This document sets forth the rules for the dealer room at the Anime USA 2024 Convention. By purchasing spaces in the Anime USA 2024 dealer room, you (the Dealer) agree to abide by these rules. These rules include the rules below and all rules that apply to Anime USA convention members (listed here and through other areas of the site) including the laws of the Commonwealth of Virginia.
Location and Date
The Anime USA 2024 convention will be held at the Hyatt Regency Crystal City (2799 Richmond Hwy, Arlington, VA 22202) October 11 – 13.
Dealer Room location Independence Level – Rooms Independence Center A & B. Anime USA reserves the right to change the location.
Reserving Spaces
Anime USA’s Dealer Room applications are juried. Once registration has opened you may submit your merchant information via e-mail to the Dealers Room Department Head (dealers@animeusa.org). Include in your reservation email:
- Name
- Merchant (or group) name
- Number of personnel
- Number of spaces desired (4 maximum)
- Merchandise list
- Website (If no website is available, see department head for further information)
- Your selections as to if you require an electrical connection or an internet connection (See Dealer Registration).
- Number of desired tables in your space(s), one 6’ table per space is provided others can be purchased (See Spaces and Price).
Anime USA will contact all dealers via e-mail to inform them of their decision. Anime USA reserves the right to reject a request from dealers selling merchandise for which we already have sufficient dealers.
Once space availability and reservation is confirmed, dealers should mail their signed Dealer Room Contract (see below) with payment to the address provided within the confirmation email.
Payments before the convention can be made by check or money order payable to Anime USA. PayPal payments will also be accepted, with the convenience fee add. Any bounced checks will be subject to a $25 processing fee. Please allow up to eight weeks for your payment to be processed.
The Dealers Room Department Head will hold your reservation for three weeks. If payment is not made within three weeks, your reservation will be canceled and the space(s) will be made available to others.
Any merchandise not listed on a dealer’s contract may not be sold by that dealer. Non-compliant items will be removed.
Spaces and Price – TBD
Electricity – TBD
Internet – TBD
Payment
Payment can be by check or money order made out to Anime USA in US dollars drawn on a US based account. Returned checks will incur a $25.00 fee. The address to which to mail payment will be sent with the confirmation email.
Payment by credit card or PayPal will incur a 3% convenience fee.
Payment must be received within three weeks of confirmation that spaces our being held for a dealer, except that dealers may pay 50% deposit to hold the space(s) with the remaining amount due two months after the first payment but no later than July 30, 2024.
Installation & Removal – TBD
Dealer Badges
Each dealer receives two badges for each space purchased. An individual’s name must be assigned to the badge before it will be issued. Dealer badges are not transferable. A limited number of additional dealer badges may be purchased for $45 each prior to the convention. At the convention, additional badges will be $50 each.
Allowable Merchandise
Only items licensed in the US or imports will be sold in the dealer room. No bootlegs will be allowed. Any violator, as determined by the convention, will be asked to remove the offending merchandise from the Dealers’ Room. Failure to comply, or a subsequent violation, will result in immediate expulsion from the convention and forfeiture of convention badges with no possibility of a refund for payment for spaces in the dealer room.
Weapons
Sale of projectile weapons is prohibited. All weapons must be boxed or packaged and sealed after purchase. All customers must be informed that weapons are to be taken directly to a hotel room or car as to be out of sight. Weapons dealers will check IDs of persons to ensure they are 18 years or older before allowing them to purchase any weapons.
Live steel/metal knives and swords will have to be either shipped to the purchaser or given to them off the Marriott property. They cannot be given directly to the purchaser, even with the understanding of being taken directly to a hotel room or car.
Adult Merchandise
Adult media and merchandise must be sold in accordance with the laws of both the Commonwealth of Virginia and Federal Government. The display or sale of adult merchandise to anyone under the age of 18 will not be tolerated. Adult merchandise must be covered and photo identification must be checked at the time of perusal and/or purchase in all cases. Under no circumstances shall adult material be in plain potential view of minors. Members of the dealer’s room staff will be checking this during setup and throughout the weekend. Failure to comply after the first warning will result in the loss of the right to sell adult material for the remainder of the convention.
