TIDEWATER COMICON EXHIBITOR DETAILS

LOCATION:

Virginia Beach Convention Center
1000 19th St
Virginia Beach, VA 23451

EVENT HOURS:

Saturday June 28th 10am-6pm
Sunday JUne 19th 11am-5pm

LOAD-IN LOCATION:

At the rear of the Virginia Beach Convention Center (marked above with a red star) is a security booth. They will let you into the loading area.

Rear of Hall B there is a check-in table for you to sign in and begin setup. During setup, your helpers will not need a wristband but during the event everyone in the hall needs a wristband.

UPDATE
Exhibitors will receive wristbands/badges at the time of check-in and they must be worn for the duration of the show. Please be aware that broken/cut/lost bands will incur a replacement fee of $25. Cash only.

Once you are loaded in (not fully set up but you have your materials in the building) you must move your vehicle out of the loading zone and into the parking lot.

No exceptions, the venue will (and has) towed folks so please do not do this. We have no power to assist on this.

The staff will show you to your spaces. All spaces are marked and NOT to be moved. As a reminder, the floor managers and volunteers are there to help but are prohibited from bringing in your supplies or working your booth. Be sure to bring any carts, dollies, or load-in help you may need to set up.

LOAD-IN TIMES:

Friday 12pm-8pm
Saturday 6:30am-9:30am
Sunday 9am-10:45am

NOTE: Anyone not loaded in by 9:30am on Saturday will not gain entry to the event and no refund will be issued.

Your space will be made available to an exhibitor on the waitlist. Those are the folks you see by the backdoor.

We encourage everyone to be ready to go when the doors open so you are available to guests for sales. Late exhibitors will be noted as this reflects poorly on the exhibitors and the event.

Parking can be tricky towards show time, please show up early to avoid last-minute obstacles.

BOOTH NUMBERS

All booth assignments are currently labeled TBA, meaning To Be Announced. We will no longer be posting the exact booth numbers until check-in.

Why?
The biggest reason for this is that most cancellations occur in the final 2 weeks before the show. Causing us to move things around repeatedly behind the scenes.

When someone cancels, everyone will “MOVE UP” to fill the empty slot. Then, any wait list exhibitors will fill in at the end of the line.

This is both simple and incredibly fair. Last minute additions won’t “fill in” the closest spots.

Once at the show, you will receive your booth number, which will be THE BEST up-to-the-minute spot.

This does not mean the earlier you show up, the better your booth, though we do encourage everyone to get to the show early.

PARKING

Parking is free but very limited.

We recommend arriving early on Saturday so you can easily find a spot.

This is important so we are mentioning it TWICE:
You can load in first behind the building but after you load in you MUST move your vehicle to the side of the building for the remainder of the day.

Behind the building is temporary parking and they will tow you if you leave your vehicle there without a permit pass.

LOAD IN REMINDERS

• Staff and Volunteers CAN NOT assist you in moving.
• Carts are available through the convention center but are limited, if you absolutely need one to transport your merchandise, it is recommended you bring one.
• Badges and Wristbands will go out on the mornings of load-in. No extra badges will be issued.

EXTRA WRISTBANDS

You can purchase extra exhibitor wristbands for $25 a piece, Max of 2 per exhibit space. These wristbands are for helpers ONLY. You may purchase these at check-in during the load-in times listed above. Cash only.

If the person you need a wristband for is not present, you will give their name and they can collect it from the box office. No loose wristbands will be given out.

Any additional passes must be purchased for full price at the box office.

PLEASE NOTE: You cannot purchase extra badges, just wristbands.

The Check-in tables will close at 9:30am on Saturday. No additional wristbands will be sold at that point.

LOST/SNAPPED/BROKEN wristbands can be replaced at $25 a piece. We encourage you to not lose, snap, or break your wristbands.

NO SHOWS

It’s not fair (and honestly rude) to no show on the event. If you no show, you will be unable to exhibit at the show for 2 years.

If you message us saying you can’t make it and we can find a replacement in time, you get a 50% refund, so it’s in your best interests to let us know you can’t make it.

LATE ARRIVALS

We understand that there may be traffic or some kind of emergency that keeps you from getting to the show on time.

