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Dealers Den Policies

FWA Vendor Policies

Last Updated : September 30, 2022

 

While unlikely, all policies are subject to change without advance notice. Policy changes may occur in response to venue requirements, state or local law, or convention function requirements.

 

Any questions concerning these policies can be sent to :

[email protected]

[email protected]

 

By purchasing space in the FWA Dealers Den, the FWA Artists Alley, or participating in the FWA Artists Alley, you agree that you have read and understand these policies.

 

Furry Weekend Atlanta General Attendee Convention Policies

https://www.furryweekend.com/attendee-policies/

Furry Weekend Atlanta Privacy Policies

https://www.furryweekend.com/privacy-policy/

 

As of 2022, the current coordinators for vendor spaces are as follows:

Kay Dracorex – Dealers Den Coordinator ([email protected])

Tommi Cat – Artists Alley Coordinator ([email protected])

 

FWA Vendor Space Definitions

Starting in 2023, the vendor spaces at Furry Weekend Atlanta have been organized into three categories in order to best meet the needs of individual vendors. All Dealers Den spaces will have access to wifi and electric power (conditions of which are TBA). Artists Alley will not have access to wifi or power.

 

These definitions do NOT necessarily mean separated vendor spaces. The location of each space will be determined in accordance to venue availability. Each vendor space will have clear signage and labeling on all FWA Maps and Applications, and will be announced at least 5 months before the convention.

  • Dealers Den : This is the general vendor hall including furry businesses, publishers, and product makers who focus on goods such as fursuits, merchandise, plushies, prints, posters, books, etc. This space also includes the Adult Dealers Den.
  • Artists Alley : This space functions similar to the Dealers Den just with a focus on artist accessibility. These tables and booths are built to be functional for commission artists who are creating art at-con as well as a focus on prints and individual made works that may want a clearer space with freelancer emphasis.There will be both Reserved tables and first come first serve tables in the Artists Alley area.

 

Artists Alley

Starting in 2023, the Furry Weekend Atlanta Artists Alley will be offering two kinds of spaces:

  • First come first serve tables, the classic Artists Alley! These tables will allow artists to set up at-will according to table availability. Artists who vend in these areas will not need to pay for tables, but they will be expected to know and follow all Vendor Hall policies.
  • Reserved tables. These tables can be applied for using the same application form as the Dealers Den, which opens on October 5th. These are single table spaces that follow all policies in this document that can be purchased before the convention, and belong to the artist through the duration of the event. Artists will not need to remove their displays at the end of the day (Reserved table areas will be secured at closing in accordance to the following policies) and will be selected by jury system by December 2022.

 

Vendor Booth/Table Sizes and Prices

 

Booth Size Space Price Includes
Artist Table 8’ x 7’ $150 1 Table, 2 Chairs
Small 10′ x 10 ‘ $250 1 Table, 2 Chairs
Medium 20′ x 10′ $450 2 Tables, 4 Chairs
Large 30′ x 10′ $650 3 Tables, 6 Chairs
Extra Large 20′ x 20′ $900 4 Tables, 8 Chairs

 

Please note that as of September 30, 2022, possible additional costs for electric power and wifi have not been posted. Additional information will be provided soon.

Table costs do not include Convention Registration or hotel accommodations.

Larger or modified spaces are available upon request. YOU MUST REQUEST UNIQUE SPACE NEEDS IN YOUR VENDOR APPLICATION! This will help us map the vendor spaces accordingly!

As of September 30th, the information available to FWA is that vendor tables are 8 feet by 2 feet and will include a tablecloth. If this changes (dependent on hotel availability) vendors will be informed several months before the event.

 

Applications for Vendor Spaces

Applications for FWA 2023 Vendor spaces will open on October 5th, 2022, and will close November 30th, 2022. THIS INCLUDES DEALERS DEN AND RESERVED ARTIST ALLEY TABLES

During this time, vendors may access the following link and fill the required application:

DEALERS DEN AND ARTISTS ALLEY PREPAID TABLE APPLICATION

 

Applications require contact information, samples of works and products, and visual samples of potential setups.

As of FWA 2018, vendors for both the Dealers Den and for the Reserved Artist Alley are selected via a juried application system. A diverse group of FWA Staff from multiple departments, demographics, and professions assist in the selection process. The goal of this system is to ensure a diverse array of goods and services for our attendees while also making it easier for new vendors to secure vending space.

