Anthrocon 2012 Dealer Packet

CONTENTS

1. Tentative Hours.
2. Obtaining a table.
3. Tax issues.
   1. Getting (or reactivating) your sales tax license.
   2. Special note about City of Pittsburgh local taxes.
   3. Sharing a sales tax license. Don't even think about it.
4. Types of tables offered, and spacial constraints.
5. Guidelines on appropriate display of wares.
6. Other Restrictions.
7. Union Labor Issues (generally only for dealers with large amounts of stuff).
8. The Waiting List: what if the room sells out?.
9. Canceling a table (no, you can't just give it to a friend).
10. Administrative Details.
11. Map of the Dealers' Room.

* Subject to Dealers' Room Director's (or designated authority) discretion. The room will be completely secured during this time.

Dealer check-in and badge-pickup will take place outside of Hall B of the Convention Center.

Anthrocon now offers an online registration system for dealers, although a paper dealer application is still available. Links to both the online system and the paper application are available at the end of this packet. You must read, understand, and agree to abide by all the provisions of this packet prior to requesting a dealer table!Table assignments will be made subject to available space by mid-January of 2012. Incomplete applications cannot be accepted!

NEW THIS YEAR! Anthrocon is offering five table-types based on location and power-access. They are:

• Standard tables. These do not offer access to electrical power, and another dealer will be seated behind you approximately 15 feet away.
• Powered tables. Each table will come equipped with one 120V power outlet located beneath one end of the table. Dealers may plug in a single appliance or an extension unit serving multiple appliances, provided the total wattage does not exceed 500 W. If more power is needed, please contact us ahead of the convention. The number of powered tables is currently limited but we have the capacity to add more if sufficient demand exists.
• Wall tables. These do not offer access to electrical power. They are located against one of the two airwalls, with a linear space of 6-8 feet between table and wall. The number of these tables is limited.
• Powered wall tables. These are tables located against the wall, each with access to one 120V power outlet located beneath one end of the table. Dealers may plug in a single appliance or an extension unit serving multiple appliances, provided the total wattage does not exceed 500 W. If more power is needed, please contact us ahead of the convention.
• Islands. These are sets of four 8-foot tables arranged in a square approximately 16 feet on a side. Each comes with a two-outlet circuit into which up to 1000 Watts of equipment may be plugged.

The process for obtaining a table is simple:

1. Fill out the application (paper or online). Be certain that any field denoted with "*" is completed.

2. Table locations are denoted by row (a letter) and table location (a number). For example, "B3" is the third table in the second row on the map. In the "Location Desired" section, please choose only one option. Multiple requests will make it very difficult for us to provide you with the space you want.
   1. Specific table. Choose up to 5 preferred locations from the map. If none of your choices are available, we will attempt to place you at a similar table, but we cannot guarantee that the location will be the one you desired. Please consult the Dealer Room map and be certain only to select table locations where your desired table-type will be situated.

   2. Adjacent to another dealer. We will make every effort to place you next to your friend(s) or at least within convenient hailing distance.

   3. Away from another dealer. We understand, and will not ask you to explain why. You may also indicate here if there are any types of wares that you would rather stay away from.

   4. Anywhere. You will be seated at any table of the type you have selected. We like these requests the best. There are no "bad" tables in the room since most attendees make full circuits at least once during the convention, and our setup is reasonably symmetrical.

   5. If you have special physical needs or some other requirement that is not covered above, please email us at dealers-2012(at)anthrocon.org. We will make every effort to accommodate our dealers' wishes. Be aware, however, that as the room becomes more full it becomes increasingly difficult for us to honor the requests of individual dealers.

   6. Electrical power is only available in those tables denoted "Powered" or "Powered Wall" tables. If you opt for a non-powered table and later decide that you absolutely need access to power, you must either (a) move to a powered table, subject to availability, or (b) assume the cost of running a separate circuit to your table. The fee for supplying additional power to non-powered tables will be $100 if the request is made prior to June 2, or $125 if the request is made after that date.

