|The Second Occasional LoneStarCon Science Fiction Convention and Chili Cook-off, Variously known as the 55th World Science Fiction Convention and LoneStarCon 2, the 1997 Worldcon, To be held from August 28th through September 1st, in the year 1997, in San Antonio, Texas.
LoneStarCon 2, the 1997 Worldcon Science Fiction Convention: Dealers' Room Information Letter #1
by Steve Francis, LSC2 Dealers' Room Manager
s of August 12, 1996, I have been offered and have accepted the position of LoneStarCon 2, the 1997 Worldcon Dealers' Room Manager. A few weeks will be required to assemble all of the information needed by dealers to make plans for the convention. This letter contains as much information as I can give you at this time. This letter will be reprinted in Progress Report 4, installed on the LoneStarCon web site, and is being handed out to all interested parties at L.A.con III. Three letters will be generated before the convention to provide information as it becomes available. The second and third letters will also be available on request, published in future progress reports and will appear on the web site. Letter number two will be published in the spring of 1997 and letter number three will be sent out to all registered dealers in early August of 1997. These letters will supersede all previous communications to dealers. We will assume no responsibility for any communications made to or from the previous Dealers' Room Manager after the distribution of this letter at L.A. con III. Letter #2 will contain room rules, hours, final payment due date, and any other information that is appropriate at that time. Letter #3 will have information giving directions to the convention site, loading and unloading procedures, dealer placement in the room (including a diagram of the room showing each dealer his or her location), dealer check in, convention membership distribution and status, and any other last minute information required.
The following information will help many of you with preliminary planning for the convention. It will be updated in future letters. The convention will be held from August 28 to September 1, 1997. The Dealers' Room will be located in the west end of the North Hall in the San Antonio Convention Center. Tables will be eight feet by thirty inches with two chairs. Electricity will be available for an extra charge. The booths will be ten feet by ten feet with two six foot tables and two chairs in each. One electrical drop will be provided for each booth or group of booths taken by a single dealer. The electrical drop will be included in the price of the booth(s). Back tables or extra interior tables will be available for an extra charge. There will be a $50 deposit for each table or booth reserved. Deposits will continue to be taken after September 3, 1997. I will not be taking any deposits in person at L.A. Con III. Please send any space reservation deposits to my home address by (snail) mail or overnight mail only. All checks should be made out to LoneStarCon 2, the 1997 Worldcon.
Existing reservations will be honored as previously received for the number of tables or booths requested. I will confirm any existing reservations after I receive the list from LoneStarCon. Any changes or cancellations of reservations will be accepted by mail after September 3, 1997. Increasing your reservation may result in an additional deposit. Any returned check will result in the dealer being moved to the bottom of the priority list. The second incidence of a returned check will result in the permanent cancellation of the dealer's reservation. In the event of a cancellation, regardless of the reason, a refund will be made of all deposits. I will respond to information requests as soon as I receive them. Information requests may be made directly to me by any means available to you.
The Dealers' Room hours and set up schedules will be very similar to those of recent past Worldcons. The Dealers' Room will be a non-smoking area. The weapons policy will be as established by the committee for the convention at large. All dealers of record must be attending members of LoneStarCon 2, the 1997 Worldcon by the time final payment is made in the Spring of 1997. Dealers' helpers must hold attending memberships, but may purchase them at any time, including at the door. The current attending membership price is $120 through December 31, 1996. It will be more after that time and at the door. Final table price will be $125 each for the first two tables, $175 each for the third and fourth tables, and $250 each for the fifth and sixth tables. Booths will be priced at $400 each.
New requests for Dealers' Room reservations must contain the following information: Name, business name, address, phone, fax, E-mail, number of tables or booths requested, electrical requirements, type(s) of merchandise to be sold, convention membership number, and special requests such as table configuration (in line, corner, near break, desired neighbors, etc). There will be no wall tables due to the large number of doors that cannot be blocked. All islands will have open outside corners. This 2-1/2 foot square space will be available for use by any dealer who has both adjacent tables or two different dealers dividing the space between them. Forms will be available with this letter. Any dealers holding existing reservations should send me any additional information or requests as soon as possible if you feel that it will help you have a more successful operation. All new reservations will be placed on the priority list as they are received, and will be subject to space availability. I hope to have the room layout complete as soon as possible. As soon as the layout is completed and approved, I will confirm your space in the room or your position on the wait list. If you are placed on the wait list, your deposit will be returned to you. There will be no deposit required to maintain your name on the wait list. I do not yet know how many tables and booths will fit in the room. This will be determined by the mix of tables and booths, the actual size of the area allotted to the Dealers' Room, and any fire code restrictions or other requirements set forth by the Fire Marshal.
I hope that this letter will answer many of your questions and put to rest any fears of further lack of response from LoneStarCon 2, the 1997 Worldcon. Please feel free to contact me with specific questions. However, if you can wait for my second and third information letters to be published, I feel sure that all of your questions will be fully and satisfactorily answered.
Dealers' Room Manager, LoneStarCon 2
5503 Matterhorn Drive
Louisville, KY 40216-1326
Phone: (502) 448-6562 between 6PM and 11PM EDT