Vending

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” link to the left to register as a vendor or sponsor and secure your spot today.

 

Important Info

  • 2020 is our 7th show.
  • We expect over 700 attendees this year.  Attendance has grown an average of 25% year on year since our start in 2014.
  • 1,010 Facebook page followers, average Facebook post reach of 2,000 people
  • Direct email mailing list of 751
  • 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
  • September 15: 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 6: Convention setup starts on site after 5pm
  • February 9: 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.

Basic convention 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

Large Convention Booth – $500

    • Approximatley 10′ by 16′ booth space in a premium location including 2 6′ tables, 4 chairs, 6 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

 

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:

    • Your logo/artwork and text on the 8′ tall banner directional signage at the convention
    • 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 
    • Half page (4″ by 4″) 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

Captain’s Bag Sponsor – 65 products
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 65 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”.  This sponsorship also includes:

    • 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

Prize Pool Sponsor – product totalling $150 MSRP or greater
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.  My sending us $150 MSRP (or more, we always like more) new unopened product for the prize pool you get:

    • Listing on the Sponsors page in the convention program
    • Listing on our website (with your provided graphic and link back) as a sponsor
    • “Sponsor Spotlight” posting on our social media and email list
    • Inclusion of any flyers or other promotional materials you want to send us to hand out at the Captain’s Log prize table

Advertising Sponsor – $30
This is the basic “buy and ad in the program book” sponsorship.  A $30 ad is an approximately 2″ by 2″ quarter page black and white ad (you can provide a ready-made graphic or just send us your logo and text) in the interior of the program.  Purchase of multiple ads can be used for multiple small ads or to enlarge a single ad to half page or full (8″ by 5″) page size.

 
 

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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