3. You must provide a valid PA Sales Tax License number prior to requesting a table! This has been made necessary by some folks in the past who took advantage of our good graces. It is your sole responsibility to keep a record of your tax license and to provide the number each year. Changes happen too fast and too often in Furry Fandom for us to keep track for you. Be certain that your tax license number is accurate. We will be providing a list to the Department of Revenue prior to the convention, and if a tax license number is returned as invalid, you may risk losing your table.

4. Assistants (see section III-c). Each dealership includes one full membership to the convention, regardless of the number of tables purchased. With the exception of dealers who are occupying half-tables, a dealer may name an assistant to help make sales or to help with setup. The process for doing so is quite different this year from the past. Someone who wishes to be a dealer assistant should register normally as an attending member using Anthrocon's online registration system. A reminder will be sent to all dealers near the end of May to let us know who will be named as assistants. Dealers may email the list of names of assistants to us prior to close of registration on June 2 at dealers-2012(at)anthrocon.org. Both Dealers and Assistants will obtain their membership badges at the Dealers' Room check-in table (located just outside of Hall B) to pick up a Dealer ribbon. Once again, you no can no longer use the Dealer application or the online dealer registration system to name a dealer assistant! Half-table dealers may not have assistants; there is no room behind the table. Full-table dealers may have one assistant; double-table dealers may have up to two, triple-table dealers may have up to three, and island dealers may have up to 4 each. Please remember that ALL dealers must be pre-registered, and that registering your assistants ahead of time will save a great deal of waiting in line on site.

5. Enclose a check or money order for payment, or include a credit card number. NOTE! We cannot process your application without payment information. If paying by credit card using our online system, a "hold" will be placed on the funds but the card will not be formally charged until we assign your table(s). Table assignment should occur within 30 days of receipt of your registration, but in all cases will be complete by mid-January.

6. If using a paper application, mail it to the following address:
   ANTHROCON
   Attn: Dealer Registration
   PO Box 476
   Malvern, PA 19355-0476

   If you live outside the USA, you may send an email to us at dealers-2012(at)anthrocon.org on the day that the application is sent. This will alert us to watch for it should it be delayed by international post.

   All payments must be received within 10 business days of the submittal of your application. DO NOT SEND CERTIFIED MAIL or other correspondence requiring signatures to the post office box! Write to us for instructions. If a signature is required it will only delay the receipt of your application and/or payment.

All dealers are required to collect and report a state tax of 6% and a city tax of 1% on all sales (excluding T-shirts and other "primary" clothing, which are not taxable). That means a total sales tax of 7%. If there is a question as to whether an item is going to be taxable, please contact the Pennsylvania Department of Revenue or visit their web site at http://www.revenue.state.pa.us.

YOU MUST HAVE A PA SALES TAX LICENSE TO SELL ANY TAXABLE ITEMS AT ANTHROCON! NO EXCEPTIONS!

1. Getting (or reactivating) your sales tax license.

   Pennsylvania's tax system is a bit cumbersome for itinerant dealers. Each dealer must keep his or her license active by filing twice a year, and the authorities are known to randomly change that to quarterly for reasons unknown. For the first half of the year (when Anthrocon is held), you would file normally, and the Department of Revenue has a handy web page that lets you do that. For the second half, you need only file a return that says "0" in all the fields. That is sufficient to keep your tax license active.

   If you fail to file, you will need to reactivate your account before you can make sales in Pennsylvania. You can do this by filling out a physical copy of the state's PA-100 form, which you can download here. Fill out only sections 1-4 and section 18, with the information provided for the PA-100 below.

   Important change for new registrations! As of January 1, 2008, The Department of Revenue has stopped accepting the short form (REV-518 FO), and instead has requested that Anthrocon's dealers use the somewhat longer PA-100 form which is available online by clicking here. You must use this form to apply for a new sales tax license if you never had one. You cannot use the online version to reactivate a prior license.

