Hal-Con 2015 - Vendor Packet 1

Hal-Con 2015Vendor Packet

CONTENTSHal-Con 2015 - Vendor Packet

Page 1

• Deadlines

• Convention Hours

• Vendor Set Up/Tear Down

• Application

• Payment

Page 2-3

• Rules for Vendors at Hal-Con

Page 4

• Floor Plan Level 3

Page 5

• Floor Plan Scotiabank Centre

Page 6

• Vendor Pricing

• Statistics

“Hal-Con is a great event, and an example of one of the best kinds of conventions.”

Paul McKinnon – Downtown Business Commission

“Even events that have a very select audience still create a buzz throughout the entire city. Point in case is Hal-Con. When this sci-fi, comic book, and fantasy convention hits town, the streets are crawling with Klingons, Thors, Lokis,

Buffy the Vampire Slayers, and Batmen.”TCLNS End of Year Report, 2013

Hal-Con 2015 - Vendor Packet 1

DEADLINES

April 15, 2015 - Applications OpenJuly 15, 2015 - Final Balance Due - Waitlist Clearing BeginsAugust 31, 2015 - Vendor Registration ClosesSeptember 15, 2015 - Programme Book Advertisement Purchases EndOctober 1, 2015 - Programme Book Advertisement Artwork Due

CONVENTION HOURS

Exhibit Installation

• THURSDAY – 7:00PM - 12:00AM• FRIDAY – 8:00AM - 11:45AM

Dismantle

• SUNDAY after 5PM

VENDOR SET UP / TEAR DOWN

Vendor Set Up

Hal-Con will take ownership of the Scotiabank Centre on Thursday, October 29,

2015, at 7 p.m. The convention centre will open for set up again at 8 a.m. on Friday

morning. Access by vehicle to unload will be available in turn; please specify in

advance if you would like any assistance.

All booths must be ready by 12PM on Friday, October 30, 2015 as this is when the

event officially opens to the public.

Vendor Tear Down

Tear down is prohibited prior to 5PM on Sunday, November 9, 2014. Volunteers will

be available to assist, if you require.

Communication

Hal-Con will use the email address you provide during registration for all communication.

We may contact you by phone if we have not had a response by email. If there is a

change in email address after you apply, please update us as soon as possible.

Photography / Videography

There will be video taken on site; by media, by film students, and by attendees alike. If you are unwilling to be filmed – you should not enter the convention.

APPLICATION

All applications to join Hal-Con as a vendor must be submitted via our website application form at http://hal-con.com/become-a-vendor/. Filling out an application to be a vendor at Hal-Con does not guarantee placement. Notification on the status of your application will be provided when received.

PAYMENT

Non-Refundable Deposits

The deposit is a minimum 25% of the cost for your booth / table. This is payable within 10 days of being invoiced to confirm your space. Without a deposit, Hal-Con 2015 will not hold your space. We have a significant waitlist. Non-payment of deposit will result in your space being reallocated.

Methods & Deadlines

Full/Final payment for the balance owing is due by July 15, 2015. If payment is not received by July 15, 2015 your application will be moved to the waitlist, this will result in the loss of your deposit.

If the initial deposit is not paid within the first 10 days after issuance of deposit invoice the Vendor will be moved to the wait list.

Invoices are sent through Paypal. Your payment may be made via Paypal, cheque, or money order only after receiving an invoice from Hal-Con. Cash is not accepted.

HST is applicable (GST/HST: 811623024RT0001).A receipt will be provided within 5 business days of payment and any balance remaining will be followed-up with an invoice, to be sent to your registered email account, unless other preference is specified.

Vendor Show Hours

• FRIDAY – 12:00PM - 7:00PM• SATURDAY – 9:00AM - 7:00PM• SUNDAY – 9:00AM - 6:00PM

Hal-Con 2015 - Vendor Packet 2

Cheques can be sent to the following:

Hal-Con Sci-Fi Fantasy AssociationPO Box 25110Halifax, NSB3M 4H4

Cancellation Policy

Payments are non-refundable.

Should the convention be cancelled for reasons other than war, fire, strike, government regulation, public catastrophe, anything considered to be an Act of God or the public enemy; you will be refunded the balance of all your payments.

Refunds will not exceed the amount paid at any time. The refund will be provided by the original method of payment.

Questions?