Vendors as well as Waitlist Vendors will be selected early December 2022.

The Waitlist is NOT in any particular order. Vendors will be pulled from the Waitlist and offered vendor spaces based on diversity and product needs of the vendor areas. We are unable to provide an estimate as to if or when a vendor on the Waitlist may be offered space.

There will be separate Waitlists for the Dealers Den and for Reserved Artist Alley tables.

 

Portfolio

We are asking that every prospective dealer or artist submit a portfolio showcasing a selection of their goods or services. The portfolio could be pictures that show your work or links to a website that displays your work.

Adult content in portfolios is acceptable. All members of the jury are of legal age and are comfortable viewing adult material for selection.

What We Look For: 

  1. Quality:  We want to offer the best to our attendees, so we will look at the overall quality of your product.
  2. Variety:  We want to offer a large selection of products to our attendees.  We will look at diversity in your work as well as the overall diversity of products in the Dealers Den.
  3. Quantity:  In order to supply the large number of attendees we have every year, it is important that our dealers be able to provide an appropriate amount of product.
  4. Previous dealer experience: While previous experience is not necessary, if you have been a dealer with FWA or another con please let us know. If you have photos of your previous tables available, please include them with your application.
  5. Prior violations of FWA policies will also be factored into the decision.

 

Acceptance and Payment for Vendor Spaces

When accepted, vendors will be contacted via email by FWA staff. There will be a two week period for vendors to pay for their respective spaces and fill out the FWA Vendor Survey, which contains questions about vendor needs. This survey is critical to ensuring vendors requiring accessibility assistance are properly accommodated.

 

Vendors will be required to pay for their vending space no later than December 31st, 2022

Any vendors who do not respond to contact or deliver payment by the above date will forfeit their acceptance.

 

Refunds

Refunds for vendor space can be offered until February 15th, 2023.

The budget for the convention and the supplies, maps, and staffing of the vendor halls depend on vendor selection being consistent after this date. Thusly, FWA cannot offer refunds after February 15th, 2023.

For any questions regarding refunds, please contact [email protected]

 

Membership

Vendor tables do not include membership registrations. Please be advised that you will need to purchase registration separately! You will not be permitted to vend at FWA in any capacity without valid Registration.

https://www.furryweekend.com/registration/

The vendor areas will have exclusive registration at load-in, where vendors can go to pick up badges during the set up hours. This is to save vendors from needing to wait in the general registration line. Vendors will also be provided a vendor tag and bright lanyard. Each vendor will have allocated vendor badges according to their staff count. These badges are tags that must be worn in addition to the convention wristbands in vendor areas.

 

General Vendor Information

 

Space

Each table will have a table cloth, skirt, and two chairs. Each booth has a number of tables acceptable for its floorspace. If you need additional cloths (to cover merchandise), it is advised to bring your own as there may be a limit to the number of cloths provided by the venue.

We have tried to maximize the number of dealers that can attend, and, as a result, we must ask that all dealers keep the aisles clear and passages open. Stored and displayed items must not impede traffic flow, both in front of and behind tables. We have a maximum limit of two people behind each table.

Display constraints depend on the vendor booth size and area. Vendors are not allowed to extend outside their booth or table space measure.

Dealers Den vendors are permitted displays upwards of ten feet in height off the table. Tents, light displays, etc. are permitted in the Dealers Den.

The Artists Alley (including Reserved artist tables) are permitted displays up to six feet off the table. These displays are encouraged to emphasize the artist’s work and not to block or crowd surrounding artists.

 

Venue

Starting in 2023, Furry Weekend Atlanta will be expanding! The convention will occur across multiple spaces, all connected by short skybridges. The main hotel room block will open before vendor selection in order to allow vendors to acquire boarding. Additional room blocks will open between November 2022 and the date of the event, with many diverse rooms available! Traversal from the furthest end of the event to the other is about a 10 minute walk, as confirmed by the Dealers Den Coordinator. All available space has accessibility access and recommendations.

The Vendor Hall areas will be located in the Hyatt Regency.

 

The Initial FWA Room Block will open in November 2022, with an additional block opening later in 2022.

 

More information about specific vendor space locations will be provided in accordance to venue policy.

