Anthrocon 2019 Dealers Room Information Packet (v 2.0 BETA)

Anthrocon is July 4th-July 7th, 2019 and will be held in Hall B of The David L. Lawrence Convention Center, 1000 Fort Duquesne Boulevard, Pittsburgh, PA 15222

 

Any person who accepts a Dealership at Anthrocon is understood to have read the rules in the Dealers Room Information Packet (DRIP), as well as the complete and most recent Anthrocon Standards of Conduct, and has agreed to abide by them. Anthrocon, Inc. also reserves the right to amend these rules at any time without prior or posted notice and reserves the sole right of interpretation.

  1. The Short Version.
  2. Hours.
  3. Obtaining a Dealership.
  1. Step I: Tax licenses
  1. Getting (or reactivating) Pennsylvania Tax Licenses.
  2. Special note about City of Pittsburgh Local Taxes
  3. One Dealer, One Sales Tax License
  1. Step II: Application
  1. Types of Memberships
  1. Dealers
  2. Dealer Assistants
  1. Types of Tables
  1. Step III: Approval
  2. Step IV: Payment
  3. Step V: Placement!
  4. Waiting Lists and Cancellations
  1. Before the Dealer's Room Opens
  1. Registration and Membership Badges
  2. Load-In and Union Labor Issues
  1. The Dealer's Room is Open!
  1. Guidelines on merchandise
  2. Guidelines on display
  3. Guidelines on sales
  4. Guidelines on actions
  1. After the Dealer's Room Closes:
  1. Cleanup, Check-out, and Load-out
  1. Administrative Details

 

  1. The Short Version:

There are to be no sales in the Dealers Room except by appropriate and authorized Dealerships in appropriate and authorized areas.

Dealers have to register with PA for a tax license; it's free. One tax license per Dealership. You must have a tax license before applying for a Dealership.

Dealers have to purchase a Dealer Membership and Table Space for their Dealership. Dealer Assistant Memberships may be bought alongside, or be purchased separately. Your DA must be associated with your Dealership.

Almost all tables have electrical power. Sizes are Half, Single, Single+Half, Double, Triple, Quad, and Island. Tables can be regular or endcap. We'll try to put you where you'd like and with people you like.

Dealerships will be filled by a Curated system, First-Come First-Serve has ended for 2019. The process is Application, then Approval, then Payment, then Placement. Applications will be open from early October until the end of October.

Any Dealerships not accepted at first will be placed on a waitlist, and if a Dealership space opens, they may be offered a table. There are sometimes at-con sales of last-minute cancelled tables.

If you have to cancel your table, do so by March 15th or there's no refund. If you have to cancel your membership, do so by June 16th or there's no refund.

Dealers have setup time Thursday and early Friday to load things in. Pick up your badge first from Dealer Registration; Assistants need to pick up their own badges. If you have a lot of items or a cart, the Union must carry them in from the loading dock or the hallway to your table. They will do so for free.

You cannot sell things that are against applicable rules or laws. Adult material must be covered up from minors. Your display can't annoy others. You can’t annoy others.

Moveout time is Sunday afternoon, and you have to clean up your area and check out with staff. If the Union moved stuff in, it usually has to move it out.

Dealers Room Staff have say on all matters. The Dealers Room Director's decisions are final.

You are expected to have read and abide by all rules in the DRIP, as well as the Standards of Conduct. If you have questions after reading the Dealers Room Information Packet and the FAQ, email us at dealers@anthrocon.org or tweet at us at @AnthroconDealer.

 

Hours

 

Thursday July 4th, 2019

12 PM - 10 PM

Dealer Registration in Concourse B

12PM - 3 PM

Dealers/DAs only, hand-carry only

3 PM - 9 PM

Dealers/DAs only, loading dock open for package drop-off.

9 PM – 9:30 PM

Dealers/DAs only, hand-carry only

9:30 PM onward

Off limits to all, including Dealers*

Friday July 5th, 2018

8 AM – 11:45 AM

Dealers/DAs only, loading dock open for package drop-off.

