NEW ENGLAND FAN EXPERIENCE, NOVEMBER 12-14, Marriott Courtyard, Tremont Street (Theater District) BOSTON, MA

We are happy to announce that the 2010 NEFanX Dealers Room has moved to the first floor!  We listened to our dealers and our attendees and moved the vendor room and autograph area to the Empire Ballroom. This is the largest fuction room in the hotel. 

The NEFanX is five conventions in one; Anime Kaiju, Science Fiction, Pop Culture, Gaming, and Science & Technology; with a focus on media, including actors, writers and other celebrities, we strive to "balance" the room through a careful review of the merchandise listed on your reservation form.

New England Fan Experience 2010 (NEFanX 2010) will be held November 12-14 at the Tremont Courtyard by Marriott, 275 Tremont Street in the heart of Boston’s Theater District. The Dealers' Room will be located on the First Floor in the Empire Ballroom, and will also contain the Artist’s Alley and Autograph Row. Access for load-in includes an alley side loading dock able to accommodate large trucks. Carts that are more than 6 feet long don’t work well in this hotel’s corridors, and should not be stacked higher than 6 feet.

NEFanX is staffed by volunteers who are members of United Fan Con, Inc., a non-profit educational 501c3 organization. In addition to celebrity appearances and professional panel presentations NEFanX's program also includes screenings of new and old films and animation, table and electronic gaming, along with our varied experience themed programming and the Art Show. (Expected program and celebrity participants will be listed on our website as soon as they are confirmed.)

Who Should Exhibit? Manufacturers, Publishers and Retail Sellers in the following areas:

 
TWO types of space are available.

1. VENDOR TABLES:  All tables are 6 feet long and 30 inches deep. Two chairs are included with each table. Two memberships are issued with the first table purchased, one for each additional table purchased. There is about three feet of a space between the table and the wall allowing for a 6’x18” back table. These spaces are approximately 6 linear feet by 6 feet deep.

2. ARTIST ALLEY: All tables are 6 feet long and 30 inches deep. Two chairs are included with each table. These spaces are close to the wall, allowing for only the artists to be seated behind the table. There is no room for a back table. These spaces are approximately 6 linear feet by 4 feet deep. All Artists Alley participants must be ready to confirm that 100% of the items they are selling were hand produced by them. Artist Alley tables do NOT include memberships.

3. AUTOGRAPH ROW: All tables are 6 feet long and 30 inches deep. Two chairs are included with each table. These spaces are close to the wall, allowing for only the guest to be seated behind the table. There is no room for a back table. These spaces are approximately 6 linear feet by 4 feet deep.

NEFanX 2010 Table Pricing

 
If you have mixed merchandise (i.e., science fiction ephemera, pop culture shirts, and anime DVDs), calculate how much space you'll be using for each type of merchandise per table. This way we will be able to better categorize you in our room balance.

The room will be locked and secured at night. Weapons and the sale of weapons must comply will all local laws and statutes. It is the vendors’ responsibility to learn what laws pertain to their merchandise.  Dealers are advised not to sell unlicensed merchandise. If complaints are received by the copyright holder, talent, vendors, or attendees the vendor will be asked to remove and discontinue selling the item. If the vendor refuses to remove the merchandise then the vendor risks expulsion from the event with no refund or recourse.

Fire codes will be strictly enforced. We cannot allow obstructions in the main aisles or the aisles between tables. If you have racks of clothing, they cannot exceed the space limitations allotted. If you purchase one table you may need to purchase a second table space that will be used for your clothing rack.

 
If your set-up is incredibly complex, write (or e-mail) us with your concerns (contact information is at the end of this letter). We do not welcome surprises, if you want to take up 10 x 10 feet of space you’ll need to purchase 3 tables on a corner, you will not be allowed to spread beyond your space. We don’t allow sub-letting or sharing your assigned space with anyone else unless you have permission from us.

Table assignments are subject to space availability and the best over-all balance of merchandise for the convention, at our discretion. Promptness is a contributing factor.  We deposit all checks and process all charges when they are received; this does not guarantee a table location assignment.  Confirmations are sent via email as soon as your payment has been processed. Please note that you may be asked to take a smaller space than you requested (with a refund) or that you might be placed on our waiting list. We will not accept Paypal payments for Dealers Room space, as we will not have your signature on file to confirm your purchase. The ONLY way to pay for a Dealers Room space is with the form, signed and mailed.

Please keep in mind that your space allocation is based on the description of your merchandise provided to us. If the merchandise you bring to NEFanX 09 doesn't match your form description, we may refuse to allow you to sell at NEFanX 09, without a refund, at our discretion. We reserve the right to restrict any display as deemed necessary by us. This can be for any reason, from safety concerns to indecency.

On the reservation form is a space for special requests, including:

1. Electricity (please specify what for and how much power it draws);

2. Location requests, such as walls, corners, islands, or straight spaces;

3. Space that you use that is not on the surface of your table(s) such as backdrops, ceiling hangings, displays, raised bookcases, etc.; and

4. Any other special information we ought to know.

 
Are you so far from Boston that vending is impractical, but you have merchandise that you know would sell well? Ask us about consigning your products. Email dealers@nefanx.com with your list.

We keep a short waiting list after all tables have been assigned. If you are willing to be wait-listed, please note this in the section on the reservation form. The deadline for registration for the Dealers' Room is October 1, 2010. Confirmations that we have received your reservation will be sent out as soon as possible after we’ve received your payment.

The hotel is taking reservations; please make your hotel reservations directly with the Tremont Courtyard by Marriott, by calling them at 1-617-426-1400 (be sure to tell them you want the New England Fan Experience rate of $154 per night), or you may make your reservations through our website. Table space does not guarantee a hotel room. Parking is currently $36/day valet & $3 charge for in-out; there is cheaper parking in satellite lots nearby. Parking can be had at the Boston Common Garage for $11 per day from 6pm Friday to 6am Monday.

Scheduling will be similar to last year's: set-up Friday 10am to 3pm; open on Friday 3-8pm, Saturday 10am-6pm, and Sunday 10am-6pm; and teardown Sunday 6pm-10pm. Additional information may be sent as the show progresses, so please be sure your email address with us is up to date. We are able to offer Thursday night move-in to a limited number of dealers (list it in special requests and we will advise you if it becomes available).

We do not refund table reservations unless we are able to resell your space. If we can’t resell your space we will hold your purchase until the next convention. This hold will only be valid for one year.
Massachusetts has gone up, 6.25% sales tax on all items except clothing, dated material (magazines), and food, which you must collect, report and pay directly to the state. For state sales tax reporting information please go to, www.mass.gov/dor or call 617-887-6367.

Please read the reservation request form carefully and be sure to complete both pages. Also, we need the names and addresses for each membership. Additional membership forms are available on the website if you have more sales staff.  If you wish to contact us please do so at the following:

New England Fan Experience
Dealer’s Room Coordinator
Joe Kindle
dealers@nefanx.com
15 Pepperidge Dr.
Shelton, CT 06484
(203) 257-9646
 
Additional information:

 
Vendors: You will receive your dealers package and memberships from the Dealer’s Room Coordinator, at the convention site.

Artists: You will receive your table assignment by the Art Show Coordinator, at the convention site, after you have checked in at the pre-registration desk and picked up your membership. Purchase of a NEFanX 2010 Membership is required prior to or at the time of purchasing your artist alley table.