[Members] Fwd: VCF West 2025 Exhibitor/Vendor/Sponsor Instructions

Tue Jul 15 06:44:00 PDT 2025

I got this set of instructions from VCF, West. Perhaps you all got it too.
We'll discuss at noon and I'll summarize in an e-mail to Matt.

Neil

-------- Forwarded Message --------
Subject: 	VCF West 2025 Exhibitor/Vendor/Sponsor Instructions
Date: 	Fri, 11 Jul 2025 23:34:12 -0700
From: 	zachary.hardesty at vcfed.org
CC: 	zachary.hardesty at vcfed.org, 'Erik Klein' <erik at erikklein.com>, 
vcfwest at vcfed.org

Hello folks,

VCF West is just three weeks away!

I'm excited for what is going to be our biggest and best show ever! I’m 
new to saying this and I hope I get to keep saying it! :)

As usual we're using the Hahn Auditorium for talks so we've got exhibits 
spread out pretty much everywhere else. In addition, we now have a 
second location for talks downstairs!

Attached are the exhibitor layout maps. We have so many exhibitors this 
year that you’ll need to go here 
<https://vcfed.org/events/vintage-computer-festival-west/vcf-west-exhibits/> 
to find your exhibit number. Please review these and let me know if you 
have any questions, comments, or concerns.  We've tried to put people 
next to others where they've asked and tried to address noise concerns 
where they were mentioned.  If I got any of that wrong, please let me 
know ASAP.  We're bigger than ever and this configuration is very tight 
so, please, only request changes that are absolutely necessary.  I'll do 
my best, but no promises. If there are any urgent and unanticipated 
issues with locations we can work them out during load-in on Thursday.

A few notes, responses to questions, etc.

 1. Exhibitors do *not* need to pay for admission.  This includes anyone
    helping to run your booth - within reason, please.  Just check in as
    an exhibitor when you load in.
 2. *Vendors and sponsors* please check in with us, the same as above
    applies. You’re on the exhibitor maps as well.
 3. Please try to load in on *Thursday* if at all
    possible.  Load-in starts at 12:00 noon, but you are welcome to show
    up a bit earlier.  Just be warned that I may have to put you to work
    since I'm not guaranteed to have finished setting up tables,
    tablecloths, etc.  If you're loading in on Friday morning please get
    there early enough to be sure you're done and ready for guests
    at 10:00 AM.  Pretty please.
 4. Load-out starts *no earlier *than 5:00 on Saturday.  Please do NOT
    start packing up early, even if the crowd is light (except if you
    have made special arrangements with me earlier!) That said, we have
    to be clear by 9:00 PM on Saturday. *This includes consignment sales
    and unsold items!*
 5. ALL load-in and load out *MUST *go through the loading dock and
    freight elevators. *DO NOT* bring anything in or out through the
    main CHM entrance or the back entrance near 1401.  The CHM is open
    to the public and that activity is a disturbance to CHM visitors.
 6. The CHM cafe and, hopefully, at least a food truck or two will
    provide food throughout the day.
 7. There will be a *VCF After Dark *social event after the Festival
    closes on Friday. This will take place in the front patio area of
    the CHM. We will have a cash bar and food available for purchase.
    Please consider attending this event and please encourage others to
    do so!
 8. We are going to try to get photographs and video of every exhibit
    through the course of the weekend.  You may want to work up a brief
    description for the video folks.  If you record any portions of the
    show please share them with us!  We'll post a link for uploading
    pictures and videos.
 9. The *Consignment* process for this year is basically the same as
    last year.  We've invested in a Point of Sale system that will make
    consignment run smoother, but it only works if you
    prepare in advance. Please see the instructions at
    *https://vcfed.org/events/vintage-computer-festival-west/vcf-west-consignment/
    *The short version is that you need to set up an account with an
    online app that you can list and maintain your sales items on.
10. Consignment sales will not start until an hour after the show opens
    on both days. That first hour will be reserved for load-in,
    check-in, troubleshooting and so on.  I know y'all like to horse
    trade before the show even opens, but the Consignment register won't
    be available until after that hour.
11. Like last year, the two classrooms and the space beyond those is now
    reserved for consignment.  The rooms next to Hahn near the freight
    elevator will not be in use. We will have a couple of "reserved"
    consignment sales so please make sure you're loading into the public
    spaces unless you are a part of one of those.
12. *Please, please, please spread the word! *  @vcfederation on Twitter
    and Instagram. @Vintage Computer Federation on Facebook, #vcfwest
    and whatever you think will work.  Tell your friends.  Tell your
    family.  Put up posters at your work.  Post to your office info
    boards.  Whatever you can do!
13. Also, please *forward this email *to your co-exhibitors, etc.
14. Don't forget to bring power strips, extension cords, tools and
    whatever other supplies you'll need.  This includes carts and
    hand-trucks; to share, if possible.
15. Note that we cannot guarantee wall space for your booth and if you
    do have a nearby wall you can't hang anything that might mar
    it in any way... easels, stand-up displays and the like are usually
    going to be better options.
16. For the exhibits in the gallery area, those aren't necessarily
    accurate table placements. I'm still not sure exactly what that area
    looks like, but we'll make it work.
17. We have a *Hotel Block//*this year. If you are staying in a hotel
    and are not in our reserved hotel please consider switching hotels
    to help us meet our minimum.
18. We are doing a new event for kids this year - a passport/scavenger
    hunt exercise where the kids will follow clues and get stickers from
    different booths. We need 24 volunteers to participate. Your
    exhibit's job will be to put a sticker in the kids books in your
    allotted spot. *Please let me know if you are willing to participate.*

If you have any additional questions, comments, concerns, etc. please 
don't hesitate to ask.

Again, exhibitor numbers are at 
https://vcfed.org/events/vintage-computer-festival-west/vcf-west-exhibits/ 
and you can also find the maps here 
https://vcfed.org/events/vintage-computer-festival-west/vcf-west-2025-layout/

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