¶ Overview
This guide covers everything you need to know about hosting a booth at Anime in the Park.
If you're setting up a canopy tent, this guide applies to you. For example:
- Artists
- Vendors
- Promo Booths
- Theme Camps
¶ Canopy Tent Setup
Here are some general tips and procedures that may be helpful.
¶ Shelter
You will need to bring your own pop-up canopy tent and keep it secure.
You will need at least a 35lb weight per tent leg or stakes in order to be compliant.
Do not let your tent fly away. Use weights or stakes, depending on what the park allows.
Some parks allow stakes, but many do not. Please read the rules for each specific event in the operating plans. Itâs extremely important that we follow park rules and do not damage irrigation systems or other components.
Buy your tent early and test it out. Set it up a few times so you're familiar with it.
Watch this video guide by Mooxie Art on setting up a tent: https://www.youtube.com/watch?v=VeO4WOIHOjI
¶ Canopy Tents
- Get a real 10 x 10.
Avoid anything that says "slant leg," otherwise known as the fake 10x10s. They will not provide enough coverage. The legs slant outwards, so your actual sun cover is greatly diminished. It's more like an 8x8. Avoid at all costs. Seriously.
Do not use a "slant leg" 10 x 10.
- Add side walls.
Use aluminet instead of tarp. It will block out sun, but also allow the breeze to cool you down. Aluminet also won't act as a sail for the tent, keeping it more secure. More on this in the Shade section.
- Know the position of the sun and plan accordingly.
You can use The Photographer's Ephemeris to know the exact position of the sun during the day, and how it will shine into your booth space. Use this as a tool to build the best layout.
¶ Stakes and Weights
Some parks allow stakes, some don't. Please read the rules for each event.
If using stakes:
- Invest in good stakes.
Do not use the flimsy tiny ones that come with your tent.
Buy some larger stakes that will actually root your tent into the ground.
- Bring a mallet and something to pull the stakes out.
A mallet will be easier on your hands and the plastic tops of the stakes when inserting them. You can also just use a hammer.
You will need a claw tooth hammer or a specialized tool to pull the stakes out later. They do get stuck sometimes.
Sometimes you hit a root or a rock. Do your best to get each leg staked down. Worst case, bring some extra weights or find a creative way to secure it down.
If using weights:
- Use empty weight bags and fill them with river rocks.
This is the cheapest route typically. You can buy empty "canopy weight bags" and fill them with dirt, sand, rocks, etc.
River rocks are best because they're smooth and won't rip the bag. They are pretty affordable at the big box home improvement stores, at least compared to regular steel weights.
The little plastic hockey puck weights are useless. You need real weight. Don't even bother with these. All those videos you see of people's tents flying away? Those little whimpy weights are often to blame.
¶ Shade
Get a tent with a good UPF rating so you donât become crispy (at the very least 30, but aim for 50+).
You can also use aluminet, tapestries or light sheets as walls. Aluminet is the best option because it lets breeze in while keeping sun out.
Larger shade coverage is another reason you want to avoid the fake 10x10s.
¶ Fasteners
Use bungee balls instead of zip ties to fasten add-ons.
Bungee ball are reusable and very easy to use. Just Google them if you're not sure what they are.
Zip ties are terrible. They are difficult to remove, and create litter. Please do not use them.
¶ Rain Plan
Write down a rain plan and let your booth buddy know what to do in case of rain.
The quickest route is to have a large tarp available to cover everything, or several smaller plastic sheets.
You can also throw everything into plastic bins.
Having side walls can also be a great way to protect yourself and your products from both sun and rain.
Just make sure you have a workable plan that youâve tested before. Donât buy a tent, table, shelving, etc. the day before the show and never take it out to practice! You should be comfortable with your gear and know how to set it up and take it down with confidence and ease. If you are struggling though, just reach out and someone will help you! If not me, then very likely your booth neighbors, or a volunteer.
