Dealers FAQ

What is a Dealers Room and what is sold there?
Watch this video for a sneak peek at what’s planned for the Sasquan Dealers Room.

Where is load-in information?
An email with load-in information was sent to all confirmed dealers 7/16/15. If you did not receive it please email us ASAP so we can check to make sure we have a correct email for you.

What about electrical access?
An email covering electrical access was sent to all confirmed dealers 7/29/15. It also included information about a Saturday morning coffee/pastry invite and a reminder of tax numbers needed as well as layout and registration information. If you did not receive it please email us ASAP so we can check to make sure we have a correct email for you.

What will the hours be?

  • Tuesday – Set Up Only 9 AM – 8 PM
  • Wednesday – Set Up 9 AM – 12 Noon, Open 12 Noon – 6 PM, Dealer Only Access 6 – 6:30 PM
  • Thursday – Dealer Only Access 9 -10 AM, Open 10 AM – 6 PM, Dealer Only Access 6 – 6:30 PM
  • Friday – Dealer Only Access 9 -10 AM, Open 10 AM – 6 PM, Dealer Only Access 6 – 6:30 PM
  • Saturday – Dealer Only Access 9 -10 AM, Open 10 AM – 6 PM, Dealer Only Access 6 – 6:30 PM
  • Sunday – Dealer Only Access 9 -10 AM, Open 10 AM – 3 PM, Tear Down 3 PM – 9 PM

What, when and where is Sasquan?
Sasquan, the 73rd World Science Fiction Convention, is August 19-23, 2015 in Spokane, WA.

Yes, but where will the Dealers be?
The Dealer room will be in the Spokane Convention Center, in the Riverside Exhibition Hall. We will be in Hall A.

Why should I want to be a dealer at Worldcon?
Worldcon is a unique event every year due to being held in different parts of the world but many people go to Worldcon every year. Those that do tend to have planned to attend Worldcon as a yearly vacation/”big deal” experience and come prepared to pursue new experiences, including discovering new items to purchase in the Dealer’s room. The Worldcon demographic skews older and wealthier than the average regional convention.

If I have questions about Dealer stuff who do I talk to?

Your Dealer coordinator is Angela Jones-Parker and her second is Sally Kobee. Holly Forbis, and Trip Roberts are also on staff. You may click here to contact the team.

 What does space cost?
Sasquan will have both tables and booths available for vendors. Tables are $250 per and booths are $500. This does NOT include memberships. Everyone who is in the Dealer Room after noon on Thursday, August 19, 2015 must have a membership. As a courtesy to vendors Sasquan is extending a reduced rate of $140 for one membership per table bought or two per booth. This rate is good until the Dealer Room opens to the public on Wednesday, August 19, 2015.

Preregistration for discounted Dealer memberships closed August 2.

How do I start my application to be a vendor?
You may apply for tables and/or booths in the Dealers Room at the Dealer Registration page. Once you are finished with the application you will be prompted to make a deposit via Paypal of $100 per table or booth requested. If you would rather pay your deposit via mailed check or in person to a Sasquan rep please indicate that on your application; your application will be pending until your deposit is received.

If you would rather make your application on paper once you’ve finished filling it out please mail it to Sasquan, ATTN DEALERS, PMB #208, 15127 Main Street E Ste. 104, Sumner, WA 98390. Please enclose your deposit of $100 per space requested with your application. Make checks out to Sasquan.

What do I need to have tax-wise to be a dealer at Sasquan? 
State law requires that we be able to produce a list of the Tax IDs (aka Sales Tax Registration Number) of our vendors. If you aren’t registered as a business in the State of Washington you can apply for a Temporary Registration Permit here:

https://fortress.wa.gov/dor/efile/secureforms/content/doingbusiness/registermybusiness/tempreg.aspx

The name of the event is Sasquan, the 72nd World Science Fiction Convention and the address is the Spokane Convention Center, 334 W Spokane Falls Blvd, Spokane, WA 99201. The dates are August 19-23, 2015.

If you do NOT have a valid tax number for the State Of Washington by noon Thursday August 19, 2015, you will not be permitted to open for business or sell at your dealer space.

We are pleased to inform Dealers that the Sasquan license for the City of Spokane ALSO covers Dealers and no further tax registration is necessary for the city of Spokane.

When do applications close and when do acceptances go out?
Applications closed on December 31, 2014. If you are not accepted (most likely because we filled up) you will be added to the wait list. Cancellations will be filled from the wait list in order. Applications will be accepted after December 31, 2014 but they will be behind any other applications pending.

