Below are the policies governing the Dealer's Room at BayouCon. Please note that these rules are subject to change without notice.
PROPOSED MERCHANT ROOM HOURS OF OPERATION (subject to change) - Friday 5pm - 8:30pm; Saturday 10am-6:30pm; & Sunday 10am-5pm. Load in: Friday - 11am to 5pm; Saturday 8am to 10am; Sunday 8am to 10am. Load out: Sunday 5pm to 8pm (everyone must be out by 8pm unless prior arrangements have been made). Please note that no vendor may leave prior to 5pm on Sunday; those leaving will incur additional fees.
MERCHANT BADGES – Each Merchant will get two (2) badge per booth area with their Merchant Room purchase. Merchants may purchase additional two (2) badges at $15 each. You will be allowed a maximum badges (free and paid) of four (4). Anyone not holding a merchant badge will not have access during closed hours.
PAYMENTS – Merchant space must be paid by end of the day May 31, 2015. 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. Anyone not making a full payment will not be allowed to setup a space at the convention. Refunds are not offered.
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 – Tables measuring 8' x 3' are available for your booth. A booth space shall be defined with tables measuring the space of approximately 8' x 8'. Each dealer may have a maximum of 4 tables. You have the option of not utilizing any tables, however, your space will still be measured accordingly. If you wish a different configuration for tables, please let us know early on so that we can make appropriate adjustments. We are willing to work with you to make your experience as positive as possible. Please note that booth tables may not all be side by side.
BOOTH PRICING – First table - $40; each additional table (up to 3 additional tables) - $20. Additional merchant badges - $15 each.
ELECTRICAL POWER – There is limited amount of power hookups available for merchants and will be available 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 – Complimentary wireless internet is available in the center. This is offered as a courtesy to all patrons and vendors alike. We do not have control over this service but it is our understanding it can accommodate a very large crowd.
VIP PASSES – A limited number of VIP passes will be sold to attendees. We request that vendors offer a discount or special pricing to these individuals. If you are participating, please let us know.
CHARITY AUCTION – We request that all vendors consider donating something to our charity auction. Contributions are typically tax deductible.
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:
Back Cover: $500
Inside cover: $275
Full page: $250; Half page: $175; Quarter page: $100; Eighth Page/Business Card: $50
Deadline for all artwork and advertisements will be June 6, 2014
The program guide is distributed to all convention attendees.
TAXES – Merchants are responsible for paying taxes in accordance to our tax rate. BayouCon will provide a packet for input of this information. A Sales Tax Deputy will be on hand Sunday afternoon to collect your packets. We are required to provide dealer information to the Sales Tax office prior to the event. This part of our contract is non-negotiable. Anyone failing to pay taxes may be subject to local, state, and federal laws. IF YOU ARE UNCLEAR CONCERNING TAX LAWS IN THIS AREA, PLEASE CONTACT US.
DISALLOWED ITEMS – 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. We will have security on hand and they may confiscate any item which could cause harm to an individual or property. No swords, knives, blades, etc. may be sold to a minor. Vendors may bring not bring merchandise that would be illegal to sell, including, but not limited to bootleg DVDs, and unlicensed replicas or products. Artist artwork must have significant originality to meet copyright laws, which prohibits things such as but not limited to eyeballing and/or tracing.
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! We want to work with you to make you experience as positive and pleasant as possible. Please let us know if you need anything.
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/Anime 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. Showcasing of nudity in any part of the Convention is strictly forbidden.
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, change, cash advacement.
PAYMENT – Paypal is the preferred payment choice of BayouCon. You will be sent an invoice based on the choices described in the application. However, 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. Unless prior arrangements have been made, payments must be received by May 31, 2015 or you will forfeit your booth.
Those wishing to submit a Check or Money Order should send to:
BayouCon Productions, Inc.
Merchants Room Registration
PO BOX 7271
Lake Charles, La. 70606
Thank you!