   If you already have an active license, you do not need to fill out the PA-100 form; just report to us your license number. If you previously had a Pennsylvania State sales tax license that has become inactive, or if you have never had a license in Pennsylvania, you will need to fill out the PA-100 form. Use the following information where it is requested. Remember, each section has its own help feature if you get stuck. Please do not contact Anthrocon for help with this form! If the help screen isn't enough, contact the Department of Revenue directly with your question.

   Section 1:

   Select "New registration," and answer the questions.

   Section 2:

   If you don't already have a PA sales tax license, the date of first operations will be JUNE 15, 2012.
   If you don't know when your fiscal year ends, make it 12/31

   Section 3:

   Check the box that says TRANSIENT VENDOR CERTIFICATE if you are not a PA resident, or SALES, USE AND HOTEL TAX if you are a PA resident.
   The box that comes up when you check "Transient Vendor Certificate" is just a reminder.

   Section 5&6:

   If you're by yourself, you're a sole proprietor and your ownership is 100%.
   If you have a partner or are a corporation, note that in the appropriate space.
   You are only responsible for SALES TAX unless you have employees who are joining you.

   Section 7:

   If you sell manufactured goods, they are either WHOLESALE or RETAIL
   Otherwise, most of our dealers will fall under ARTS, ENTERTAINMENT & RECREATION

   Section 8:

   Select ALLEGHENY County in the list of boxes

   Section 18:

   Date of first sale is 6/15/2012, and the number of shows is 1 (Anthrocon). Don't forget to check the box on that line.
   Show name is ANTHROCON 2012
   PROMOTER NUMBER: 10002749
   SHOW ADDRESS: 1000 Fort Duquesne Blvd., Pittsburgh, Allegheny Country, PA 15222
   START DATE: June 15, 2012
   END DATE: June 17, 2012

   If you get stuck, call the PA Dept of Revenue at 412-565-7540.

   Important: We are required as the Promoter to have all license numbers on file prior to the convention, and due to past abuses we can no longer hold onto tables while dealers seek tax license numbers. That means that you must have a valid tax license before you can submit an application fo ra dealer table. You must report your sales tax license number to us each year; we do not keep them on file from one year to the next.

2. SPECIAL NOTE about Pittsburgh local taxes

   Your payment for a dealer table (or a set of tables that constitute one dealership) at Anthrocon includes one attending membership and also includes all applicable taxes and fees. No discounts are given for any dealership for whom a particular tax or fee does not apply; for example, if a dealer desires only one chair instead of two, the payment will not be discounted for the cost of the single chair.

3. Sharing a sales tax license. Don't even think about it.

   Anthrocon wishes to remind our dealers that we have a policy of strict adherence to state and local tax codes. It is illegal for multiple dealerships to share a single tax license. Thus, our general rules regarding the sharing of tables and tax licenses are as follows:

   1. A single table space (or multiple tables purchased together by one individual) represents "one dealership." It is staffed by one dealer and, optionally, one or more dealer assistants who are there to help the dealer in making sales. A single tax license is required for each dealership.

   2. Under no circumstances may two different dealerships at different tables share one tax license. If you wish to share a table with another dealer, you must purchase two half-tables, one for each. Do not purchase a full table to share with someone else. It creates an enormous amount of work for us when we notice that two independent dealers are operating under a single license (which is better than having the State notice it before we do). Therefore, if we receive a registration in which there are clearly two separate dealers listed under the guise of "dealer assistant," we will have to ask the second person to send in a separate application.

   3. A "dealer assistant" is a spouse, a friend, or other party who will be sitting at the table for the purpose of helping you to sell your merchandise, or who will lend a strong back to help you move things in and out. That person's primary interest is selling your stuff. If the primary interest of the second person at the table is to sell his or her merchandise, even though he or she may be helping you to sell yours, that person does not constitute a "dealer assistant."

