In order to become a vendor at Nekocon, you must first contact us to reserve booth space at vendors@nekocon.com. Our Vendor Representative Marlene Ivanovich, will then contact you with a confirmation or a request for additional information. Once your request has been approved by her, you may then mail payment as stated below. If your payment is not received by the due date, your booths will be released for general sale. DO NOT MAIL PAYMENT UNTIL YOU HAVE BEEN CONFIRMED; any payment received that has not been confirmed by Marlene will be mailed back to you.
We will try and fulfill your request for booth placement within the hall as best we can, however keep in mind that not every vendor can be at the front of the hall or along the walls. Vendors from previous years, guests and industry will get first priority based on a "first come" basis. You will receive your booths number(s) upon confirmation from Marlene so that you will be able to reserve telephone/electricity/drayage from the convention center and decorator.
Also be warned that you cannot do any of the following: purchase booths under your name for another vendor; share booths with other vendor(s); transfer your booths to another vendor. Anyone caught doing any of these will be ejected from the convention without a refund, and not permitted into the Vendors Hall at any future Nekocon or Nekocon sponsored event. Consider this your only warning.
BOOTH SPECIFICATIONS:Booth specifics: 10'x10' with full drape back, and 3' drape between vendors, one 6' table per booth. We will only provide two chairs per vendor (not per booth space). If you need more chairs, you must bring your own.
PAYMENT FOR YOUR BOOTH(S):The convention rate for returning vendors is $300 for each booth; new 1st time vendors $350 each. Each vendor is allowed to reserve up to six booths. An initial deposit of half the booth cost is due by June 30th, with the balance due no later than August 30th. Refunds for an emergency cancellation will be handled on a case by case basis.
Make your check payable to Warui Neko Entertainment, LLC, and mail to:
Warui Neko Entertainment, LLC / dba Nekocon
c/o Marlene Ivanovich, Vendor Representative
PO Box 1523
Jamestown, NC 27282
Extra tables are available for a rental fee of $15.00 each. The tables are in limited supply, and are first come first serve. You MUST let us know how many you need when you send in your initial deposit; payment is due with your final booth payment.
VENDOR CONVENTION BADGES:Your badges are issued as follows: 2 badges for 1st booth; 1 badge per booth thereafter. If you need more badges, they can be purchased pre-con for $35.00 per 3-day badge; payment is due wih your final booth payment.
ELECTRICITY AND TELEPHONE HOOK-UPS:See the Utilities Form (it is in excel format) that is in the Vendor Packet attachment. Utilities are paid directly to the HRCC by the deadlines noted on the form. However, please let me know what utilities you ordered, so that I can make sure they get hooked up pre-con.
SALE OF JAPANESE SNACK ITEMS:JSnacks and imported Bottled drinks can be sold from your booths. All snack items must be pre-packaged and sealed.
BOOTLEG MERCHANDISE:Nekocon enforces a strict anti-piracy policy for its Vendors Hall. Our goal is to reduce anime piracy that hurts the anime industry; ie bootleg merchandise OF ANY KIND. We do not intend to argue over the exact lineage or history of items that MIGHT be illegal depending on how they were imported. Any violation will come with a warning, at which time the vendor will be asked to remove the offending merchandise completely FRom the Vendors Hall. Failure to comply is cause for removal from the convention, forfeiting all vendor fees. Nekocon staff is not always capable of spotting illegal/bootleg merchandise. Vendors should report any concerns to the Vendor Representative at the convention vendor office. The Vendors Hall staff will make a complete tour of the Vendors Hall 1 hour prior to opening the Hall to the public each day, at which time you will be asked to remove any questionable merchandise immediately; this is non-negotiable. Be sure to read the "Vendor Policies and Guidelines" for a list of items not allowed at Nekocon. Our suggestion: LEAVE THE BOOTLEG MERCHANDISE AT HOME!
ADVANCE SHIPPING:The Hampton Roads Convention Center does not accept packages before the convention. Vendors may wish to ship merchandise ahead of time to the hotels where they are staying or to the decorating company. You must contact the decorating company directly for more information and a schedule of fees. You will be responsible for any and all fees if you take advantage of this service. The decoratorr's drayage forms will be posted/linked to as soon as possible.
Many hotels will accept advance shipments. It is each vendor's responsibility to contact the individual hotel where they are staying to see if they will accept advance shipments, and what instructions must be followed. Again, you are responsible for any and all fees that the hotel may charge.
