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Prepay Specials
For shows where Prepaid in Full Preplacement (PPPP) is not able to be offered, later Repticon Bookings will offer booked vendors a Prepay Special for the next show at that location. This process will work as follows:
- The Load In email for a show without PPPP will mention that there is no PPPP and that there will be a one-day Prepay Special offer whenever the yet-to-be announced future show is about to open for booking.
- Approximately 1-2 business days before the placement check and prior vendor notification emails are sent for that future show, any vendor from the prior show that does not have Overdue invoices and who would have been offered PPPP, had it been available, they will be sent an email with a Prepay Special offer.
- To keep shows opening in a timely manner, vendors will have one business day to confirm via email reply if they would like the Prepay Special.
- Within 1-2 business days, Bookings will place the vendor and send them a system invoice, which should then be paid in full as soon as possible.
- Vendors booked through this method will have their tables ready for review from the placement check email that will sent after all placement is completed.
- Vendors who have accepted a Prepay Special and placed may request table increases during the usual placement check, but table increase requests will not be fulfilled until the initial Prepay Special has been paid. Prepay Specials work the same as PPPP except that the timing of the offer and payment deadlines are different, so payment in full is required for the base tables of the return booking.
- If the Prepay Special remains unpaid at the time the show opens to regular prior vendors (between 1-3 business days from the time they were invoiced), the vendor’s invoice/order will be set into Overdue status, limiting any other system booking until paid.
- Any vendor who is seeking to pay only the 10% deposit to hold tables may not use the Prepay Special. They are welcome to wait and self-book normally when the prior vendor booking period opens a few days later, though tables may not be available at that time.
- Because shows with Prepay Specials have long periods between show dates, situations regarding venues, layouts, and sponsor contracts may have changed. If Bookings determines that less tables are available than were at the prior show, the Prepay Special will default to a call for requests only, with no tables guaranteed. This detail will be highlighted in the email to vendors about the Prepay Special. Bookings will then work with all requests and inform the vendors what placement they have been able to fulfil.
A Prepay Special is only to be offered on shows for which PPPP was not available at the prior show. It is not a workaround for vendors to pay any regular PPPP offer late. Regular PPPP is offered for a five day period (Thursday-Monday during the show weekend) and must be paid during that time.
Please direct any questions to [email protected]
Why are Prepay Specials offered only for certain shows?
- Repticon does not publicly announce any show date for which there is not a confirmed and signed venue contract, because proposed dates in negotiation could fail to result in successful contracting.
- The standard prepay in full for preplacement (PPPP) for booked vendors is not offered at any show when there is not a confirmed next show date on the calendar. This practice is to safeguard against situations where the dates might change or the next show not run at all.
- In the past, shows without PPPP at the prior show would open using only standard prior vendor booking. In the current environment of high vendor demand, returning vendors have requested a way to better guarantee table numbers in these situations.
- Prepay specials are rare and only offered on shows that were not announced when the prior show ran. PPPP remains standard at most shows and must be paid during the show weekend.