Jul 26-28, 2019 at the Hyatt Regency Crystal City in Virginia

Vendors

Please be sure to read all rules thoroughly before applying to Blerdcon Exhibitions.

Once all rules have been read, you may apply as an Artist Table by clicking this link or entering it in your web browser. You may apply for a Dealers Booth by clicking this link.

If you have any questions, please feel free to email [email protected]

The person applying for the table will be the primary table holder and the ONLY person allowed to check in for the table and receive badges. Any duplicate submissions will be condensed into ONE application.

Table Prices

Premium Vendor Booths*: $325 comes with one 10’x8’ booth space, one 6’x2’ table and TWO badges.

Standard Vendor Booths: $225 comes with one 10’x8’ booth space, one 6’x2’ table and TWO badges.

Artist Tables: $175 comes with  one 6’x2’ table an ONE badge.

 

You may NOT apply for both an artist and vendor space. You must choose one or the other.

*Premium Vendor Booths will be located in a separate hall on the Ballroom Level of the Hotel. This level is where Main Events, Video Rooms, Video Gaming, etc. is located, and will be the center of a good portion of traffic. You may apply for both a premium and standard booth space, but you will only be permitted to have a booth in either hall, not both. If you would like to apply for both, please fill out 2 applications.

Chairs will be limited. You are welcome to bring your own chair if you would like.

Identification

All exhibitors must show a government-issued, photo ID to exhibit at BlerdCon. If an exhibitor is not able to produce a valid ID at check in, their table(s) will be held until 9:00 AM on Saturday, at which point the table(s) will be considered unclaimed and open for sale on a first-come, first-served basis. Accepted forms of ID include but are not limited to:

  • A state driver’s license
  • State-issued identification card
  • A passport
  • Military ID. Other forms of Photo ID may be accepted at the discretion of the Department Head of Exhibitions. The name on the ID must match the name given during booth registration.

Contract

To exhibit at BlerdCon, you must agree to the rules and terms in writing. A contract for all exhibitors must be signed at check-in.

A person must be at least 18 years old in order to sign a contract. Therefore, any person who is not 18 must have an adult sign the contract on their behalf. The adult who co-signed the contract must be present to check-in for a table, must remain present at the table at all times, and must accept responsibility for any failure of the under-aged exhibitor to comply with all convention policies as well as applicable laws.

Display (Artist Tables Only)

Fan art may take up a maximum of 75% of the display space regardless of mediums. 25% must be original art.

  • 75% shall be defined as 3/4 the tables visual display area.
  • When displaying fan art, artists must respect the source’s trademarks. This includes but is not limited to avoiding things such as use of logos in their display, signage referring to the artwork by its series or signage referring to a character’s name.
  • Celebrity likenesses are considered to be fan art
  • Items made using licensed fabrics or materials used under first sale doctrine are considered fan art. Items that fall under first sale doctrine may include but are not limited to stickers, comics, wall scrolls, and manga.
  • Everyone knows that copying someone else’s work is wrong, but there is no “magic rule” about how much must be changed to make it an artist’s own. The artist bears all responsibility and risk for the items brought for sale at Blerdcon. The Department Head of Exhibitions, in consultation with Blerdcon’s lawyer when needed, will resolve any questions regarding this policy. If a piece of art appears to be very similar to a licensed, copyrighted, etc. piece of art, the artist may be asked to remove it from display and sale at the discretion of the Department Head. The Department Head’s decision is final.
  • Any artwork containing a protected license created by the copyright holder, under commission of the copyright holder, or within the terms of a license agreement will be considered original artwork. If your work falls under one of these categories please be sure to have copies of all appropriate paperwork on hand.

The following items are prohibited from sale (Artist Tables Only):

  1. Any work with copyrighted materials and/or trademarked logos (official art), regardless of whether or not the work is original.
  2. Bootleg products
  3. Copyright-violating traced, photo shopped, or transferred art. This includes but is not limited to work from “redraw” projects, and pixel artwork, such as pearler or other forms of sprites, which directly copy a licensed work.
  4. 2nd or 3rd party art/sales.
  5. Products that can be bought at a store either in Japan or the US that you did not create
  6. Legally imported merchandise or legitimate US products. This includes, but is not limited to: wall scrolls, sharpies, art supplies, duct tape, glow sticks etc.
  7. Props that are a replication of a copyrighted and/or licensed nature.

