Dealers Room

Merchant FAQ

The Merchant Room will be available for setup Thusday night from 7pm to 10pm, and the next morning at 9am, (Friday).
The merchant room will be accessible a half hour before buisiness hours each day to allow merchants to restock/tidy up.

PLACEMENT- Tables are assigned on a first come, first serve basis. If you want a specific spot in the Merchants room, please make sure we receive your payment early. We will do our best to accommodate all special requests for placement, but ultimately the Merchant Room Director will have the final say.

MERCHANT BADGES – Each Merchant will get one badge per table (maximum of 3) with their Merchant Room Purchase. Merchants may purchase additional badges at $25 apiece. CoastCon reserves the right to limit the maximum number of additional badges on a case by case basis to prevent abuse of this policy. All Merchant Room functions will be handled in the Merchant Room; this means you can pick up your badge(s) in the Merchant Room and do not have to wait at the Registration Desk. (This is not valid for Merchants that register after the cut-off date) There will be a Coastcon Merchant room liaison at a table near the load in door at all times that the merchant room is open.

SPACE – Merchant Room space must be paid prior to setup. To be considered “PAID”, your completed Merchant Purchase Order Form and your payment must be turned into the Merchant Room Director.

SECURITY – CoastCon will have security and Merchant Liason personnel stationed in the Merchant Room throughout the operating hours. Regular checks of the Merchants Room will be conducted during non-operating hours. All security personnel will be equipped with wireless communications to ensure the quickest response times to calls for assistance.

TABLE SIZES – All tables will be 8 feet long and 30 inches wide. Vendors not wishing to use the tables provided will have an 8 by 8 space on the floor reserved for them. In addition, 18” wide tables are available to extend your area behind your tables for the cost of $40 each. Those wishing to bring their own additional tables must clear the additional tables with the Merchant Room Director prior to the start of business Friday.

PRICES –  Merchant tables are $90.00 each, and include 1 chair and one merchant badge.
18 inch backing tables are $40.00 each.
Power drop- $40.00
Extra chairs- $5.00
Additional weekend merchant badges are $25.00 apiece

Any Merchant who wishes to purchase six or more tables will be eligible for the “Power Pack”, the prices of which will be negotiated by the Merchant Room Director.

ELECTRICAL POWER – There will be a $40 charge for the weekend for electrical power. The Merchant Room Staff will insure that the power is run to the edge of their space, but the Merchant is responsible for providing all cords and surge protectors. All arrangements for electrical power MUST be made in advance - none will be arranged or sold during the event. Merchant Room Staff will be available to assist Merchants in securing cords to the floor; if a cord becomes insecure during the event, the Merchant needs to bring it to the attention of the Merchant Room Staff or re-secure the cord themselves.

PHONE LINES – Merchants requiring phone access in their space may purchase it for $180.00 plus tax. To order a phone line, you must contact AST (the coliseum’s telecommunication vendor) yourself and arrange payment. You may do so by calling (888) 858-7905 or go to their website http://www.astcom.net.

ADVERTISING –
Pre-event fliers – Pre-Registered Merchants will be listed for free as space permits.
Website – Merchants will be listed on the CC website’s Merchant Page (www.coaston.org)

Advertising in the program book will be available for purchase as follows:
Outside back cover: $400.00
Inside cover: $200.00
Center Splash page: $250.00
Full page: $100.00
Half page: $80.00
Quarter page: $60.00
Any Design work done by CC will be charged on a case by case basis. The program book will be full sized (page size 8 ½” x 11”). The deadline for ad placement will be February 15th, 2012.

TAXES – Merchants are responsible for collecting and paying all applicable local and state sales taxes. The tax rate in Harrison County is currently 7%. As required by Mississippi  State law and the Coliseum regulations, sales tax will be collected by the Merchant Room Director on Sunday at Merchant Room closing time. There are no exceptions. No Merchant will be allowed to move out until their taxes are paid.

WEAPONS – Merchants must sell weapons peace-bonded or in boxes and not allow anyone to handle them without supervision. Guns will not be allowed to be sold, this includes reproductions. Tasers, Stun guns, etc. will only be allowed to be demonstrated by Merchant and must be sold in a sealed box (taped closed).

BREAKDOWN – You may not start breaking down until 3pm Sunday. It is unfair to the remaining merchants and members. It gives the impression that the room is closed. If a merchant needs to leave before Sunday, arrangements must be made and they must be out of the room before the room opens on Sunday. Merchants that violate this policy may not be asked back to CoastCon as a Merchant.

LEGAL AND OTHER STUFF –
Sale of merchandise must be legal in the state of Mississippi. It is the responsibility of the Merchants to know what is legal. Items that are deemed morally questionable by the Merchant Room Directors or Governing Committee must be removed and not returned to the Merchant Room. Adult material that does not fall into the genre of SF/F will not be permitted in the Merchant Room. Genre Adult material must be kept out of the reach of children, and may not be displayed showing adult images. Selling Genre Adult Material may cause placement in the back of the room to help prevent problems with children and their parents.Merchants are not permitted to use tape, pins, staples, tacks, glue, or anything else to attach anything to the walls. Displays must be free standing and not block aisles. Items not provided by CoastCon are tablecloths, table covers, and backdrops. However, tablecloths can be rented to Merchants for $20 each if ordered in advance of the Convention. Please contact the Merchant Room Staff to do so.

PAYMENT – Cash, Checks, Money Orders or Google Checkout will be accepted for payment (DO NOT send cash in the mail). Tables, etc. may be purchased online as well at www.coastcon.org. If you have a check that has not cleared with CoastCon, it must be cleared before your space will be reserved. If your payment has not cleared by the time of your arrival, it must be resolved before you will be permitted to setup. All returned checks will be subject to the maximum returned check fee allowable by state law.
Applications made over the phone or emailed will not officially reserve your space; all forms and payments must be received to consider you a Registered Merchant.