VCF East Exhibitors FAQ

VCF East homepage — Exhibitor List – Exhibitor FAQ — Exhibit Registration

This document is the Exhibitor FAQ and Rules for Exhibiting at VCF East 2025.

DEADLINE

The deadline for submitting applications to exhibit is March 16, 2025.  Submit your application here: VCF East Exhibit Registration

FEES

To help cover the cost of the event and furniture rental, exhibitors are charged an Exhibitor Fee.

The Exhibitor Fee for VCF East 2025 is $20 per 6-foot table.  Exhibitors may request up to a maximum of 4 tables for their exhibit. Payment must be made at the time of submitting your application and will be returned to you in the event your application is not accepted for any reason. 
 
The fee for each 6-foot table provides exhibitors with:
   One 72″ x 30″ table with black tablecloth
   Two chairs
   Two Exhibitor Badges.  Tickets for further than two people per table will need to be purchased separately.

PAYMENT

Send your payment via:
 

     Venmo: @VintageComputerFederation

CHECK:
Vintage Computer Federation
P.O. Box 417
Eatontown, NJ 07724

Make sure to state your exhibit’s Title on the payment.  The fee is $20 per 6-foot table.

THEME

The theme for VCF East 2025 is: The Sound of Vintage
By this we mean everything from sophisticated sound generation from an Amiga, C64, Atari ST to the simple beeps of an Apple // or IBM, to a PDP-8 picking up sound from the RF frequency to the sounds of peripherals.
 

RULES FOR EXHIBITORS

1. Exhibitors that chose not to follow the event theme must have their own theme (examples: a timeline; all accessories for a single computer; systems of a certain CPU; systems of a certain category) — the key is to avoid a table of random things. Make it special and reflect your own interests and personality.

2. Exhibits must be fully set up before the event opens to the public and must not be taken down before the event closes. This means that exhibits must be present both days and for the entire scheduled exhibit times. Do not plan to complete your setup after the event has opened and do not plan to break down your exhibit before the event closes. 
 
3. Exhibitors should be at their exhibit table throughout the event, as far as possible, to avoid having unstaffed tables. We suggest having a partner for your exhibit so you can take breaks as necessary.

4. The majority of equipment in your exhibit should be operational and up-and-running. Avoid displays of non-operational equipment as far as possible. 

5. Exhibitor tables can be requested to be set up as either: (a) Chairs Behind, or (b) Chairs in Front.  With (a) Chairs Behind, your table will be set approximately 36″ away from the wall, with your chairs behind (between the table and the wall) and with NO chairs for visitors. With (b) Chairs in Front, your table will be pushed against a wall and the two chairs for you and for visitors will be in front. Because of space limitations and the need to maximize walking space for visitors on the event floor, exhibitor tables cannot have chairs both in front and behind. For exhibitors with a Chairs Behind layout, plan your setup such that visitors can experience your exhibit while they stand in front of your table. Exhibitors must not rearrange the table/chair setup after the room layouts have been established. 
 
6. Exhibitors should strive to make their exhibit look good and be neat. Include posters, literature, accessories, as needed, but avoid clutter.  All equipment and associated materials for your exhibit must fit either on or below your table(s).  There is no storage space available in front or to the sides of your table. 
 

DATES AND SCHEDULE

04/03/2025 – Thursday : Exhibitors with unusually large or complicated exhibits may start to set up after 1:00 PM with prior approval. Contact the exhibit manager to discuss a possible Thursday setup: vcf-east-exhibits@vcfed.org

04/04/2025 –  Friday 07:30 to 22:00: Exhibitor setup day.  Day 1 of the event

Exhibitors start setting up from 7:30 AM. 

04/05/2025 –  Saturday 07:30 to 17:00: Exhibits open.  Day 2 of the event

Exhibitors set up from 7:30 AM.  Exhibits must be fully set up by 9:00 AM when the exhibit rooms open to the public. Exhibitors should be at their exhibit table throughout the event, as far as possible, to avoid having unstaffed tables. We suggest having a partner for your exhibit so you can take breaks as necessary.

04/06/2025 – Sunday 9:00 to 14:00:  Exhibits open. Day 3 of the event 

Exhibit rooms are open to the public from 9 AM until 2 PM. Exhibitors should be at their exhibit table throughout the event, as far as possible, to avoid having unstaffed tables. We suggest having a partner for your exhibit so you can take breaks as necessary.

Exhibitors can start to break down when the event closes on Sunday at 2 PM and not earlier.

ARRIVAL AND UNLOADING

  • Temporarily park in the main parking lot (LOT A).
  • Go to the check-in desk at the Main Entrance to pick up your Exhibitor Badge(s).
  • Drive through the campus to the Exhibits Drop-Off door (building 9032-A).
  • Unload your equipment and move it inside the building.
  • Immediately drive your vehicle to the Exhibitor Parking area (LOT C) after you have finished unloading.

Note that there is very limited space at the Drop-Off door; please do not clog the space by leaving your vehicle here.

BREAKDOWN

  • Start to breakdown your exhibit starting at 2 PM on Sunday.
  • Take your equipment to the Drop-Off door.
  • Fold up the black tablecloth and leave neatly on your table.
  • Bring your vehicle to the Drop-Off door, load your equipment and leave the area as quickly as possible. 
  • Breakdown must be completed by 6 PM. 

PARKING

Exhibitors should park at the Exhibitor Parking area (LOT C). Do not leave your vehicle at the Drop-Off door. 

POWER

Exhibitor tables around the perimeter of rooms have access to wall sockets. Power to tables in the center of rooms is provisioned via extension cables. Bring your own power strips. Campus power is quite reliable but bring a UPS if you want peace of mind. Power is 120VAC. 208V or 240V is available. 

WiFi and NETWORKING

The InfoAge Science and History Museums has wi-fi available through the guest SSID: camp_evans_guest. Ask for the password at the front desk.

A wired Ethernet connection can be provisioned if necessary for your exhibit, if requested in advance on the Exhibitor Registration form.

EXHIBITOR ROOMS

See the Campus Map

There are four Exhibitor Rooms, shown on the VCF East Location Map as 2A, 2B, 2C and 2D.

Exhibitor Room A is opposite the InfoAge gift shop near the Main Entrance. Exhibitor Room B is the dining room with the wood floor and chandeliers. Exhibitor Room C is the larger, square room with concrete floors. Exhibit Room D is in the computer museum building.

CONSIGNMENT

Exhibitors who have items for sale by consignment may drop them at the Consignment Room (map location 4) no earlier than 5 PM on Friday 04/04/2025. 

VCF East is not a flea/swap event. Our swap meet is a separate event during the year. Exhibitors should use consignment and should not conduct sales in the Exhibit rooms.

VENDORS

Vendors are mostly all located in Exhibit Room A, with some also in Rooms B and C. Look here for information on the vendors.

INTERNATIONAL EXHIBITORS

To assist international exhibitors bringing equipment into the US, we can provide you with an invitation to the show, if requested, and if thought helpful.

You should also consider obtaining an ATA Carnet, the international uniform customs document for the temporary import of goods for a trade show.

REGISTRATION PROCESS

  1. Complete and submit the VCF East Exhibit Registration and send in your payment.
  2. Within 2-5 days we will send you an acknowledgement of your application.
  3. If your application is approved, we will send you a confirmation email.
  4. After exhibit registration is closed (after March 16) we will set your table(s) into the exhibit room layout and will provide you with a copy of the floor plan.

 

Updated December 28, 2024.