Katsucon Entertainment, Inc.

Katsucon is a fan convention for multicultural enthusiasts and entertainment. It is an annual three-day event held in or around Washington D.C.

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Exhibitor Information Packet

Convention Date and Location

Katsucon Entertaiment, Inc. (hereafter, “KEI”) will present the Katsucon 18 convention (hereafter, “CON”) at the Gaylord National Resort & Convention Center (hereafter, “GNRCC”) from February 17, 2012 to February 19, 2012.

HOTEL CONTACT INFORMATION
Address: 201 Waterfront Street, National Harbor, MD 20745
Phone: 301-965-2000
Fax: 301-965-2001
Email: gninfo@gaylordhotels.com
Website: http://www.gaylordhotels.com/gaylordnational/

Katsucon Merchants

Katsucon Merchants can be categorized as Retailers. In simplest terms, if you are selling something that was not created by you, then you are a Retailer and you must purchase a Merchant’s booth. If everything you sell was created by you, then you may purchase a booth within the Artist Alley. To assist in determining the most suitable section for each applicant, all prospective items to be sold in a booth must be specified on the booth application. Anyone selling items not listed on their application will be warned ONLY ONCE to remove said item(s) from their tables. Failure to comply will result in removal from the Merchant’s Hall without refund.

Badge Pickup Times

Industry

  • Location
    • Prince George Hall C (staff table is in front of the room)
  • Times
    • Thursday 7 PM-Close
    • Friday 9 AM–12 PM

Merchants

  • Location
    • Prince George Exhibit Hall C (staff table is in front of the room)
  • Times
    • Friday 9 AM-Noon
    • Saturday 7:15pm K19 Merchant Registration

Merchants’ Hall Hours of Operation

Day Date Set Up Open for VIPs Open to Attendees Close Down
Thursday 16 February 3pm to 11pm n/a n/a 11pm
Friday 17 February 9am to 11:30pm 11:30am 12pm to 8pm 8pm to 9pm
Saturday 18 February 9am to 9:30am 9:30am 10am to 6pm 6pm to 7pm
Sunday 19 February 9am to 9:30am 9:30am 10am to 2pm 2pm to 5pm

Note: These hours of operation are subject to change. KEI reserves the right to change these hours at any time, including during the convention.

Security

The doors will be locked and KEI will provide guard service for the Exhibit Hall during the hours that the Hall is closed. However, the Exhibitor is solely and fully responsible for his or her own materials and should insure the exhibit against loss or damage from any cause whatsoever. All property of the Exhibitor is understood to remain in the Exhibitor’s care, custody, and control in transit to or from or within the confines of the Merchant’s Hall.

Booth Information

Exhibitors must first contact the Katsucon Merchants Coordinators (merchants@katsucon.org) to reserve booths before sending in any payment, so that the coordinators can email this information packet for qualification. The list of confirmed Exhibitors will be available online at http://www.katsucon.org. Booth specifics are listed below.

Width Depth Limit Tables* Chairs Badges Price
10 feet 10 feet Four one Two Two $325 if paid in full by 06-30-2011
$425 if paid in full by 09-30-2011
$525 if paid in full by 12-31-2011
$625 AT DOOR

* Tables are 6 feet long by 30 inches wide.

Booth locations are assigned by the order in which Payment in Full is received. A specific location may be requested, but IS NOT guaranteed. There will not be any pipe or drape separating the booths. Only those persons wearing a Merchant’s badge will be allowed to sit in the booths. If you have a helper, your helper must have a Merchant’s badge.

All Exhibitors may contact Katsucon Merchants Coordinators to put up to three names of the person (over the age of 18) who will be checking-in into the Exhibitor’s Hall. Government Issued photo ID must be presented to match one of these names to pick up Merchant’s badges.

Exhibitors may arrange their booth as they wish within their space, as long as it does not interfere with other Exhibitors and/or violate fire codes. Exhibitors are responsible for cleaning up their areas during and after the event.

All TRASH (such as food containers, bags and cups, as well as empty boxes) must be carried to the dumpster on the Loading Dock. Failure to do so may result in the removal of all involved Exhibitors from the convention without any refund.

Food & drink is permitted in a booth for personal consumption. However, if you make a mess, clean it up. Keep your area as neat as possible.

Booths are not transferable and may not be resold to a third party. Any booths not claimed by 12pm on Friday will be considered forfeit and will be reclaimed by KEI to use as we see fit. Please contact the Merchant’s Coordinators in the event of delayed arrival. If you wish to have a representative claim your table for you, you must provide all information about this representative with your application.

