Art: The Alley - Registration

General Info | Registration info | Helpful Hints | Download the Alley Contract (PDF)

The registrations we have received will be enough to fill the available booths. If booths open at a later time, registration will be re-opened.

The Alley Tables

Table rates will be $70.00 for each six-foot table (This is the same table footage as in the past few years). Tables will be set up in an island design, with thirteen tables to an island and a six foot gap for artists to enter and exit. To guarantee a space in The Alley for the length of the convention, exhibitors need to reserve a space in their own name.

A map of the Alley can be viewed HERE.

Exhibitors may set up their reserved space as they see fit as long as it does not interfere with the areas of other artists or violate any Baltimore Convention Center (BCC) requirements. Please refer to the section below for BCC requirements (listed later in this document).

Reserved space will be assigned on a first-come, first-served basis but spaces tend to fill up quickly. There is a limit of four (4) tables per reservation. Multiple reservations are not allowed and will not be accepted.

Reserving a space in The Alley

Registration will begin on Wednesday, April 2, 2008

After July 4th 2008 no more online reservations will be accepted.

1. Fill out the online table reservation request form
   You will need the following information:
   • Real Name, tables must be reserved in your real name as stated on state ID (driver's license, passport, birth certificate, etc.)
   • Studio/Group Name (if any)
   • Active E-mail Address
   • Real names of additional artists/businesses who will be sharing your table. Anyone you wish to be seated next to will also have to request to be seated next to you. If the request is not mutual, you may not end up together.
   • Special Requests (do you need electricity, corner space, to sit next to someone or AWAY from someone....)
2. You will receive confirmation e-mail that your request was received.
3. Next, download the PDF of The Alley at Otakon Contract, fill out the application
   
   Download The Alley at Otakon Contract here (PDF Format)
   
   
4. Send in the registration form along with the reservation fee. Only payment in the form of certified/cashier's check, money order, or postal money order made payable to "Otakorp, Inc." will be accepted. Do not send cash or personal checks under any circumstances! They will be returned to you causing a delay in your registration with the possible result of losing your desired table space.
   
   Rates for The Alley are $70 for each six-foot table.
   
   Payments and signed forms should be sent to the following address:
   
   Otakorp, Inc.
   Attn: The Artist Alley
   P.O. Box 18266
   Baltimore MD 21227
   
   Any returned checks will be subject to a $25 processing fee.
   
   
5. The Alley Department Head will hold your reservation for 15 days. If payment is not received after 15 days we will notify you with further instructions.
   
6. Once payment is received you will get an e-mail notification that your payment has been received.

Last-Minute Registration

Exhibitors who wish to reserve spaces after the early registration cut off date (July 4th) will be considered last minute and must be aware of the following:

The reservation rate will increase from $70 to $80.00 per space.

The exhibitor must pay for reservations made after July 4th at the convention with cash, money order, or certified/cashier's check--there will be no exceptions. Personal checks will not be accepted. It is most likely you will only be able to reserve one (1) table, as the majority of locations will be filled.

The exhibitor will be assigned space at the discretion of The Alley Staff.

Waiting List

Once all spaces have been reserved there will be a waiting list for any spaces that become available due to cancellations. As tables become available people on the waiting list will be notified that they can reserve a table via e-mail.

At Convention Table Sales

Beginning at 10 am on Saturday morning any unclaimed tables will be sold at the convention on a first come first serve basis. Tables will be sold for $80.00 each. Payable at the convention only. Money orders, postal money orders, and cash will be accepted. No personal checks or credit cards will be accepted at the convention.

Refund/Cancellation Policy

If exhibitors find they cannot attend Otakon, or need to reduce the number of tables purchased, they may cancel their reservations by contacting The Alley Department Head through Otakon's contact page to make arrangements. Exhibitors also need to cancel any services they have ordered through the BCC, Hargrove Inc., or any other service providers separately.

Exhibitors will receive a full refund of Artist Alley Table Reservation fees for spaces canceled before July 4, 2008. After that date, there will be no refund for canceled spaces. Please allow four to eight weeks following the end of the convention for Otakon to process a refund check.

Exhibitors who cancel give up any claim or reservation to the canceled spaces, which are returned to the pool of available space at the standard price.

Badge Policy

Registration for a space in The Alley does not include membership fees for Otakon and does not allow admission to the convention. The exhibitor is solely responsible for purchasing a membership for full access to the convention at all times. Exhibitors will not be allowed into the Artist Area without one.

Badges must be worn at all times and may not be sold, loaned, or otherwise transferred. If you wish to purchase memberships to the convention, refer to Otakon's registration page for the current membership rate and contact information.

In addition to Otakon Badges, all Artists will be issued an Artist's Ribbon at the time of check-in at The Alley. There will be a limit of 3 artist ribbons and 3 assistant ribbons per table. This ribbon will allow you Artists' Hours access, as listed below. Assistants will also need to have Otakon memberships. Ribbons are affixed to the Otakon Badge. ONLY people with Artist or Assistant Ribbons will be allowed inside the Table Island space. For your own safety, please limit the number of individuals behind each table to four.

Electricity, Internet and Phone Services

If at any time during the convention you require electricity or an Internet or telephone connection, these services are available at the exhibitor's expense through the Baltimore Convention Center (BCC). Please contact the BCC for more information, or to order services, at: http://www.bccenter.org/services. There is a discount for reserving these services in more than three weeks in advance of the convention. These services will not be available to the unreserved areas. Should any attempt be made to use any electrical and/or telephone connection services in the exhibitor's area without prior uthorization of the BCC, then the exhibitor shall be held responsible for all fees and charges from the BCC.

