Vending and Sponsoring

CaptainCon offers a number of sponsorship and vending opportunities to get your game or company in front of the great gamers that attend the show.  Details are below and also listed on our registration page.  Click the “Vendor/Sponsor” link to the left to register as a vendor or sponsor and secure your spot today.

 

Important Info

  • 2022 is our 8th show.
  • We expect over 700 attendees this year.  Attendance has grown an average of 25% year on year since our start in 2014.
  • The Captain’s Log system encourages attendees to hold on to their programs and use them frequently (it’s how they track achievements) and the achievements encourage attendees to shop all the vendors and take part in all the game demos rather than “single track” the convention.

 

Key dates

  • July 1 – October 1:  Vendor booth spaces are on sale at 15% off using the code SUMMER15
  • August 17 – October 1: Early bird ticket sales are live
  • August 30: Initial event schedule is posted and early registration opens for Captain bag holders
  • October 19:  Registration opens for all badge holders
  • January 1:  Vendor booth sales close, sponsor/advertiser sales close, event submissions close.  This is the final deadline for anything printed in the program
  • January 15: Deadline for last social media mentions.  We need to have any physical product for prize support, promotions, etc. in hand by this day.
  • February 3: Convention setup starts on site after 5pm
  • February 6: Convention spaces must be cleaned and vacated by 10pm

 

Demo at CaptainCon

Demo tables can be reserved separately or as an add-on to a vendor booth or sponsorship.  If as an add-on, they are free.  If separately, we ask the person demoing to purchase a 3-day convention badge or provide the show with two copies of the game being demoed for our prize pool and/or game library.  Demo tables are booked in 4-hour blocks in our Expedition Demo Zone (central corridor of the convention) and are listed on the convention schedule as well as included in the Captain’s Log as an achievement for which attendees can earn points.

 

Vendor Booths

In addition to the usual benefits of vending at a convention, we include our vendors as an achievement in our Captain’s Log system.  When an attendee spends $10 or more at a vendor booth, they earn a stamp for that achievement in the Captain’s Log which is good toward prizes in our prize pool – encouraging lots of convention shopping.

Grand Ballroom Vendor Booth – $300

    • Approximately 10′ by 10′ vendor booth including 6′ table, 2 chairs, 3 vendor badges to the show
    • Listing as a vendor in the convention program
    • Inclusion in the Captain’s Log as an achievement
    • Listing as a vendor (with logo and link back) on the CaptainCon web page
    • “Vendor Spotlight” post on our social media and email list
    • Multiple adjacent booths can be combined to a larger exhibitor space
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Sponsorship Options

Major Sponsor – $600

Be a major sponsor of one of the divisions of the convention – Miniatures Tournament Hall, Demo Zone, Board Game Hall and Library, Role Playing Game Hall.  This includes:

    • Three 3-day badges to the show to use yourself or give to others
    • Your logo/artwork and text on pertinent table signs throughout the section
    • Prominent listing (including logo/art and link back) on the CaptainCon web page and our social media
    • Full-color logo listing with the section sponsors  on the back cover of the convention program
    • Listing on the Sponsors page inside the program 
    • Full page black and white advertisement in the interior of the convention program
    • “Sponsor Spotlight” posting on our social media and email list
    • Inclusion of any flyers or promotional materials you send us in the Captain swag bags
    • Voice announcements thanking you for your sponsorship over the general mic during the show

 

Contributing Sponsor – $200

Help us put on the best possible CaptainCon by supporting our operating costs like purchase of prize support and caffeine for our volunteers. For your support you will receive:

  • A 3-day badges to the show to attend yourself or give to friends
  • Listing on the CaptainCon web page (with logo/graphic and link to your page) sponsor section
  • CaptainCon social media mentions leading up to the show to thank you for your sponsorship and promote you to our followers
  • Listing in the sponsor section of the program book
  • A quarter-page ad in the body of the program book

 

Captain’s Bag Sponsor – 70+ products

Get visibility with gamers from across the country by putting your product directly in their hands at CaptainCon.

We’re looking for sponsors to provide product for our VIP swag bags and/or general attendees.  Each year, we sell a limited number of Captain badges.  In addition to getting access to early event registration and a full set of convention swag, these VIP gamers receive a swag bag of items from our sponsors.  This is your opportunity to be part of that bag by providing us 70 new, unopened gaming products that you would like to get into the hands of these games.  The products will go in the Captain Bags along with any printed flyers or promotional materials you send us.  Past sponsors have included Steamforged Games (Guild Ball starter sets), Privateer Press (WARMACHINE models), and Cool Mini or Not (full boxed games) as well as smaller local manufacturers.  It’s a perfect opportunity to put a few models and a discount code to order more direct into the hands of local “alpha gamers”. 

