Vendor information packet
The rules outlined in this document govern the use of the Exhibition Room for Animaritime, to be held June 28, 2019 through June 30, 2019, at the Fredericton Convention Center and Lord Beaverbrook hotel in Fredericton, New Brunswick. By registering as a Vendor for the 2019 Animaritime Convention, you (the Vendor) agree to abide by the following rules. Please ensure that all sections are read; in addition, all Vendors are expected to adhere to Animaritime Convention policies.
**NOTE: A signed paper copy will be required upon arrival at Animaritime, note the signature line on the last page of this document. Also, initials are required next to the Disclaimer section found on page seven.
The Vendor application will open January 25th, 2019 and close March 1, 2019. Please note that the application will be posted here and emailed to those on the mailing list. If you would like to be added to future mailing lists please email firstname.lastname@example.org.
Note that application to be a vendor does not ensure space in the Exhibition Room.
The Vendor Application can be found here: VENDOR APPLICATION
Payments may be made through our ticketing provider, EventBrite. Once confirmed by the Exhibition Room Coordinator, the Vendor will be given a special promotional code that will grant access to the Exhibition Room passes and add-ons. The Vendor may purchase the space, as well as any additional items required for the space. The layout for the vendor space is provided in this document under Figure 1.
What you get
The rental price for each Vendor space is $285.00 and will include:
- A booth measuring 8’ x 8’
- Pipe and draping as needed for the provided space
- 1 6’ x 2.5’ table with 2 chairs
- 2 Exhibitor Badges
- Mention on Animaritime’s website on the Exhibitors > Vendors page
- Animaritime will add a link to the Vendor’s website on the Vendor's page.
- Animaritime staff will use a provided banner, or one from the Vendor’s website if available.
If a Vendor requires an additional booth and have noted it via their application the booth can be purchased through EventBrite at $215.00/ booth. The booth will include the pipe and draping, table and chairs (unless otherwise requested). Exhibitor badges are not included.
If a Vendor requires additional badges for people that will be watching over the vendor table during the Convention, they can be purchased through EventBrite at $35.00/ badge. Exhibitor badges grant access to the entire convention, but the Exhibition Room Coordinator reserves the right to refuse badges at any time. The option to purchase additional badges will be automatically removed from EventBrite listing one week before the start of the convention (June 21, 2019).
Electrical Power Requirements
If your organization requires electrical power at your booth, it can be purchased through the EventBrite website. Power drops can be purchased at the cost of $45.00 each. Power drop purchases will be automatically removed from the EventBrite listing two weeks before the start of the convention (June 13, 2019). Power drops installations are not available during the convention.
Free logo of choice in Animaritime Booklet.
Each Vendor will receive a free logo of their choice to be placed in the Animaritime 2019 Registration booklet. This logo will be placed with all other Vendors in a special section devoted to Animaritime Vendors. In order to have your logo placed in the booklet, please email the Exhibition Room Coordinator with the logo you’d like to see in the booklet by May 24, 2019.
Purchasing Additional Booklet Advertisement Space
In addition to the logo in the registration booklet, Vendors may purchase extra advertising space in the registration booklet and will receive a discount from the cost of their vendor space. If you wish to know more about these discounts, or for general inquiries regarding advertising at Animaritime, please contact our advertising department at email@example.com.
Please be aware that due to fire regulations:
- There is to be NO exhibiting of goods from the floor or under tables;
- No exits may be blocked;
- All merchandise must remain within your designated space;
- Animaritime reserves the right to request the removal of such obstructing items;
- No sharing/splicing power from other Vendors. If the Fire Marshal levies a fine as a result of this action, the fine will be passed onto the responsible Vendor.
Vendors may not openly display material depicting nudity or sexual conduct. Adult material must not be accessible by minors in any way, and no adult material may be sold, given, or distributed to any minor. Failure to comply may result in, but is not limited to, the Vendor’s removal from Animaritime with no refund. However, Vendors may display a sign stating “Adult Material” for sale.
Animaritime is an “All Ages” event, and all Vendors are expected to refrain from displaying adult material in an open manner. Animaritime reserves the right to remove offending merchandise if these terms are not observed and followed.
Bootleg, Unauthorized, or Illegal Material
Any items or merchandise for sale that are not legally authorized, implied or otherwise, to be sold in Canada and/or New Brunswick are prohibited. Items not manufactured in Japan or North America or without proper licensing are prohibited. Any items or merchandise that are considered illegitimate by Animaritime staff and/or industry representative(s) will have to be removed from the Exhibition Room.
Failure to comply with the removal of these items may result in the Vendor’s removal from Animaritime with no refund.