Hawking
Anime USA reserves the right to require any dealer to turn down or off any audio devices if deemed to be interfering with or bothering other dealers or members at the convention. The same applies to vocal appeals to entice people to come to your spaces or buy merchandise. Dealers who wish to do some special event, e.g., a contest, shall pre-clear said event with Anime USA. This can be done by e-mailing the dealer’s room coordinator by August 25, 2023.
Selling from Hotel Rooms
The selling of merchandise from a hotel room is against Anime USA policy. Anyone found selling merchandise from his or her room will be referred to hotel security and reported to the authorities.
Taxes and Licenses
Dealers will be responsible for obtaining any tax identification numbers and paying all taxes, license fees, and any charges that will come due to any governmental authority in connection with their activity at Anime USA 2023.
The following link provides information and the form used for reporting sales at the show:
- By web: https://www.tax.virginia.gov/
- By phone: (804) 367-8037
- By Mail: Virginia Department of Taxation, PO Box 26627, Richmond, VA. 23261-6627.
Security
Anime USA will provide in-room personnel presence during the hours the Dealer Room is closed. However, the Dealer is solely and fully responsible for his or her own exhibits material and should insure their exhibit against loss or damage from any cause whatsoever. All property of a Dealer is understood to remain in its care, custody, and control in transit to or from or within the confines of the Dealer Room.
Charity Auction
A designated member of the educational department may be collecting donations for the charity auction. This person will be made known to all dealers during check-in procedures. Receipts will be given for any item received.
Liability
“The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their representative agents, servants, and employees from any such losses, damages, and claims.”
Neither Anime USA or the Hyatt Regency Crystal City, nor any of their representatives will be responsible for any injury, loss or damage that may occur to the Dealer or to the Dealer’s associates or property from any cause whatsoever. The Dealer shall obtain, at his or her own expense, adequate insurance against such injury, loss, or damage, and provide proof of said insurance to Anime USA prior to the convention dates. Anime USA shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other cause of any kind whatsoever not within the control of Anime USA. Anyone visiting, viewing or otherwise participating in the dealer exhibit is deemed to be the invitee or licensee of the dealer, rather than the invitee or licensee of Anime USA. Anime USA shall not be liable for any injury whatsoever to the property of the exhibitor or the persons conducting or otherwise participating in the conduct of the exhibit or the invitees or guests of the dealer and the Dealer hereby indemnifies Anime USA for all such injuries and claims.
The dealer understands that neither Anime USA nor the Hyatt Regency Crystal City maintains insurance covering the dealer property and it is the sole responsibility of the Dealer to obtain such insurance.
There is no other agreement or warranties between the Dealer and Anime USA except as set forth in this document. The rights of Anime USA under this contract shall not be deemed waived unless specifically stated in writing and signed by an authorized officer of Anime USA. Any action which Anime USA or Dealer may bring against each other, based upon or in any way relating to this Dealer Contract or its performance, shall be brought in Federal or State court located within the Commonwealth of Virginia. Anime USA and Dealer hereby waive all questions of personal jurisdiction or venue in order to give effect of this provision.
Anime USA reserves the right to remove any dealer whose behavior is disruptive to staff, other dealers, and/or convention members. If another member of the dealer’s staff remains, the remaining staff may continue to operate their dealer spaces, otherwise they will be forced to vacate their space and remove their merchandise. Each Dealer is responsible for, and it hereby indemnifies Anime USA so that it is not responsible for, any claims or liability arising from the Dealer’s actions.
Severability
Should any provision of this document be rendered or declared invalid by reason of any existing or subsequently enacted legislation or by any decree by a court of competent jurisdiction, such invalidation of such part or portion of this document shall not invalidate the remaining portions, and they shall remain in full force and effect.