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Below are listed some general Repticon booking policies about which the staff have repeatedly encountered vendors who had misconceptions about them. Some of these misconceptions are very common among vendors and reoccur in spite of being often referenced in regular vendor communication. Please review these policies to clarify understanding.
Placement location within a show is never guaranteed.
- As always, placement within a show is never guaranteed and no vendors have “spots” at any show, even if they regularly are placed in the same location. This non-guarantee applies to any method of booking, including Prepayment in full (PPPP) and Prepay Specials, both of which only guarantee table numbers and not location. Bookings strives with every show to place vendors where requested as best as the situation allows. Staff understands that most often vendors want to stay in the same spots, so usually vendors are repeatedly placed in the same locations. However, many circumstances beyond staff control can affect show layouts and create issues in the mix of bookings. Because of potential changes, there may be cases where vendors are moved. As always, requests specific to any show or more general requests are welcome and Bookings will include it in their documentation.
Vendors can never give their tables to other vendors.
- Vendors cannot give their tables outright to other vendors. If cancelling, vendors must email Bookings directly to confirm and the tables will go through the usual waitlist process. Any booked vendor may email Bookings and set up a Vendor Share, which will list another additional vendor on their tables for public view, but that primary vendor remains booked and is fully responsible for the booking. In the rare circumstance in which one vendor is purchasing the entire business of another vendor, Repticon does allow for any future bookings to be considered part of that purchase. In such a situation, both vendors involved need to contact Bookings directly to address altering their Exhibitor profiles and invoices.
Repticon discourages booked vendors “subletting” tables to other “vendors” not booked, and any vendors subletting are not recognized as distinct vendors at that show by Repticon.
- Repticon discourages, but does not attempt to police, the practice by booked vendors of unofficially sharing tables with other vendors who are not booked (subletting). This practice in the past has caused confusion and problems among vendors, attendees, and even Repticon staff. While individuals may work out any personal business arrangements they choose to between themselves, regarding Repticon’s bookings and show operations, any unofficial “subletting” vendors working at another booked vendor’s tables are not treated as separate vendors by Repticon but are viewed the same as any hired staff working for that primary booked vendor. The primary booked vendor remains responsible for their entire booking, for following the vendor rules, and for any incidents which might occur at their tables during the show, even if they involve a subletting vendor. Vendors sharing unofficially also are not added to prior vendor email lists. Vendors may arrange an official Vendor Share by contacting Bookings with the request, though the primary vendor still remains responsible. The advantages of an official share are that the secondary vendor is listed publicly on the layout, may be added to the prior vendor email list by request, and there is an above board record of that secondary vendor having been present and working at those tables.
Repticon Bookings does not arrange shares between vendors.
- The show waitlists remain internal Repticon documents that Bookings staff does not share with vendors. Repticon does not work to find shares, either official or unofficial, for any vendors. Vendors must arrange their own shares the same as they would find staff to work their tables. If tables are cancelled and released by a vendor, the Bookings staff then works through any waitlist.
Vendors may access and review all their bookings and invoices, and adjust their profiles, at any time.
- The courtesy by staff of emailing invoice links through the Booking System is not required for vendors to access invoices and pay balances. Invoices may be accessed and paid at any time by signing into the system and navigating to that specific invoice in your account under “My Bookings.” Vendors may also adjust their system Exhibitor profiles to their liking. Here is a direct link to the Booking System: https://reservations.
repticon.com/
Waitlisted vendors are only contacted to confirm when tables are available.
- Repticon show waitlists can be complex depending on exactly what kind of booking may have opened in the show and what is being asked for by vendors on the waitlist. Often waitlists are very long. Bookings staff only contacts vendors when they can be placed, and it will be via a written email offer requiring a confirmation reply with a precise deadline. Vendors are not contacted to be informed that they are not able to be placed, as that would be a time-consuming practice draining staff resources. Vendors are welcome to inquire via email about any waitlist, though understand often staff can only give general estimates, there being no perfect “waitlist order.” For full info about the waitlist, visit this page: https://repticon.com/vendor-information-waitlisting/
PPPP is a pay in full option with a hard deadline. Vendors who fail to purchase it may be placed on the next show Wildcard at the discretion of Bookings.
- The PPPP (Prepay in full for Preplacement) is a pay in full option, and it is only for a limited time. The period for purchase typically is five days, running from the Thursday before the show when vendors are emailed about the offer, through Monday after the show. In order to keep show accounting accurate and future openings running smoothly, this is a hard deadline, and Bookings staff will generally refuse to allow vendors to pay for it after the offer has been removed. Leaving unpurchased PPPP offers on vendor invoices after the hard deadline very likely will result in a vendor paying for PPPP but not being booked the next show. Please purchase this option during the five day period it is offered if you are interested. For any vendors who make a mistake with PPPP, they may request help, and in most cases Bookings will place them for the next show Wildcard. To read more about PPPP, and how to avoid mistakes with it, please review this page: https://repticon.com/vendor-information-the-prepay-in-full-for-preplacement-option/
Avoid making future booking requests with on-site staff, but please email Bookings directly.
- Bookings advises that all vendor requests be made via email to [email protected]. This gives Bookings the request in writing which then can be referenced later if needed. Also, email correspondence is more likely to be seen by multiple Repticon staff in a more timely way. If you are on-site at a show, while questions and concerns are always welcome and encouraged, relying solely on verbally making a future booking request of the on-site managers is not advised. The demands and distractions of running a Repticon event can reasonably result in the manager failing to notate your request. A quick email sent to Bookings ensures your request will be received.
Email is the quickest method to receive a response from Bookings.
- While Bookings does have text and voice options for contact, know that in most circumstances, email correspondence to [email protected] will receive the quickest response because on most weekdays, multiple staff monitor the incoming emails. Also email is preferred so there is a written and easily searchable record of correspondence.