Details about load in, load out, and at-con expectations will be given directly to vendors via the vendor newsletter. This is to protect the security of vendors as well as their materials.

If you have any questions or immediate concerns, please contact [email protected].

Any issues with your room reservations should be directed to the hotel with the note that you are navigating your FWA 2023 room block.

 

Hotel

FWA Dealers Den Vendors will be ensured a hotel room at one of the FWA event hotels.

It is strongly recommended that vendors aim to acquire a room via the general room block openings, announced on the website and on twitter through the end of 2022. This will ensure that vendors acquire the room type, size, and bed count they desire.

However, if an accepted vendor is not able to acquire a room, FWA will be able to provide vendors available rooms at one of the convention hotels according to what is available. Attempts will be made to meet vendor requests for room specifics, but cannot be guaranteed.

All rooms available for vendors will be within reasonable distance from the Vendor Hall. All convention areas are within five minutes from the main event hotel, the Marriott Marquis. There is effective disability access to and through all skybridges to all areas of the event.

 

Vendor Assistants

Vendors will be permitted to have assistants/staff to accompany them in managing their booths. Furry Weekend Atlanta asks that vendors confirm their assistants names and information no less than three weeks prior to the event. Surveys will be sent to gather this information from vendors. This is to maintain security in the vendor areas and ensure we provide the proper number of vendor badges to the correct people. Vendors are limited to “one assistant per chair”, so each table will allow for two people total. This also applies to Artists Alley Reserved and First come first serve tables.

Please contact [email protected] for any questions about assistants or if you need additional accessibility or alternating assistance during the event.

It is critical to security that Vendor Hall coordinators are aware of who is meant to be in vendor areas.

 

Example:

If WawaWolfy has purchased a small booth in the Dealers Den, they can invite their friend BoogleGoogleMcSmoogle to assist them at the table. They may NOT also invite Boogle’s partner JimJams to assist at the same time. If Wawa wants Boogle and Jim to alternate during the event (Boogle helping on Friday, Jim helping on Saturday), they MUST contact the Coordinator at least 3 weeks in advance.

 

Display Guidelines and Behavior in General Vendor Spaces

Please remember that not everyone may share your tastes, and that your behavior is representative of the entire fandom. In accordance with state law, we must require that any adult material must not be displayed openly; for example, art/print dealers we request, where applicable, that two separate binders (“general”, “adult”) be kept. Additionally, any “naughty” parts of art must be covered in some fashion (Post-It notes work well for this). This satisfies State requirements about underage viewing and is discreet for purchasers. Vendors are responsible for keeping unsuitable material out of the hands of minors in the vendor areas. Minors will be clearly identifiable according to their registration.

In addition to the above rule, we have several other regulations which we ask vendors to abide by:

  • No space may be resold or transferred without permission from the Dealers Den Coordinator.
  • No loud or annoying displays will be permitted. Any loud noises will be multiplied by the dynamics of the room, so please keep audio at a reasonable volume.
  • No pirated works may be sold in the vendor areas. Anything that you sell that is not entirely your creation should have permission from all other parties before selling.
  • Free standing displays or stands may not be used in any way that causes a safety issue or clogs the walkway. If you plan on using a stand or display with your table, please inform the Dealers Den Coordinator so it can be positioned in a way as to not cause problems.
  • No weapons may be sold in the vendor spaces. Actual or replica weapons may not be sold in the vendor spaces. Prop weapons that comply with the FWA weapons policy may be sold. Please contact [email protected] if you have questions about our weapons policy.
  • No more than two people may be behind a single table at any given time.
  • Please keep your area clean and take your trash with you when you close up each night.

The Coordinators will have final say on all disputes in the vendor areas. You can appeal to a Director, but they will likely decide in favor of the Coordinator. All Furry Weekend Atlanta Policies apply.

 

Adult Dealers Den

The Adult Dealers Den will be contained in a separate area from general vending spaces. Staff and security will be posted to check both badges AND government issued IDs at entry. NO ONE UNDER THE AGE OF 18 IS PERMITTED IN THE ADULT DEALERS DEN.

 

Vendors and buyers in the Adult Dealers Den are expected to behave professionally, follow state law, and be respectful of each other and general audiences. Products purchased in the Adult Dealers Den should be bagged when in general convention spaces. FWA is an all-ages event, and while Adult materials are welcome, they must be contained appropriately according to the law.