If providing for the swag bags, we ask that you ship us 70 copies of a product to give away to attendees in the swag bag. This needs to be a tangible game item such as a full game, miniature, gaming accessory, hobby tool, expansion pack, etc. but you can also include flyers or sale/promo code leaflets as well.

Alternately, you can send us 200+ smaller items to give to every gamer who enters the show while supplies last. We expect 700+ attendees in 2022 so the more you give us the more hands they go into.

The sooner you ship the items to us before the show, the more time we’ll have to hype it and give you exposure.

In exchange for your generous support of the show, we will give you:

    • Your product and info into the hands of hobby gamers
    • Listing on the Sponsors page in the convention program
    • “Sponsor Spotlight” posting on our social media and email list
    • Logo/artwork display and link back on the CaptainCon web page and social media
    • A half-page ad in the body of the convention program

 

Prize Pool Sponsor – product totalling $200 MSRP or greater

Help us put on the best possible CaptainCon by supporting our prize pool with your product.  A cornerstone of CaptainCon is our Captain’s Log system where attendees earn points for participating in convention activities ranging from shopping at vendors and playing in tournaments to checking out games from our board game library or demoing new games in the Demo Zone.  They spend these points on prizes in the Captain’s Log Prize Pool and we need your help to stock that.  It’s a great way to get your game in front of lots of players all weekend and even more when they win it and take it home to their local game store.  

After selecting this sponsorship, we’ll reach out to you to arrange for you to ship us your new, unopened games or gaming products valued at $200 MSRP or greater. These items will go into the main prize pool (the Captain’s Log) of the convention for attendees to win.  For your support, you will receive:

    • Your items displayed in the Captain’s Log prize pool along with any signage/labels you care to send along to attach to them
    • Listing on the Sponsors page in the convention program
    • A quarter-page ad in the body of the program book
    • Listing on our website (with your provided graphic and link back) as a sponsor
    • “Sponsor Spotlight” posting on our social media and email list leading up to the show to thank you for your sponsorship and promote you to our followers.  the earlier we get your items in hand, the more time we have to share photos.
    • Inclusion of any flyers or other promotional materials you want to send us to hand out at the Captain’s Log prize table
 

Painting Contest Sponsor

We’re looking for up to two sponsors of the CaptainCon painting contest. You can sponsor by providing product for the prize package and/or money to help with the costs of running the contest and providing prizes. We will contact you to work out specific details that best suit you.

Contest sponsors receive:

    • Listing of your sponsorship (including logo/graphic and link) on the CaptainCon web page both before the show and post-show when we upload the winners
    • Social media posts promoting your sponsorship both before and after the show
    • Listing in the convention program both in the sponsor section and in the painting contest rules section
    • A half-page ad in the body of the convention program
 
 

Costume Contest Sponsor

We’re looking for up to two sponsors of the CaptainCon costume contest. You can sponsor by providing product for the prize package and/or money to help with the costs of running the contest and providing prizes. We’ll contact you to work out specific details that best suit you.

Contest sponsors receive:

    • Listing of your sponsorship (including logo/graphic and link) on the CaptainCon web page both before the show and post-show when we upload the winners
    • Social media posts promoting your sponsorship both before and after the show
    • Listing in the convention program both in the sponsor section and in the painting contest rules section
    • A half-page ad in the body of the convention program
 

Vendor Logistics

  • The City of Warwick requires all vendors to secure a “Daily Vendor Permit” directly from them.  We used to get a blanket permit that covered the whole show, but they are now requiring each vendor to apply individually.  The cost is $50/day.  
  • We have discounted vendor rooms set aside for our vendors on a first-come first-served basis to try to offset the cost of the permit a bit.  Ask us for the code when you’re ready to book.  These are lower than the convention rate
  • Physical setup can begin at 7pm on Thursday evening (the hotel can take delivery of boxes in advance with some pre-notice and keeping in mind that space is limited).  We must have everything cleared from the convention space by 10pm on Sunday evening
  • Vendor booths can be selected in the vendor hall (secured between 6pm and 10am each night) or in the Grand Foyer (open access around the clock).  We have volunteers generally keeping an eye on things, but they’re not professional security so you should plan your own booth security accordingly.  
  • Rhode Island does require us to collect sales tax from out of state vendors.  Our staff will help you with the paperwork and the filing fee is covered by your booth fee.  We just need to calculate and collect the actual tax amount (7%) on Sunday afternoon.

 

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