RCFM Dealers’ Den
Vendor Rules and Regulations
Welcome to the Dealers’ Den at RCFM Lucky 8! We are glad that you are interested in being a vendor with us this year. If you need any assistance, or have any questions regarding the Dealers’ Den, please contact Yoken at: yokenlynx@gmail.com
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This page will be updated as often as necessary in order to bring you any new information regarding the Dealers’ Den at RCFM Lucky 8. Please read all of the information on this page carefully, as it pertains to all vendors.
A major change over previous years is that you must be registered and completely paid (registrations and tables, please) no later than May 1, 2010. Registration for tables will not be accepted after this deadline. This is so that everything can be prepared and ready to go before you arrive, ensuring that you have a smooth and successful weekend.
Hours of Operation:
Thursday May 27th:
- 8:00pm – 11:00pm Vendor Setup (Vendors and Assistants Only)
Friday May 28th:
- 9:00am – Noon Vendor Setup (Vendors and Assistants Only)
- 11:00am – 11:30am Vendor Meeting (Mandatory)
- Noon – 5:00pm Open for Business
Saturday May 29th:
- 9:00am – 10:00am Vendor Setup (Vendors and Assistants Only)
- 10:00am – 5:00pm Open for Business
Sunday May 30th:
- 9:00am – 10:00am Vendor Setup (Vendors and Assistants Only)
- 10:00am – 5:00pm Open for Business
- 5:00pm – 6:00pm Vendor Breakdown (Vendors and Assistant Only)
If you are a returning vendor, please note that we now have set-up times scheduled for Thursday night. This will give us all a chance to set-up early and not have to be up so early on Friday morning.
Also, you will be able to check-in and pick up your badges and con bags at this time. That’s right … we finally convinced registration staff to join us for a special Dealers Only Registration in the Den on Thursday night.
You will not be allowed into the Den on Friday morning unless you have already been to registration and picked up your badge.
Dealers’ Den Decorating Contest:
We will have a decorating contest this year! All tables in the Dealers’ Den are eligible for fantastic prizes. The Grand Prize being 2 complimentary tables and registrations for RCFM 2011! This year’s theme is: RCFM Lucky 8 – the number 8 is a lucky number in most Asian cultures, and we’re not culture specific – so any Asian culture that you like. So dress up your tables, yourselves … and anything that stands around you and is still long enough … and staff and attendees will be judging all day on Saturday … so bring out your best!
We’ve got some great plans on how to decorate the ballrooms too … if you have any ideas or suggestions, please feel free to contact Shiro and let him know; and he’ll be more than glad for you to help him on Thursday night too.
Sales Tax Collection:
The Rocket City Fur Meet, Inc., herein RCFM, is required to collect and remit Alabama State, Madison County and Hunstville City sales taxes totaling 8.00% on every item sold in the Dealers’ Den, Artists’ Alley, Art Show and Charity Auction. In an effort to simplify this for our vendors and artists, RCFM will provide and enforce a central cash register system. There will be a cash cage, to ring and pay for all sales, available to all persons during the operation hours of the Dealers’ Den. Sales in the Artists’ Alley will be limited to the same hours of operation as the RCFM Dealers’ Den.
The RCFM Dealers’ Den Manager, or an appointed associate, will staff the cash cage at all times.
All sales must go through the cash cage. At that time, sales tax will be added to the subtotaled purchase amount and the money for the sale and taxes will be collected from the buyer. Sales tax collection will, in no way, affect the monies paid to the vendor. Any vendor or artist who is found to be selling merchandise “under the table” or outside of Dealers’ Den operation hours, will have their attendance badge removed and will be escorted out of the convention space.
Vendors and artists will be supplied with purchase order slips to fill out for each purchase. The purchaser must then go to the cash cage to pay for their items. After the sale is completed, the purchase order slip will be validated and the buyer will present this validated slip back to the vendor or artist to collect their merchandise. Vendors and artists are not to release any merchandise without this validated slip. Vendors or artists found to be releasing merchandise without a validated slip will have all sales privileges revoked for the duration of RCFM Lucky 8. RCFM is required to collect sales taxes on any item that is sold at their event. This includes, but is not limited to: commercially available products, original artwork, commissioned artwork, comics, videos, services, gifts, garments, and items purchased in the Charity Auction. Registration fees for the attendance of RCFM are the only non-taxable items.
Payment Methods accepted at RCFM:
The RCFM Dealers’ Den will accept the following methods of payment: Cash, Visa and MasterCard. Discover, AMEX, and checks will not be accepted. All credit card transactions will be processed by RCFM.
Vendor and Artist Payout Information:
Vendors will be paid for their cash transactions on the following morning of the business day. For example: your cash receipts for Friday will be paid on Saturday morning, your Saturday cash receipts will be paid on Sunday morning and your cash receipts for Sunday will be paid on Sunday night.