I already have a membership. Can I use that one or do I have to buy a special Dealer one?
Everyone who is in the Dealer Room after noon on Wednesday, August 19, 2015 must have a membership. It does not have to be a special rate Dealer Membership.

I’ve already bought a more expensive membership to go with my Dealer table. Can I get a refund?
Worldcon does NOT do membership refunds. However, there is some discretion in the table costs. Please contact us if you have any questions as we are handling this issue on a case-by-case basis.

I need more memberships for my dealer table(s). Can I get more discounted memberships?
No, one per table or two per booth is our deal. You will need to buy additional memberships through regular channels.

I don’t use Paypal. Can I send you a check for my membership(s)?
Yes. You will need to note in your included paperwork that this is a dealer membership and to provide the membership code you were given to purchase that with. Expect that processing this will take a few extra days.

Do I need to purchase my membership(s) when I pay my deposit for my table(s) or when I pay the balance for my table(s)?
No, however online pre-registration closed August 2. Your memberships are purchased separately from your booth or table deposit at your discretion.

I was entitled to buy a Dealer membership but didn’t get to it until after the close of pre-registration. Can I still get that rate of $140?
Yes, if Registration is feeling nice about it. You will need to go to Registration and talk to someone at the Troubleshooting/Solutions desk. You can only buy one discounted dealer membership per table or two per booth that you are assigned in the Dealer Room.

What can I sell at Sasquan?
Worldcon is about science fiction and fantasy; your merchandise should reflect that focus. If you are unsure of whether your merchandise is appropriate please email and ask! Over the years Worldcon has seen both flat and 3-D art, clothing, costumes, props, jewelry, games, t-shirts and collectibles as well as books, comics and graphic novels.

What can’t I sell at Sasquan?
These include, but are not limited to:

  • personal services (tattooing, body piercing and similar)
  • unlicensed/bootleg merchandise
  • food and/or drink for immediate consumption
  • things on fire. Unlit candles, torches, helpers and incense sticks are acceptable; do NOT burn any of these at your space.

This list will be updated as we find out more. Other convention facilities have prohibited stickers, balloons, glitter and chewing gum and we may be subject to any of these. Please email me if you have any concerns about your merchandise. There are items that you can’t sell at Sasquan and if you are found to have forbidden materials for sale you will be directed to remove them.

What if I don’t get in? Or that I can’t attend after all?
If your application to be a vendor is not accepted (most likely because we sold out) your application will go onto a waitlist in order received and any deposits you’ve made will be refunded. Vacancies from cancellations will be filled from the waitlist. If you are accepted into the room from the waitlist you will need to pay the deposit on receipt of acceptance. If you are accepted into the room after June 15, 2015 you will need to remit full payment for your space on receipt of acceptance.

If you need to cancel your space in the Dealer room after you’ve paid your deposit or for all of it we will attempt to resell your space to someone on our waitlist. We will also attempt to sell your discounted membership to that vendor. If we are successful your payment will be refunded. No refunds will be given after July 1, 2015.

I can’t make it but I have a friend who can take my space. Can they just come instead of me?
No. This is subletting and Sasquan does not permit it. Sasquan reserves the right to approve dealers for the Dealer Room. Often there is a waiting list for space and Sasquan will fill from that list to balance the room. However, if your friend is approved as a Dealer AND there is no one on the waiting list or they sell the same category of item it could work out to where your friend could come in your place. This will be handled on a case-by-case basis. Please email me if you have concerns about this issue.

This does not mean that you can’t appoint an agent to sell your items in the Dealer Room. If you send someone as your representative to sell the merchandise you were accepted into the room with let us know who that person is and we will update your paperwork to reflect this information.

Can I share space with another dealer at Sasquan?
Yes. The application will direct you in how to accomplish this.

I sell adult items. Can I be a vendor at Sasquan?
Maybe. The Dealer room is balanced to provide attendees with a range of merchandise that is generally deemed to be appropriate to our genre interest. Your merchandise should reflect that. If you are selling adult items (this includes drawings of naked people and BDSM items) you MUST agree to the following:

  1. It is your responsibility to ensure that children do not have access to any adult items. This can be done by checking ID before allowing patrons to look in an enclosed box or area or some similar set up.
  2. If we hear or see that you have adult items which are easily visible to children, you will receive one warning (since your definition of adult items may be less strict than some of our attendees), and will be expected to rectify the situation immediately after receiving your warning.
  3. If you require a second warning, Sasquan reserves the right to either mandate how you rectify the situation or to close your shop.