For decorating or other services please contact Chuck Taylor at Hargrove Inc. Any requests made will the solely the responsibility of the exhibitor.

Chuck Taylor
National Account Executive
Hargrove, Inc.
One Hargrove Drive
Lanham, MD 20706
Tel: (301) 306-4768 (direct)
Fax: (301) 306-9318 (fax)
http://www.hargroveinc.com/
ChuckTaylor (at) hargroveinc (dot) com

Requests for these services will not be taken after 4 p.m. on the Friday of the convention.

Maryland State Sales Tax Information

Maryland State law states all sales transactions have an optional 6% Maryland sales tax charge separate from the amount of the sale. You can either add sales tax for each sale or have tax included and keep track of how much you sell.

The exhibitor must obtain a Maryland Sales Tax ID no more than 30 days after Otakon 2008 has ended. Exhibitors with current Maryland tax IDs may use their current numbers. There is no fee associated with this application.

If you have any questions about this part, you may contact Mrs. Dottie Morawski at the Maryland State Comptroller's Office in Baltimore, MD at 410-767-1544.

Maryland State Licensing Information

Exhibitors in The Alley are required to apply for an Exhibitors Affidavit or a Maryland Trader's License before the convention, in order to do business at the Baltimore Convention Center.

The Baltimore City Courthouse is about a six-block walk from the BCC (see the section on licensing information for further details).

http://compnet.co mp.state.md.us/Field_Enforcement_Division/State_License_Bureau/Business_License_Information/

Exhibitors Affidavit

For individuals selling from their personal collection or companies that are merely exhibiting goods and/or taking orders to be filled later (i.e. manga or fanzine subscriptions), there is a form that can be used in lieu of a Traders License that has no fees attached. Contact The Alley Department Head for more information.

The Alley Staff will have Exhibitors' Affidavits available at the convention for you to fill out when signing in for your table. According to law, Exhibitors' Affidavits must be conspicuously displayed during the show; however, we suggest to have them easily available but out of sight.

Exhibitors who have attended more than three shows in the past 365 days and derive more than 10% of their income from Otakon or similar conventions may not use this affidavit. So you will need to get a Maryland Traders License.

Detailed information, as well as contact information can be found here: http://compnet.co mp.state.md.us/Field_Enforcement_Division/State_License_Bureau/Business_License_Information/

Trader's Licenses

Trader's licenses are valid anywhere in the State of Maryland. Maryland exhibitors may use their present Trader's Licenses. The Clerk of Courts offices do not send out renewal notices, so exhibitors must re-apply each year for a new Traders License. If you have any questions, contact:

Gwen Gillis
Baltimore City Clerk of Courts Office
(410) 333-3790

These licenses must be presented upon arriving at the Baltimore Convention Center and displayed at the exhibitors' booth(s) during the convention.

Location

The Alley will be in Hall E, next to the Art Show.

Hours of Operation

These are the hours that attendees will be allowed access to the exhibition hall and it is recommended that you or an associate be present during these hours. This year we've also included hours for Artist and assistants who accompany the artist to help out.

Thursday
We will be open for artist check in/ set-up during Pre-registration.

Friday
9:00am to 12:00pm Artists and assistants only
12:00pm to 12:00am Open to all Members
12:00am to 1:00am Artists and assistants only

Saturday
9:00am to 10:00am Artists and assistants only
* after 10:00 am any tables that are not claimed will be sold at con
10:00am to 12:00 am Open to all Members
12:00am to 1:00am Artists and assistants only

Sunday
9:00am to 10:00am Artists and assistants only
10:00am to 3:00pm Open to all Members
3:00 pm to 4:00pm Artists and assistants only

Advanced Shipping

The Baltimore Convention Center will not receive packages before the convention. Exhibitors may wish to ship merchandise ahead of time to the hotels where they are staying or to Freeman Decorating.

Otakorp Inc.'s preferred freight-storage company is Freeman Decorating Company. Please contact The Alley Staff for more information and Freeman's schedules of fees. You will be responsible for any and all fees if you take advantage of this service.

Many hotels will accept advance shipments to registered guests. Contact the individual hotels to determine if a hotel accepts advance shipments, and what special instructions must be followed in order for the hotel to receive advance shipments. Exhibitors will be responsible for any and all fees if their hotel charges for this service.

Suggested Procedures for Exhibitors' Protection of Valuables

Otakorp Inc. will continue its tradition of providing as secure an environment as possible. We no longer provide bag check due to our venue, but we continue to have staff monitor The Alley. Please take extra precautions in the placement of your merchandise and cash to guard against the possibility of theft. Exhibitors are responsible for their own property, merchandise and money, and under no circumstances will Otakorp Inc. or its personnel be held liable for loss or damage including but not limited to merchandise, equipment, or revenue.

Completing the registration forms

When you complete the information section, please read the policy statements, sign, and date the form in the spaces provided. Then mail it, along with payment to the address on the form. Thank you and we look forward to seeing you at Otakon 2008.

Otakorp, Inc's Service to Exhibitors

If there's anything else we can help you with, before or during the con, please let us know. We can't guarantee we can do it, but we certainly will try if possible.

If you have any questions, please feel free to contact The Alley Staff through Otakon's contact page. Better yet, bookmark The Alley Forum at: http://board.otakon.com/, and make sure to check-in frequently for updates, conversation and answers to hosts of questions.

All content (c) 2008 OTAKORP, Inc.