Head of the Dealer's Room, and Advertising

 

Dealer's Head duties:

Tables usually are sold as singles, doubles, and triples. The cost of each *can* go up as you hit several time brackets, the same as admission to the con itself should...but you may want to make it a standard rate. Dealers to conventions as small as the Gathering have been notoriously hard to solicit, namely because the attendance is so low that they risk losing money rather than making it, and most don't want to take that risk- especially with a convention they've never participated in before.

Tables should be in your hotel contract to be supplied for no extra cost. Let your Hotel Coordinator know how many are needed (remember, the art show may have tables too), and it is then his or her job to ensure that the Hotel provides them. Before selling table spaces, figure out how many can reasonably fit in the space provided for your Dealer's room. Remember that people need plenty of room to walk, and the tables need to be far enough out from the walls that chairs and merchandise can fit behind them easily. Also bear in mind that some Dealers have portable booths; the cost of the space is the same, but they may not need an actual table.

It is your job to finding good people/companies to come deal merchandise at your convention, and arranging for them to sign the contracts neccessary for doing so, that they understand the payment, as well as the dates and location of the con, and the hours they will have available to sell their wares.

Contrary to popular belief, DEALERS WILL *NOT* COME TO YOU. You will have to have someone in charge of the Dealer’s Room, and that person will have to GO OUT and sign dealer’s to the con. This person should also expect to spend time on both the phone and conversing through email. 4 to 10 Dealers is a good number to have, at least for the typical size of the Gathering. Think about the dealers at the last cons you attended. What worked best? Usually, a weapons / leather armor seller (big fantasy swords and such) is good to have. Also, people selling movie posters, anime, costume makeup, clothes (like Rennaissance gear), jewelry, and gargs merchandise. Alter said suggestions to fit your needs. Go out and find the people who sell these things. Talk to the managers. Make them come. Then advertise the hell out of your con so you get enough attendees to make both the business of the con and the dealer’s go well, so as to get these dealer’s interested in paying for tables at next year’s con. A Volunteer needs to be at the Dealer’s Room at all hours, at least, all hours that the Dealer’s Liaison is not present. Said staff member should be allowed time to enjoy the con as well, at least after all the Dealers settle in.

Provided that the room itself is large enough, it is sometimes a good idea to Combine the Art and Dealer’s rooms, putting the art at the back so 1) it is harder for the thieving minded to leave the room with it, and 2) attendees will have to walk past the dealer’s to get to it, which the dealer’s will appreciate. Again, it is one less door that security has to keep an eye on.

On site, you are the liaison for all the Dealers, and as such will have to spend a fair amount of time making sure everything is copasetic, that everyone is moved in okay and that generally all is going according to contract. That the Hotel knows some of these people may need to use the service elevators, and making sure you and the Dealers know what times those are available, and that the Hotel knows who is going to need them and when.

 

Advertising Head duties:

Deciding Where and When to do your advertising; what websites/magazines/newspapers to go with, and what dates are best. And then working out with the staff how much is fiscally feasible. You may not be able to afford nearly everything that you want. Ad trades with other conventions are a good idea, but remember the dates of those cons may be too close to yours for people to be able to make your year's convention; if next year's date and location are already decided, do your best to include those in your advertising, and not just for con booklet flier trades.

Fliers. Postcards. Mobilizing the fandom to get the word out. Calling comic book stores and other places frequented by people who are likely to be Gargoyles fans and asking if they will put out con fliers if you mail then a pack. Have website banners for supporting the con in LJ and forums, and encourage people to do their own art.

Encouraging and soliciting other people to place ads with the con, either for the con booklet or on a page on the website, as a means to either trade for our own advertising or to make money for the convention.