   4. We understand that some dealers wish to share a table with others and are worried that they will be unable to if they submit separate applications. Rest assured that Anthrocon will make every reasonable effort to keep friends together, but you need to help us to do that. Turn your applications in either on the same day, or very close to one another. The longer period of time that passes between receipt of the applications, the harder it is to ensure that you can be together. Also, please make sure that both you and your friend are requesting the same table type. If you request a powered wall table and your friend requests a standard table, please do not ask us to seat you together.

Anthrocon's basic table size is 8 feet by 30 inches (20% larger than many other conventions). We are offering single tables, half tables (4 feet by 30 inches), double tables (16 feet by 30 inches), and triple tables (24 feet by 30 inches). Each table will be provided with a tablecloth and the appropriate number of chairs, to a maximum of 2 per eight-foot table. We will strive to provide a minimum depth of 6 feet in the sitting area behind each table. Additional tablecloths to cover wares can NOT be provided. Please bring your own if you think you will need such.

Tables are provided as STANDARD TABLES (no power access, and no wall space behind); POWERED TABLES (one 120V outlet provided for up to 500 W); WALL TABLES (no power access, situated in front of a wall); and POWERED WALL TABLES (both power access and wall space). We also provide ISLAND TABLES, which are sets of four tables arranged in a square pattern covering approximately 256 square feet. Power is included in each Island set. Different fees apply for the different types of tables offered, as well as the size.

Each table (or group of tables that are purchased for one dealership) includes one attending membership. You do not need to register separately after sending in a dealer application.

We must ask that all dealers keep their items neatly stacked behind or beneath their tables and that stored items do not block any traffic areas. In order to prevent overcrowding, there is a maximum limit of two people sitting at any single table. Your friends may not congregate behind or around your table. Special situations may be discussed with the Dealers' Room Director onsite. Anthrocon thanks you for your understanding and cooperation in keeping the room from becoming uncomfortably crowded.

Anthrocon will try to accommodate dealers with special requirements for displays, but we cannot guarantee that we will be able to do so, particularly if that request comes after June 1, 2012. Once the tables have been set up, they cannot be moved without incurring the substantial expense of hiring additional Union labor to rearrange them. You must, therefore, let us know if you are going to need any special table arrangements well in advance so we can have them set up that way initially. Likewise, all requests for additional electrical power must be in by June 1, 2012. Trying to install additional power circuits onsite incurs substantial expenses that we have no choice but to pass along to the dealer who requested them.

1. Items offered for sale in the Anthrocon Dealers' Room should be related to the theme of the convention (i.e., anthropomorphics and related fields such as costuming, artistry, etc.).

2. Items and artwork of an adult nature may be sold only if they are kept from public view. Such items must be covered or similarly shielded.
3. Artwork containing non-minor-friendly material may either be shielded by Post-It notes or similar covering, or ideally should be kept in a clearly-marked binder which must be kept closed by the dealer when it is not being viewed by an adult customer. Binders or portfolios containing uncensored artwork must be separate from other binders. A tag or divider between "regular" and "adult" material is not sufficient.
4. The decision regarding what is and what is not appropriate material for display will rest entirely with the Dealers' Room Director, and her decision is final. Don't argue.

5. DEALERS MUST BE AWARE THAT MEMBERS OF THE PRESS, CITY OFFICIALS, AND OTHER MEMBERS OF THE PUBLIC MAY BE PRESENT IN THE DEALERS' ROOM DURING REGULAR HOURS. All signs, banners, standing displays, etc. must therefore, must abide by a strict "PG" or better rating. Any display that may be damaging to Anthrocon's public image is strictly forbidden.

6. Minors will be clearly identified by their membership badges. Further information on how to recognize them will be available on site. Anthrocon holds each dealer responsible to ensure that minors are not permitted to view, handle, or be otherwise exposed to adult materials. If you are in doubt, you can ask your client for identification before allowing him or her to view your wares. Dealers who are found to be displaying adult-oriented items in such a fashion that they can be viewed by underaged members will be afforded a single warning; further incidents will result in that dealer being removed from the Dealers' Room without refund, and possible loss of Dealers' Room privileges for future conventions. Please note that in the case of disagreement, the opinion of the Dealers' Room Director as to the suitability (or lack thereof) of wares for general display will be final.

