Dealers Room

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Dealers Room Rules

Booth Information

The Dealers Room will be in the B/C Exhibit Hall of the Walter E. Washington Convention Center (WEWCC), with access from the loading docks via a roll-up door during setup and breakdown. Dealers check-in and badging will be through the entrance located at the corner of 9th and L Streets during operating hours.

Booths will be available as shown on the Otakon Website. Otakon, Inc. will also offer industry spaces in the Hall to accommodate larger, trade-show quality displays. Please see the Industry section for more information.

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 Dealers 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.

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Pricing Information

Booth and Membership Package

All spaces include 2 memberships per 10x10. Up to 2 additional badges may be purchased for an additional $75 each at the time of space purchase or check in, for a total of 4 memberships per 10x10. Any other memberships must be purchased separately at full cost.

A maximum of 10 Dealers Booth Memberships total is permitted, regardless of booth size.

• 0x10 Space - $1,200
  • 1 6ft Table
  • 2 Chairs
  • 8ft Tall Back Drape
  • 3ft Tall Side Drap
• Corner Fee - $200
• End Cap Fee - $500
• Maximum of two (2) separate locations per vendor

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. Badges may not be sold, loaned, or otherwise transferred to persons who are not working for you.

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 after acceptance. 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 at Industry@Otakorp.org.

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Application Process

Applying for Otakon

All dealer applicants are required to fill out an application form. Once complete, you will receive a confirmation email - THIS IS NOT AN ACCEPTANCE. If you are selected from the lottery pool, you will receive a separate acceptance email.

The use of agents to apply for several booth assignments has been discontinued. Only owners or employees on belaf of the owner may apply.

• Each dealer that applies and is accepted will have ONE ENTRY into the lottery pool. Any duplicates will be consolidated into one single entry.
• Any dealer found to be applying under multiple names will be immediately rejected from the lottery pool.
• Your application may be rejected from the lottery pool for the following:
  • Application Information is invalid or out of date.
  • Application is incomplete

Acceptance and Placement

Acceptances will being in-person starting the weekend of Katsucon. If your application is selected from the lottery pool, you will receive an acceptance email and a phone call to visit the Otakon Booth and select your space. 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.

• If you are not present at Katsucon or miss your phone call, please email us at DealersRoom@otakorp.org as soon as possible with your top 3 booth selections.
• By doing so, you authorize Dealers Room Staff to select your company’s exhibit space on your behalf. Otakon Staff will do its best to meet your company’s request, but due to limited availability, we have your authorization to assign the best booth(s) Otakon has available based on your selection.
• If you are unsatisfied with your location, you may request to move to any open and available locations.

Payments, Cancellations, and Refunds

Once you have received your acceptance and placement, you will be sent an email with a link to pay for the space by credit card.

• A 35% deposit is due within 30 days of acceptance.
• Full Payment is due by May 1, 2024.
• If your acceptance is after May 1, full payment is due within 30 days of acceptance or prior to set up, whichever is sooner.

We accept VISA, MASTERCARD, DISCOVER, and AMERICAN EXPRESS.

IMPORTANT: Do not attempt payment without receiving a confirmation message; it will not be accepted or honored.

Should a dealer find they cannot attend Otakon or need to reduce the number of booths purchased, they may cancel booths by contacting DealersRoom@otakorp.org to make arrangements. Dealers should also cancel any services they have ordered through the WEWCC, the decorating company, and/or any other service providers.

• Cancellations made prior to May 1, 2024, will receive a full refund, minus a $450 cancellation fee.
• If a deposit has not been made, the cancellation fee of $450 must be paid in full.
• After May 1, 2024, there will be no refund for canceled booths. Please allow six to eight weeks for Otakorp, Inc. to process your refund.

Dealers who cancel give up any claim or reservation to the canceled booths, which are returned to the pool of available space at the current booth price.

