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 onto 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.
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. However, please let the Exhibitor Coordinator know what utilities you ordered, so that they can make sure the utilities get hooked up pre-con.
EXHIBITORS HALL SET-UP TIMES AND UNLOADING PROCEDURE:
Setup times for 2016 are as follows:
THURSDAY: 4pm – 9pm
FRIDAY: 8am – 1pm
SATURDAY & SUNDAY: 8am – 10am
Please check in at the Exhibitors 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. Please be courteous as other exhibitors are also trying to unload at the same time; try and keep to the right, do not block the entrance, and unload as quickly as possible; you cannot drive your vehicles all the way into the hall. Bring your own hand carts as we do not have extras to go around for everyone. We will be glad to have our Exhibitors Hall gophers assist you when they are available. If you require gophers or any other special assistance (handicapped, etc.), please contact us one month prior to the convention, and we will assist you as best we can with your special needs. YOU MUST NOT PARK YOUR VEHICLE IN THE SPACES DIRECTLY BEHIND THE CENTER, THEY WILL BE TOWED. Parking is in the back lot off to the right (facing the front of the building) of the center. If you are handicapped, please let us know at least 60 days in advance so that we can obtain a special parking pass for you.
EXHIBITORS HALL CONVENTION HOURS:
The Exhibitors Hall hours for 2016 are as follows:
FRIDAY: 1pm – 8pm
SATURDAY: 10am – 6pm
SUNDAY: 10am – 3pm
EXHIBITORS HALL BREAK-DOWN PROCEDURE:
The Exhibitors Hall hours for breakdown are:
SUNDAY: 3pm – 7pm
ALL EXHIBITORS 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). Be out of the center no later than 7pm. This is mandatory. Failure to do this will result in the exhibitor having to pay an initial fine of $500 for anytime over up to one hour, and $100 additional for each hour (or fraction of) thereafter.
“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; you will be towed.
2) You must not park your vehicle in the spaces directly behind the center; you will be towed.
3) Use of nails, brads, tacks or any other type of fasteners on wall, floors, doors or windows is prohibited.
4) Use of any kind of tape on wall, floors, doors or windows is prohibited.
5) Unauthorized solicitations are prohibited (this includes “bussing” con-goers to your store off-site and walking around the center selling mdse).
6) All food and drinks purchased outside the convention center are prohibited in the convention center.
7) There is absolutely NO SMOKING/VAPOR INHALATION in the Hampton Roads Convention Center.
8) The use of recreational drugs and alcohol on the grounds or inside the convention center is strictly forbidden; discovery of use will be an immediate ejection from the convention, and you will be turned over to the proper authorities.
PLEASE NOTE: The above are subject to change without prior written notice.