[Members] Fwd: Re: VCF West 2025 Exhibitor/Vendor/Sponsor Instructions
Neil Waldhauer
neil at blondeguy.com
Tue Jul 15 07:16:33 PDT 2025
Oops, meant to send to all....
-------- Forwarded Message --------
Subject: Re: VCF West 2025 Exhibitor/Vendor/Sponsor Instructions
Date: Tue, 15 Jul 2025 07:15:37 -0700
From: Neil Waldhauer <neil at blondeguy.com>
To: David Oakford <david at oakford.org>
Matt -- what time would work for you? I'm better for 5 or 6 PM PDT.
Otherwise e-mail doesn't require us to all be free at the same time.
(and for me to be next to my only computer with a camera)
Neil
On 07/15/25 06:50 am, David Oakford wrote:
> Maybe you, Matt and I could have a zoom after working hours out west?
>
> David Oakford
> david at oakford.org
> +1 212.865.0168
> ------------------------------------------------------------------------
> *From:* Neil Waldhauer <neil at blondeguy.com>
> *Sent:* Tuesday, July 15, 2025 9:44:00 AM
> *To:* BayWarp <members at baywarp.org>; David Oakford
> <david at oakford.org>; Matt Nawrocki <matt at nawrocki.me>
> *Subject:* Fwd: VCF West 2025 Exhibitor/Vendor/Sponsor Instructions
> 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 <mailto:zachary.hardesty at vcfed.org>
> CC: zachary.hardesty at vcfed.org <mailto:zachary.hardesty at vcfed.org>,
> 'Erik Klein' <erik at erikklein.com> <mailto:erik at erikklein.com>,
> vcfwest at vcfed.org <mailto: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/
>
--
Neil Waldhauerneil at blondeguy.com www.blondeguy.com
Expert consulting for OS/2 Warp, ArcaOS and eComStation
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