Written by: Daniel Dodsworth (@doubledods)
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Thank you for being a part of Anime in the Park! (AITP for short)
Artists and Vendors play a critical role in AITP’s delivery of the “art” found in our mission statement: “To bring art, music and cosplay to public parks.”
What’s the difference between an Artist and a Vendor?
Both artists and vendors are technically “vendors” in the sense that they have a booth space in which they sell merchandise. The difference boils down to hw much of that merchandise they were personally responsible for creating.
Artists are defined as “vendors” who create 80% or more of what they sell. This could include keychains, stickers and prints of things they’ve personally drawn or created, either by themselves or as a group.
Vendors sell mostly resale items, such as things you can find online and in major retail stores, such as mass-produced and licensed items.
If you’re not sure what to register as, just ask! We will always give you the best rate for what’s fair. Typically we charge less for vendors who qualify as Artists, because it’s our way of promoting small local growth. The big conglomerate corporations get enough of our money and time as it is. AITP favors artists, and art comes in many forms!
To host and operate a successful booth, you need to be prepared to support three pillars:
- Yourself
- Your work/merchandise
- Others
AITP events are outdoors in Florida, a wild place where it can be simultaneously sunny and rainy, and where freezing mornings can turn into scorching hot days. Weather is always going to be something we need to consider and work with. Protecting ourselves from the sun’s rays and protecting our merchandise/goods is covered under one of the most important topics: shelter. You also need to make sure you’re drinking enough water, staying cool/warm enough, and eating enough of the right kind of food. Once we’re good, we should help others get settled as well. In the next few sections we will go over the basic things you need to participate as an artist/vendor and how they interact with the three pillars (yourself, your work, others).
Shelter
You will need to bring a pop-up canopy tent and canopy weights.
NO STAKES!
You will need at least a 35lb weight per tent leg in order to be compliant.
Almost all our events, unless specifically stated otherwise, require the use of weights, and PROHIBIT STAKES IN THE GROUND. This is because of irrigation systems and other concerns from various city and county municipalities. Let’s stay on their good side! We want to get invited back!
SIZE
Most of our events build a 10 x 10 foot space for artists/vendors, with a little buffer on the sides, depending on how much space we have.
Invest in a 10′ x 10′ tent and you’re good for most outdoor trade shows. It’s a pretty standard size. If you have a larger tent, or want to utilize more space, just let us know! We just need to plan ahead when building the site layout, so please be specific about what you plan to bring. We can also keep groups together if possible, so make sure you specify who you want to camp next to.
Note: It’s best to avoid the tents that say “slant leg,” because they aren’t really 10x10s. They are colloquially known as the “fake 10x10s” because the actual coverage is more like 8×8. The legs slant outwards to make a 10×10 base, but the actual tent cover is smaller.
SUN
Get a tent with a good UPF rating so you don’t become crispy (at the very least 30, but aim for 50+). Breezes usually keep things nice and cool under shade. The canopy you choose will make a difference in how hot you feel under it. You can also add side walls to block morning/evening angled sunlight. You can use the Photographer’s Ephemeris to plan the angle of the sun. Remember that the more walls you add, the more breeze you prevent. Also look into using aluminet or a similar fabric that allows air flow.
RAIN
Having side walls can be a great way to protect yourself and your products from both sun and rain. You could also throw everything into empty plastic bins if storm clouds appear. Some merchandise may even be able to get wet with no worries. Just make sure you have a workable plan that you’ve tested before. For example, don’t buy a tent, table, shelving, etc. the day before the show and never take it out to practice! You should be comfortable with your gear and know how to set it up and take it down with confidence and ease. If you are struggling though, just reach out and someone will help you! If not me, then very likely your booth neighbors, or a volunteer.
WIND
Most sites require 35lb weights on each leg. You can buy a variety of different “canopy weights” for this. Some sites allow staking into the ground as an alternative, but many do not. You need to do at least one. It would be super embarrassing for everyone if a tent flew away! It could also cost us merchandise, or even the ability to host these events again. Let’s keep it together and secure our tents. If you need help setting up, just ask!