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Artist Alley

Due to increased demand for space in both the Artist Alley and Dealers Room we have had to make a major change concerning our registration process. Started in 2016, anyone who applies for Artist Alley space will have their Dealers Room application automatically rejected. This is regardless of whether or not you are accepted into the Artist Alley.

Double Booking

Exhibiting in both the Artist Alley and Dealer’s Room is strictly prohibited. If you are found exhibiting in both areas, at the same time, you will be evicted from both immediately and may be banned from exhibiting for future years.

• If you are an artist who has been contracted by an exhibitor in the Dealer’s Room, you may still exhibit in the Artist Alley so long as you are not an owner of the company vending or your work does not make up the majority of the items sold by said vendor.
• The resulting merchandise from your partnership may only be displayed and sold at either the vendor's booth in Dealer’s Room or your own Artist Alley booth, but any one piece may not be sold in both locations.

Moving to Dealers Room

If you are an artist who believes they have completely outgrown the Artist Alley, and are not interested in our Unlimited Booth spaces, you may apply to the Dealers Room as a normal exhibitor, providing you have not applied for a space in Artists Alley. Artists who choose to do this will not be allowed to reapply to Artist Alley in future years.

• If you are an artist who has previously attempted to vend in the Dealer’s Room and found you are not quite ready to be there you may be entitled reentry into Artist Alley. In this situation the following must occur.
• You must contact the Artist Alley or Dealer’s Room heads explaining your issue in applying for Dealers Room before the Artist Alley application opens.
• You must prove through sharing your financial information pertaining to the previous year's Otakon that you took a loss.
• The Artist Alley or Dealer’s Room Department Head will share this information with the other Department Head as well as the Head of exhibitions and will come to a decision on whether or not to allow you reentry into Artist Alley.
• If approved, you will be recategorized as an Artist and will be welcome to apply to the Artist Alley during the application process.

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Rules & Policies

Supplemental Tables and Chairs

Supplemental tables and chairs can be purchased through the Service Kit. Dealer’s may not adopt or annex any tables or chairs that have been abandoned.  Violators will be charged by Shepard for the at-show rate for all items they did not pay for.

Prohibited Items

Items that MAY NOT be sold in the Dealers Room include:

• “Knockoff ” or bootleg merchandise (for example, Son May CDs).
• Bootleg videos (this includes bootlegged videos recorded on blank video tapes with printed labels; “homemade” DVDs, pirated copies of any titles that have been released commercially in the United States, Japan, or elsewhere; titles taped off the air in Japan-- and any and all fansubs).
• Any posters, idol cards, etc., which read “Kodak”, “Fuji”, etc. on the back.
• Unlicensed reproductions of any products actually released by an American company.
• Food, snacks or beverages. Aramak holds an exclusive catering and concession contract with the WEWCC. Aramark states that exhibitors may not sell food and compete with their contract. Contact Aramark to arrange for any exceptions.

Any violation will come with a warning, at which time you will be asked to remove the offending merchandise from the Dealer's Room. The Dealer's Room Coordinators reserve the right to request the removal of any item that he/she believes to be of questionable nature from the dealer's table until its authenticity can be verified.

Items that MAY be sold in the Dealers Room include:

• Any products featuring your own creations.
• Any legitimately licensed imported merchandise.
• Commissioned and hand-drawn works. *
• Unique, individual, hand-made items. *
• Doujinshi, fanzines, and similar items. *
• Any properly licensed US products.

* We remind you that it is your responsibility to determine whether you are in compliance with various intellectual property laws and statutes

AI-Generated Artwork

AI Generated Artwork (artwork generated via the use of artificial intelligence, machine learning or similar algorithms) is strictly prohibited at Otakon and will be considered a form of bootleg/counterfeit merchandise. Anyone found selling or promoting AI Generated art will be removed from the Dealers Room and may be banned from future Otakorp events.

Blind Bags/Mystery Bags

Blind Bags or Mystery Bags are permitted, provided all items within the bags follow the Dealers Room rules. The Dealers Room Staff reserves the right to have the vendor open one bag at random to check.