If this happens you CAN NOT enter through the front doors of the show.

There will a phone number on the back door of HALL B for the floor manager to come let you in.

ELECTRICITY AND WIFI

If you need electricity or Wifi services you can purchase it here
https://www.visitvirginiabeach.com/convention-center/exhibitor-services/

PLEAST NOTE: We are aware that the fees for this are high and that in the past it has been unreliable. Any issues with the WiFi need to be directed to the WiFi provider Smart City, not the staff.

CONVENTION CENTER GUIDELINES

-No Outside Food Or Drink.
-No Parking in the Load-In Zone. Once you have unloaded you must move your vehicle to the side of the building or they will tow you. They will be enforcing it this year.
–Take ALL trash with you when you leave. Any spaces not left clean will be subject to a fine from the convention center.
-No Adult Materials.
-No Fireworks.
-No Weapons.
-No Firearms.
-No Bootleg merch.

If you are caught breaking these rules by the venue, they will eject you from the event without a refund.

EXHIBITOR SPACES

A great example of setting up in Artist Alley from Mark Mariano!

Don’t forget the essentials:
– Decorate your space. BRING A TABLE CLOTH
– Change for cash sales
– Any tech you need for credit/debit sales

And from our surveys this fan suggestion:
Engage with the attendees, please don’t bury yourself in your phone. This weekend is for you to make sales and build your fanbase.

IMPORTANT REMINDERS ABOUT ARTIST ALLEY SPACE

Artist Alley Spaces are not 8x10s. You are given one table, two chairs, two passes, and have some space (typically 2 ft behind you for signage, etc.)

We REQUIRE enough space behind Artist Alley exhibitors for other exhibitors to move easily in and out of the area as needed.

Table Splitting is not allowed. Each table should be for one creator and one assistant only.

No more than 2 people behind your table at any time. If you have a friend that wants to sit with you they can swap with your assistant, etc. But at no time should you overcrowd your space.

There are to be NO giant displays (if you are unsure please ask), large racks, shelving units, behind you.

We are asking everyone to fully follow the guidelines at all times, be kind and considerate to your neighbors!

Thank You!

ARTIST ALLEY EXAMPLE

As an example, this model shows you how the Artist Alley area will look.

All Artist Alley tables are flush (side by side) with no gaps inbetween).

Attendees will not be allowed behind your table to shop. The basic rule is, if it fits on your table it’s good to go.

A banner or some small display piece is allowed behind your table but there must be enough walking space (shown in blue) for other exhibitors to get in and out. Venue staff will be by to make sure everyone is complying with these rules.

VENDOR SPACE EXAMPLE

Exhibitor Spaces are 8×10 and can not be “nudged out” for additional space.

In the center of exhibitor sections are power drops. These must remain accessible at all times.

Meaning, plan accordingly to give yourself room to walk in and out. Don’t box yourself in with tables. If you encroach into another exhibitors space or into the walkways you will be removed from the event without refund.

You can build UP with your displays to 20ft. But they MUST be secured. If anything falls on yourself or anyone attending the event, any injury or damage will be your responsibility.

Vendor Aisles include one 6ft table.
Vendor Corners include one 6ft, and one 8ft table.

LOAD-OUT

Load-Out begins at 5pm when the doors close on Sunday. Exhibitors can be packing up at close, but cannot exit the hall until the hall is cleared of exhibitors and the bay doors open.

Loading Dock Masters will direct traffic and parking during load out.

PROMOTIONAL GRAPHICS

Graphics posted closer to the show.

Please post our Come See Me At graphic to tell people you’ll be at the event.

For those of you a little more artistic, you can use the logo to decorate your own announcement. Please do not use the logo in any negative, distasteful, or misrepresenting way.

THANK YOU!!

We extend our heartfelt gratitude to both our returning and new exhibitors for being a vital part of this year’s show! It’s incredible to realize we’re celebrating our 10th year, and much of our success is owed to every one of you! <3

Our dedicated staff, volunteers, exhibitors, and attendees are putting in immense effort to make this year’s Tidewater Comicon the best one yet!

If we don’t get the chance to express it in person at the event, we want to convey a big THANK YOU for being integral to Tidewater Comicon and for being cherished members of our special family!