8 AM – 11:45 AM

Dealer Registration in Concourse B

11:45 AM - 12 Noon

Dealers/DAs, Sponsor, and Supersponsor Admission

12 Noon - 6 PM

Admission for all Anthrocon Members

12 Noon – 6 PM

Dealer Registration in Hall B

6 PM - 7 PM

Dealers/DAs only to close tables

7 PM onward

Off limits to all, including Dealers*

Saturday July 6th, 2018

9 AM – 9:50 AM

Dealers/DAs only to open tables

9:50AM-10 AM

Dealers/DAs, Sponsor, and Supersponsor Admission

10 AM - 6 PM

Open to all Anthrocon Members

6 PM - 7 PM

Dealers/DAs only to close tables

7 PM onward

Off limits to all, including Dealers*

Sunday July 7th, 2018

9AM – 9:50 AM

Dealers/DAs only to open tables

9:50AM-10AM

Dealers/DAs, Sponsor, and Supersponsor Admission

10 AM - 4 PM

Open to all Anthrocon Members

4 PM - 8 PM

Dealers/DAs only for teardown.

4 PM - 8 PM

Loading dock open for move-out.

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

Obtaining a Dealership

 

Step I: Obtaining a PA Tax license

 

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

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 website at http://www.revenue.state.pa.us.

Your payment for a Dealership at Anthrocon includes includes all applicable taxes and fees unless you have paid employees on site. Memberships, including Dealer Memberships, are not taxed. 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 table instead of two in a Double Table space, the payment will not be discounted for the cost of the table.

 

Getting (or reactivating) Pennsylvania Tax Licenses

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, you need only file a return that says "0" in all the fields. For the second 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. 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.

A sales tax license can be obtained by using the online version of the PA-100 form. 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.

International attendees will need a sales tax license, and yes, you can still get one even if you have no US Social Security Number. Please contact us at dealers@anthrocon.org for instructions.

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 and the information provided below are not 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 07/05/2019.

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. If you are a company that will have paid employees on site, please contact us at dealers(at)anthrocon.org for further instructions.

Section 7:

If you sell manufactured goods, they are either WHOLESALE or RETAIL.

Otherwise, most of our dealers will fall under ARTS, ENTERTAINMENT & RECREATION, and will follow that selection with PERFORMING ARTS, then INDEPENDENT ARTISTS, WRITERS, and PERFORMERS.

Section 8:

Select ALLEGHENY County in the list of boxes

Section 18:

Date of first sale is 7/05/2019, and the number of shows is 1 (Anthrocon). Don't forget to check the box on that line.

Show name is ANTHROCON 2019

PROMOTER NUMBER: 10002749

SHOW ADDRESS: 1000 Fort Duquesne Blvd., Pittsburgh, Allegheny Country, PA 15222

START DATE: July 6th, 2019

END DATE: July 8, 2019

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 for a 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.

 

One Dealer, One Dealership, One Sales Tax License

 

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:

 

 

Step II: Application

Applications are planned to open in the first week of October, 2018. They will be open until October 31st, 2018.

For 2019, Go to the following URL: [To Be Determined]. You will be asked for a code, this will be posted at http://anthrocon.org/dealers . IF YOU DO NOT HAVE THE CODE YOU CANNOT PURCHASE A DEALER TABLE. The code is case-sensitive.

Fill out your application fully and completely. You can also apply for Dealer Assistant (DA) Memberships directly there, purchase them later, or have your DAs purchase their own badges and email us to mark them as DAs.

The Dealers Room Staff will review your submission and begin approvals as promptly as possible, beginning in December. We may ask you more information before we can approve your Dealership. You'll be emailed about approval, denial, or waitlisting.

If you do not provide your PA Tax ID number with your application, we will not consider your application valid until we have that info, and you will be considered after those whom have provided a PA Tax ID.

Types of Memberships: Dealers and Dealer Assistants

Dealers

The Dealer is the lead person for the Dealership. In almost all cases, they will be the person whom holds the PA Tax License; they will be directly responsible for the Dealership; and they will be the authority for questions from Dealers Room Staff, convention staff, or Convention Center staff. Every Dealership must have one and only one Dealer, and every Dealer can belong to only one Dealership.

You can apply for a Dealer, Dealer+Sponsor, or Dealer+Supersponsor Membership. Higher levels of Sponsorship are always appreciated! You may also feel free to upgrade your Membership at any time before the close of Pre-registration, by returning to the link for Membership sent by email to you. Dealer Memberships of all types may be converted to the equivalent standard Membership if needed: see the 'Cancelling Your Dealership' for further information.

