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I got this set of instructions from VCF, West. Perhaps you all got
it too.<br>
We'll discuss at noon and I'll summarize in an e-mail to Matt.<br>
<br>
Neil<br>
<br>
<br>
-------- Forwarded Message --------
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<th align="RIGHT" nowrap="nowrap" valign="BASELINE">Subject: </th>
<td>VCF West 2025 Exhibitor/Vendor/Sponsor Instructions</td>
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<th align="RIGHT" nowrap="nowrap" valign="BASELINE">Date: </th>
<td>Fri, 11 Jul 2025 23:34:12 -0700</td>
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<th align="RIGHT" nowrap="nowrap" valign="BASELINE">From: </th>
<td><a class="moz-txt-link-abbreviated" href="mailto:zachary.hardesty@vcfed.org">zachary.hardesty@vcfed.org</a></td>
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<th align="RIGHT" nowrap="nowrap" valign="BASELINE">CC: </th>
<td><a class="moz-txt-link-abbreviated" href="mailto:zachary.hardesty@vcfed.org">zachary.hardesty@vcfed.org</a>, 'Erik Klein'
<a class="moz-txt-link-rfc2396E" href="mailto:erik@erikklein.com"><erik@erikklein.com></a>, <a class="moz-txt-link-abbreviated" href="mailto:vcfwest@vcfed.org">vcfwest@vcfed.org</a></td>
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<p class="MsoNormal">Hello folks,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">VCF West is just three weeks away! <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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! :)<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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!<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Attached are the exhibitor layout maps. We
have so many exhibitors this year that you’ll need to go <a
moz-do-not-send="true"
href="https://vcfed.org/events/vintage-computer-festival-west/vcf-west-exhibits/">here</a>
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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">A few notes, responses to questions, etc.<o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">Exhibitors
do <b>not</b> 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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1"><b>Vendors
and sponsors</b> please check in with us, the same as above
applies. You’re on the exhibitor maps as well.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">Please try
to load in on <b>Thursday</b> 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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">Load-out
starts <b>no earlier </b>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. <b>This
includes consignment sales and unsold items!</b><o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">ALL load-in and load out <b>MUST </b>go
through the loading dock and freight elevators. <b>DO NOT</b> 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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">The CHM
cafe and, hopefully, at least a food truck or two will provide
food throughout the day.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">There will
be a <b>VCF After Dark </b>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!<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">The <b>Consignment</b> 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 <b><a moz-do-not-send="true"
href="https://vcfed.org/events/vintage-computer-festival-west/vcf-west-consignment/"
target="_blank">https://vcfed.org/events/vintage-computer-festival-west/vcf-west-consignment/</a> </b>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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1"><b>Please,
please, please spread the word! </b> @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!<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">Also,
please <b>forward this email </b>to your co-exhibitors, etc.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">We have a
<b>Hotel Block<i> </i></b>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.<o:p></o:p></li>
<li class="MsoNormal" style="mso-list:l0 level1 lfo1">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. <b>Please let me know
if you are willing to participate.</b><o:p></o:p></li>
</ol>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If you have any additional questions,
comments, concerns, etc. please don't hesitate to ask.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Again, exhibitor numbers are at <a
moz-do-not-send="true"
href="https://vcfed.org/events/vintage-computer-festival-west/vcf-west-exhibits/"><a class="moz-txt-link-freetext" href="https://vcfed.org/events/vintage-computer-festival-west/vcf-west-exhibits/">https://vcfed.org/events/vintage-computer-festival-west/vcf-west-exhibits/</a></a>
and you can also find the maps here <a moz-do-not-send="true"
href="https://vcfed.org/events/vintage-computer-festival-west/vcf-west-2025-layout/">https://vcfed.org/events/vintage-computer-festival-west/vcf-west-2025-layout/</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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