KEI does not have a policy barring one or more Exhibitors from sharing a booth space, but anyone inclined to do so must first obtain approval from the Merchant’s Coordinators. Each individual Exhibitor MUST register separately and MUST submit a separate Exhibitor Affidavit upon check-in (see Tax and Licensing sections below). Failure to do so may result in removal of all involved Exhibitors from the convention and forfeiture of all registration fees.

Display Restrictions

All displays must be secured and stable. For safety reasons, Katsucon will ask that any displays deemed unsafe or unstable be taken down.

Displays may not extend into the aisles; walkways must be kept clear. Displays that go beyond the horizontal boundaries of a booth, or impede or encroach on another’s booth space will be removed. Further infractions will result in removal from the Merchant’s Hall without refund.

The maximum allowed height for displays is 4 feet (48″), measured from the top of the table to the top of the highest object displayed. Free-standing displays should not exceed 8 feet, measured from the floor. If these heights are exceeded, you will be asked once to adjust your display. Failure to do so will result in removal from the Merchant’s Hall without refund.

Payment / Cancellation

Payment must be made in full by check or money order written out to “Katsucon Entertainment, Inc.” in US dollars. Visa and MasterCard are also accepted. Any payments returned due to insufficient funds will be subject to a $35.00 handling fee. Mail payment with your signed copy of the Registration Form to:

Katsucon Entertainment INC – Merchants
P.O. Box 1397
Manassas, VA 20108

All pre-payments for booths must be received no later than January 31, 2012. Payments received after that date will be returned. Last-minute payments may be made on site, for the full At-Door price.

Cancellation

Cancellation requests must be received in writing 30 days prior to the convention in order to receive a full refund. We cannot guarantee any refunds with less than 30 days notice.

Rules and Regulations

DISCLAIMER: Failure to abide by any and all rules herein may result in removal from the Katsucon Merchant’s Hall, and possibly the convention, without refund. The following rules are subject to revision and expansion at KEI/CON’s discretion without notice.

Conduct of an offending manor directed to any person(s) Merchant, Host Facility personnel Katsucon, KEI personnel, etc. will not be tolerated.

If any of the regulations contained within this document are violated, a Katsucon senior staffer will issue a verbal warning. If the offense continues and/or resistance is offered, the offending Exhibitor will be removed from the convention site. Once ejected, neither KEI/CON nor GNRCC will render a refund. Your cooperation is greatly appreciated.

In addition to these rules, all other convention and hotel rules remain in effect. All Local, State and Federal laws are also in effect; violators will be ejected from the convention without refund and turned over to the proper authorities.

You must be a registered member of the convention in order to participate in the Merchant’s Hall. Purchasing a booth includes a registration. All Exhibitors are required to wear their convention badge visibly at all times and properly hung around the neck.

Allowable Merchandise

KEI/CON will not condone the sale of any merchandise that violates United States trademark or copyright laws, as stated in paragraph code 17 sections 605 and 606 of the International Trade Laws, and the statutes of the Byrne International Copyright Treaty. Protected items include but are not limited to: video cassettes, laser discs, digital versatile discs, compact discs, audio cassettes, CD-ROM and rewritable discs, floppy discs, EPROM storage chips, models and toys. Also included but not limited to are all printed media such as books, magazines, cards, posters/scrolls (fabric or paper) and clothing with printed art on it.

Authentic import merchandise will have the proper Japanese taxation labels applied in an obvious location on the outer packaging of the item. Most Japanese products (anime-related or not) carry these government labels, regardless of the type of merchandise. A few rare exceptions are garage kits, which may only have photocopied covers on the boxes. They should still have the proper copyright information, and more often than not still have the official taxation labels. Another exception is the vast amounts of Doujinshi that circulate the convention circuit.

Weapons such as swords may be sold, subject to state and local laws. Merchants are responsible for being aware of these laws and abiding by them. No weapons may be sold to anyone under the age of 18. Merchants must verify proof of age prior to purchase. Weapons must be sealed in boxes or otherwise secured upon purchase. Buyers should be instructed to immediately take their purchase to their vehicle or hotel room, and not carry it around the convention.

Any merchandise that may be interpreted as unlawful and/or inappropriate, in the best judgment of a Katsucon senior staffer and/or an industry representative, will be removed for further examination. If it turns out to be unauthorized, that item must be removed from the convention site by the Merchant. Any Merchant that persists in the sale of such merchandise after being told to remove it will be ejected from the convention without a refund.

