Gamer Con - Vendor Guide & Information
Location: 1701 Woodroffe Ave., Ottawa - Nepean Sportsplex Halls A&B (Entrance 3).
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LOAD IN:
Once you arrive to the Nepean Sportsplex, drive around to the BACK of the building.
There are 2 ways to get into Halls A&B at the Nepean Sportsplex.
1.) Use Entrance 3 (this is the same entrance the public will use during the event hours). Through the double doors, turn left, you'll see a ramp that leads to more doors. Through those doors, the event halls are to your immediate right.
2.) From the images above, follow the red arrows in the photos. To the left of Entrance 3 is another way to load in. The double doors are kind of hidden, but for most vendors this will be the BEST way to load into the event halls. Through those double doors, the event halls is to your immediate left.
Important to note: DO NOT block any fire lanes (there is absolutely NO exception for this). If you park in a no parking spot to unload, do NOT leave you vehicle unattended. You will unload quickly while leaving someone at your vehicle and then move your vehicle to the parking lot. Most will unload by parking in a proper parking spot and carting their items across to either Entrance 3 or the side doors. Equally as important: DO NOT block the side ramp to the side entrance which includes not parking ON THE RAMP - this is just rude and will interfere with everyone who is trying to cart their items inside.
Once you arrive to the Nepean Sportsplex, drive around to the BACK of the building.
There are 2 ways to get into Halls A&B at the Nepean Sportsplex.
1.) Use Entrance 3 (this is the same entrance the public will use during the event hours). Through the double doors, turn left, you'll see a ramp that leads to more doors. Through those doors, the event halls are to your immediate right.
2.) From the images above, follow the red arrows in the photos. To the left of Entrance 3 is another way to load in. The double doors are kind of hidden, but for most vendors this will be the BEST way to load into the event halls. Through those double doors, the event halls is to your immediate left.
Important to note: DO NOT block any fire lanes (there is absolutely NO exception for this). If you park in a no parking spot to unload, do NOT leave you vehicle unattended. You will unload quickly while leaving someone at your vehicle and then move your vehicle to the parking lot. Most will unload by parking in a proper parking spot and carting their items across to either Entrance 3 or the side doors. Equally as important: DO NOT block the side ramp to the side entrance which includes not parking ON THE RAMP - this is just rude and will interfere with everyone who is trying to cart their items inside.
SET-UP:
Set up is from 3pm - 9pm on Friday, November 29th and from 8:00am - 9:30am on Saturday, November 30th. When you arrive, you do not need to check in with us. You will find the floor plan and list of vendors below. Find your spot and start to bring your items in. Once your items are inside, please make sure you move your vehicle if needed before you set up your table(s). If you have any questions, please flag down a volunteer or myself. There are NO carts available to use, so please come prepared with your own cart.
Important to note: Absolutely NO ONE will be allowed into the event hall before 3pm on Friday!
Please make sure you are ready to go by 9:30am on Saturday! If you have not arrived by 9:30am to set-up on Saturday, you may forfeit your spot. If you are a late arrival, please check in at the admission desk to see if we can still allow you to come in and set-up.
SPACE SET-UPS:
The space set-ups is based on a 6foot x 30inch table! You will have roughly 3 feet behind you to stand. There is no space between tables, so keep this in mind that other vendors will need to walk behind your table to get in and out of their own spot. Here are some key rules to remember when planning your set-up... (and please refer to the floor plan below to see where you will be located and which rules you will need to make sure you follow).
1.) If you are along the outside perimeter against the wall you might have access to power (this is not a guarantee depending on where the plugs are, but if power is important to you, then please bring an extension cord and power bar with you).
2.) If you are along the outside perimeter, you have the option of pushing your table up against the wall and/or using grid walls or shelves instead of a table. Keep in mind that your neighbours will still need to get in and out of their booths as well.
3.) If you are on the inside "blocks" and only booked 1 table, you may ONLY use your table space to set up on. If you booked 2 tables, you may remove 1 table and use a shelf or gridwall system, so long as it does not measure more than 6 feet in length. If you booked 3 or more tables, you may remove all of your tables and use a gridwall system or shelves, so long as it again measures in 6 foot lengths (3 tables is 18 feet, 4 tables is 24 feet, etc).
4.) If you are removing ANY of your tables to use alternative displays, it is VERY VERY VERY important that you line your displays up with the tables beside you so that you leave space behind your displays for yourself and other vendors to be able to get in and out of their spots when needed. To serve customers, you will need to stand behind your tables / displays (not in the aisles) so please remember this when planning your set-up.