Should you have any questions, please reach out to Hal-Con’s vendor relations team by emailing vendors@hal-con.com. RULES FOR VENDORS AT HAL-CON

Violence or Harassment of any kind will not be tolerated. Any complaints received may result in expulsion from the convention, without invitation to return and without reimbursement of monies paid.

Displays & Item Sales

• Hal-Con is a family friendly convention. Any materials of a mature nature for sale or distribution may result in the offending materials being removed. Refusal to remove the offending materials may result in expulsion from the convention, without invitation to return and without reimbursement of monies paid.

• Hal-Con does not prohibit the sale of weapons. Vendors selling weapons must be aware of, and comply with, Hal-Con’s weapon policy

and have a copy of said policy on their table. Weapons sold must be packed in a non-lethal fashion (i.e. wrapped in a manner that protects other attendees). Instruct your buyers to behave responsibly and that purchased weapons are required to be picked-up upon exiting the convention.

• At the convention, booths must stay within the guidelines as presented in this document.

• Vendors must ensure all materials remain in their permitted space and do not interfere with human traffic flow.

• Vendors must endeavor to keep their space free of debris and/or materials that may be unsightly.

• Should any of the material for sale be deemed as unauthorized reproductions (counterfeit) or illegal for sale, you and your wares may be removed from the site without compensation. We reserve the right to remove the vendor at any time should this continue to be a concern to Hal-Con staff, official guests, or attendees.

• Raffle tickets can be sold but they must be licensed by the province.

Badges

• All vendors must wear their identification at all times while on-site. This includes while in costume if the vendors are dressed up.

• Hal-Con provides a fixed number of badges to each vendor for use by themselves and staff. Badges are transferrable between staff; if you require additional passes beyond what was provided for staff you will be required to purchase a day or weekend pass to cover their attendance.

• Replacement badges will not be issued.

Security & First Aid

• Uniformed and undercover security will be present on-site during the convention hours and off-hours, however, Hal-Con is not responsible for property loss or damage.

• The vendor floor (Scotiabank Centre) will be secured by locking doors during non-vendor show hours. Re-entry to attendees and vendors will not be permitted. Once the vendor areas have closed, you will have 30 minutes to finalize your area, after which you will not be permitted to remain in

Hal-Con 2015 - Vendor Packet 3

those areas, but are welcome to explore the other areas of the convention, provided you are displaying your vendor pass.

• First Aid volunteers will be available on-site to respond to any medical needs until such time as the nature of the emergency can be determined.

• If you see or experience a medical emergency immediately get in touch with a Hal-Con Volunteer and we will get emergency services to respond.

Code of Conduct

• Violence will not be tolerated. Any complaints received may result in expulsion from the convention, without invitation to return and without reimbursement of monies paid.

• Nudity is not permitted.• Profanity will not be tolerated. Any complaints received may result in

expulsion from the convention, without invitation to return and without reimbursement of monies paid.

• Your identification must remain visible at ALL times.• Vendors in costume must comply with Hal-Con weapon policies and

costume policies at all times. Vendors must comply with security personnel if requested to remove part of their costume to ensure the safety of attendees.

Other Rules

• Vendors shall observe and obey all Canadian laws, the by-laws of the City of Halifax, and rules imposed by the Venue. Should a vendor be found in violation of these laws, prior to the convention or during, it may result in expulsion from the convention without reimbursement of monies paid.

• Vendors and their staff shall not defame, slander or otherwise harm the integrity of the convention through spoken, physical, electronic, written or any other means, at any time. Should a vendor be found to be in violation this will result in expulsion from the convention without reimbursement of monies paid.

• Vendors will not sublet or apportion their “space” without the written consent of Hal-Con.

• Vendor’s display shall not inhibit the attendee traffic flow, or view of other vendors.

• Any artwork based on professional released material must be labelled as ‘reproductions.’

• Open flames, or devices which utilize an open flame, shall not be used in the display of your booth.

• All promotional activities will be limited to your space; Hal-Con must be informed of activities beyond traditional sales of merchandise and other items.

• The venue does not permit the sale of food or drink items, unless they are deemed a specialty item not readily available.

• Vendors must exercise discretion that any items displayed not cause great offense to attendees.