Dealer Assistants

A Dealer Assistant (DA) is an assistant to a Dealer, serving as part of their Dealership, with most of the same access and sales privileges as a Dealer. DA status is particularly important during setup and breakdown, as only Dealers and DAs are permitted in the Dealer's Room during those hours. Dealerships may have multiple DAs, based on the size of their Table and their needs.

DA memberships may also be Sponsor or Supersponsor in level. DA Memberships may be purchased by their Dealer or may be purchased separately, no Dealer Assistant Memberships are included in Table costs. If DAs are purchased separately, Anthrocon MUST receive emailed communication from the Dealer by the close of Pre-registration (June 16th, 2019) that an individual is to be made a DA. Making someone a Dealer Assistant on-site is possible, but it will slow down everyone.  Please handle DAs in advance, it will save a great deal of waiting in line on site. PLEASE.

 

Table Size

Half

Single

1.5

Double

Triple

Quad

Island

Dimensions

4'x30”

8'x30”

12'x30”

16'x30”

24x30”

32x30”

4 8'x30” tables

Seats

1

2

3

4

6

8

8

Maximum DAs

1

1

2

3

4

5

6

 

Types and Sizes of Tables

Table sizes are as follows, and one seat will be provided for every 4 feet of table:

 

All tables include 6-8 feet of space behind the table, but sufficient walking paths must be kept open to enable other Dealers to move in and out. Between some tables there will be safety gaps for exit and emergency evacuation; merchandise must not encroach into these gaps. Upon request, tables and chairs may be removed from your area, or 6 foot tables substituted for 8 foot tables; please contact us in advance of the convention with these requests.

Tables typically have a simple plastic cover. We strongly urge Dealerships to bring other table coverings to increase the professional air of their table. We are unfortunately unable to provide tablecloths at this time, due to the cost via our decorator.

Extra tables added to your space will require purchase of at least a Double Table, payment of a surcharge, and advance communication with the Dealers Room Staff. We cannot place additional chairs at your dealership due to space and supply constraints.

There may be certain tables where electricity cannot be provided. In the event we cannot provide power to a table, a refund  or discount of an appropriate amount will be made to the Dealership.

 

Step III: Approval

In 2019, a major change has been made for approval. Dealerships at Anthrocon will be approved on a curated basis.

Curation will be performed principally by the Anthrocon Dealers Room staff, although other Anthrocon staff may be involved. Dealerships will be chosen based on a variety of factors, including:

Applications for one Table type that is full may be offered an alternate table type.

Incomplete applications will not be considered until they are completed. The usual reason for an incomplete application is lack of PA Tax ID; please arrange these in advance! We will do our best to review and notify Dealers of incomplete applications, but the responsibility lays on you.

Step IV: Payment

For 2019, approvals made in November or December 2018 will be followed immediately by a charge of your credit or debit card, unless you indicate on our webform or by email that you need a delay in payment. If you need this delay in payment, Anthrocon will discuss reasonable payment periods with you by email. Beginning in January 2019, we will ask before charging in all circumstances. Once we have your confirmation, Anthrocon will charge your debit or credit card within 48 hours of the mutually approved time.

Anthrocon cannot move on to Placement without payment. If multiple charging attempts fail, if you cannot give approval in a reasonable timeframe, or if you do not respond to contact attempts, Anthrocon may cancel your application and open it to the next person in the Waitlist.

Anthrocon does not accept Paypal. Anthrocon handles all transactions in US Dollars.

Step V: Placement!

Once payment is complete, Anthrocon will review your application and find the best place to seat you, based on your requests and our table availability. We will email you with your table placement. We must note that table placements are not final until the convention, and especially within the first month of placements, there may be switches of location. If you would prefer a different location after placement, please request one promptly and we'll make an effort to re-seat you.

Half-Tables are generally left to the Dealers sharing them to determine which gets the left and right halves. In the extremely rare event there is a conflict, Dealers Room Staff will determine placement.

Waiting Lists and Cancellations

Once table spaces are filled in the Dealer's Room, all remaining applications will be placed on the Waitlist. We will inform you if you have been placed on the waitlist; this may take some time for us to process, especially during the first round of curation of the room. We do not knowingly oversell the Dealer's Room.

