We’ll see you at

Ai-Kon

July 26 to July 28, 2019 at the RBC Convention Centre

Outreach Tables > Outreach Registration

Outreach Registration

Looking to promote your club, convention, organization, hobby community, dance troupe, non-profit cause or other social group? Ai-Kon loves to promote our fellow anime, gaming, and Japanese/Asian culture-influenced organizations. All organizations that fit our mandate of promoting Japanese and/or geek culture are welcome to apply.

Important: Outreach tables are strictly for promotional purposes.  If your group is seeking to sell merchandise of any kind, we encourage you to check out our vendor or artist opportunities.

Outreach Guidelines and Policies

Registration Guidelines

    • Groups may apply for either: a weekend table or a single day table (Friday, Saturday, or Sunday).
  • Outreach table location and placement will be determined by Ai-Kon.
  • Ai-Kon will provide two complimentary staff badges per approved organization for staffing at the event.  A maximum of three tables per organization may be requested.
      • Groups may request to purchase additional badges at a discounted rate which must be used to staff the tables.  This is subject to review by Ai-Kon before approval.
        • Upon registration approval, groups will be emailed an invoice for any additional badges.
    • Payment for additional badges must be received no later than 2 weeks of receipt of the invoice. Payment will not be accepted at the event and must be paid in advance.
  • Payment options include PayPal, credit card, cheque, and money order.  All cheques and money orders must be made out to “Ai-Kon”
    • Payment address is:
      Outreach Relations ℅ Ai-Kon,
      703-177 Lombard Avenue,
      7th Floor,
      Winnipeg, Manitoba, Canada
      R3B 0W5.
    • Cancellations/modifications for refund must be requested on or before July 8th, 2019. Cancellations or modifications after this date will not be eligible for a refund.
    • Electrical connections are not arranged by Ai-Kon and must be purchased directly through the RBC Convention Centre. Forms can be downloaded here.
  • Please note that for Ai-Kon 2019 there is no designated dance area; if you are interested in performing please apply for the Dance Showcase

Convention Policies

  • Tables must be manned for the full period of marketplace hours:
      • Friday 12:00 pm – 8:00 pm
      • Saturday 10:00 pm – 8:00 pm
      • Sunday 10:00 am – 4:00 pm

Setup and teardown

    • Ingress and egress instructions with loading/unloading locations and table location maps will be distributed by email one week prior to the convention.
    • All outreach exhibitors are required to sign in for their table and collect their badges upon arrival at the convention before setting up.
  • Table setup occurs in the hours before the marketplace opening:
      • Friday 9:00 am – 11:00 am
      • Saturday 9:00 am – 9:30 am
    • Sunday 9:00 am – 9:30 am

Failure to arrive at assigned space before marketplace hours may result in forfeit of the space and all associated badges.

Vehicles are required to be removed from docking spaces as soon as they are loaded/unloaded.

Table policies

  • Outreach table staff are expected to interact, promote, recruit, and share information with attendees from their table.  They may also give away promotional items for free.
        • Organizations may give away handouts or handbills
      • The venue requires that no stickers or food be given away.
  • Groups may conduct a raffle at the event provided that:
      • The raffle is free to enter and in no way requires a purchase in accordance with LGAC of Manitoba regulations regarding not requiring a permit
    • Winning ticket(s) are drawn on site and during the event.
  • Groups are not permitted to sell merchandise. However;
    • Outreach exhibitors may sell memberships/tickets to events run by their organization from their table.
  • Tables must be staffed at all times. No more than two staff members are permitted behind each table at a time and must display the appropriately assigned outreach badges.
    • Groups must treat all attendees, other outreach exhibitors, artists/vendors, Ai-Kon volunteers, and staff with respect and courtesy. Groups who are found to be in any way verbally or physically abusive risk violating this agreement and removal from the convention. Please refer to Ai-Kon’s Access Policy for further information.
    • Staff manning the table are politely asked to restrict their mobile device usage.
    • All beverages must be in resealable containers.
    • Personal items must be kept underneath tables (not behind) to ensure a safe walking space.
    • Ai-Kon is not responsible for materials left unattended.
  • Promotional materials are not permitted on the walls of the RBC Convention Centre; please utilize tablespace.
    • Hentai, sexually explicit, or explicitly violent materials may not be displayed.
  • Any video shown must have received screening permission, for which documentation must be present. Music/audio may be played in a moderate volume providing that it is not disruptive to surrounding tables. This will be at the discretion of Ai-Kon staff.

Promotions

    • Ai-Kon would like to promote your involvement at the upcoming convention. Information regarding your organization/group will be requested during the application process.
        • Ai-Kon reserves the right to modify submitted descriptions at its exclusive discretion.
      • Multiple groups may be promoted within the same social media post.
  • Ai-Kon would like you to help us grow the convention with cross promotions!
      • Groups are requested to advertise their participation in the event at least once via social media within the two months leading up to the event.
    • Groups are encouraged to tag/link to the Ai-Kon website/social media accounts within these promotions. @aikonwpg #aikon2019

Panels / Events/ Displays

  • If interested in hosting a display, performance, or interaction (not including a dance) please make note of it in your outreach application.
      • There is limited space available and Ai-Kon is interested in working with you to increase your interaction with attendees at the convention.
    • Additional chairs or workspace area can be arranged if available and within reason.

Organizations with outreach tables may put up a sign at their table if they are hosting a panel. Ai-Kon is not responsible for materials left unattended. This is the only time tables may be left unmanned.

All outreach exhibitors are encouraged to expand their convention reach and exposure by looking into our panel/event opportunities, applications close May 26th, 2019.

Failure to follow guidelines or policies may result in outreach exhibitors being asked to leave the event and/or denied participation in future Ai-Kon events.

Space is limited; please fill out the application below. Application review begins on May 1st, 2019 with confirmation emails to follow.

If you have any questions or concerns about having an outreach table at our event, please email outreach@ai-kon.org.

*Please Note: You will need to complete all fields before you will be allowed to proceed to the next section. 

*Please Note: You will need to complete all fields before you will be allowed to proceed to the next section.