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We’re glad you’re interested in joining one of the largest and most unique Video Gaming based events of it’s kind! NEOVGCON is both a convention and a sale, providing our attendees with entertainment, exhibitions and great deals as well! Our focus is on Video Gaming, both classic and modern, from the 70’s to today and we’ve got over 10,000 sq. ft of space to show it all off...
NEOVGCON Vendors/Exhibitors receive the following benefits:
Booth Space to display your Exhibit, Merchandise and Displays. Booth contents must preferably be at least 50% directly related to some form of Video Gaming, but this includes a wide variety of things such as;
PC’s and PC Accessories, HDTV, SDTV and Multimedia Displays, Audio/Video Systems and Accessories, Simulators, New & Used Video Game Sales, New & Used Video Gaming Consoles & Accessories, Specialty Video Game systems/displays/accessories, Classic Video Gaming merchandise, Arcade video gaming equipment, CD/DVD Hardware and Supplies, Printers/Printing Supplies and Interactive Displays involving Video/3D, etc. but if you’ve got something you think could fit don’t hesitate to tell us about it!
[Prohibited items for Sale include, but are not limited to; Illegal Items (firearms, items requiring hazardous or specific special permits to sell or those against the Law at the Event Hall), questionable items (such as hacking tools, system mods listed as illegal and 'archived' software [not the original CD/DVD/Disc]), "adult oriented" items, and food and drinks. Energy Drink vendors should contact us as we can include your merchandise!
Inclusion of your Promotional Flyer/Coupon/Material in our ‘goodie bags’, being distributed to at least the first 3,000 attendees. We ask all Vendors to provide or have available more copies of distribution materials to prepare more goodie bags at the Event Hall. All submissions MUST be provided to NEOVGCON at least 24 hours prior to the Event to guarantee inclusion! We must prepare at least the initial bags in advance.
Goodie bags are being provided courtesy of GameStop, very large bags so they’ll be tons of room for your promotional materials given to attendees when they arrive and as they walk through the Event Hall!
Display of your Company Logo along with a link to your website, which will remain for at least six (6) months from Day of Show under our Vendors and Sponsors (if you are on sponsorship level) pages.
Your Company Name and basic contact information published in our Convention & SuperSale show program if you pre-register prior to Friday, March 14th, 2008. And the ability to have your literature distributed by NEOVGCON staff to Attendees when they arrive in ‘goodie bags’ we’ll be passing out at the main entry door/check-in table.
Table Provided - Your package will include one (1) table of 6’ or 8’ in size depending on your package you may be provided more. Optional additional table rental is available and you are allowed to bring your own as well but we ask that you advise NEOVGCON in advance for approval. Tables/Displays brought in must be in presentable and clean condition and you will be responsible for additional charges for skirting if required, all tables used in booth space on a ‘frontal’ side (side exposed to the Public) must have black skirting. Table supply IS LIMITED! So make sure you reserve your booth space quickly and early to be guaranteed tables!
Vendors may request to choose their location, but NEOVGCON Directors have the final decision on table reservations and Vendor/Exhibitor locations.
Every booth space will come with a maximum of two chairs. Additional chairs can be rented in advance, you may bring your own chairs but no ‘lounge’ or outdoor chairs will be acceptable. Chairs brought in must be in presentable condition, preferably folding chair style. There are no curtains or backdrops available, you can provide your own but it must be approved by NEOVGCON Directors prior to the Day of Show. You may not affix anything to the walls, floors, aisle ways or any building structure that may cause permanent damage. See Contract for details.
Electrical and other Utilities: You booth comes plain, full electrical is available for a flat-rate for the weekend. You will need to bring your own extension cords for your displays and power strips. Cords & Strips MUST be in good condition, no frayed or broken wiring, no cracks or exposed parts. All power strips should have a circuit breaker/surge protection in them to help prevent against problems, but NEOVGCON is not responsible for any damages caused to your equipment/displays due to faulty wiring of any kind.
NEOVGCON Show & SuperSale Schedule
Vendor Setup: Friday, March 21st, 2008, from 7:00 AM - 9:30 AM. Only Booth workers will be permitted in the Event Hall, extra help for setup MUST be out by 10:00 AM. See Contract for full details. NO sales during this time! NO attendees allowed in.
Day of Show Times:
Friday 21st: 10:00 AM - 10:00 PM (No early entrance/sales permitted)
Hall Closes 10:00 PM SHARP!
Event Hall lock down - 11:00 PM SHARP!
Saturday 22nd: 9:00 AM - 11:00 PM (No early entrance/sales permitted)
Hall Closes 11:00 PM SHARP!
