The large bay doors will close at 9:30am on Sat and 10:30am on Sunday (no exceptions). You can still load in through the normal back doors until the show starts.
The Check-in table at the load-in dock will close at 10am. After that you will need to come to the Help Desk in the lobby for assistance. Reminder, if you are not on time there is no guarantee you will be issued a space so please be on time.
BOOTH ASSIGMENTS
All booth assignments are labeled TBA (To Be Announced) until the end of check-in. We will no longer be posting the exact booth numbers until check-in.
Why? The biggest reason for this is that most cancellations occur in the final 2 weeks before the show. Causing us to move things around repeatedly behind the scenes.
When someone cancels, we don’t add the next person from the wait list into the open spots, since that just seems really unfair to those that signed up early. (Seriously, If you found out someone signed up a few days ago and got a front row spot you’d be understandably upset).
Instead, when someone cancels, everyone will “MOVE UP” to fill the empty slot. Then, any wait list exhibitors will fill in at the end of the line. Simple and incredibly fair.
Once at the show, you will receive your booth number, which will be THE BEST up-to-the-minute spot.
LOAD-IN LOCATION:
At the rear of the Virginia Beach Convention Center (marked above with red star) is a security booth. They will let you in to the loading area.
Rear of Hall B and C there is a check in table for you to sign in and begin setup.
You will be given an envelope upon arrival Friday (or Saturday, if you come then) with your allotted wristbands. These must be worn for the duration of the show. Do NOT lose these. If you break, misplace, or don’t have your wristband on Saturday, you will have to replace it at a cost of $20.
You are welcome to have any help you want on Friday without a wristband. Saturday Morning ALL exhibitors and assistants must have wristbands.
Once you are loaded in (not fully set up but you have your materials in the building) you must move your vehicle out of the loading zone and into the parking lot. (No exceptions, you will be towed if you do not move. We recommend you get to the building early so you can find parking).
The staff will show you to your spaces. All spaces are marked and NOT to be moved. As a reminder, the floor managers and volunteers are there to help but are prohibited from bringing in your supplies or working your booth. Be sure to bring any carts, dollies, or load-in help you may need to set-up.
PARKING:
Parking is free but very limited. We recommend arriving early on Saturday so you can easily find a spot. You can load in first behind the building but after you load in you MUST move your vehicle to the side of the building for the remainder of the day. Behind the building is temporary parking and they will tow you if you leave your vehicle there without a permit pass.
NO SHOWS
No call/no shows will not be eligible to attend next year’s show.
If you message us saying you can’t make it and we can find a replacement in time, you get a 50% refund, so it’s in your best interests to let us know you can’t make it.
LATE ARRIVALS
We understand that there may be traffic or some kind of emergency that keeps you from getting to the show on time. If this happens you CAN NOT enter through the front doors of the show. You will need to first go to the Day of Sales (where passes are being purchased) and check in there. They will call someone and you will meet someone at the back (load-in doors) to be let in.
EXTRA WRISTBANDS:
Your exhibitor space includes 2 Wristbands. We know you may need different folks on different days, etc.
You can purchase up to two more wristbands per exhibit space ($20 a piece, Max of 2) when you check-in.
Any additional passes after that can be purchased for full price. PLEASE NOTE: You cannot purchase extra badges, just wristbands.
LOST/SNAPPED/BROKEN wristbands can be replaced at $20 a piece. We encourage you to not lose, snap, or break your wristbands.
-No Outside Food Or Drink. -No Parking in the Load In Zone. Once you have unloaded you must move your vehicle or they will tow you. -Take ALL trash with you when you leave. Any spaces not left clean will be subject to a fine from the convention center. -No Adult Materials. -No Fireworks. -No Weapons. -No Firearms. -No Bootleg merch.
If you are caught breaking these rules by the venue, they will eject you from the event without refund.
VENDOR SPACE IMPORTANT REMINDERS
Exhibitor Spaces are 10×10 and can not be “nudged out” for additional space.
Meaning, plan accordingly to give yourself room to walk in and out. Don’t box yourself in with tables. If you encroach into another exhibitors space or into the walkways you will be removed from the event without refund.
You can build UP with your displays to 15ft. But they MUST be secured. If anything falls on yourself or anyone attending the event, any injury or damage will be your responsibility.
ARTIST ALLEY REMINDERS
Artist Alley Spaces are not 10x10s. You are given one table, two chairs, two passes, and have some space (typically 2 ft behind you for signage, etc.)
We REQUIRE enough space behind Artist Alley exhibitors for other exhibitors to move easily in and out of the area as needed.
Table Splitting is not allowed. Each table should be for one creator and one assistant only.
No more than 2 people behind your table at any time. If you have a friend that wants to sit with you they can swap with your assistant, etc. But at no time should you overcrowd your space.
There are to be NO giant displays, large racks, shelving units, behind you.
At our last event we got a lot of complaints from other artists about folks going outside the limitations of what Artist Alley is supposed to be. So we are asking everyone to fully follow the guidelines at all times, be kind to your neighbors, and considerate of the show.
Thank You!
PROMOTIONAL TOOLS
CHECK BACK CLOSER TO THE SHOW.
Lastly, in case we don’t get to say it at the show, THANK YOU for being a big part of Superstar Anime this year!