Artwork Created Using 3rd Party Resources

Otakon Dealers Room's goal is to foster creativity in all forms and media. In recent years we have noticed an increase in 3rd party resource accessibility through the forms of digital pattern making, embroidery files (such as In The Hoop plush patterns), silicone molds for casting and 3D printing files. While we are happy to see this increased accessibility we must also work to encourage artists and creators to use these resources to enhance their own creative designs and not solely reproduce the original creator’s designs.

• Anyone selling items made using another creator’s design work must show they have proper approval to use said work in their creation.
• This can be through either a signed licensing agreement or proof of purchase of licensing with appropriate crediting as stated within the license sales agreement, or proof that the work is free to use under creative commons licensing.

Failure to comply, or a subsequent violation, is cause for removal from the convention and forfeiture of all fees.

Adult Materials

Otakon is a family event; therefore we ask that exhibitors, particularly those with adult merchandise, please keep this in mind when setting up. The acceptability of displays of adult material is at the sole discretion of the Dealer's Room Coordinators; failure to comply with warnings may result in removal from the Dealer's Room and forfeiture of all fees.

Any materials that are sexually explicit, extremely graphically violent, or otherwise unsuitable for children MUST be displayed in a manner that keeps kids from seeing them. If we see it out in the open, or receive complaints, we will remind you about our adult materials policy ONCE. If you sell inappropriate materials to minors, we will evict you.

As a reminder, it is your responsibility to verify the age of the attendee you are selling to. Vendors found selling to minors will be evicted immediately, without warning, and with forfeiture of all fees. 

Weapons

Due to changing WEWCC policy, all vendors selling weapons will be located in one section of Dealer’s Hall.  This section will be a centralized location.

Otakorp, Inc. neither condones nor prohibits sale of weapons. However, attendees must comply with the weapons policy posted on our website, which prohibits them from carrying live steel, functional guns, or other dangerous items including nunchaku.

If it is illegal in the state of Virginia, the state of Maryland and/or the District of Columbia it is illegal inside the WEWCC. Illegal weapons will be reported to the appropriate authorities. 

Dealers selling permitted weapons must take extra care in the design and positioning of their displays to ensure there is no mishandling of merchandise. A Cover is required for all displays to ensure items may not be picked up without assistance. The Dealer's Room Coordinators may require items be removed from sale if there is an apparent danger to attendees, dealers, or merchandise.

Dealers selling ANY type of weaponry must have liability insurance in amounts acceptable to Otakon, Inc. Please be prepared to provide proof of insurance at dealers check in. Failure to provide proof of insurance may result in forfeiture of booth reservations and any and all fees.

Upon selling any weapon, dealers are required to package it securely and deliver it to room 158A. Advise the purchaser that opening the package within the WEWCC is prohibited and advise individual purchasers at the time of purchase to deposit their purchase in their hotel room or other secure location off the convention premises as soon as possible. Any violation of this rule will be followed by a SINGLE warning.

Attendees can retrieve their purchase during Dealer’s Room public hours in 158A. After retrieving their purchase, attendees will be escorted from the building to deposit their purchases in their hotel room or other secure location off the convention premises as soon as possible.

Vendors are required to take all purchased items to Room 158A themselves.  Otakon staff will not any under any circumstance take of transport any merchandise on behalf of a vendor or attendee. Any violations of this rule will be followed by a SINGLE warning.

Any dealer selling weapons is required to print out and post these rules in no less than three (3) visible locations in the booth. If these rules are not posted, you will be required to find means of printing and posting them, or forfeit your space:

1. Airsoft guns may not be sold in the Dealer's Room.
2. All purchased weapons must be packaged in a box that is securely taped shut at the time of purchase.
3. Individuals purchasing weapons must be advised by the dealer at the time of purchase to deposit their purchases in their hotel room or other secure location off the convention premises as soon as possible.
4. You can find the Otakon Weapons Policy on Otakon's website.