At Con/Pre Con Commissions

Commissions taken for delivery at the convention, regardless if the commission was taken pre convention for delivery or at the convention for delivery are between the artist and commissioner, BlerdCon is not a party in these dealings. As such BlerdCon and the Exhibitions staff cannot assist you in locating either the commissioner or the artist you commissioned. Please make sure you get contact information for one another as part of your dealings.

Sharing Space

Exhibitors may share space with another exhibitor under the following conditions.

  1. The overall table must conform to the 25% original artwork display rules. (Artist Only)
  2. Exhibitions staff must be notified of any exhibitor taking in personal sales at check in or at the Exhibitions Operations Table. Those additional exhibitors will be required to fill out paperwork for Sales Tax purposes.
  3. Shared space must be approved in writing by the Exhibitions Staff prior to Blerdcon

Subletting Space

At no time may an exhibitor sell or rent their space to another exhibitor within Blerdcon. If an exhibitor is found subletting, both the exhibitor who registered the space and the person occupying the space will be evicted from the space immediately with no refund.

Transfer of Tables

Each table is registered to an exhibitor at purchase. No purchased table may be moved to the ownership of another exhibitor. If you need to opt out of your table, please notify the Exhibitions staff to make the table available to the wait-list. Also, please note that table costs are nonrefundable.

  1. If you are a registered corporation at the time of your application to the Exhibition Hall, you may transfer your table to another employee of your corporation. This person must not have been accepted for a table at Blerdcon. Additionally you must also provide the following information:
  • The State in which you have incorporated
  • Your incorporation ID (This is not your Federal Tax ID)
  • Your Federal Tax ID
  • Date of incorporation (Your date of incorporation must be prior to submitting an application to the Vendor Hall)

Unsold Tables

Unsold Tables will be offered for sale one (1) hour before Exhibitions opens on Friday at the Exhibitions Operations Table. Unsold tables are tables, which have been made available before convention and should not be confused with abandoned tables.

  1. You may not line up prior to this time.
  2. All tables are sold on a first-come, first-served basis.
  3. Unsold tables will only be sold at the full rate.

Abandoned Tables

If an exhibitor fails to check in for their booth by 11:00 PM Friday and does not contact the Exhibitions Department Head in advance, their table will be considered abandoned. At that point, their table will be offered for sale at the at-con rate on a first-come, first-served basis.

  1. Lost tables cannot be reclaimed, and neither credit nor refund will be given for no show tables.
  2. The lineup location will be announced at 11:30 PM Friday at the Exhibitions Operations Table.
  3. You may not line up prior to this announcement.
  4. No show tables will only be sold at the full rate

Refunds

Tables are not refundable.

Tables and Displays

Number of Tables

All space types come with ONE TABLE. Dimensions are subject to change depending on what is supplied by the decorator.

Due to layout restrictions if another size table must be used it will first be offered to Vendors and then to Artists. They are at no time available for request, and will be offered at random if available.

Vendor Booth Space

Vendors will have a 10’x8’ taped off area. You may use the space in this area any way that you wish. If your booth or display extends beyond your taped off area, you will be asked to adjust your arrangement to fit your booth space. Failure to do so may result in eviction from the Exhibitions Hall. Dimensions are subject to change.

Artist Table Space

All space behind Artist tables is considered shared space. Please be respectful of your neighbors.

Structures

  1. Any structure brought to display artwork must be of sound construction and may not extend more than 5 feet above the table or a total of 8 feet from the floor, whichever is less.
  2. If any structure falls down, appears unstable, or extends above the height limit, the exhibitor to whom it belongs will be asked to remove it by the Exhibitions staff.
  3. In addition, all displays must reside within the confines of your area. Displays behind your table may not impede upon other Exhibitors’ areas nor disrupt traffic flow in case of emergency.

Artwork and Sales

Adult Materials

BlerdCon is a family friendly convention and asks that all exhibitors keep this in mind when setting up their displays. The acceptability of displays of adult material is at the sole discretion of the Department Heads of Exhibitions. Any materials which are sexually explicit, extremely graphically violent, or otherwise unsuitable for children must be displayed in a manner that keeps minors from seeing them. If any of these materials are found left out in the open, or the Exhibitions staff receives complaints, the exhibitor will be asked to remove the material in question. If any exhibitor sells inappropriate materials to minors, they will be removed from Exhibitions at BlerdCon. They may also be held accountable under state laws.