1. Items that are illegal in the United States or in the Commonwealth of Pennsylvania (firearms and other restricted weaponry, pornography involving minors, etc.) may not be sold at any time in the Dealers' Room.

2. Items of a distinctly adult nature whose primary purpose is functional rather than artistic are prohibited (if you do not know what that means, please contact us and we will explain).

3. Selling non-firearm weaponry such as broadswords is acceptable provided these weapons do not have a sharp edge and that the purchases are fully wrapped afterward. As per Anthrocon Security Policy, these items may not be waved or otherwise brandished in public. It is strongly suggested that dealers urge customers who purchase such items to carry them directly to their hotel rooms.

4. Flashing/rotating lights, sound generators or other excessively annoying displays will not be permitted. Video soundtracks or other audio need to be kept at such a volume that they do not annoy customers or other dealers. The Dealers' Room Director and staff have the final authority on what does and what does not constitute an annoyance.

5. No "pirated" material of any sort will be allowed in the Dealers' Room. Exceptions may be made for material that is otherwise unavailable in the United States on a case-by-case basis. The Dealers' Room Director's decision in this matter is final.

6. No table space may be shared with or resold to another dealer without the prior consent of Anthrocon's Dealers' Room Director. This will require a completed dealer room application and pre-arrangement with the Dealers' Room Director.

7. There is a strict NO SMOKING policy in the Dealers' Room. Furthermore, no items that generate an open flame or excessive heat may be employed. If you have an air compressor or similar motorized equipment, you must obtain clearance from the David L Lawrence Convention Center (through the Dealers' Room Director) prior to its use.

8. There is to be no horseplay in the Dealers' Room. This includes the use of any squirt guns, "Silly String" or any other projectile-type toy. Anthrocon is not responsible for injuries, breakage or loss incurred by or caused by any dealer or attendee.

9. The Dealers' Room Director and/or her staff reserve the right to refuse service to any person or entity. If any one is disruptive, ignores the rules, or harasses other persons and is not amenable to correction, Anthrocon will take the appropriate action, up to and including removal the offender from the convention. This includes dealers and friends as well as customers/members. If Anthrocon's management and/or a David L Lawrence Convention Center official is forced to eject a dealer or any other person due to violations of the rules, no refund will be given of any membership or table fees.

10. Anthrocon is responsible for leaving the Convention Hall in a "broom clean" condition. We are assessed a steep fee if unreasonable amounts of garbage, empty boxes, etc. are left behind when the room is vacated. Trash receptacles will be provided, especially for teardown on Sunday. Any dealer who leaves an excessive amount of waste behind in his or her area will be responsible for a $100 cleaning fee, payable to Anthrocon.

11. Electrical power is provided for a fee, part of which is paid by Anthrocon to avoid overburdening our dealers. Only those dealers who have paid for electrical service may use the outlets that will be provided. Any dealer found using electrical service for which he or she has not paid in advance may be asked for pay on the spot, or may be removed from the Dealers' Room, or both.

12. No items may be produced or sold that bear the name "Anthrocon" or the Anthrocon logo. "Anthrocon" and the Anthrocon logo are registered servicemarks of Anthrocon, Inc. Trademark law requires that we prohibit either of these from being used without being formally licensed by Anthrocon, Inc. Such a license agreement requires Anthrocon to request a licensing fee, and also that we pre-approve the use of our servicemarks before items bearing them are produced. Our concern is that to allow the use of our mark on a dealer's items will imply endorsement, which would inevitably lead to drama, and we would really rather avoid that.