Event Hall lock down - 12:00 AM SHARP!
UPDATE: Thanks to the cancellation of the next day’s event for us, teardowns can now happen on Sunday! You can remove what you’d like Saturday night and make arrangements for entry on Sunday to finish it all up.
Breakdown: Starts at 11:00 PM on Saturday 22nd - NO EARLIER! (No attendees will remain.)
Vendor Registration
Vendors can register by calling the NEOVGCON Show Office at (216) 220-5305 and following the instructions on the menu OR you can download a Contract here online and either fax it to the same # or complete and e-mail a signed copy to us. If you e-mail/fax your Registration, we still need the hardcopy version mailed or delivered to us before the Day of Event. Once we receive your completed contract, we will then assign your booth space and work with you to arrange extras such as tables, chairs, power, etc..
Payment for Booths & Extras
All booths reserved on or before March 14th, 2008 must be paid for, which means the payment must clear our bank on or before March 18th, 2008. If your booth is not paid for by close of business on March 18th, 2008, they will go into the pool of open booths and will be issued on a "first come, first served" basis up until the Day of Event at 8:00 AM. If you wish to complete payment after March 7th, 2008, please see the Contract for specific details, terms and conditions.
You will receive a confirmation e-mail from us when your payment clears. In all cases, the canceled check and our confirmation e-mail of payment is you receipt. Please see the Contract for complete details on cancellations, late payments and refunds.
You can reserve a booth space with a nonrefundable deposit of 50% of the booth space fee or you can get a 10% discount by paying for your booth space in full! Extras such as tables, chairs, electrical hookups, etc. will be billed separately to you directly prior to the Day of Show and MUST be paid prior to the Day of Show! We’re here to work with you, so call us to discuss space sizes, display options and payment arrangements.
You may not pay for booths or any expenses over $50 on the day of the show by personal check and we prefer not to accept a business check that day as well. Cash or (more preferably) USPS or MoneyGram Money Orders only! If your business check is accepted, you will be subject to a $25 processing fee payable at that time and if for any reason the check is NSF/uncollectable you will be subject to a $50 NSF administrative fee and all costs related to the recovery of the balance due.
Check-In and Registration
When you arrive on Friday, March 21st, 2007 BEFORE 9:30 AM, you are required to check in at our main entry tables. This includes confirming your Registration, payment of all fees due and pickup of Entry Passes for your booth workers. Only load-in workers will be allowed to enter when you check-in, all of them must be registered and display special entry passes valid until 9:45 AM Day of Show on Friday. Past that point only booth workers with proper nametags and wristbands will be allowed to remain or be admitted to the Event Hall.
If you do not check-in, you will not be granted entrance to the Event Hall. This includes any setup assistance and booth workers who may arrive early! They will have to remain outside, not in the Hotel Lobby or hallways, until you have properly checked into the NEOVGCON event.
Security at Event Hall
While on the grounds of the Event Hall, all booth workers will wear a nametag you provide and a valid entry wristband. NEOVGCON will provide nametags if required at an additional cost. Anyone without these will be considered an Attendee and will be required to have a proper entry wristband. Anyone without any of this will be required to pay an entry fee or removed from the Event Facility.
NEOVGCON will have Security personnel present, but will not provide monitoring service for any specific booth or display (unless unattended and prior arrangements have been made). Their role is primarily to ensure Attendees and Vendor/Exhibitors are properly ID’ed as well as general theft prevention and crisis assistance. You are required to provide your own safety for your equipment, display area, workers and merchandise. Please see the Contract for complete details.
Anyone on the Event Facility grounds, inside or out, who provides security or monitoring services for you must be in full compliance with Ohio and Cuyahoga County Laws regarding security and safety devices. We do not permit weapons of any kind inside the Event Hall and if you carry one on the Event Facility grounds you must notify us immediately.
NEOVGCON Sponsors
Vendors are not required to donate any door prizes, etc. But we do have customized packages that include prime booth space, prime placement on our marketing materials and pre-show promotional advertising and more! Contact us for complete details.
NEOVGCON Supporting Vendors
We realize that Cleveland is pretty far for some Vendors/Exhibitor to attend, yet they'd like to support or participate and receive all of the benefits of being there. Please contact us! We’ll be happy to work with you for a possible Sponsorship role in the event and we can even work with you to provide a custom setup package that allows you to ship us a display that we’ll set up for you (for a fee, of course) and allow our Attendees to see, touch and feel your products or services without you being there! Short on Staff? No problem! We also have access to a group of booth workers that we can have show off your product/service in your unattended booth as well. We can even provide some if you need it for your attended booth!
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