Also bring rocks or something heavy to hold down the stuff on your tables. Crates with large prints attached to them could easily fly away with a strong gust of wind.
VIBES
Under this canopy, you will curate a vibe and present either things you’ve created or things that you want the world to see. As a booth operator, you are holding space for people. AITP encourages everyone to take this responsibility with enthusiasm and confidence, and to use their powers for good. Decorating your space with tapestries and nice things can make a big difference in building the world you want people to enter! You could also do something really cool like interactive exhibits or art installations. Let us know your ideas so we can promote them. The goal is to build this cohesive experience like traveling through an RPG village exploring different stories and images. You are the creators of these worlds that people will enter for some time as they move through the event. Take pride in this!
You may want to consider inviting people INTO your tent by setting tables and merchandise further back inside. These are cozy events where people come to connect and interact. We don’t want people to feel like they’re being shucked through a vendor hall.
Health
Stay hydrated, eat enough good food, and keep yourself at a comfortable temperature.
Shelter will help a lot with this. Just try to stay directly out of the sun’s rays for the majority of the day unless that’s how you normally spend 8+ hours a day. Heat stroke isn’t fun. It’s also important to wear sunscreen. Shades do not block all the sun, you will still burn!
Drink lots of water. You can take gallon water jugs and freeze them ahead of time. Put those in a cooler and you will have ice cool water all day. Just remember to pour some out of the top (drink, don’t waste please!) before freezing, as water expands. You should put some smaller unfrozen single serve water bottles into the cooler. These can be to share and in case the iced gallon doesn’t melt fast enough for you to drink (it will stay a block of ice longer than you’d expect).
Eat enough healthy food to keep you going. Sometimes your appetite may change being out in the elements, but it’s important to ensure you have enough fuel.
Staying on top of all this means you can have a great time and support others!
Safety
SEE SOMETHING, SAY SOMETHING
You all will have access to my cell phone. If you see something weird, call me or come find me so it can be addressed. I will need you all to be the eyes and ears around the event. From the annoying “booth barnacle” to combative and confrontational guests, we need you to report anything of concern immediately. We’re all looking out for each other!
NEIGHBORS
Get to know your booth neighbors. AITP events typically set up tents in groups of fours. That way everyone gets a corner lot, and you can all protect each other’s backs, literally. Watch out for each other’s merchandise, and cover for each other during restroom and food breaks.
Packing List
Here are some ideas for things you will probably want to pack.
Shelter:
- Pop-up canopy
- Weights and/or stakes and hammer (most sites do not allow stakes)
- Table(s) and chairs
- Decorations
- Tapestries
- Weather-proof bins
Health
- Cooler
- Frozen gallon jugs (2 per person)
- Bottled water
- Fruits and cold snacks/drinks
- Food
- Insulated mug or cup
- Medications
- Sunscreen
- Hat(s)
- Change of clothes
- Personal care products
- Umbrella
- Towel
Leave No Trace
AITP is a Leave No Trace event.
You must clean your space before leaving. Anyone who leaves behind trash will likely not be invited back. We need to stay in the good graces of the public parks that let us their space. Also, it’s just the right thing to do. Nobody likes a litter bug!
Please leave the park better than when you found it.
Pick up any trash you see to preserve the beauty.. even if it’s not your trash.
Take it to the next level. If the public bins start to overflow, we should replace them ourselves. We want to show how dedicated we are to respecting the space. I will have contractor trash bags available and will haul them away in the box truck I’m renting if we overflow the trash cans again (we did last year).
Payment
Payment details will be sent to everyone before the event date. Please plan to pay for your space at least one week before the event date. The payment portal will be online this year. We can accept all credit/debit cards and bank transfers through a secure portal via Stripe. We can also possibly accept CashApp and PayPal if needed. I know in the original signup I mentioned a transaction fee for online payments, but I’m taking that back and just going to cover the costs. No extra fees for paying online.
More Information
For event-specific information, please review the terms when you sign up. Every park and every event has unique terms, conditions and rules.