Mature Content Merchandise

Adult media and merchandise may be sold in accordance with the laws of both the State of Maryland and Prince Georges County. The display or sale of adult merchandise to anyone under the age of 18 will not be tolerated. Adult merchandise must be covered and photo identification must be checked at the time of perusal and/or purchase in all cases. It is solely the responsibility of the Exhibitor to make sure that the viewer has proof of being 18+ years of age; as such, the Exhibitor will be held fully accountable for any failure to do so, as well as for any complaints received about the material. Any form of child pornography is absolutely prohibited and will be dealt with severely. The offending Exhibitor will immediately be reported to the proper authorities. Furthermore, KEI reserves the right to pursue legal action against said Exhibitor.

Selling from Hotel Rooms

The selling of merchandise from a hotel room is against KEI/CON policy, hotel policy and Maryland state law. Anyone found selling merchandise from a hotel room will be referred to hotel security and reported to the authorities. No attendee is allowed sell merchandise outside of the Exhibit Halls. NO SQUATTING! You may not sit down in the middle of any open space and attempt to sell your merchandise.

Noise Management

Music is permissible, but the volume is to be kept low. Please respect the wishes of those around you. Katsucon reserves the right to require any Exhibitor to turn down or off any audio devices deemed to be interfering with or bothering other Exhibitors or attendees at the convention. The same applies to vocal appeals intended to entice people to come to your booth or buy merchandise. Exhibitors who wish to do some special event (such as a raffle) must obtain approval for said event from Katsucon prior to the event. This can be done by emailing the Merchant’s Coordinators at merchants@katsucon.org.

Intellectual Property

Katsucon’s title, logo, and mascots are trademarks of KEI. No likenesses thereof are permitted to be sold in the Merchant’s Hall except by representatives of KEI.

Legal Notices

You must be 18+ years of age to apply for a booth in the Merchant’s Hall. Based upon Maryland Age of Majority statutes (COML Art. 1 §103), it is KEI’s policy that minors are not allowed to sign the contract; a parent or guardian must sign on behalf of the minor.

If a parent or guardian intends to sign this agreement on behalf of a minor, that parent or guardian must be listed as the booth helper on the application, and must also have a Merchant’s badge.

Liability

KEI/CON shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots or any other cause of any kind whatsoever not within the control of KEI/CON. Anyone visiting, viewing or otherwise participating in the Exhibitor’s booth is deemed to be the invitee or licensee of the Exhibitor, rather than the invitee or licensee of KEI/CON. KEI/CON shall not be liable for any injury whatsoever to the property of the Exhibitor or the persons conducting or otherwise participating in the conduct of the exhibit or the invitees or guests of the Exhibitor, and the Exhibitor hereby indemnifies KEI/CON for all such injuries and claims. KEI/CON shall not be liable for the nature of any merchandise being sold by the Exhibitor, and the Exhibitor hereby indemnifies KEI/CON for all merchandise claims.

The Exhibitor understands that neither KEI/CON nor GNRCC maintains insurance covering the Exhibitor’s property. Neither KEI/CON nor GNRCC, nor any of their representatives will be held responsible for any injury, loss or damage that may occur to the Exhibitor or to the Exhibitor’s associates or property from any cause whatsoever. It is the sole responsibility of the Exhibitor to obtain, at their own expense, adequate insurance against injury, loss, or damage. The Exhibitor should provide proof of said insurance to Katsucon prior to the event.

There is no other agreement or warranty between the Exhibitor and KEI/CON except as set forth in this document. The rights of KEI/CON under this contract shall not be deemed waived unless specifically stated in writing and signed by an authorized officer of KEI. Any action which KEI or the Exhibitor may bring against other, based upon or in any way relating to this Contract or its performance, shall be brought in Federal or State court located within the State of Maryland. KEI and the Exhibitor hereby waive all questions of personal jurisdiction or venue in order to give effect of this provision.

Indemnification

The Exhibitor and KEI/CON, to the extent permitted by law, agree to defend and indemnify the other, and its officers, directors, agents, and employees, of and from all claims, demands, or suits for intellectual property, personal injury or property damage, including costs and attorney fees, in any way arising out of or related to third party claims based on the indemnifying party’s negligent acts or omissions in connection with the Event, except to the extent of the negligence of the indemnified party.

