Below are the policies governing BayouCon. All Merchants/Dealers/Vendors must adhere to these guidelines.
PROPOSEDMERCHANT ROOM HOURS OF OPERATION(subjectto change) Saturday 10am - 6:30pm; & Sunday10am-4pm. Load in: Friday - 12pm to 5pm; Saturday 8am to 10am; Sunday 8am to 10am. Load out: Sunday 4pm to 6pm (everyone must be out by 6:30pm). A Preview Night may occur on Friday and shall last 1 1/2 hours.
The Merchants Room will be available for setup at 12pm Friday, and 8am Saturday. Load-out will take place at 4pm Sunday. Dealers must be available through out the weekend and must be setup for business no later than 10am Saturday.
MERCHANT BADGES – Each Merchant will get two (2) badges per booth area (maximum of 5 total) with their Merchant Room purchase. Merchants may purchase additional badges at $10 each.
TABLES – Merchant space must be paid by noon June 15, 2012. To be considered "PAID"; your completed Merchant Purchase Order Form and your payment must be submitted to the convention office. Tables are assigned based on seniority or in order of payment.
SECURITY – Convention employees will monitor the Merchant Room throughout the operating hours. At close of the merchant's room; the room will be made off limits to all attendees. At the close of the event each night, the room will be locked and convention employees will be the last to leave. All convention employees will be equipped with wireless communications to ensure the quickest response times to calls for assistance.
BOOTH SPACES – Because we are utilizing a new area this year, booth spaces are limited in the Merchants Room. Tables measuring 8' x 3' are available for your booth. Each dealer may have a maximum of 3 tables with 2 backup tables.
BOOTH PRICING – First table - $30; each additional table (up to 3 total) - $10; Additional merchant badges - $10 each.
ELECTRICAL POWER – There may be power hookups available for merchants to use with your own power cables. Convention officials will assist you at setup for your electrical needs. Again, you must supply your own power cords.
PHONE LINES – not available
INTERNET – Internet will NOT be available this year.
ADVERTISING – All merchants will be displayed on our website at www.bayoucon.net. We ask that you also please add us to your website. Advertising in the program book will be available for purchase as follows:
Inside cover: $150; Full page: $100 Half page: $75 Quarter page: $50 Deadline for all artwork and advertisements will be June 1, 2012
The program guide is given to all convention attendees and each page measures 8.5"x11" in black and white.
MERCHANT ROOM PLACEMENT – Merchants may request a location within the Merchants Room based on seniority; however, the convention will have final say in placement.
TAXES – Merchants are responsible for paying taxes in accordance to our tax rate. BayouCon will provide a packet for input of this information. THE LOCAL TAX ASSESSORS OFFICE WILL ARRIVE AT THE CONVENTION ON SUNDAY AT 2PM TO COLLECT TAXES. PLEASE HAVE PACKET COMPLETE AND READY. We have no control over this aspect of the convention and we thank you for your cooperation and understanding.
WEAPONS – Merchants must sell weapons peace-bonded and not allow anyone to handle them without supervision. Guns will not be allowed to be sold, this includes reproductions. Tasers, Stun guns, etc. will only be allowed to be demonstrated by Merchant and must be sold in a sealed box (taped closed). Any violation of this rule and you will be asked to leave immediately. Absolutely no Air Soft weapons!
LOAD IN/OUT – There are no loading docks at the Chateau de Calcasieu. You may not start breaking down until 4pm Sunday as it is unfair to the remaining merchants and attendees. It gives the impression that the room is closed. If a merchant needs to leave before Sunday, arrangements must be made in advance. Merchants that violate this policy may not be asked back as a Merchant.
HOSPITALITY – The convention staff will make every effort to accommodate hospitality needs. Light refreshments will be provided throughout the course of the convention. Convention employees will also be available to pickup food or watch your booth in your absence. This service is free! In addition, as a dealer you are invited to our annual meet & greet party that takes place at the hotel.
LEGAL AND OTHER –
1. Sale of merchandise must be legal in the state of Louisiana; it is the responsibility of the Merchants to know what is legal. Items that deemed morally questionable by the Merchant Room Director or Governing Committee must be removed and not returned to the Merchant Room. Adult material that does not fall into the genre of SF/F will not be permitted in the Merchant Room. Genre Adult material must be kept out of the reach of children, and may not be displayed showing adult images. Selling Genre Adult Material may cause placement in the back of the room to help prevent problems with children and their parents.
2. Merchants are not permitted to use tape, pins, staples, tacks, glue, or anything else to attach anything to the walls. Displays must be free standing and not block aisles.
Items not provided by BayouCon are tablecloths, table covers, backdrops and meals.
PAYMENT – Cash, Checks or Money Orders will be accepted for payment (DO NOT send cash in the mail). If you have a check that has not cleared with BayouCon, it must be cleared before your space will be reserved. If your payment has not cleared by the time of your arrival, it must be resolved before you will be permitted to setup. All returned checks will be subject to the maximum returned check fee allowable by state law.
The Southwest Louisiana Science Education Foundation is a non-profit educational organization, dedicated to the promotion of and appreciation for, popularized culture and comics, primarily through the presentation of conventions, festivals, and events that celebrate the ongoing contributions of these art forms.
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