¶ Vibes
Under this canopy, you will curate a vibe and present either things youâve created or things that you want the world to see. As a booth operator, you are holding space for people. AITP encourages everyone to take this responsibility with enthusiasm and confidence, and to use their powers for good. Decorating your space with tapestries and nice things can make a big difference in building the world you want people to enter! You could also do something really cool like interactive exhibits or art installations. Let us know your ideas so we can promote them.
The goal is to build this cohesive experience like traveling through an RPG village exploring different stories and images. You are the creators of these worlds that people will enter for some time as they move through the event. Take pride in this!
- Invite people in.
You may want to consider inviting people INTO your tent by setting tables and merchandise further back inside. This gets them out of the sun, and entices them to stick around longer and check out your wares.
These are cozy events where people come to connect and interact. We donât want people to feel like theyâre being shucked through a vendor hall.
This is of course optional. Some exhibitors prefer to keep the public out, but we do encourage inviting people inside the tent space.
¶ Booth Buddy
Pick a friend, partner, or artist that will support you. Find someone reliable who can help you set up the tent, break it down, and cover for you during breaks. Doing this alone is possible, but it's a lot easier and lot more fun with help. Choose your booth buddy carefully, and talk beforehand about responsibilities and who is doing what.
¶ Registration
Everyone will need to register online and wait for an acceptance email to join. Please don't just show up randomly. This is a structured event. Only accepted applicants are allowed to participate.
¶ Payment
Accepted applicants will receive a voucher code which they can use on our ticketing platform to pay for their booth space.
¶ Website
Currently, our ticketing platform is here:
Do not pay anyone cash, Zelle, etc., or use any other website for payment. Scammers are creative these days. Only pay for your booth space through our official platform. Please report anyone who is trying to circumvent our payment platform!
You will add your booth "product" to the online shopping cart, and follow the step by step instructions to pay through our secure website. You will receive an email confirmation with your tickets once complete.
¶ Screenshots
Here's an example of the checkout screen:
And here's an example of how you should fill out the information page:
In the above example, two artists are sharing a booth. The first artist is "Super Cool Artist," and the second artist is "Super Awesome Artist." Each artist puts their name as an attendee below that. In this case, "Joseph Joestar" and "Jane Doe." Answer as accurately as possible. We sometimes need to use these names to validate tickets, especially if you lost yours or can't find the email.
¶ Tickets
You and your booth buddy will each receive a unique ticket after paying for your booth space.
Your booth buddy, called an "Exhibitor Buddy" on the ticketing website, will either be:
- A friend or partner who is helping you set up and run the booth
- Another artist, if you are sharing a booth
You both will need your individual ticket to get in.
We provide individual tickets in case you both arrive at different times. Ideally, you will both arrive at the same time and help each other set up, but life isn't always that simple.
Tickets will be emailed to ONE email address. This is the email address that you provide during checkout.
¶ On Arrival
Before the day of show, everyone will receive a site map with detailed locations for everything.
This will be the flow:
- Park your car in the designated area (either a temporary loading zone, or straight to an exhibitor parking spot).
- Register with the Placement Team (show your tickets, get your wristbands, and confirm your physical booth location).
- Unload your stuff.
- Move your vehicle to exhibitor parking (if parked in a temporary loading zone).
- Set up your booth.
¶ Parking
Park in the designated area(s) only.
Most of our events also have loading zone areas for TEMPORARY parking. Please unload your equpiment, tents, and products, and then move your car to a regular parking area before setting up your booth. This is so the next person has a chance to unload.
Don't be a loading zone barnacle. Move your vehicle after unloading. Set up your tent AFTER moving your vehicle.
Some events require parking passes. These will be emailed to you so you can print them from home.
Print your parking pass ahead of time. (Only applicable to some events).
If you have a cart and don't mind walking a little more, just go ahead and park in a regular spot first and skip the loading zone. Arrive early for the best spots. Some locations are really tight on parking.
¶ Placement
There will be a registration tent set up for exhibitors to check into.
Please visit this tent location to have your tickets scanned and receive your wristband.
A member of the placement team will direct you to your spot on the map.
Do not set up your booth until confirming your location with the Placement Team.
¶ Health
Stay hydrated, eat enough good food, and keep yourself at a comfortable temperature.