Severability

Should any provision of this document be rendered or declared invalid by reason of any existing or subsequently enacted legislation or by any decree by a court of competent jurisdiction, such invalidation of such part or portion of this document shall not invalidate the remaining portions, and they shall remain in full force and effect.

Anyone found to have misrepresented their information during the application process may be denied a booth and/or removed from their booth without refund. Further, they may not be permitted to reapply to the Merchant in the future, at the discretion of the Merchant’s Coordinators and the Con Chair.

GAYLORD NATIONAL RESORT & CONVENTION CENTER POLICIES

  1. Decorations, signs, banners, etc. may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, painted surfaces, or columns in the GNRCC.
  2. No holes may be drilled, cored, or punched in the facility.
  3. No Stickers may be sold or distributed by Exhibitors. Do not bring or display them!
  4. No sample food and/or beverage products may be distributed by Exhibitors.
  5. Specialty snacks and beverages MAY be sold, provided that such items do not compete with any food or beverage sales that GNRCC may have. (For example, Pocky and Ramune can be sold, but not Doritos or Pepsi.)
  6. Parking in the loading dock, service drives, and the GNRCC employees’ parking area is prohibited, except for loading and unloading. Violators will be towed at their own expense and risk.
  7. All freight and exhibit material must enter the facility through designated loading docks. In no case should passenger elevators, escalators, or public lobbies be used for this purpose.
  8. All fire, safety, and building regulations must be strictly followed. Particular attention should be paid to the prohibitions against propane, acetylene, and other flammable materials.
  9. Exhibitors are responsible for the removal of all materials at the conclusion of the show. The booth must be broom cleaned.
  10. The GNRCC prohibits the use of normal tape on their walls and floors. No tape may be used on painted or portable walls. Tape used on the floor of the exhibit hall must be low residue carpet tape or low residue safety tape. Accepted brands of tape are Polyken 105C, Renfrew #147, Asiachem SST-736 or approved equivalent. It is the responsibility of the Exhibitor to remove ALL tape from the floor at the end of the event.

Bell Cart Usage

Bell carts will not be available for attendees to use to move their own items through the hotel. Bell carts are not allowed in the main hotel area, nor in the convention area. They are used only by GNRCC staff and move through the back service areas. However, if anyone needs assistance to move anything throughout the weekend from their sleeping room to the Exhibit Hall, GNRCC will provide this service for a fee of $25 per cart. This fee will be charged to the sleeping room, or the individual will need to pay in cash.

Loading Docks/Parking

PPlease note that you can ONLY off load your vehicles at the loading dock BEHIND the convention center. To get to the loading dock as you approach National Harbor, do NOT turn onto Waterfront St, Fleet St or St George Blvd. Keep going straight and the road will lead directly to the loading docks. You will pass an open-air parking lot next to the GNRCC parking garage along the way as you approach the dock; this lot is where you may park your vehicle after unloading. (Standard size vans may park in the garage.)

There is a staging area next to the dock where you can wait in your vehicle for an open bay from which to unload. After unloading, you cannot park in the staging area. You must move your vehicle to the lot next to the parking garage. There is a fee for parking. (All parking areas in National Harbor, as well as GNRCC, charge a fee.)

There are sixteen (16) dock-level loading bays, but we will not have access to all of them. (Some will be used by other groups moving in and out.) Two of the bays have electric lifts, which can be used by those driving standard size vans. There is also a ramp at the end of the dock for loading in from the street level. To help get everyone’s vehicles in and out as quickly and efficiently as possible, please do not start setting up your booth while you are unloading. Unload your vehicle completely first, then move your vehicle, then start your set up. And for load-out, please pack up your booth completely before moving your vehicle to the loading dock.

You cannot off load on the front drive; if you try to do so, you will be redirected by a safety services agent. The GNRCC will have safety services agents stationed on the loading dock to direct traffic. You must follow their directions for load in and load out at the dock to ensure safety and smooth loading. The safety services agents will not allow anyone to unload outside the designated time frame. Please send us the time you expect to arrive at the convention center on Thursday so that we’ll be better prepared for your arrival.

ELECTRIC/INTERNET SERVICES

Electrical and telephone service are available from the GNRCC for a fee. Electrical and telephone connections and any special requests are the responsibility of the Exhibitor and cannot be billed to the convention. The form can be obtained by calling the convention center at 301-965-2000, or by downloading it from the GNRCC website: http://www.gaylordhotels.com/gaylord-national/meetings/conference-services/exhibitor-guide/index.html.