I sell weapons. Anything special I must do?
Yes. In accordance with Washington State law weapons can only be handled by customers who are 18+. All sold weapons must be securely wrapped for customers prior to leaving your booth.

I sell music. Anything special I must do?
Yes. Please plan to play well with your neighbors by providing headphones for your listeners OR make sure your neighbors aren’t inconvenienced by your volume. Sasquan reserves the right to limit your sound levels to headphones only if your neighbors complain.

I sell food and/or drink NOT for immediate consumption. Anything special I must do?
Yes. If you offer samples of your merchandise you must supply a trash receptacle convenient to your space for your patrons to dispose of any garbage. If you use anything to heat your samples it must not use open flames.

Will there be Internet connectivity and what will it cost?
There is wireless Internet provided by the convention center in ALL locations. Wired drops are also available for additional cost. According to the convention center’s website convenience accounts are available for free.

Will there be electricity and will it cost extra?
Yes and probably. Electrical will be provided by the convention center. We will send out final information on this when we have prices and how to pay for it. Plan to use UL listed devices only with your electrical drop. Consider your total wattage requirements; some convention centers charge by 500 watt increments and WILL measure your use AND charge you based on what you use vs. what you arranged for.

Can I have a corner booth?
No, we don’t sell them. All booths are pipe/drape walls and will be next to other booths. Booths come with 10′ of aisle space. All the booths are the same price and there are no “premium” spaces available.

Can I have wall space?
Possibly. The layout will include some tables along walls and if we have them to offer we will accommodate requests as space allows. Wall space does NOT include the ability to use the wall for display. Dealers may not attach or lean anything to a wall in the hall.

I got accepted. Now I need to pay for my space. How do I do that?
Congrats! You will receive a bill from the Sasquan Treasury in the next 2-3 weeks via Paypal to finish paying for your space. Your balance due will be the amount of space you requested less the deposit you’ve already made. For example, if you requested one table for $250 and paid a deposit of $100 you will be billed for $150. You will have until May 28. 2015 to remit payments. You will forfeit your space in the room AND your deposit if you do not pay or cancel by May 28, 2015.

I want to change my space from tables to booths/booths to tables. Can I do that?
Not easily. At this point the room is just about full. If someone cancels and and I have a vacancy that allows the switch I will contact you to let you know but the chances of that are small.

I didn’t get in but got an invitation to the waitlist. What does this mean and what are my chances of getting in?
If you were invited to waitlist for Sasquan it means that we ran out of space for your category of merchandise in the Dealer Room. It does NOT mean we have any issue with your merchandise. In order to faciliate a good experience for our attendees and our dealers we are balancing the the amounts of various kinds of merchandise providers and some categories have more competition than others. While we hope that everyone who applies and is accepted can attend real life happens and a certain number of cancellations is usually the case. We maintain a waitlist to fill these openings but have no way of knowing in advance who will need to cancel or when. We encourage any waitlisted dealers to stay in contact with us so that if space opens up we can give as much notice as possible to waitlisted dealers.

I got waitlisted but I still want to attend Sasquan. Is there anything I can/need to do in regards to membership?
If you are planning on attending Sasquan whether or not you are accepted as a dealer we encourage you to buy your membership through Registration ASAP to take advantage of the cost structure. If space should open up on the waitlist and you come as a Dealer what you paid for your membership will be taken into account for the cost of your space.

I have concluded that participating in Sasquan as a Dealer isn’t going to going to work for me. Are there any other options?
It depends on what you sell. If you create art or craft works you may wish to consider the Art Show. If you are an author selling your own books you might wish to consider Artist’s and Author’s Alley. If you are representing a club or organization you might be a good fit for Fan Tables or Exhibits. Please check the Sasquan website for more information.

What is the Dealer Membership Portal?
Online registration closed August 2, including the Dealer Membership portal. You are entitled to one per table or two per booth. Please be aware that memberships bought through this portal are cross-checked against the accepted Dealer list. If you exceed your membership allotment you may complete your purchase through regular channels.

How does a dealer membership differ from a regular membership?
It doesn’t, other than being associated with a dealer space in the dealer room. Dealer memberships carry all the privileges, including Hugo voting, that other memberships do.