The Dealer's Room will be in Exhibit Hall F of the Baltimore Convention Center (BCC), with access from the loading docks via a roll-up door during setup/breakdown, and membership entrances through the Sharp Street Lobby (via Hall G) during operating hours.
Each table in the Dealer's Room is actually a 10'x10' booth with a 6' draped table and two chairs. Booths or blocks of booths reserved by a dealer will be marked off by 3' high pipe-and-drape around the sides and back. Booths will be available along the walls of the Exhibit Hall, or in islands as shown in the map available on the Otakon website.
Otakorp, Inc. will also offer industry spaces in the adjoining Hall G to accommodate larger, trade-show quality displays. Further information on industry spaces is available by contacting the Industry Liaison through our contact form.
Due to limited space and high interest, Dealer space will be assigned based on random lottery. Once selected we will try our best to accommodate your location preference. However, it may be necessary to relocate dealers' areas and we reserve the right to do so.
While Otakon, Inc. does not allow booth spaces to be sublet to another vendor, we do not have a policy barring one or more vendors from sharing a booth space. Should vendor(s) be inclined to do so, approval must be obtained from the Dealer's Room Coordinators in writing or via email, and each individual vendor MUST register separately and MUST submit separate Trader's Licenses upon check-in. Failure to do so may result in removal of all involved vendors from the convention and forfeiture of all registration fees.
The booth rate this year is $1,100 for all booths, with an additional charge $400 for the endcap. Dealers may purchase a maximum of 8 booths and may be in a maximum of 2 locations.This year, we will be accepting a partial pre-payment on expected drayage fees for the first year in Washington D.C. This fee will be $250 in 2015 and $250 in 2016. It is optional, but dealers who choose to pre-pay automatically reserve space in the 2017 Otakon Dealers Room, provided they meet all additional payment deadlines. This fee is non-refundable. If you are unable to participate in Otakon 2017, this fee will not be returned.
To reserve table space, you must fill out the request form on our website. Our Dealer's Room Sales Representative will then contact you with a confirmation or a request for additional information. Once we have confirmed your space is available, you will be sent an email with a link to pay for the space by credit card. Your payment must be made within fifteen (15) days. If payment is not made within that time, your tables may be released.
Payments: We accept VISA, MASTERCARD and DISCOVER.
IMPORTANT: Do not attempt payment without receiving a confirmation message; it will not be accepted.
To contact the Dealer's Room Sales Representative, please use the contact form on our website.
Attendees will be allowed access to the Exhibit Hall between opening and closing. We require that you or an associate be present at all times during these hours. These times are subject to change (any changes will be posted to the website). During Dealers only hours Dealers may only or exit through the loading dock doors accessible through public safety.
Convention Day Setup Time
|Thursday||8:00 AM - 8:00 PM||All vehicles must clear the floor by 6:00 PM|
|Friday||8:00 AM - Noon||No vehicles permitted|
|Saturday||8:00 AM - 10:00 AM||No vehicles permitted|
|Sunday||8:00 AM - 10:00 AM||No vehicles permitted|
Opening and Closing Times
|Friday||Noon - 8:00 PM|
|Saturday||10:00 AM - 6:00 PM|
|Sunday||10:00 AM - 3:00 PM|
Sunday 3:00 PM - 8:00 PM All loading to leave the BCC must be completed by 8:00 PM.
As a result of additional charges incurred during past conventions because of tardy participants, Otakorp, Inc. has had to institute an incentive for all dealers and industry representatives to vacate the BCC within time limits. If a dealer is not out of the BCC by 8:00 PM additional charges for cleanup will be incurred by the dealer.
Before bringing vehicles around for unloading, dealers MUST check in with the Dealer's Room Registration and present their Trader's License and sales tax ID. At that time, badges will be issued and then dealers may unload.