Traditionally, we see a certain amount of attrition from dealers who discover scheduling conflicts or encounter other obstacles to attending Anthrocon. We will process the Waitlist based on the same curated criteria.  Let us know you are willing to accept a different table type than your requested one; this will increase your chances of obtaining a table!

Once a table comes open, we will email the next Dealer on the waitlist that has a matching acceptable table type that their application is available for approval. There will be a limited time for response, usually a week. Once the Dealer indicates their willingness to purchase a table, the appropriate table type will be approved and the payment promptly processed. All payments must be made by Credit or Debit Card. If we need an updated version of your credit card information, a phone call should be arranged; do not email us credit card information!

In the event you are unable to get a table from the waitlist, any Dealer or Dealer Assistant Membership can become an Attending Membership at the listed price. Similarly, Dealer+Sponsors can be Sponsors and Dealer+Supersponsors can be Supersponsors. However, we will not convert memberships unless emailed before the close of Pre-registration (June 16th, 2019).These Memberships may also be cancelled until the close of Pre-registration; please email refunds(at)anthrocon.org if a Membership refund is needed.

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 and against Anthrocon policy to transfer an unwanted table to another person to bypass the waiting list.

Cancellation of tables or Memberships should be directed to dealers@anthrocon.org as well as refunds@anthrocon.org. If cancelling a table, please mention explicitly if you wish to cancel your Dealer membership or have it revert to a standard membership.

Full refunds will be given for tables that are canceled on or before March 15, 2019. No refunds will be given for tables canceled after this!

Full refunds will be given for memberships that are cancelled on or before June 16th, 2019. No refunds will be given for Memberships canceled after this!

 

There are occasionally last-minute cancellations that cannot be replaced before the close of pre-registration. Anthrocon will offer these tables first-come, first-serve to appropriate potential Dealers with a PA Tax ID; or as upgrade options for Dealers seeking a larger table. Payments must be made by credit card, cash, or checks written in US dollars drawn on a US Bank. Please see us at Dealer Registration if you're interested!

Any table that is left unclaimed as of 10:00 am on Saturday, July 6th, may be offered first-come first-serve to appropriate potential Dealers, unless the owner of the table contacts us prior to that time and explains the situation to our satisfaction. If you know you will be late, or are unable to attend at the last minute, please get in contact with us by email, twitter, or telephone. 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!

Before the Dealer's Room Opens

Registration and Membership Badges

Thursday beginning at noon, the Dealer's Room Staff will begin processing Membership badges. This tends to be a quite prompt process in most cases. Each Dealer and Dealer Assistant must present their own Photo ID and must pick up their own Membership Badge. If it is necessary to change someone's badge type to Dealer Assistant at the door, it will be be handled as such:

Pre-registered Members must pick up their badges first, and then present them to Dealer Registration for reprinting as Dealer Assistant.

On-Site Members must enter the On-site line, and register. Their Dealer must be present to certify the Dealer Assistant's status before the printing of badges, or Dealers Registration can provide a certified pass to verify this information. Dealer Assistants may use the expedited line in On-Site Registration, usually listed as the 'Sponsor Line'.

Load-In and Union Labor Issues

 

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:

 

The Dealer's Room is Open!

 

At the scheduled times, the Dealer's Room will open to Members. Each day, there is an initial period where Sponsor and Supersponsors are permitted entry before General Admission. Please be aware that these people are generally in a hurry to visit one or two Dealers of their choice, so be ready for them!

Guidelines on merchandise

 

Guidelines on display

 

The decision regarding what is and what is not appropriate material for display will rest entirely with the Dealers' Room Director. Dealers Room Staff at the convention are considered to be acting in accord with the Director, especially as regards appropriate material. You may disagree with our decisions, but you must abide by them.

Guidelines on sales

 

Guidelines on actions.

 

 

Complaints or concerns about the Dealers Room on site should be directed to the Dealers Room Staff and/or Director. You may also feel free to contact Security or other staff during the convention for other issues, particularly for urgent situations. Please try to notify us of your concerns on site, rather than after the fact.

 

After the Dealers Room Closes:

Cleanup, Check-out, and Load-out

Administrative Details.