5.) For everyone using tables - you may ONLY display on top and underneath of your tables. Your height restriction is 6 feet (please keep within this height so we don't have any accidents of products falling over). Some of you have asked about putting up small shelves or clothing racks behind your table. You may do so, just make sure to leave space for yourself and others to get in and out.
6.) For everyone using gridwall or shelves - your height restriction is 8 feet! Please make sure to properly secure your gridwall/shelves so that nothing falls over on yourselves or customers.
Extra FAQ's:
1.) Chairs - each spot will get ONE chair. There is a select amount of extra chairs available. You will be directed to where you can get an extra one if you need it. First come, first serve.
2.) Event passes. Each vendor will get 2 event bracelets. Please collect these from us Saturday morning. Please make sure yourself and helper (if you have one) are wearing them during the event.
3.) On Friday night, there is no overnight security on site (with exception of Nepean Sportsplex staff, but they are not deemed as security). However, we will be the last to leave after all vendors are gone (and will make sure that the doors are locked behind us). No one will get into the space until we arrive in the morning on Saturday. Your items will be secure overnight, but we do suggest draping a drop cloth, tablecloth or bedsheet over your stuff. It lets us and other vendors know that you have gone home for the night so if there is anything anyone wants to buy, they have to see you in the morning.
LOAD OUT:
First important rule - do not pack up before 4pm on Saturday. Second, do NOT move your vehicle closer to the side doors until you have fully packed up your booth. You will load out the same way you loaded in - using either the main double doors at Entrance 3 or the side doors. Please do not block the ramp to the side doors! Please plan to be loaded out no later than 6pm on Saturday! We have vendors who will be coming in for 6:30pm to set up for the next day's event!
THOSE STAYING FOR GEEKING OUT FOR THE HOLIDAYS - you will stay in the same spot for both days! No need to pack your items up, but we do recommend putting a tablecloth or sheet over your table so we know you have gone home for the night.
Set up is from 3pm - 9pm on Friday, November 29th and from 8:00am - 9:30am on Saturday, November 30th. When you arrive, you do not need to check in with us. You will find the floor plan and list of vendors below. Find your spot and start to bring your items in. Once your items are inside, please make sure you move your vehicle if needed before you set up your table(s). If you have any questions, please flag down a volunteer or myself. There are NO carts available to use, so please come prepared with your own cart.
Important to note: Absolutely NO ONE will be allowed into the event hall before 3pm on Friday!
Please make sure you are ready to go by 9:30am on Saturday! If you have not arrived by 9:30am to set-up on Saturday, you may forfeit your spot. If you are a late arrival, please check in at the admission desk to see if we can still allow you to come in and set-up.
SPACE SET-UPS:
The space set-ups is based on a 6foot x 30inch table! You will have roughly 3 feet behind you to stand. There is no space between tables, so keep this in mind that other vendors will need to walk behind your table to get in and out of their own spot. Here are some key rules to remember when planning your set-up... (and please refer to the floor plan below to see where you will be located and which rules you will need to make sure you follow).
1.) If you are along the outside perimeter against the wall you might have access to power (this is not a guarantee depending on where the plugs are, but if power is important to you, then please bring an extension cord and power bar with you).
2.) If you are along the outside perimeter, you have the option of pushing your table up against the wall and/or using grid walls or shelves instead of a table. Keep in mind that your neighbours will still need to get in and out of their booths as well.
3.) If you are on the inside "blocks" and only booked 1 table, you may ONLY use your table space to set up on. If you booked 2 tables, you may remove 1 table and use a shelf or gridwall system, so long as it does not measure more than 6 feet in length. If you booked 3 or more tables, you may remove all of your tables and use a gridwall system or shelves, so long as it again measures in 6 foot lengths (3 tables is 18 feet, 4 tables is 24 feet, etc).
4.) If you are removing ANY of your tables to use alternative displays, it is VERY VERY VERY important that you line your displays up with the tables beside you so that you leave space behind your displays for yourself and other vendors to be able to get in and out of their spots when needed. To serve customers, you will need to stand behind your tables / displays (not in the aisles) so please remember this when planning your set-up.
5.) For everyone using tables - you may ONLY display on top and underneath of your tables. Your height restriction is 6 feet (please keep within this height so we don't have any accidents of products falling over). Some of you have asked about putting up small shelves or clothing racks behind your table. You may do so, just make sure to leave space for yourself and others to get in and out.
6.) For everyone using gridwall or shelves - your height restriction is 8 feet! Please make sure to properly secure your gridwall/shelves so that nothing falls over on yourselves or customers.
Extra FAQ's:
1.) Chairs - each spot will get ONE chair. There is a select amount of extra chairs available. You will be directed to where you can get an extra one if you need it. First come, first serve.
