VCF East Exhibitors FAQ

VCF East homepageVCF East Exhibit Registration

Updated May 26, 2021.

This document is the Exhibitor FAQ for VCF East 2021. This is where we keep all of the details for the event that are relevant to exhibitors and speakers.  We regularly make minor edits as things change so check back regularly. If something major changes we will send an email too.

Registration for exhibits is here.

Important dates and schedule

10/08/2021 –  Friday 3:00PM to 11:00PM: Load-in exhibits & prep for the show.

This is our time to get setup for the event. You can arrive Friday afternoon and begin to unload and setup your tables.

When you arrive please check in with the showrunner Jeff Brace or the front desk to get your exhibitor information.  After that, find your table and make it look awesome.

Consignment: If you are dropping off items for consignment please show up after 4pm.  See the “Consignment sales” section for details.

10/09/2021 –  Saturday 8:30AM to 6:00PM: Day 1 of the show.

Exhibits will run all day starting at 8:00 AM and run until 6PM. If you are interested in going to a talk, please make sure that you have coverage at your exhibit and don’t leave it unattended. There will be 3 speakers throughout the day. Tentatively scheduled for 9:30AM, 12 noon, and 3PM.  

10/10/2021 – Sunday 8:30AM to 5:00PM: Day 2 of the show, load-out after 5PM.

Same schedule as Saturday.

(Please plan on staying for the entire show; we can accommodate emergencies but we don’t want the show to start emptying out prematurely on Sunday afternoon.)

Everyone will have plenty of time to pack up after the show. Take as long as you need.

InfoAge Map

The map below shows the two main exhibition halls and where you can load and unload from (the loading ramp on the upper right side of the map).

Exhibition Space

The two exhibit areas are marked on the map as Exhibit Hall 1 and Exhibit Hall 2. Hall 1 is the dining area with wood floors, columns and chandeliers while Hall 2 is the larger, square room with concrete floors.

Class Rooms

There are two classrooms (Room 1, Room 2). Room 1 is also the keynote room and has the stage setup.

Consignment Area

The consignment area is in Room 2.

Map

Tables, Power and Networking

Exhibit tables are generally 6 feet long and 3 feet wide.  There are a variety of tables (wood vs. aluminum) but you can expect roughly that amount of exhibit space.  If what you are putting on the table is very heavy please let us know in advance.

Please start by planning to use one table for your exhibit.  Some exhibits are so large that they will require two tables and that is expected but we can’t start by giving everybody multiple tables.  As the show date nears and we know what the exhibits are we will fine tune the space allocation and offer additional space to people who have one table and really need a second table.

Every table will be covered with a black tablecloth.  The tablecloth provides privacy for items you have stored under the table, such as boxes, your food cooler, etc.

Please let us know if the power requirements for your table change; we might have to move tables around if power requirements shift a lot.  Please remember to bring your own power strip with a reasonably sized cord. If you have something precious please plan on bringing a UPS; accidents will happen and power might get dropped temporarily.  (It has never happened at VCF East yet but plan ahead …)

The InfoAge Center provides WiFi access.  Assume the standard public WiFi setup – behind a firewall so that you are not publicly accessible.  Machines requiring wired Ethernet can also use travel routers as bridges to the WiFi.

Posters and wall hangings: you cannot hang things on the walls.  If you need signage you can hang it on the front of the table or use a tripod to stand it up behind the table.

Exhibitor fee – None

There is no exhibitor fee.

VCF is still going to try to make some money by selling swag and by running a consignment room again.  The consignment room is a great opportunity as it gets a lot of foot traffic from people who attend the show; it would be difficult to find a more targeted audience.  Since you are joining us for the event, consider using the consignment area.

T-Shirts

Because there is no exhibitor fee we are not providing free T-shirts to exhibitors. T-shirts will be available for sale. Speakers and volunteers will get a free T-shirt!

We’ll be working on the t-shirt design shortly.

Vendor tables and sales at the event

We do have a room setup for vendors. Vendor fee is $30 per table. Please let us know if you are interested.

Does your business want to have a commercial sales booth at the VCF East? The cost is $30 per table, and you can order as many tables as you want. Contact jeffrey@vcfed.org to reserve your spot. The deadline is Friday, October 2.

We rearranged the show layout last year, so that vendors will have copious space! No more being packed in like sardines.

Note: VCF East is not a flea/swap event. Individual sellers should use consignment.

Consignment sales

Consignment is open to anybody, whether they are attending the show or not … please spread the word.

VCFed will be using Room 2 for consignment sales.  Consignment sales allow us to connect buyers and sellers of vintage computing related items and it makes a small amount of money for VCFed.  (VCFed takes 15% of the sale price, part of which goes to the credit card transaction fee.)

A VCFed volunteer will be handling the consignment sales and watching the area.  Please choose reasonable items for consignment:

  • Computers, accessories, and hardware should be clean and presentable.  We don’t want to scare people away.
  • Cheap items are great because they are accessible, but they also cause workload for our volunteers.  We’re not going to enforce this strictly but try to reasonable minimum prices, such as $2.

Be sure to follow the consignment process, especially with regard to how the pricing sheets are used.  Following the process cuts down on confusion and helps keep things running smoothly.

Consignment drop-off should be done after classes have finished and we have have time to setup on Saturday, October 10. We should be ready by 6PM.  After the show closes on Sunday unsold items must be picked up; nothing can be left behind.  Payout will also happen then.

International travel

Disclaimer: VCF has no experience traveling internationally with vintage computer equipment.

To make it easier to get through customs we can provide each exhibitor traveling from outside of the US with an invitation to the show.  The invitation will include my contact information and details about the show (where, when, purpose, etc.). This invitation is not a legal document but it might help convince a skeptical customs official that people do like vintage computers and that this is just a normal part of the hobby.  I know who our registered exhibitors are but not who else is traveling with them; if you know of somebody who needs a letter please email me with their name, home address, telephone number, and email address. We will generate PDF versions of the letter and email them.

Two helpful sources have introduced me to a new type of customs paperwork – the carnet.  In short, a carnet can be used to temporarily import goods used at exhibitions and fairs.  (Wikipedia has a more thorough description.) This might be a good option if you are traveling with more expensive equipment and you want to avoid tax or import/export discussions during your trip.

Help us advertise the event!

We do a lot of work to advertise the event.  Some of the places we spam are:

  • Vintage computing forums and mailing lists
  • Facebook
  • Twitter
  • Reddit

The best advertising that we have is word of mouth, and as a participant in the show you have first-hand knowledge of it.  Tell your friends (in real life and online), hang a poster where you work, etc. (I’ll be working on a flyer in the next few weeks.)

This year we are also going to try advertising in more conventional places.

Note: Thanks to Mike Brutman who created most of this document!