Exhibit in the Dealers Room

This document sets forth the rules for the dealer room at the Anime USA 2016 Convention. By purchasing spaces in the Anime USA 2016 dealer room, you (the Dealer) agree to abide by these rules. These rules include the rules below and all rules that apply to Anime USA convention members (listed on our website) including the laws of The District of Columbia.

The AUSA 2016 Dealer’s Room is now full and will no longer be accepting applications.  

Location and Date

The Anime USA 2016 convention will be held at the Wardman Park Marriott (2660 Woodley Road NW, Washington, DC 20008) from October 21, 2016 to October 23, 2016.

Dealer Room will be located in Hall C. Anime USA reserves the right to change this location.

Reserving Spaces

Anime USA’s Dealer Room applications are juried. Once registration has opened you may submit your merchant information via e-mail to the Dealers Room Coordinator (dealers@animeusa.org). Include in your reservation email:

  • Name
  • Merchant (or group) name
  • Number of dealers in your group
  • Number of spaces desired (4 maximum)
  • Merchandise list
  • Website (If no website is available, see coordinator for further information)
  • Your selections as to if you require an electrical connection or an internet connection (See Dealer Registration).
  • Number of desired tables in your space(s), one 6’ table per space is provided others can be purchased (See Spaces and Price)

Anime USA will contact all dealers via e-mail to inform them of their decision. Anime USA reserves the right to reject a request from dealers selling merchandise for which we already have sufficient dealers. Once space availability and reservation is confirmed, mail a signed Dealer Room Contract (see below) with payment to the address provided within the confirmation email.

Payments before the convention can be made by check or money order payable to Anime USA. Any bounced checks will be subject to a $25 processing fee. Please allow up to eight weeks for your payment to be processed.

The Dealers Room Coordinator will hold your reservation for three weeks. If payment is not made within three weeks, your reservation will be canceled and the space(s) will be made available to others.

Any merchandise not listed on a dealer’s contract may not be sold by that dealer. Non-compliant items will be removed.

Spaces and Price

Each space is 10’x10’, with a purchase limit of four spaces per dealer. Dealers may not resell spaces. Each dealer will be provided with one 6′ table per space that they may position as desired in their space(s), as long as it does not interfere with other dealers or violate fire codes.

Dealers may request additional tables for a fee of $75 per table. Such requests must be received by September 1, 2016.

Space allocation will be determined by the number of spaces purchased, the order in which dealers purchased spaces, and the number of congruent spaces of differing quantities. A specific layout (such as corner or wall space) may be requested, but is not guaranteed.

Each booth will be $475. Payments post-marked prior to June 30 will receive a $100 discount per space reserved. Payments post-marked between June 30 and September 30 will receive a $50 discount per space reserved.

Booth Price Breakdown

Date Price
Before June 30th $375
June 30th–September 30th $425
After September 30th $475

Cancellation requests must be received in writing by September 30, 2016 in order to receive a refund.

Each Dealer (not each space) will be allowed one complimentary electrical outlet (if they request one). In order to connect to the appropriate exhibits power box, dealers will need to provide their own outdoor rated 3-pronged extension cord (Anime USA will not provide one, we recommend having at least one with a 25 ft. cord). If you also need multiple devices connected to power then you will need to provide your own surge protector (Anime USA will not provide these items for you) to connect to your main extension cord. All electrical connections need to be coordinated with on-site dealers’ staff and hotel personnel; we will help you hookup your electrical connection to the appropriate power box (the hotel requires that they plug your cord into their power box). Please do not overload the outlet, we have limited power available (approximately 5 amps per dealer).

Electrical connections are complimentary only to dealers who request them on their contract (see below)! On-site requests for electrical connection are subject to a $100.00 fee.

An Internet connection is available before convention at the rate of $40. Internet connection at convention will be available at the rate of $50.

Payment

Payment must be by check or money order made out to Anime USA in US dollars drawn on a US based account. Returned checks will incur a $25.00 fee. The address to which to mail payment will be sent with the confirmation email.

Payment must be received within three weeks of confirmation that spaces our being held for a dealer, except that dealers may pay 50% deposit to hold the space(s) with the remaining amount due two months after the first payment but no later than September 30, 2016.

Installation & Removal

Spaces may be set up on Thursday October 20, 2016 and the morning of Friday October 21, 2016. Specific installation times will be announced to all registered dealers prior to the convention. Any tables not claimed by 2 PM on Friday will be forfeited. The Dealers Room officially opens at 1:00 PM on Friday, with select Anime USA guests and members having access at 12:30 PM.

All exhibits MUST be removed by 7 PM, Sunday, November 1, 2015. Any items left behind, including merchandise, will be thrown out or become the property of Anime USA.

Anime USA reserves the right to change these hours at any time, including during the convention.