Hal-Con 2015 - Vendor Packet 4

GamingSeminar

Washroom

Washroom

28 Seats

RPG’s

Miniatures

Board Games

Board Games

ArcadeTournaments

LEVEL 3

301 302 303 304 305 306 307 308

4 ftsloadingdock

= Pinball Machines

FreightElevator

Suite307

PerformerGreen Room

Suite308

Escalator toScotiabank Centre

Free Play

GamingVolunteerRoom

Hal-Con 2015 - Vendor Packet 5

To WTCC

Scotiabank Centre

Fire Exit

Fire Exit

Fire Exit

Fire Exit

Entrance from WTCC

Freight Elevator to WTCC

Registration

Fire Exit

201

203

205

207

209

211

300

302

304

306

308

310

312

314

316

318

320

322

213

215

217

219

221

223

315

317

319

321

323

313

414

416

418

420

422

412

400

402

404

406

408

410

301

303

305

307

309

311

413

415

419

421

423

417

512

514

518

520

522

516

401

403

405

409

411

407

500

502

504

508

510

506

101102103104105106

527526525

Fire Exit

212

214

216

218

220

210

Upstairs to Fire Exit

Upstairs to Fire Exit

Upstairs to Fire Exit

Upstairs to Fire Exit

501503505507509511513

515517519521519523524

E07

E06E05

E04E03

E02E01

E14E15

E13E12

E11E10

E09E08

E29E30

E28E27

E26E25

E24E23

E21E22

E20E19

E18E17

E16

E59E60

E58E57

E56E55

E54E53

E51E52

E50E49

E48E47

E46

E91 E92 E93

E74E75

E73E72

E71E70

E69E68

E66E67

E65E64

E63E62

E61

E89E90

E88E87

E86E85

E84E83

E81E82

E80E79

E78E77

E76

E44E45

E43E42

E41E40

E39E38

E36E37

E35E34

E33E32

E31

Hal-Con 2015 - Vendor Packet 6

VENDOR PRICING

Retailer BoothEach retailer booth receives 2 Vendor Weekend Passes, a 10ft x 10ft booth with piping and drape, one 8ft table with skirting, dedicated power supply, 12 bottles of water and 2 chairs. All Retailer Booths are located in the Scotiabank Centre.

• Retailer Booth $325.00 +HST• Extra Table $30.00 + HST• Extra Vendor passes will not be available for sale.

Exhibitor TableEach exhibitor table receives 2 Vendor Weekend Passes, a 6ft table with coverings, access to shared power outlets, 12 bottles of water and 2 chairs.

• Exhibitor Table $200.00 +HST• Extra Vendor Passes will not be available for sale.

AdvertisingOur guide will be distributed among the 6000+ anticipated guests in attendance at the convention. For local businesses, this is a great opportunity for promotion. The following are the prices for standard advertising in our convention guide:

Convention Guide• Back Cover – Full page colour* (1 available) Colour: $1000 + HST• Inside Cover – Full page colour* (2 available) Colour: $750 + HST• Full Page (2 available) Black & white: $350 + HST• Half Page (2 available) Black & white: $225 + HST• Quarter page (7 available) Black & White: $125 + HST

Gaming Guide• Gaming Guide Full Page (1 available) Black and White: $100 + HST• Gaming Guide Half Page Black and White: $75 + HST• Gaming Guide Quarter Page Black and White: $50 + HST

All prices listed in $CAD.

*BONUS: Full page back and inside covers will also have your logo included on the Jumbotron

Other DetailsOnce an ad has been accepted, payment can be made by cheque, money order, or online by emailing payments@hal-con.com where an online invoice will be made for your order.

Artwork must be provided to Hal-Con in one of the following formats:• Vector PDF/AI (Adobe Illustrator - Images must be embedded in the file and all fonts must

be outlined).

• High resolution JPEG images (minimum 300 dpi).

STATISTICS

Shopping inside the convention:86% of attendees spent money at our exhibitors (based on 4336 people)• 15% spent $1-$25 [650 people, $8,125.00 spent (at $12.50 average)]• 40% spent $26-$75 [1734 people, $87,567.00 spent (at $50.50 average)]• 35% spent $76-$200 [1517 people, $209,346.00 spent (at $138.00 average)]• 10% spent $200+ [433 people, $86,720.00 spent (at $200 average)]• Total Spending: $391,758.00

Age Demographic31-40 [123]

41-50 [79]

26-30 [104]

51+ [22]

Under 18 [54]

18-25 [136]

Yes [468]

No [50]

20100

1500

3000

4500

6000

2011 2012 2013 2014

Hal-Con Ticketed Attendance