The following products/companies are fully banned from the Exhibition Room:
- Son May (SM) Records
- Ever Anime International CDs
- Taiwan/Hong Kong based DVDs (on titles licensed in Japan and North America only)
Animaritime uses the criteria outlined by the Otaku News located at http://www.otakunews.com/piratefaq.php to identify unauthorized materials. If you have questions about your merchandise, view the criteria outlined there before asking the Exhibition Room Coordinator. If you have any further questions, please ask the Exhibition Room Coordinator as outlined in the Communication section of this document.
Cancellation Date: June 1, 2019
In the event that a vendor is unable to attend Animaritime and must cancel, the Vendor must inform the Exhibition Room Coordinator as soon as possible. If the notification is sent to the Coordinator before the cancellation date listed above, Animaritime will do its best to refund the cost of the items purchased.
If the Exhibition Room Coordinator is informed of the cancellation after the cancellation date, the Exhibition Room Coordinator will attempt to fill the Vendor’s space. If the space can be filled, Animaritime will issue a refund to the Vendor. If the space cannot be filled before the convention, Animaritime will not issue a refund to the Vendor.
Please note that Animaritime can refund the cost of the items purchased through EventBrite, but will be unable to refund the 5% additional fees incurred through the EventBrite system.
Hours of Operation
Setup and Removal Times
The setup time for Vendors is the time between opening the room to the Vendors and opening the room to the public, as shown in Table 1. The teardown and removal time for Vendors is the time between closing the room to the public and closing the room to the Vendors. Setup and teardown is the responsibility of the Vendor. If there are any concerns regarding these times, please contact the Exhibition Room Coordinator, as specified in the Communication section of this document.
Table 1: Hours of Operation
Open Exhibition Room Hours
Table 1 displays Exhibition Room hours for each day during the convention. This table displays the times that the Exhibition Room is open to the general public. During this time, the doors will be open. It is the responsibility of the vendor to keep track of their merchandise. If there are any concerns regarding these times, please email the Exhibition Room Coordinator, as specified in the Communication section of this document.
Note that ‘closed to public’ is when the Exhibition Room doors will close. Animaritime staff will begin announcing the closure of the Exhibition Room 15 minutes prior to the closure time. At this time, the Vendors in the room must make final transactions and begin to tear down their booth for the evening. Vendors are required to comply with the decisions made by Animaritime staff. Failure to do so may result in removal from the Exhibition Room for the rest of the Convention.
Animaritime does not provide security for the Exhibition Room outside of setup, tear down, and open Exhibition Room hours. Each night, after the open Exhibition Room hours, the general public will no longer be allowed in. The room will be locked after all vendors have left for the night, and will not be unlocked until the setup time of the next day. Attendees will not be allowed into the Exhibition Room again until the open Exhibition Room hours.
Shipping and Receiving
Vendors who wish to ship their merchandise to the convention site before the Convention will be able to do so in cooperation with the Fredericton Convention Centre (FCC). Please note that the FCC will not accept shipments more than 48 hours before the event, meaning that all shipments must be delivered to the FCC no earlier than June 27, 2019. Vendors wishing to ship their merchandise directly to the FCC may make arrangements with Jennifer Phillips of the FCC at Jennifer.firstname.lastname@example.org.
Please note that Vendors are responsible for their own shipping and receiving of merchandise to Animaritime and that Animaritime, its staff, nor the FCC or its staff are responsible for damaged or lost items. U.S. Vendors are also responsible for making the necessary arrangements with customs.
Food and Drink
In accordance with the Fredericton Convention Center policy, any food or beverage goods must be cleared with Animaritime and FCC staff. If you wish to sell food and/or drinks at your booth, please email a list of any food or beverage that you intend to sell to the Exhibition Room Coordinator as outlined in the Communication section of this document. You may make changes to your list for up to two weeks before the start of the convention (June 14, 2019). All changes must be cleared by both Animaritime and the FCC staff.
Vendors understand that neither Animaritime, the Lord Beaverbrook Hotel, the Fredericton Convention Center, and/or any staff of any entity above will be held liable for loss of equipment, merchandise, revenues, or any other direct or indirect damages however caused. All Vendors are responsible for their own property.
Vendors are responsible for any and all damages in the space(s) assigned upon assuming control. This applies to all agents of the Vendor (paid or unpaid). Each space will contain a layout outlining any pre-existing damage. This layout must be signed and presented to the Exhibition Room Coordinator. The Vendor must report any damage not on the layout before setting up and unloading to the Exhibition Room Coordinator. Charges may be applied to the Vendor for loss of property, breakage, or damage that occurs during their time in control of the designated space(s). Examples of damage include but are not limited to: ripped/torn carpet tiles, staining of the carpet or walls, marks to the walls as a result of taping or affixing items to wall panels, and gouges in the wall paneling.