Dealer Badges

Each dealer receives two badges for each space purchased. An individual’s name must be assigned to the badge before it will be issued. Dealer badges are not transferable. A limited number of additional dealer badges may be purchased for $40 each. One additional badge can be purchased per space purchased.

If, for any reason, a dealer wishes to leave the convention early they automatically relinquish all rights to their space, including the re-sale by Anime USA of that space to another dealer. Gifting or selling of spaces from dealer to dealer will be strictly prohibited.

Planned Hours of Operation

  • Friday: 1:00 pm – 8:00 pm (Open 1/2 hour early for guests, staff, and sponsors)
  • Saturday: 10:00 am – 7:00 pm (Open 1/2 hour early for guests, staff, and sponsors)
  • Sunday: 10:00 am – 3:00 pm (Open 1/2 hour early for guests, staff, and sponsors)

A limited number of people (guests, staff, and sponsors) will be allowed in 30 minutes prior to the official opening hours each day.

Anime USA reserves the right to change these hours at any time, including during the convention.

Allowable Merchandise

Only items licensed in the US or imports will be sold in the dealers room. No bootlegs will be allowed. Any violator, as determined by the convention, will be asked to remove the offending merchandise from the Dealers’ Room. Failure to comply, or a subsequent violation, will result in immediate expulsion from the convention and forfeiture of convention badges with no possibility of a refund for payment for spaces in the dealers room.

Weapons

Sale of projectile weapons is prohibited. All weapons must be boxed or packaged and sealed after purchase. All customers must be informed that weapons are to be taken directly to a hotel room or car as to be out of sight. Weapons dealers will check IDs of persons to ensure they are 18 years or older before allowing them to purchase any weapons.

Adult Merchandise

Adult media and merchandise must be sold in accordance with the laws of both the District of Columbia and Federal Government. 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. Under no circumstances shall adult material be in plain potential view of minors. Members of the dealers room staff will be checking this during setup and throughout the weekend. Failure to comply after the first warning will result in the loss of the right to sell adult material for the remainder of the convention.

Hawking

Anime USA reserves the right to require any dealer to turn down or off any audio devices if deemed to be interfering with or bothering other dealers or members at the convention.  The same applies to vocal appeals to entice people to come to your spaces or buy merchandise. Dealers who wish to do some special event, e.g., a contest, shall pre-clear said event with Anime USA. This can be done by e-mailing the dealers room coordinator by September 30, 2016.

Selling from Hotel Rooms

The selling of merchandise from a hotel room is against Anime USA 2016 policy. Anyone found selling merchandise from his or her room will be referred to hotel security and reported to the authorities.

Taxes and Licenses

Dealers will be responsible for obtaining any tax identification numbers and paying all taxes, license fees, and any charges that will come due to any governmental authority in connection with their activity at Anime USA 2016.

According to the DC tax office participants in a convention are liable for sales tax on taxable sales and must file a Form FR-500.

Security

Anime USA will provide in-room personnel presence during the hours the Dealers Room is closed. However, the Dealer is solely and fully responsible for his or her own exhibits material and should insure their exhibit against loss or damage from any cause whatsoever. All property of a Dealer is understood to remain in its care, custody, and control in transit to or from or within the confines of the Dealers Room.

Charity Auction

On Sunday, a designated member of the dealers room staff will be collecting donations for the charity auction. This person will be made known to all dealers during check-in procedures. Receipts will be given for any item received.

Liability

“The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their representative agents, servants, and employees from any such losses, damages, and claims.”

Neither Anime USA or the Wardman Park Marriott, nor any of their representatives will be responsible for any injury, loss or damage that may occur to the Dealer or to the Dealer’s associates or property from any cause whatsoever. The Dealer shall obtain, at his or her own expense, adequate insurance against such injury, loss, or damage, and provide proof of said insurance to Anime USA prior to the convention dates. Anime USA shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other cause of any kind whatsoever not within the control of Anime USA. Anyone visiting, viewing or otherwise participating in the dealer exhibit is deemed to be the invitee or licensee of the dealer, rather than the invitee or licensee of Anime USA. Anime USA 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 dealer and the Dealer hereby indemnifies Anime USA for all such injuries and claims.

The dealer understands that neither Anime USA nor the Wardman Park Marriott maintains insurance covering the dealer property and it is the sole responsibility of the Dealer to obtain such insurance.

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

Anime USA reserves the right to remove any dealer whose behavior is disruptive to staff, other dealers, and/or convention members. If another member of the dealer’s staff remains, the remaining staff may continue to operate their dealer spaces, otherwise they will be forced to vacate their space and remove their merchandise. Each Dealer is responsible for, and it hereby indemnifies Anime USA so that it is not responsible for, any claims or liability arising from the Dealer’s actions.

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.

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