RESERVATION OF BOOTH SPACE/CONTACT INFO:
First time exhibitors: the NekoCon convention’s (hereinafter NekoCon) Exhibitors Hall is a juried event, meaning NekoCon limits the type of merchandise that can be sold at the event, the number of exhibitors that can sell certain types of merchandise, and reserves the right to inspect and review any proposed merchandise. Exhibitors from previous years, guests and industry will get first priority. In order to become an exhibitor at NekoCon, you must provide the following information via an email to firstname.lastname@example.org: company name, address, phone, con-tact person, the merchandise that you plan to sell, and a link to a website or photos of said merchandise. Our Exhibitor Coordinator will then contact you with a confirmation or a request for additional information. Once your request has been approved, you will receive the exhibitor packet and can then submit payment. 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 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 exhibitor can be at the front of the hall, have endcaps or be along the walls. You will receive your booth number(s) upon confirmation 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 exhibitor; share booths with any other exhibitor(s); transfer your booths to another exhibitor(s). Anyone caught doing any of these, may be ejected at the discretion of the Exhibitor Coordinator and/or Con Chair from the convention without a refund, and not permitted into the Exhibitors Hall at any future NekoCon or ESSI sponsored event. Consider this your only warning.
Each booth is 10’x10′ and includes: 8’ back drape & 3′ side drape, one 8’x2’ draped table, 2 chairs (for first booth), 2 badges for 1st booth; 1 badge per booth thereafter. (see below for additional badges/tables)
ADDITIONAL EXHIBITOR BADGES:
If you need additional badges, they can be purchased along with your booth(s) at the rate of $45.00 each.
ADDITIONAL TABLES FOR YOUR BOOTH SPACE:
Additional draped 8’x2’ tables are available for $25.00 each. You MUST let us know how many you need when you send in your initial deposit; the cost will be added on to your total booth fee.
Unless otherwise cleared in advance by the Exhibitor Coordinator, any exhibitor booth not claimed by 10am on the Friday of the event, shall be considered forfeit and will be reclaimed by NekoCon without any type of refund. If an emergency or problem should occur, please contact the Exhibitor Coordinator via cell phone and communicate the situation to them.
You are required by Virginia State Law to charge/include sales tax with every sale and have a VA Tax number. 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 taxes collected, not NekoCon. You must be able to provide the VA tax number to the Exhibitor Coordinator upon request. Bring your tax info/forms with you!!
ELECTRICITY AND TELEPHONE HOOK-UPS:
See the Utilities Form (it is in Excel format) that is in the exhibitor packet attachment. Utilities are paid directly to the HRCC by the deadlines noted on the form.
PAYMENT FOR BOOTH(S):
The booth rate for all booths in the Exhibitors Hall is $475 for each booth. Checks and money orders are the preferred methods of payment. Cash and credit cards can be taken at Road Show Events that the Exhibitor Coordinator attends. However, there is a $20 per booth convenience fee charged for credit card transactions. Each exhibitor is allowed to reserve up to six booths. An initial deposit of at least half the total is due within 30 days of approval of acceptance into NekoCon’s Exhibitors Hall, with the balance due no later than August 31 or your booth(s) are forfeited. Booths paid for after August 31 are $550 each. We do not guarantee any sales, and reserve the right to refuse the sale of exhibitor booths to anyone for any reason. Requests for booth cancellations must be given no later than 60 days prior to the convention dates to be eligible for carry-over to the next convention year. Neither NekoCon nor ESSI will be held responsible for cancellations due to national emergency, civil disor-der, governmental directive, natural disasters or Acts of God. Cancellations due to a personal emergency will be handled on a case by case basis upon receipt of written notice to the NekoCon Exhibitor Coordinator.