of a store front in the living room section of the suite, the vendor will be required to open at Dealer’s room opening times, however will be able to close anytime they need for things such as a bathroom break, or lunch, please note the store front should be open for the majority of the standard time frames of vendor room.  These rooms would be great for someone who sales items that may require someone to try something on, or someone who prefers a shop like environment.

As a Store front merchant, you will be able to control the AC in your space so that you are comfortable. You can also close up shop if you need to use the restroom or simply run next door to get food and drink, just be sure to put a sign on the main door so the attendees know when you will be back.

Please note we have already secured all the suites for this setup (8 suites which are marked accordingly on the map) you will be required to call the hotel and speak with our Rep to secure your space by putting payment on file ** you will not be charged until you arrive for hotel room** Vendor fee will be required upon acceptance of application (21 days).

Pricing

6×6: $125.00 per booth limit 2 per person (located in Vendor Hall)
** Please note that each vendor space is exactly a 6×6 space with a booth in the center of said space**

8×8 Corner booth space 2 tables: $150 per corner (located in Vendor Hall)

10×10: $200.00 per booth limit 2 per person (located in Vendor Hall)

Hotel Suite Store Front

  • Rooms 104, 108, 112 and 118: $275 + hotel room
  • Rooms 130, 134, 138 and 142: $250 + Hotel room

Additional Pricing for the suites are as follows:

  • Thurs- Sunday (check out on Sunday is 4pm room must be open until at least 2pm) $454.17 taxes included
  • Thurs – Monday $605.56 tax included

Payment must be made within 21 days of being accepted into the Dealer’s Room. Payment instructions will be emailed to those accepted upon acceptance.

Each booth will come with 2 badges and 2 chairs.

Animatic Con does its best to offer its attendee’s quality Vendors for its vendor hall therefore failure to make payment within the deadline will be considered as a forfeit of dealer space and reserved table will then be made available to the next vendor on our waiting list.

Maximum of 2 tables are available per Dealer, unless otherwise approved by Animatic Con. Please note any layouts made prior to show are of course subject to change.

Additional Badges are available for $15.00 per badge. Extra badges can be bought from ConOps when you arrive for the event. Electric is free to those who need use of it, however you will be required to provide your own hookups as the hotel will not provide extension cords or surge protectors. Electric outlets are on the parameter walls and may require extension cords to reach your booth. For 10×10 center booths you will need gaff tape for the floor to run an extension cord to the booth

Hours of Operation:

Animatic Con Opening Ceremony will begin Friday at 5pm for our 2018 event.

Friday (3/16): Vendor Hall will open at 4pm and close at 8pm

  • Vendors will have access to setup and/or finish their setup at 8 am

Saturday (3/17): Vendor Hall will open at 10am and close at 7pm.

  • Vendors will have access to Vendor Hall at 8am

Sunday (3/18): Vendor Hall will open at 10am and close at 3pm

  • Vendors will have access to Vendor Hall at 8am

Please Note: Vendor Hall hours of operations are subject to change; all vendors will be notified via the email that was supplied at time of application and or in person. Vendors are required to wear Vendor Badge at all times during hours of operation.

Cancellation Policy:

Animatic Con understand that at times issues can arise that are unforeseen and that is why we have placed the following refund guide into our contract:

  • 6 month cancellations will be offered a 50% refund.
  • 3 months: 25%
  • After 3 months, no refund will be available.

Photography & Videography:

Animatic Con will have a staff of photographers and videographers on site during the weekend. Animatic Con reserves the right to videotape and or photograph in the vendor’s room for Commercial purposes.

Taxes and Licenses:

Dealer will be responsible for obtaining any licenses and or permits required by local, state and federal laws. Dealers will be responsible for ensuring they have the proper tax identification and will be responsible for paying all taxes and fees outlined by government authorities in regards to sales done via the dealer at Animatic Con.

Liability:

Animatic Con and or the Crown Plaza and its affiliates will not be responsible for injury, loss or damage that could occur to a dealer or their associates for any reason what so ever. Animatic Con shall not be liable for failure to perform its obligations under this contract due to unforeseen instances such as Acts of God or any other type of unforeseen instances not within Animatic Con’s control.

Security:

Animatic Con will ensure doors are locked during non-operating hours, however the dealer is solely and fully responsible for his or her own exhibit material and should protect its exhibit against loss and or damage.

Merchandise Guidelines:

Animatic Con expects all vendors to only sell merchandise of true quality and prohibits the sale of any and all illegitimate items such as statues, plushies, bags and shirts etc.  We will ensure this is upheld by all vendors within our space. We recommend if you are not sure if your items are authentic we recommend checking for the proper logos and key identifiers that would let someone know that the item is officially licensed product.

Animatic Con prohibits the sale of food products however, we will allow the sale of such items as:

  • Pocky
  • Japanese drinks and or food.

We hold the right to ask you to shut down and vacate the booth space if items being sold are determined to be illegitimate according to proper laws and guidelines.  Animatic Con does not support the sale of such items, and if found to be selling such items a refund will not be processed.

Weapon Sale:

The sale of weapons to anyone under the age of 18 is strictly prohibited. Photo identification must be made for any sale of weapons or weapon-like objects. As a Vendor, it will be expected of you to box and tape any weapon like merchandise in non-revealing packaging.  Furthermore, any dealer selling weapon-like objects agrees by signing this contract to follow federal, state and local rules regarding the sales of weapon-like items. Dealer agrees to also post and or distribute information given to them by the convention for free in regards to weapons/adult sales.

Breach:

Animatic Con reserves the right to revoke this contract or any agreement it enters into with a vendor, if the vendor is found to be in breach of said contract with no refund given. Actions taken after revoking a contract by Animatic Con could include removal of Dealer’s displays, removal and voiding a dealer badge, and or banning of dealer from any and all Animatic Con sponsored event(s), and pursuit of legal action as allowed by law.

Miscellaneous: 

Animatic Con reserves the right to refuse sales of booth space to any dealer for any reason.  If after initial acceptance Animatic Con determines to refuse booth space, notification of the refusal will be sent to the dealer’s email on record. Animatic Con reserves this right to refuse to rent booth space to vendor at least 21 days before Event. Dealers that are refused will be notified and entitled to a full refund. Animatic Con reserves the right to sell booths not claimed by a dealer at opening on Friday of the event at 5pm. Dealer will not be eligible for a refund.

google-formsApplication LinkFull for 2018

We thank you for your interest in our event and hope to see you at Animatic Con 2018.