2016 WBC Vendor Information
Sept. 8, 2015

VENUE: The Boardgame Players Association invites you to exhibit at WBC (the World Boardgaming Championships) on July 29–31, 2016, at the Seven Springs Mountain Resort, conveniently located off the Pennsylvania Turnpike in Seven Springs, PA. This gaming conference is unique and known worldwide for its emphasis on competitive play of boardgames. It continues to attract the largest turnout of boardgame competitors anywhere worldwide. Total attendance is estimated at 2,000 people. This is not an inflated figure using daily attendance and counting the same person multiple times; rather, it is a count of actual boardgamers in attendance—many of whom stay for a week or more.

The BPA does not conduct events in Miniatures, Role Playing, Collectible Card Games or Computer Games although vendors are free to sell those items. The public is invited to browse free of charge.

Flea markets are not allowed. BPA holds a highly successful used game auction on Tuesday, but it is completed long before the Vendor's Room opens. Sales are limited to approved Vendors. Space is limited and will be sold on a first-come, first-served basis. WBC hosts it sales in a secure area devoted exclusively to vendors. Demonstration and exhibit areas augment the sales area. Sales at past WBCs have been brisk, with most vendors reporting results comparable or superior to far larger, but less focused, shows. Several say they experience greater sales at WBC than at larger national shows. This is because the attendance is pure—every attendee is a boardgamer.

SPACE & HOURS: Each Vendor space is the equivalent of a 10’ x 10’ area with four 8’ covered tables and two chairs. The Vendor area will be open for sales from Friday, July 29 through Sun., July 31 between 10 am and 6 pm. Access to the Vendor area is limited to these hours of operation. While the Vendor area will be locked when not in service, the BPA assumes no liability for theft or damage to merchandise. Those who leave their displays and goods unattended do so at their own risk.

EXCLUSIVITY: The WBC does not grant exclusivity to any vendor. Vendors may sell whatever products they wish. We suggest that vendors cooperate for their mutual benefit by voluntarily agreeing among themselves which products to stock at their particular tables in advance. Check BPA Links for a current list of participating vendors.

COST: Each Vendor space costs $500 until Jan. 1. Rates increase in $50 increments on Jan 1, Apr 1 and June 23. First come, first served. Make your reservation now for the best rate and to secure your space! Payment must be made at time of application. Payment is a commitment to attend and is non-refundable.

RESERVE YOUR SPACE NOW: WBC is always a sellout so early commitment is recommended—both for booth space and lodging. Whereas in the past, vendor space has been restricted to prior vendors until Jan. 1, our expanded facilities at Seven Springs allow us to open booth sales to everyone starting now—regardless of past attendance.

EARLY SALES: Although WBC lasts nine days, vendor sales are limited to Friday through Sunday to compress vendor hours and expenses. The shows’ sole fulltime sales agent will accommodate vendors by taking on consignment new releases only for early sale Monday through Thursday to facilitate distribution of new releases early in the conference.

TRIAL EVENTS: Vendors of record by March 15 may introduce one new Trial tournament per space. Such events will be eligible to qualify for future automatic Tournament status based on attendance. Vendors may not charge admission for participation in their events and must limit participation in their Trial tournaments to those with a convention badge. All events at our conference are free to those members and paid guests displaying a current WBC badge. The conference will provide a standardized first-place plaque for Trial events. At their discretion, Vendors may augment this with prizes of their own, but cash prizes are discouraged. Any supplemental prizes offered should be communicated to BPA by March 15 for inclusion in the Event Preview pages of our website.

TRIAL LIMITS: All Trial games must be in print by March 15 in the year of the convention.Publishers must provide BPA with a copy of the game at that time and grant BPA the right to use all images contained therein for purposes of providing an event kiosk, website preview, program coverage and plaque icons for the event. Send the game to BPA, 7766 Valley View Court, Hickory, NC 28602 no later than March 15.

DEMONSTRATIONS: Vendors may provide free demonstrations of their games in our special Demonstration Area. Only one demonstration per one-hour time block is allowed. Slots will be rationed to Vendors in order of their Vendor space purchase.

ADMISSION: Vendors will receive two admission badges per space as part of their Vendor fee. Those wishing additional badges must purchase memberships seperately.

SET-UP & BREAKDOWN: Vendors may set up Thursday between 6 PM and midnight. Breakdown must be completed by midnight on Sunday.

Vendor’s Contract: The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of the exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the Hotel, its agents, servants and employees from any and all such losses, damages, and claims. Seven Springs will not be responsible or liable for any loss, damage or claims arising out of exhibitor’s activities on Seven Springs premises except for any claims, loss, or damages arising directly from its negligence.

SHIPPING: Due to the limitation the Resort has for storage, advanced shipping of exhibit materials is limited and will not be received prior to two weeks of the show date.   All materials being shipped must be clearly labeled as follows:

  1. HOLD FOR:
  2. WBC: World Boardgaming Championships
  3. Name of Company Exhibiting/ name of on site contact person claiming material
  4. July 29–31, 2016; setup July 28
  5. Exhibit Booth number

Materials should be shipped to: SEVEN SPRINGS MOUNTAIN RESORT, 777 Waterwheel Drive, Seven Springs, PA  1562. 

Note that due to the resort's location, not all carriers will ship “overnight.” Regardless of the time carriers commit to delivery, daily deliveries arrive at the Resort Monday through Friday, between 2 pm and 6 pm. At the conclusion of the exhibit show, all related equipment, crates, etc must be removed from the premises no later than the last day of the show.

ELECTRICAL & PHONE SERVICES: Vendors requiring these services are URGED to contact the Seven Spring Sales office at least ten days in advance (by July 18). Requests for services outside this window incur double charges. You may request a PDF order form from conventiondirector@boardgamers.org.

ADVERTISING: All paid vendors will be given a logo link on the home page and exhibitor links portion of our website. To advertise in our Program/Yearbook or on our website, see our Advertising rates.

COMPLIANCE: The BPA rents Vendor space from Seven Springs Mountain Resort and each vendors license is subject to the terms and conditions of our lease and the rules of conduct of the Resort. Violations of these terms may result in termination of vending rights by either the BPA or Seven Springs. No refund is available in these (or any other) circumstances.

PAYMENT: Read the Terms and Conditions of Membership. Complete and print the Membership Form. Mail the form and a check payable to BPA, 7766 Valley View Court, Hickory, NC 28602.

Additional options:

EXHIBITS: Vendors may also purchase a permanent demonstration table(s) for use Monday thru Sunday in specified exhibit areas. This Demonstration Area is neither secured nor subject to exhibit hour restrictions. Sales are not allowed in the Demonstration Area. Impromptu demonstrations by unlicensed vendors are strictly prohibited. See prices in the Terms and Conditions of Membership.

SEMINARS: BPA is pleased to provide use of three state of the art audio-visual classrooms with banked seating for seminars by its exhibitors and vendors. Introduce your company’s new and coming products and interact with your customers in a scheduled meeting. Designers can expound on their design philosophy and explain the whys and wherefores of their latest projects. Seminars are free to all official vendors/exhibitors. Submit seminar information via the Seminar Form. First come, first served—space is limited.

Boardgame Players Association Last updated by kae.
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