Bootleg/Piracy

Otakorp, Inc. does not allow the sale of bootleg merchandise such as fansubs, Son May CDs, unlicensed wall scrolls or similar items. Some dealers have made it a practice to distribute flyers promoting the sale of such bootleg merchandise at their stores, so that attendees could purchase items not carried at the convention. Others have offered "shuttle" service to their stores for this purpose.

Otakorp, Inc. disallows the advertising of bootleg or knockoff products/services, and "shuttle" service to other locations for the purchase of such products or services. Any violation will come with a single warning, at which time the exhibitor will be asked to remove the offending advertising and/or merchandise.

Failure to comply or a subsequent violation may result in removal from the convention and forfeiture of all fees. Conversely, advertising legitimate products and services is both allowed and encouraged.

Events Requiring Crowd Control

Any event which attracts large crowds or involves audience participation—such as a t-shirt toss, autograph line, the sale of limited-edition tickets, or a giveaway of free items—has special requirements. We request that you notify us well in advance of any plans for such audience participation events. The Dealer's Room Coordinators must be notified at least 12 HOURS before any such event to ensure the coordination of event attendees; we may request that you reschedule for safety reasons. Events may be moved or stopped if there is significant crowding or safety issues.

Furthermore, wholesale distribution of any promotional materials (including but not limited to leaflets, DVD sample disks, catalogs, and coupons) must take place at least twenty feet from the entrances and exits of the Dealer's Room.

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At The Convention

Hours of Operation

Location: Hall B-C

Operational Hours: 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. Hours are subject to change. In a situation where the following information changes and updates, an announcement will be made.

Day	Open	Close	Note
Thursday	8 AM	8 PM	Set Up
Friday	8 AM	12 PM	Set Up
	12 PM	8 PM	OPEN TO MEMBERS
Saturday	8 AM	10 AM	Set Up
	10 AM	6 PM	OPEN TO MEMBERS
Sunday	8 AM	10 AM	Set Up
	10 AM	3 PM	OPEN TO MEMBERS
	3 PM	8 PM	Break Down

*VEHICLES WILL NOT BE ALLOWED ON THE FLOOR. This includes any set up or break down period.

**Breakdown is 3:00 PM – 8:00 PM on Sunday. All loading to leave the WEWCC 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 WEWCC within time limits. If a dealer is not out of the WEWCC by 8:00 PM additional charges for cleanup will be incurred by the dealer. The dealer will be charged $500.00 per hour by Otakorp, Inc. Your cooperation is appreciated.

Check-In

Location: 9th and L (subject to change)

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. YOU WILL NOT BE ALLOWED TO DRIVE YOUR VEHICLE INTO THE WEWCC.

We will be ready to receive incoming dealers starting at 8:00 AM Thursday morning. The loading dock area can be accessed from M Street. Once you are through the WEWCC gates, you will be given directions on how to proceed. 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 and Friday 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 WEWCC 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 9AM on FRIDAY. Failure to do this will result in the forfeiture of your booth(s) and all fees associated.

Check-In Times

Day	Open	Close
Thursday	8 AM	6 PM
Friday	8 AM	11 AM

Set Up Times

Day	Open	Close
Thursday	8 AM	8 PM
Friday	8 AM	12 PM
Saturday	8 AM	10 AM
Sunday	8 AM	10 AM

Required Items for Check-In

• District of Columbia Trader’s License or
• Exhibitor’s Affidavit
• Government Issued ID

You will not be allowed to setup unless you have one of the above forms. Please bring two copies of the document (original and photocopy). Otakon will collect one at check in and the other will be displayed in your booth. Please note that we will not have the ability to make copies at the check-in booth so please have the copies made before hand.

Vehicles

• Dealers with passenger cars, minivans, pickups (up to fullsize) w/ trailers use the entrance to the docks on M Street
• At check-in you will receive directions with your booth number.
• Once you enter the docks, you will be given directions on where to go.
• You will be provided with wooden pallets to load your items onto (see packing information in your service kit) and a Teamster will move your pallet to your booth.