Shelter will help a lot with this. Just try to stay directly out of the sunâs rays for the majority of the day unless thatâs how you normally spend 8+ hours a day. Heat stroke isnât fun. Itâs also important to wear sunscreen. Shades do not block all the sun, you will still burn!
Drink lots of water. You can take gallon water jugs and freeze them ahead of time. Put those in a cooler and you will have ice cool water all day. Just remember to pour some out of the top (drink, donât waste please!) before freezing, as water expands. You should put some smaller unfrozen single serve water bottles into the cooler. These can be to share and in case the iced gallon doesnât melt fast enough for you to drink (it will stay a block of ice longer than youâd expect).
Eat enough healthy food to keep you going. Sometimes your appetite may change being out in the elements, but itâs important to ensure you have enough fuel.
Staying on top of all this means you can have a great time and support others!
¶ Safety
We take great care in curating safe environments. Our success is due to our building a network of support.
¶ See Something, Say Something
You are the eyes and ears of the event.
Together we build an ad-hoc security network, keeping each other safe.
Keep an eye out for:
- People without wristbands/badges
- Odd behavior (outside of standard weeb shenanigans)
- Criminal activity
You will all have access to my cell phone. If you see something weird, call me or come find me so it can be addressed. Or tell someone with a radio so they can relay the message. From the annoying âbooth barnacleâ to combative and confrontational guests, we need you to report anything of concern immediately. Weâre all looking out for each other!
Response steps in order of severity:
- Take a picture or note of anything that looks off
- Tell someone with a radio
- Flag down an officer or anyone that can help
- Call 911
For serious life-threatening issues, flag down an officer or call 911.
¶ Neighbors
Get to know your booth neighbors.
Watch out for each otherâs merchandise, and cover for each other during restroom and food breaks.
AITP events typically set up tents in groups of fours. That way everyone gets a corner lot, and you can all protect each otherâs backs, literally. However the layout is, try to find ways to protect your merchandise, and work together to keep each other safe.
¶ Packing List
Here are some ideas for things you will probably want to pack.
¶ Shelter
- Pop-up canopy
- Weights and/or stakes and hammer (most sites do not allow stakes)
- Table(s) and chairs
- Decorations
- Tapestries
- Weather-proof bins
¶ Food
- Water
- More water
- Insulated water bottle
- Cooler filled with:
- Frozen gallon jugs (For drinking and keeping everything cold. Pour some into a cup before freezing so it doesnât swell up)
- Water bottles (individual serve in case you need to share)
- Fruits and cold snacks like hummus, carrots, peanut butter, cassava, trail mix, etc.
- Pre-made food thatâs easy to eat (sandwiches, wraps, etc.)
¶ Health
- Medications
- Sunscreen
- Hat(s)
- Change of clothes
- Personal care products
- Umbrella
- Towel
¶ Principles
Our events are based on three principles, plus the original twelve NetsuCon Principles.
¶ Leave No Trace
AITP is a Leave No Trace event.
You must clean your space before leaving. Anyone who leaves behind trash will likely not be invited back. We need to stay in the good graces of the public parks that let us their space. Also, itâs just the right thing to do. Nobody likes a litter bug!
¶ Pack in â Pack out
Please do not dump all your trash into the receptacles before leaving. For example, zip ties. We donât want to overload the park systems. If you pack it in, then pack it out. Take your own trash home (except for food waste). This is especially important if you see that the trash bins are overflowing.
¶ Trash Bins
Do not overstuff the trash cans.
If a bin is overflowing, please let a staff/volunteer member know so we can replace it.
Leave the park better than when you found it.
Pick up any trash you see to preserve the beauty⊠even if itâs not your trash.
If it doesn't stink, take it home with you!
¶ Self-Reliance
Anime in the Park requires effort.
You will need to bring your own tent, supplies, etc.
Be prepared, or bring someone who is.
¶ Teamwork
We all work together to make this happen.
Support each other.
¶ Next Steps
Visit the Operations section for specific event details, including maps, locations, setup times, etc.
- Operations Detailed event information.