VENDORS SELLING WEAPONS AND ADULT MATERIALS:YOU MUST PHOTO ID ALL con-goers for age (must be over 18 years of age) when purchasing weapons and looking at or purchasing adult materials. Anyone caught selling weapons (other than bamboo or wooden bokens) or adult materials to minors will be subject to expulsion from Nekocon without refund of their booth space. Vendors selling weapons, please be sure to peace bond the item (also tag the wooden and bamboo bokens so that we know that they were sold not stolen). Be sure to read and sign the Vendors Hall Weapons Policy Form and the Adult Materials Policy Form if they apply to your business.
SALES TAX:You are required by Virginia State Law to charge/include sales tax with every sale. You MUST charge tax based on the current Virginia Tax Rate, not the rate from your home state. The form is provided to you, however you are responsible for turning in the sales tax, not Nekocon.
NOTICE:Merchandise can only be sold at your booths. NO ONE may sell merchandise from their hotel rooms, other parts of the convention center or by roving people in the Vendors Hall. This would be a violation of the hotel's and Nekocon's policies. Anyone found doing so, will be referred to the hotel's security or Vendors Hall security. That and any other illegal activities will be referred to the proper authorities and ejection from Nekocon without refund. Any vendor booths not claimed by NOON on the Friday of the event will be considered forfeit, and will be reclaimed by Nekocon. If there is a problem, please contact us so that we know that you are running late. We can be reached through the hotel on the days of the convention or through email at vendors@nekocon.com
VENDORS HALL SET-UP TIMES AND UNLOADING PROCEDURE:Set-up times for 2007 are as follows:
THURSDAY: 2pm - 9pm
FRIDAY: 8am - 2pm
SATURDAY - SUNDAY: 8am - 10am
Please check in at the Vendors Hall office when you arrive; the office is located at the front of the hall, adjacent to the main doors (there will be a sign). Vehicles can be driven up the ramp to the back bay doors and unloaded there; the doors are located at the rear of the Hampton Roads Convention Center, directly across from Target. Please be courteous as other vendors are also trying to unload at the same time; do not block the entrance, and unload as quickly as possible. Bring your own hand carts as we do not have extras to go around for everyone. We will be glad to have our Vendors Hall gophers assist you when they are available.
ALL VENDORS MUST clean up their assigned booth space before leaving the convention center on Sunday afternoon. This means all trash disposed of, and all boxes broken down. NO EXCEPTIONS. The compactor is located outside the rear bay doors adjacent to the ramp (for cardboard boxes only). Failure to do this will result in a fine.
VENDORS HALL CONVENTION HOURS:The Vendors Hall hours for 2007 are as follows:
FRIDAY: 2pm - 8pm
SATURDAY: 10am - 6pm
SUNDAY: 10am - 3pm
All booths MUST be staffed prior to opening the hall each day. We will not hold the hall opening for any vendor not at their booths by opening time. Nekocon and the Hampton Roads Convention Center are not responsible or liable for any losses due to unmanned booths.
We do not mind if you bring your children with you (by all means do so!), however we are not a baby-sitting service. They cannot rove around the Vendors Hall or Convention Center handing out flyers or selling your merchandise. Nor can they be playing in the open areas of the Vendors Hall. Keep them at your booth, or allow them to attend other events that they might enjoy. It's safer for them that way!
The Vendors Hall hours for break-down are:
SUNDAY: 3pm - 6pm
ALL VENDORS MUST clean up their assigned booth space before leaving the convention center on Sunday afternoon. This means all trash disposed of, and all boxes broken down. NO EXCEPTIONS. The compactor is located outside the rear bay doors adjacent to the ramp (for cardboard boxes only). Failure to do this will result in a fine.
Be out of the center no later than 6pm. This is mandatory. Failure to do this will result in the vendor having to pay the extra charge from the convention center.
"DO'S AND DON'TS" OF THE HAMPTON ROADS CONVENTION CENTER:1) No vehicles (ie; cars, trucks, vans etc.) are allowed to park on the walkway in front.
2) Use of nails, brads, tacks or any other type of fasteners on wall, floors, doors or windows are prohibited.
3) Use of any kind of tape on wall, floors, doors or windows is prohibited.
4) Unauthorized solicitations are prohibited (this includes "bussing" con-goers to your store off-site).
5) All outside food and drinks for either personal consumption or sale are prohibited in the convention center.
6) There is absolutely NO SMOKING in the Hampton Roads Convention Center.