2.) Event passes. Each vendor will get 2 event bracelets. Please collect these from us Saturday morning. Please make sure yourself and helper (if you have one) are wearing them during the event.
3.) On Friday night, there is no overnight security on site (with exception of Nepean Sportsplex staff, but they are not deemed as security). However, we will be the last to leave after all vendors are gone (and will make sure that the doors are locked behind us). No one will get into the space until we arrive in the morning on Saturday. Your items will be secure overnight, but we do suggest draping a drop cloth, tablecloth or bedsheet over your stuff. It lets us and other vendors know that you have gone home for the night so if there is anything anyone wants to buy, they have to see you in the morning.
LOAD OUT:
First important rule - do not pack up before 4pm on Saturday. Second, do NOT move your vehicle closer to the side doors until you have fully packed up your booth. You will load out the same way you loaded in - using either the main double doors at Entrance 3 or the side doors. Please do not block the ramp to the side doors! Please plan to be loaded out no later than 6pm on Saturday! We have vendors who will be coming in for 6:30pm to set up for the next day's event!
THOSE STAYING FOR GEEKING OUT FOR THE HOLIDAYS - you will stay in the same spot for both days! No need to pack your items up, but we do recommend putting a tablecloth or sheet over your table so we know you have gone home for the night.
WIFI:
There will be Free wifi onsite. You will just need to log-in as a guest. No password necessary. If you are having an issue with logging in, please see someone at the admission desk for help.
PLEASE TAKE NOTE: Rogers cell phones is the ONLY cell phone provider that does not work within the Nepean Sportsplex. Be prepared if you use that service provider. All other cell services work.
There will be Free wifi onsite. You will just need to log-in as a guest. No password necessary. If you are having an issue with logging in, please see someone at the admission desk for help.
PLEASE TAKE NOTE: Rogers cell phones is the ONLY cell phone provider that does not work within the Nepean Sportsplex. Be prepared if you use that service provider. All other cell services work.
GENERAL RULES / INFORMATION
- This is a gaming convention, therefore, a minimum of 80% of your space MUST be game related (as in originated from a video game, board game, etc). The other 20% is encouraged to be "grey area" (example: TMNT, Spiderman, Star Wars, Lego, etc).
- Out of courtesy of the other vendors, the organizers and shoppers, we ask that you do NOT pack up early.
- For those who have requested electricity - please come prepared with an extension cord and power bar. Electricity is only available to those on the outside perimeter.
- Absolutely NOTHING can go outside of your allotted table space. If you have decided to use gridwalls or shelves, please make sure they align up with your neighbours spots so that there is space for others to walk behind your set-up (especially if your in the middle "blocks".
- Garbage - please keep your area clean of garbage. Do NOT leave any garbage in your booth after the event is over. This includes zipties used for displays. Anyone leaving garbage behind at all will simply not be asked back to future events. Garbage and recycling cans will be on site and easily accessible for everyone to use. Please take empty boxes home with you - do not leave them for the Nepean Sportsplex (or us) to deal with.
- FAKES: Absolutely NO fake Pokemon cards - this includes re-sealed (opened) packs of Pokemon cards. If you have any of these at your table you will be asked to remove them. If we receive a complaint after the event, you risk not being invited back for future events. For anything else, we ask that you very CLEARLY have a sign that states they are a "reproduction", "knockoff" or "unbranded".
- If you have any problems at all during the event, please flag down a volunteer.
ADVERTISING:
Below is the Facebook event page. We ask that everyone please share it and invite your friends, family, customers & neighbours. https://www.facebook.com/events/8555597414533233
At the bottom of this page, you will find a poster - this is sized to be used on both Facebook and Instagram. Please save it and share it around.
Below is the Facebook event page. We ask that everyone please share it and invite your friends, family, customers & neighbours. https://www.facebook.com/events/8555597414533233
At the bottom of this page, you will find a poster - this is sized to be used on both Facebook and Instagram. Please save it and share it around.
FINAL NOTE:
If some of the above seems odd to you for us to mention, please know that if it's in the vendor's guide, it's likely because SOMEONE has asked or tried to bend the rules. We promise we are easy to work with, so we recognize the above is a LOT - especially for a one day event, but it's meant to keep things running smoothly. So, we hope you took the time to read it over and if you have any questions that is not covered above or need clarification, please email us.
If some of the above seems odd to you for us to mention, please know that if it's in the vendor's guide, it's likely because SOMEONE has asked or tried to bend the rules. We promise we are easy to work with, so we recognize the above is a LOT - especially for a one day event, but it's meant to keep things running smoothly. So, we hope you took the time to read it over and if you have any questions that is not covered above or need clarification, please email us.
