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Vendors with bulk booking contracts are expected and contracted to follow the usual Repticon vendor rules, which includes the timely payment of tables during the show weekend. Because being preplaced by the Repticon staff circumvents the usual system safeguards to guarantee that vendors do pay for their tables, the following processes will be implemented when bulk booking contracted vendors have overdue balances:
- As is usual practice, the vendor will be sent a system invoice via email and their order will be set to overdue status on the Tuesday following the show if unpaid.
- If still unpaid, the vendor will be sent the usual email reminder from [email protected] to pay the overdue balance on the Wednesday following the show.
- If still unpaid by the Friday following the show, the vendor will be sent a final email notice by [email protected] to pay the overdue balance, and the email will include a warning regarding what contracted future show the vendor will not be preplaced for if the overdue remains unpaid. Which show this may be will depend on what show is next being preplaced by Bookings staff at that time.
- If overdues are still unpaid at the time of placement work, the vendor will not be placed at that show for which they received warning or any future shows beyond still to be placed as are listed on their contract.
- Once all overdue invoices are paid in such circumstances, the Bookings staff will revisit the contracted future shows and what placement is possible moving forward.
- Paying for any overdue balance will not guarantee that a vendor will get back into any shows for which they were not placed due to this policy, or to have their preferred locations in them. If such a show has already opened and sold out at the time of the overdue payment, Bookings will not remove booked vendors to add the contracted vendor back into the show. In such cases Bookings will work to prioritize the vendor for the waitlist, but getting back into such shows will only be pending availability.
- In essence, Bookings will no longer hold tables at future shows for vendors who have overdue balances. Prompt table payment during the show weekends will ensure that there are no issues.
- Repeated failure to pay for tables in a timely manner may result in Repticon opting to void the bulk booking contract. In any such situation, the vendor is welcome to continue to book and vend shows in via the regular vendor booking methods so long as they are doing so according to the Vendor Rules.