ALL CREDIT CARDS RECEIPTS will be paid, lump-sum, in the form of an RCFM business check on Sunday evening. In the event that you are not available to stay to collect these monies, they will be mailed on Tuesday morning to the address on record.
If you have any questions, please contact Shiro.
Table Information:
Tables in the Dealers’ Den are approximately 72” x 36”. Please plan accordingly when purchasing your tables. Extra tables will not be available during the convention.
Table costs for RCFM Lucky 8 are listed below:
- Single Table: $40.00
- Double Table: $55.00 (Save $25.00!)
- Triple Table: $85.00 (Save $35.00!)
- Quad Table: $100.00 (Save $60.00!)
Please be advised that Dealers MAY NOT share table space. Each vendor is required to purchase his or her own table for the weekend. There shall be absolutely no exceptions to this rule.
Space Limitations:
The RCFM Dealers’ Den Manager and his assistants will do their best to provide as much table space as possible for all registered vendors while maintaining the aisle spacing required by the Madison County Fire Marshall. We ask that all vendors contain their wares to behind or under their tables and keep all aisles free and clear of any debris or merchandise. Do not place items in front of your table at any time. We also request that vendors limit the number of persons behind each table to a maximum of two (2) at a time.
Electricity and Wall Space:
There are a limited number of tables that have access to wall space or electricity. You will be able to request these items when registering your tables. You will be required to provide your own electrical cords. Also, all cords that cross public paths MUST be securely taped to the floor using painter’s tape (the blue tape available at Home Depot or Lowe’s in the paint aisle). Do not use duct tape as it can damage the floors. Any damages created by using the wrong tape will be the sole responsibility of the offending vendor. Any electrical cords that cross a public path must be approved by the Dealers’ Den Manager or one of his assistants prior to installation. Also, if your cord passes behind or beneath another vendor’s table, please be courteous and ask permission before running your connection. Vendors are also encouraged to share power strips so as to conserve outlets and allow other vendors access to electricity.
Wall space will be assigned on a first-come, first-served basis. Please understand that all attempts will be made to accommodate these requests.
Guidelines on the Appropriate Display of Materials:
Most items may be sold in the RCFM Dealers’ Den provided that such items are not illegal in the State of Alabama, County of Madison and City of Huntsville. The following items are not allowed: pornography, pornography involving minors, firearms, other restricted weapons and electronic items (they require a special license that we do not have). Yiffy art IS acceptable. Also, vendors must make certain that no materials containing excessive violence or sexually explicit items are available to minors at any time. All adult artwork must be kept in a clearly marked binder. Adult art in-progress must be as concealed from view as possible. Occasional sweeps of the Dealers’ Den areas will be made by convention and hotel staff to ensure compliance. Post-It Note cover-ups are not acceptable! If in doubt, ask the buyer for ID. Should it come to the attention of the Dealers’ Den Manager that a vendor has been selling sexually explicit materials to a minor, that offending vendor will have their attendance badge removed and will be escorted from the convention space. Ejected vendors will be ineligible to participate as a vendor at RCFM for a period of not less than one year. There will be absolutely no exceptions to this rule!
No pirated materials are allowed at RCFM. Reproductions of commercial media such as Disney, Warner Brothers and Twentieth Century Fox, Pixar or any other materials that violate copyright laws will not be allowed. All materials must be either owned by the vendor or approved for sale by the owner of the material. Compilations of artwork must have the approval of the originating artists; publications where artists have previously approved the appearance of their art are the only exception. Vendors who normally sell items such as comic books or other collections will be allowed to do so at RCFM provided they show proof that they are legally authorized to do so (in either a retail setting or via the internet.) Anyone found to be selling copyrighted materials that they do not own the rights to, will have their attendance badge removed and will be ejected from the convention. Ejected vendors will be ineligible to participate as a vendor at RCFM for a period of not less than one year. There will be absolutely no exceptions to this rule!
The selling of weaponry or potentially dangerous items is allowed within the confines of the Dealers’ Den, however all responsibility for injury due to the handing of such items will fall on the vendor. The Rocket City Fur Meet, Inc., Thorn Network Solutions, Element of the Paw, Inc. and the hotel owners and management companies will not be liable for any items sold or purchased at RCFM. All items of a dangerous nature MUST be wrapped in a protective manner and immediately removed from the hotel to a private vehicle. If you would like the sale to be escorted by convention security, please inform the nearest Dealers’ Den employee.
The Dealers’ Den Manager will have the final say over what is and what is not appropriate for sale in the Dealers’ Den.
Again, thank you for your interest in the RCFM Dealers’ Den!