¶ 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
¶ 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.
¶ Tips and Guidelines
Here are some general tips and procedures that may be helpful.
¶ 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.
¶ 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.
¶ Size
Most of our events build a 10 x 10 foot space for artists/vendors, with a little buffer on the sides, depending on how much space we have.
Invest in a 10âČ x 10âČ tent and youâre good for most outdoor trade shows. Itâs a pretty standard size. If you have a larger tent, or want to utilize more space, just let us know! We just need to plan ahead when building the site layout, so please be specific about what you plan to bring. We can also keep groups together if possible, so make sure you specify who you want to camp next to.
Avoid the tents that say âslant leg.â They arenât really 10x10s. They are colloquially known as the âfake 10x10sâ because the actual coverage is more like 8Ă8. The legs slant outwards to make a 10Ă10 base, but the actual tent cover is smaller.
¶ Sun
Get a tent with a good UPF rating so you donât become crispy (at the very least 30, but aim for 50+). Breezes usually keep things nice and cool under shade. The canopy you choose will make a difference in how hot you feel under it. You can also add side walls to block morning/evening angled sunlight. You can use the Photographerâs Ephemeris to plan the angle of the sun. Remember that the more walls you add, the more breeze you prevent. Also look into using aluminet or a similar fabric that allows air flow.
Sun coverage is another reason you want to avoid the fake 10x10s.
¶ Rain
Having side walls can be a great way to protect yourself and your products from both sun and rain. You could also throw everything into empty plastic bins if storm clouds appear. Some merchandise may even be able to get wet with no worries. Just make sure you have a workable plan that youâve tested before. For example, 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.
¶ Wind
Most sites require 35lb weights on each leg. You can buy a variety of different âcanopy weightsâ for this. Some sites allow staking into the ground as an alternative, but many do not. You need to do at least one. It would be super embarrassing for everyone if a tent flew away! It could also cost us merchandise, or even the ability to host these events again. Letâs keep it together and secure our tents. If you need help setting up, just ask!
Also bring rocks or something heavy to hold down the stuff on your tables. Crates with large prints attached to them could easily fly away with a strong gust of wind.
¶ 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!
You may want to consider inviting people INTO your tent by setting tables and merchandise further back inside. 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.
¶ 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.
You all will 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!
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.