Vendors

The Vendors Department oversees the Vendors in the Merchant room.

Procedure

Pre-Convention Preparation

After the date for Con is set. Work with chair and owners on time frames for dates of the following items.

1. Vendor Opening: after this is decided then a due date for the Vendor contract needs to be set.

  a. Assist in the review of the Vendor contract for the Con year.
  b. Review number of vendor booth spaces that will be available for the Con that year. Should more be added, some removed???
  c. Review Pricing for booth space, extra tables, power ect.....
  

2. Vendor Closing: This is usually the day before Merchants closes, which is approximately 1 month before the beginning of the convention.

3. Vendors page on website: Update the information on the page to reflect any changes for the current year Con.

4. Set deadline for Vendor Ads: Recommend setting it a couple of weeks before Con Book Cutoff date. This will give time to make sure what is sent in from the vendors is usable for the Con Book.

  If not then there should be time to request a better file from the vendor.

5. Review and update Mailchimp campaign.

At the Convention

Day Zero:

Mark off booth spaces

    Use the Vendor Tape Instructions Map

Confirm Dock Usage times

    Chair can confirm this with the Venue

Sunday:

Vendor Check-out

    Utilize the Con Tablet to do Check-Out
    There should be banker bags available to collect the money and forms.
    Collect Taxes from the Vendors
      Use a bill counter - You are responsible for collecting the correct amount. If possible have a second Staff member to double check count, even if using a bill counter.
    Remind Vendors that they are responsible for cleaning up the booth area. Cardboard needs to be broken down and placed in bin if available or stacked neatly in designated area.   

Post-Convention Follow-Up:

   Solicit Feedback:
   Documentation: Document all processes and procedures for future reference and knowledge transfer.

Remember, challenges may arise such as time constraints, or last-minute changes. Always be prepared to adapt and overcome these challenges, and don't hesitate to ask for assistance or coordination from other teams.