We will be ready to receive incoming dealers starting at 8:00 AM Thursday morning. The loading dock area can be accessed from Charles or Conway Streets. Once you are through the BCC gates, proceed to the second set of loading ramps where the driveway angles to the left. The decorating company offers load-in and load-out services onsite to assist in the setup and teardown process for dealers who are shipping merchandise directly to the convention center or arriving in vehicles that must use a loading dock to unload. This service is not included in the exhibitor booth fees and dealers will be billed directly by the decorating company. For more information please consult the decorator's packet.
The loading docks will be open on Thursday ONLY for unloading of vehicles. Please note the time restrictions in the table above and plan to arrive in plenty of time to unload your merchandise. To expedite this process, you may wish to palletize your merchandise or use containers that are easily stackable.
Please note that during set-up hours, the BCC does NOT provide air conditioning or full lighting; please keep this in mind when planning your schedule.
Any dealer who can not make it to the convention center to set up promptly must contact the Dealers Room Coordinator before 10AM on FRIDAY. Failure to do this will result in the forfeiture of your booth(s) and all fees associated.
This year's procedure for Tear Down and Load Out will be different from previous years. Please pay attention to the new procedures.
Dealers will be supplied with two dealer badges for each booth purchased. Dealer badges will be honored as membership badges during all hours of the convention. Dealer badges must be worn at all times by any person working at a booth. Each person that will be wearing a dealers badge must provide their legal name and address to Dealers Room Staff by Sunday at 10AM. Badges may not be sold, loaned, or otherwise transferred to persons who are not working for you.
For those who need access to public elevators for reasons of disability, please make the Dealers Room Check-in Team aware when you pick up your badges. They can supply a limited number of Special Needs flags that will allow dealers access to the room through the Otterbein Lobby entrance.
Dealer's Room badges may be shared among employees, but the practice of sharing one badge among multiple employees simultaneously is prohibited and could result in the confiscation of badges. Every individual working your booth(s) must wear a badge at all times. You may not under any circumstance resell or collect money for these badges, not even from the employees receiving them. The resale of an Otakon Dealers Badge may result in removal from the convention and forfeiture of all fees.
Because of repeated requests, we will be offering additional dealer badges for purchase at Otakon. If you need additional dealer badges (beyond the two-per-booth that are provided), contact the Dealer's Room Coordinators at the convention. Additional dealer badges are priced at the same rate as the pre-registered member rate.
If you are with a production house, animation/comic studio, or other part of the industry and wish to have more badges for your industry (i.e. non-retail) personnel, please contact our Industry Liaison through our contact form.
You may configure your booth or block of booths as you see fit, adding additional shelves, taller pipe & drape, kiosks, etc., as long as they do not interfere with other dealers' areas, hang from the ceiling of the room, or violate Baltimore Convention Center requirements (listed later in this document). The decorating company offers a variety of services and furniture that you may find useful and convenient. Each dealer is responsible for all fees and other costs from the decorator or the BCC associated with any dealer special requests. Dealers are welcome and encouraged to bring their own tables and other furniture to save on expenses, but please be considerate of your fellow dealers and keep it within reason and within the restrictions set by the BCC.
Electrical and telecommunications hookups for a fee are available through the BCC, and other services can be obtained from the decorating company. For more information, please see the Convention Center's Services listing at http://www.bccenter.org.
Requirements from the Baltimore Convention Center
Should a dealer find they cannot attend Otakon, or need to reduce the number of booths purchased, they may cancel booths by contacting the Dealer's Room Sales Representative at the email or postal address provided earlier in this document to make arrangements. Dealers should also cancel any services they have ordered through the BCC, the decorating company, and/or any other service providers.
Dealers will receive a full refund of booth fees for booths cancelled before May 15th, 2015, and a refund of half the booth fee for booths cancelled before June 15th, 2015. After that date, there will be no refund for cancelled booths. Please allow four to eight weeks for Otakorp, Inc. to process your refund.
Dealers who cancel give up any claim or reservation to the cancelled booths, which are returned to the pool of available space at the current booth price.
Dealers who sign up after the normal registration deadline (May 15th, 2015) must be aware of the following changes: