Waicon 2005 Traders Contract

Wai-Con Traders Contract 2005 Introduction 1) This document is an official contract between the PANIC (Perth Anime Convention, Inc.) committee and interested Traders. This contract will be held in regard for the full length of the anime convention, inclusive of days used for setting up and packing up. It will be binding to the Trader who is agreeing to the contract, all staff employed by said Trader, and all committee members. 2) Fangroups will also be required to abide by the terms of this contract, and will for such purposes also be considered a ‘trader’. 3) This document was prepared by Wendy Chew, Traders Coordinator (2005) with the approval of the PANIC committee. The Event 1) The event refers to the Wai-con Anime convention for 2005, organised by PANIC. The said convention will be held in the ECL Building on the Murdoch University main campus on the 10th and 11th of December between 10am till 8pm. 2) The Trader will be allowed access to the Traders Hall one hour prior to the beginning of registration to setup for customers, on the days of the convention. 3) There will be standard security provided during and overnight during the period of the convention. During the convention: PANIC volunteers will patrol the convention to ensure that no untoward behaviour is present. Overnight: PANIC will rely on the use of standard university security who will patrol the premises as they normally would. All stalls situated outside the lecture theatres will be required to pack and arrange to take their items home or store their items within theatres or seminar rooms overnight if prior arrangements have been made . These rooms will be securely locked in that duration. If interested Traders require additional security, they will need to provide their own staff and to speak to the PANIC committee to ensure that it abides by guidelines set out by Murdoch University. 4) No food or drink is allowed to be consumed in the lecture theatres and seminar rooms. 5) If any changes to the Contract are made by either the PANIC committee or Trader, the party responsible must notify the other in writing within 14 days.

Trading and Space

1) Prices of stalls: - SMALL (2 tables, 1 chair, approximately 1.5 x 2m space, storage negotiable) = $40 (includes 1 trader ticket) - MEDIUM (4 tables, 2 chairs, approximately 1.5 x 3m, storage negotiable) = $60 (includes 1 trader ticket) - LARGE (at least 6 tables, 2 chairs - likely to be in a seminar room, with storage place included) = $150 (includes 2 trader tickets) 2) Tables – these are student tables (approximate dimentions 70cm x 45cm). If other types of tables are required, these will need to be specified in the application form. 3) Trader Tickets – any additional tickets required can be purchased at the special price of $20, and which are valid throughout the duration of the convention. 4) The Traders will be allowed some discretion on positioning of stall, subject to availability, but the organisers will finalize the position of all the Trader tables prior to the event and each Trader will be provided with a floor plan. If for any reason, the placements are unsatisfactory, the PANIC committee must be informed at least 14 days prior to the event to discuss alternate arrangements if necessary. 5) There are two categories of stalls: Seminar Rooms – 6 of these rooms are available, but they are limited in size and may only fit 1 large trader or 3 small traders. Hallways – three levels of hallways are available and these are expected to be high in traffic. These are suitable for traders who do not require large amounts of storage space overnight. 6) Storage Space: should a trader require overnight storage of items, it must be arranged prior to the start of the convention. 7) The Traders must nominate a candidate who will be contactable during the duration of the event, and will be responsible for any problems. 8) All space immediately in front of the tables in the Hallways must be held clear for attendees of the convention, preventing traffic obstruction. There must be a minimum of 2 metres in the walkway for attendees and to satisfy health and safety requirements. 9) The seminar rooms also comes with a teaching equipment (whiteboard and pull down projector screen) and standard audio visual equipment (video cassette recorder, television). With prior arrangement with the PANIC committee, these be used for a period of time by the Traders to showcase their products. Any extra items requested such as dvd players, portable airconditioning units, pin-up boards, trestle tables, glass cabinets, extra security, and so forth will incur additional expenses which will be borne by the Traders. Traders may also choose to bring in their own equipment. If such special requirements are required, please inform the PANIC committee at least one month before the convention. 10) Traders will need to submit a list of items they wish to use/display/sell at the convention at least two weeks before the convention. PANIC reserves the right to refuse items to be brought to the convention. 11) The trading/selling of bootleg and other illegal merchandise is not permitted at the convention and will not be tolerated for any reason. 12) This is an ALCOHOL FREE, DRUG FREE and BOOTLEG FREE event. The PANIC committee reserves the right of entry to anyone caught flouting these rules.

Trader Staff 1) The Trader will be required to submit a list of their staff tending the convention stall to the organisers. 2) Each Trader Employer will be given a specially coloured badge with their identification inscribed upon it. Staff participating in any sort of activity must have this badge on their persons, although it may be removed at other times.

Penalties The penalties for breaches in this contract will be decided by the committee, unless the discretion pertains to criminal behaviour. If the penalty is the intention of selling a bootleg item, the Trader will be asked to remove the item. Failure to comply will result in expulsion from the convention.

Payment Terms 1) The deadline for submission of the application and payment for the stall is Friday, 21 October 2005. 2) There will be no refund if any trader or fangroup is banned from the event for misbehaviour and failure to comply with the rules set out in this contract. 3) Additional requests for equipment or special considerations must be received by Friday, 28 October 2005. 4) Cancellations and refunds are accepted only up to Friday, 18 November 2005 (three weeks before the convention). 5) The equipment and space provided for each of the different sizes of stalls has been set out above under Trading and Space. Size

Cost

SMALL

includes 1 trader ticket

$40

MEDIUM

includes 1 trader ticket

$60

LARGE

includes 2 trader tickets

$150