Advance Shipping

The WEWCC does not receive packages before the convention. Dealers may wish to ship merchandise ahead of time to the hotels where they are staying or to the decorating company. You must contact the decorating company directly for more information and a schedule of fees. You will be responsible for any and all fees if you take advantage of this service.

You will be responsible for any and all fees if your hotel charges for this service.

• Once checked in, please proceed to the Dealers Hall.
• Your freight should have been delivered to your booth by the time you arrive. If for any reason your freight is not in your designated booth, please come to the Otakon info booth so we can check with Shepard and locate your freight.

Booth Configuration

The WEWCC does not receive packages before the convention. Dealers may wish to ship merchandise ahead

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 WEWCC 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 WEWCC 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 WEWCC.

Electrical and telecommunications hookups for a fee are available through the WEWCC, and other services can be obtained from the decorating company. For more information, please see the Convention Center's Services.

Requirements from the WEWCC

• Decorations, signs, banners, etc. may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, painted surfaces, or columns in the WEWCC
• No holes may be drilled, cored, or punched in the facility.
• No sample food and/or beverage products may be distributed by exhibitors except upon written authorization of the WEWCC's exclusive catering contractor, Centerplate.
• Parking in the loading dock, service drives, and the WEWCC's employees' parking area, except for loading and unloading, is prohibited. Violators will be towed at their own expense and risk.
• All freight and exhibit material must enter the facility through designated loading docks. In no case should passenger elevators, escalators, or public lobbies be used for this purpose.
• All fire, safety, and building regulations must be strictly followed. Particular attention should be paid to the prohibitions against propane, acetylene, and other flammable materials.
• Exhibitors are responsible for the removal of all materials at the conclusion of the show.
• The WEWCC prohibits the use of normal tape on their walls and floors. No tape may be used on painted or portable walls. They have listed all approved tapes for the surfaces in the WEWCC. It is the dealer's responsibility to remove any and all tape applied to any surface and pay any damages resulting from the application or removal to the WEWCC.

Breakdown/Teardown

Breakdown is 3:00 PM – 8:00 PM on Sunday. 

Shepard will drop pallets in the hall after the dealers room closes. When you are packed and ready to load a pallet, please take as many as you need.

Once you have completed breakdown, come to the Otakon Dealers Booth to have a staff member check that you are ready. If approved, you will receive a ticket incdicating you are ready for move-out. Bring this ticket to Shepard, and they will move your merchandise to your vehicle.

You may also hand carry.

All loading to leave the WEWCC 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 WEWCC within time limits.

If a dealer is not out of the WEWCC by 8:00 PM additional charges for cleanup will be incurred by the dealer. The dealer will be charged $500.00 per hour by Otakorp, Inc. Your cooperation is appreciated.

Protection of Valuables

Otakorp, Inc. will continue its tradition of providing as secure a Dealer's Room as possible. The number of attendees and the venue make it impossible for us to offer bag check in the Dealer's Room, but convention staff will continue to monitor the room during all public hours and provide paid security overnight. Please take extra precautions in the placement of your merchandise and cash to guard against the possibility of theft.

Dealers are responsible for their own property, merchandise and money. Otakorp, Inc. and its personnel assume no liability for loss or damage including but not limited to merchandise, equipment, or revenue.

Suggestions for First-Time Dealers

Do's

• Try to carry things that people can't find at home.
• Carry a range of items: some inexpensive and some more expensive items.
• Bring a handcart to run your goods in from your vehicle. The WEWCC, Hargrove Decorating, and Otakon cannot provide handcarts.
• Bring a calculator or cash register and change. One and five dollar bills go fast, and Otakorp, Inc. does not supply change.
• Hand out flyers or mail-order catalogs and/or get an advertisement in the Program Book. It helps people find your store or Web site after the con. All physical promotions must be done from the confines of your booth.
• Bring a drop cloth to cover your table at night.
• Hand out receipts for what you sell. It helps security with potential shoplifters.
• Make cash deposits/drops on a regular basis. Hotels have safe deposit boxes for guests and there are many banks in the downtown DC area.
• Have at least two people working your booth(s). You'll need to get away from the booth at some point, guaranteed.
• Bring bottled water. There is no air conditioning during setup, and the exhibit halls tend to get a little hot. While water fountains are available, most people prefer to bring their own supply of water.