Any convention facility large enough to house Anthrocon has a unionized work force. We are quite fortunate that the unions who are employed by the David L. Lawrence Convention Center are reasonable and have been willing to work with us on many issues. It is important that our dealers understand the rules that will pertain to the Dealers' Room:

1. During setup and teardown, dealers may bring in only what they can carry on their own, or in a small 2-wheeled luggage case such as one sees in airports. If you have more than that, or if you require a cart, you must bring your wares to the loading dock area (if you have a car), or to the security desk in the West Lobby (if you are on foot) to be carted in by Convention Center staff. There is no additional cost to dealers for this service (see "B" below). We understand that this may be something new to some of our dealers. Please bear in mind that this is standard practice for large venues such as this one. Only those dealers with large displays are likely to be impacted by this rule, and even those will incur no added cost.

2. Anthrocon will employ Union labor to assist dealers with moving materials to and from the loading dock area during setup and teardown (again, at no additional cost to those dealers). The Union team will be available (tentatively) from 12:00 PM until 9:00 PM on Thursday, June 14, and from 8:00 AM until 12:00 PM on Friday, June 15 to bring items in. The loading dock will only be open from 4:00 PM until 9:00 PM on Thursday, June 14; this is to reduce labor expenses, and because the air conditioning automatically shuts off when the loading dock door is open as part of the "Green" initiative. Union Labor and the loading dock. will be available from 4 PM until 8 PM on Sunday, June 17 for teardown.

3. Large displays that require more than one person to assemble, or which require power tools, will have to be assembled with the help of Union labor. Please contact Anthrocon in advance for rates for this specialized service.

4. It is important that Anthrocon maintain a strong and friendly working relationship with the local staff. If you have any disagreements or issues with any Union or Non-Union Convention Center employee, please do not argue with them. Bring your disagreement to the Dealers' Room Director or to the Chairman.

Traditionally, we see a certain amount of attrition from dealers who discover scheduling conflicts or encounter other obstacles to attending Anthrocon. Dealers who are placed on the waiting list once the room sells out usually have a very good chance of getting a table. Tables are assigned on a first-applied, first-served basis. To get onto the waiting list you must first have a Pennsylvania sales tax license -- for that we are sorry, but it has become necessary due to past abuses by other dealers. Once you have your sales tax license, you can reserve a dealer table at the link below. Reservation requires a credit card number. An immediate hold will be placed on the card for the amount of the table. That hold will remain in place for 30 days. If we can provide a table for you in that time frame we will do so automatically; if not, we will try to contact you to let you know. You may not choose "pay by check" for the waiting list! Any requests made without a credit card number will be canceled.

One last reminder: since tables do not tend to come available in groups, you have a much better chance of getting space if you request a half- or full-table. If that will be enough space for you, if you have a Pennsylvania sales tax license number in front of you, and if you have your credit card handy, you can apply for a table on the waiting list. The hold that is placed in your credit card will remain in place for 30 days. If we cannot provide a table for you in that time, the hold will automatically expire.

If you find that you will not be able to make use of one or more of your dealer tables, please inform us as soon as possible. It is unfair to dealers who are on the waiting list to keep them waiting until it is too late for them to make reasonable travel arrangements. It is also unfair to transfer an unwanted table to another person, which effectively bypasses the waiting list.

Any table that is left unclaimed as of 12:00 noon on Saturday, June 16, will be offered to a dealer on the waiting list, unless the owner of the table contacts us prior to that time. Email is not sufficient if sent within the week before the convention (we will not be home to receive it). If you do not receive a response from us, you must call the Convention Operations Office at the convention itself. Our convention operations office can always be reached by calling the Westin Convention Center Hotel switchboard during convention hours. Note that if you fail to claim a table and do not inform us in advance of the convention, it may affect your future opportunities to have a dealer table at Anthrocon!

1. Complaints or concerns should be directed onsite to the Dealers' Room Director or one of her staff members. Issues arising prior to the convention should be directed to Dealers-2012(at)anthrocon.org. Please try to notify us of your concerns on site, rather than after the fact. We are not able to fix things that are not brought to our attention until after the convention is over.

2. All decisions made by the Dealers' Room Director as to the appropriateness of display, merchandise or conduct will be final.

3. Any person who accepts a dealer's table at Anthrocon is understood to have read these rules and to agree to abide by them, as well as the complete Anthrocon Standards of Conduct.