 

Booth Sharing

Single Booths and tables may be split between two individual dealers. However, the second dealer must go through the application process just as the first dealer. Once they have been approved, the second dealer will be listed on the Convention App with their own profile if desired. Each dealer will need to apply, and can request to be seated next to another dealer.

 

This also applies to Reserved Artists Alley tables. Both artists at a table must go through the application process in order to share a reserved table.

 

 

Hours

TBD Closer to the Event. 

Dealers Den and Artists Alley will all have the same hours.

 

Internet and Power

TBD According to venue policy and availability. More information will be sent to vendors.

 

At this time, we are working with the venue to understand power and wifi availability. Once we have more information we will provide it to all confirmed dealers, please note that power, wifi, and pipe and drape requests will likely incur additional fees

 

Security and Safety

The most important part of Furry Weekend Atlanta is that everyone is safe at all times.

The vendor areas of FWA will be staffed at all open hours. When not open, vendor areas will be secured with hotel/event personnel patrol.

 

Do not, under any circumstances, leave cash or other valuables inside of the vendor areas that you may need after closing. This includes laptops, personal appliances, or medication. Once the vendor areas are closed and secured, it may not be possible to reopen them. FWA staff may not be available to assist you after hours, and hotel staff and security may not have the authority to allow you access. Please keep this in mind as you leave the vendor areas.

 

All vendor spaces will be required to comply with all security and safety policies of the convention. Violence, harassment, racism, sexism, homophobia, transphobia, and other forms of harmful behavior will not be tolerated. Products and behavior will apply and any violation of FWA policies may lead to vendor removal from the vendor spaces and convention without warning or refund.

 

Accessibility

All vendor spaces at Furry Weekend Atlanta are deliberately structured to be as accessible as possible for people of all shapes, sizes, needs, and backgrounds. It is important to us that vendors with any particular accessibility needs have those needs acknowledged and met as soon as possible. Please be sure to contact [email protected] and [email protected] if you have any particular needs in your vendor area.

 

We are happy to build these accommodations. No disability, need, or assistance is a hassle or a burden. The diversity of this fandom is what makes it beautiful and the vendor Coordinators are here to facilitate you.

If you have any questions concerning accessibility at the general convention, please contact

[email protected]

 

Communication

Starting for the 2023 event, Coordinators will use automated emails for frequent cadence to vendors as well as using the official FWA website (furryweekend.com) and Twitter (@furryweekend) to provide information, announcements, and collect feedback and vendor status. Please be sure that your email system does NOT block any furryweekend domain emails. You may receive information from the following sources:

[email protected]

[email protected]

[email protected]com

[email protected]

 

FWA is a fully volunteer staff, and the Coordinators of the vendor spaces may not immediately respond to emails. If you do not hear back from them in three business days, please attempt to contact again before escalating. Twitter is not a reliable way to contact the vendor Coordinators. If you have an issue with any of the vendor processes for FWA 2023, please contact the Coordinators first to find an effective resolution.

 

Specialized Vendor Spaces

Furry business vendors of board games and video games may be considered for vendor spaces in other areas. Please contact [email protected] for questions and details.

 

Taxes

According to the Georgia Department of Revenue, dealers at Furry Weekend Atlanta do not need to obtain Tax IDs or business licenses. Dealers at Furry Weekend Atlanta are classified as “Itinerant Vendors” under the Georgia Tax Code and will still need to deduct and report Georgia State and Fulton County sales taxes.

 

Vendors will need to fill and submit the FS-32 Tax Form at the tax rate of the event

https://dor.georgia.gov/fs-32-miscellaneous-events

 

At the time of this policy update, the tax rate for Fulton County is 8.5%

PLEASE VERIFY THIS TAX RATE BEFORE SUBMISSION OF THE FORM!

 

Vendor Coordinator staff do not have professional tax experience, and cannot provide additional feedback or assistance concerning the tax rate or forms required in Fulton County, Georgia.

Due to the fluctuating nature of a county sales tax rate in addition to a sales tax rate, it is prudent that vendors check the month of the event to ensure no additional forms or rates will be required. Forms will not be provided at the event at this time due to these possible fluctuations.

 

Adult Only Event Vendors

Additional information and policies for Adult Only Events will be available closer to the FWA 2023 event. Please email [email protected] with any questions.