Don'ts

• Don't raise your prices because it's a convention. You'll probably be competing against other dealers for prices.
• Don't sell merchandise from your hotel room. It violates District of Columbia state law and the hotels' policies to sell merchandise from your hotel room.
• Don't sell prohibited merchandise "under the table" or "take orders" for the same that are filled at a later date. If we catch you, we will evict you.

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Tax Information

District of Columbia Sales Tax

Sales and Use Tax At Otakon

DC law requires Otakon to collect and submit a list of ALL participating vendors and exhibitors which includes their address, phone number, tax ID (SSN or FEIN), and the name of a representative to its Office of Tax and Revenue (OTR) at least 30 days prior to our event. An application for space in Otakon's Dealer's Room, Artist's Alley, or Gaming Room will not be considered complete if this information is not provided. This can be completed in your exhibitor portal upon acceptance.

Additionally, ALL vendors and exhibitors are required to individually be registered with the DC's OTR to obtain a sales tax permit before Otakon. Vendors and exhibitors who regularly sell in DC do not need to perform any additional registration. Vendors and exhibitors who are not registered with OTR and do not plan on making any other sales in DC outside of Otakon, need to register for a Special Event tax account at MyTax.DC.gov.

Setting up a Tax Account with OTR and Registering for a Special Event

For first time vendors and exhibitors who do not already have a standing sales tax permit or an account with the OTR:

1. If you have not done so before, go to the MyTax.DC.gov website and follow the process to sign-up for a MyTax.DC.gov account. Do this as early as possible as creating and validating an account may take some time.

a. A frequent question we get is regarding the NAISC (North American Industry Classification System) code. You will need to talk to your tax professional to acquire this information for your business.

2. Once you have your account, 60-30 days before Otakon, on the MyTax.DC.gov website you will need to complete form FR-500B. A link to the form can be found under "Businesses" -> "Register a Special Event - Form FR-500B"

a. The answer to Question 1 "Are you a Special Event Promoter" is: NO
b. The answer to Question 2 "Are you a Special Event Vendor" is: YES
c. Your answer to Question 3 "Are you already registered for tax accounts in DC?" is: NO
d. The event number for Otakon will be provided closer to the convention, as we cannot register an event more than 90 days away from the current date.

3. After completion of this form you will receive a certificate from the OTR in the mail.

Sales Tax at Otakon

All vendors and exhibitors will need to bring two copies (photocopies are fine) of their sales tax certificate to check-in. Otakon will collect one copy, and the other will be displayed in your booth. **Please note that we will not have the ability to make copies at our check-in booth so please have the copies made beforehand.

Per WEWCC rules we cannot allow you to set up your space unless you have your certificate.

DC's sales tax rate for tangible personal property is 6.0%.

Bag Fees at Otakon

Also, please be aware that DC law also requires the collection and remittance of a $0.05 per bag fee on disposable plastic bags for all businesses that sell food or alcohol. For the purposes of this law food is defined as: any raw, prepared, or prepackaged food product, including but not limited to candy, gum, granola bars, and bottled drinks.

Businesses are required to report and remit their net bag fee collections to OTR by completing the “Disposable Carryout Bag Fee (Net of discount)” line item on their FR800 series sales and use tax return forms.

Submitting your Sales Tax Return to OTR

Vendors who regularly sell in DC will file sales during Otakon with their normal sales tax return (FR-800). Remittance of sales tax follows the normal return schedule.

Vendors and exhibitors who do not make regular sales in DC will need to file a special event sales tax return (Form FR-800SE) by the 20th day of the month following the last day of the event. If Otakon ends in July the return is due August 20th, if Otakon ends in August it is due on September 20th.