Conduct

While in Exhibitions, all convention, local, state, and federal rules, policies and laws apply. Convention rules can be found online on the BlerdCon website and in your program book.

Badges

BlerdCon badges must be worn at all times. Persons behind tables within Exhibitions without a badge are subject to removal from the convention without a refund.

Substance Use

Smoking, including vapes or electronic cigarettes, or use of alcohol or drugs while in Exhibitions will not be tolerated. Violations will result in removal from Exhibitions and convention with no refund.

Behavior

Please refrain from running, screaming, yelling, horseplay, or obscene language; all exhibitors are expected to be courteous and polite to one another, the staff, and other convention attendees.

Noise

Overly loud music, videos, etc. will not be tolerated in Exhibitions. If the amount of sound coming from a table is found to be disruptive as determined by the Exhibitions staff, the exhibitor will be asked to lower the volume. Further noise violations can result in the exhibitor being removed from Exhibitions.

Photography

Photography and video recordings are permitted within Exhibitions, provided that the person being recorded has given permission. Similarly, pictures or videos of art are allowed only with permission of the artist or vendor.

Signs

Exhibitors are requested not to move or tamper with BlerdCon signage without staff permission.

Recording Devices

Permission to video record your space, whether for personal or security usage will be given on a case-by-case basis. If you are interested in recording your space you must do the following:

  1. Email a formal request to Exhibitions explaining your intention for the footage you plan to take.
  2. If approved post signage in clear view of the crowd with the following text: “WARNING Audio and Video Recording In Progress”
  3. If you plan to publicly release the footage you must have documented approval of those within the video to have their images shown, or their faces must be blurred.

Rules Violations and Penalties

Most issues within the Exhibitions Hall are handled with a warning, but sometimes larger actions must be taken. Here is a general guideline for the consequences for the majority of offenses that may happen within the room.

FIRST OFFENSE – Verbal Warning

The Exhibitions Department Head will speak with you detailing any major concerns with regards to your display, merchandise or conduct. You will be given examples, conditions and a time frame with which you must comply. This may be, but is not limited to, removing all offending material from sight and not displaying it again for the rest of the convention. A note of this warning will be made for reference at any other time in the weekend.

SECOND OFFENSE – Written Warning

The Exhibitions Department Head will speak with you and present you with a written warning detailing any major concerns with regards to your display, merchandise or conduct. You will be given examples, conditions and a time frame with which you must comply. This may be, but is not limited to, removing all offending material from sight and not displaying it again for the rest of the convention.

THIRD OFFENSE – Eviction from Exhibitions

If you have already been given a written warning and have not complied in the time frame given, put any offending material back on display, or broken another rule, you may be evicted from Exhibitions without refund.

FINAL OFFENSE – 1 Year Ban

If after being evicted from the room you are found trying to convince, or have convinced, another artist or vendor (whether knowingly or not) to help you sell any merchandise

(whether the offending merchandise or not), you will henceforth be banned from exhibiting at Blerdcon for 1 year. Exhibitors found selling your artwork will get a warning and/or could also be evicted or banned.

BLACK LIST

The current Department Heads and executive members of Blerdcon are unaware of any form of blacklist for Exhibitions. If one has existed at any time previous to this year it is no longer valid. If for any reason an artist does something, which requires any form of ban, either of a fixed duration or permanent, it will be after a thorough investigation and a decision agreed upon by the Blerdcon executive members and Blerdcon’s legal counsel. Any decision will be given to the artist in writing and kept on file.

Changes

Though Blerdcon and the Exhibitions staff retain the right to make instantaneous changes to the any policies, every effort will be made to extend exhibitors the courtesy to make announcements of any changes.

As a reminder the Exhibitions staff will consistently monitor and patrol Exhibitions for policy and rule violations. Any and all observed and reported violations will be acted upon. A single violation of the convention and Exhibitions rules and policies can potentially result in the exhibitor being removed from Exhibitions and the convention at the discretion of the Exhibitions staff. If an individual is removed, they forfeit all fees and will receive no refund for their table or membership. Additionally, for the safety of the Exhibitions staff, conversations between yourself and the Exhibitions staff may be recorded.

Jul 12-14, 2019 at the Hyatt Regency Crystal City in Virginia 267 Days 1 Hours 35 Minutes 33 Seconds
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