Directions on how to file this return are at this link: How to File a Special Event Tax Return

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Conduct

While in the Dealers Room, all convention, local, state, and federal rules, policies, and laws apply. Convention rules can be found online on the Otakon website and in your program book.

Badges

Otakorp, Inc. badges must be worn at all times. Those without a badge are subject to removal from the convention without refund.

Substance Use

Smoking, including vapes or electronic cigarettes, or use of alcohol or drugs while in the WEWCC will not be tolerated. Violations will result in removal from the Dealers Room and convention with no refund.

Behavior

Please refrain from running, screaming, yelling, horseplay, or obscene language; all vendors are expected to be courteous and polite to one another, the staff, and other convention attendees.

Noise

While music or videos are permitted, please be courteous to your neighbors. If the amount of sound coming from a booth is found to be disruptive as determined by the Dealers Room staff, the vendor will be asked to lower the volume. Further noise violations can result in removal.

Photography

Photography and video recordings are permitted within the Dealers Room, provided that the person being recorded has given permission. Similarly, pictures or videos of art are allowed only with permission of the vendor. The sole exception is that photography and videography of the art show in Artist Alley is not permitted.

Signs

Vendors may not to move or tamper with Otakon signage without staff permission.

Union / Building requests

As the organizers of Otakon the coordinators/staff are your point of contact for anything involving the Walter E. Washington Convention Center and our decorator. If you have any requests or concerns outside of what is listed in these rules please contact the Dealers Room staff at DealersRoom@otakorp.org or in person at the check-in locations or Dealers Room Booth at show. Any vendor found making unauthorized requests may be charged for any extra costs, or may result in the artist being removed from Dealers Room. 

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Rules Violations and Penalties

Most issues within the Dealers Room are handled with a warning, but sometimes larger actions must be taken. Here is a general guideline for the consequences for the majority of offenses that may happen within the room.

FIRST OFFENSE - Verbal Warning

The Department Head will speak with you detailing any major concerns with regards to your display, merchandise or conduct. You will be given examples, conditions and a time frame with which you must comply. This may be, but is not limited to, removing all offending material from sight and not displaying it again for the rest of the convention. A note of this warning will be made for reference at any other time in the weekend.

SECOND OFFENSE - Written Warning

The Department Head and Exhibitions Division Director will speak with you and present you with a written warning detailing any major concerns with regards to your display, merchandise or conduct. You will be given examples, conditions and a time frame with which you must comply. This may be, but is not limited to, removing all offending material from sight and not displaying it again for the rest of the convention.

THIRD OFFENSE - Eviction

If you have already been given a written warning and have not complied in the time frame given, put any offending material back on display, or broken another rule, you may be evicted from the Dealers Room without refund.

FINAL OFFENSE - 1 Year Ban

If after being evicted from the room you are found trying to convince, or have convinced, another vendor (whether knowingly or not) to help you sell you any merchandise (whether it is the original offending merchandise or not), you will henceforth be banned from exhibiting at Otakon for 1 year. Vendors found selling your artwork will get a warning and/or could also be evicted or banned.

YEAR TO YEAR REPEAT OFFENSES

There have been instances where vendors have received multiple warnings for the same offenses over multiple years from Staff. This is an abuse of our 3 strike system and will now be considered grounds for a 1-year ban going forward. 

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Changes

Though Otakorp, Inc. and the staff retain the right to make instantaneous changes to the Dealers Room policies, every effort will be made to extend vendors the courtesy to make announcements of any changes.

As a reminder, the staff will consistently monitor and patrol the room for policy and rules violations. Any and all observed and reported violations will be acted upon. A single violation of the convention and Dealers rules and policies can potentially result in the vendor being removed from the Dealers Room and the convention at the discretion of the Exhibitions Division Director and Dealers Room staff. If an individual is removed, they forfeit all fees and will receive no refund for their table or membership. Additionally, for the safety of Otakorp, Inc. and Otakon staff, conversations between yourself and Otakorp, Inc. and Otakon staff may be recorded.