Dealer’s Room Setup
Before bringing vehicles around for unloading, dealers MUST check in with the Dealer’s Room Coordinator and present their Trader’s License and sales tax ID. At that time, badges will be issued and then dealers may unload.
We will be ready to receive incoming dealers starting at 8:00 AM Thursday morning. The loading dock area can be accessed from Charles or Conway streets. Once you are through the BCC gates, proceed to the second set of loading ramps where the driveway angles to the left. The decorating company offers load-in and load-out services onsite to assist in the setup and tear down process for dealers who are shipping merchandise directly to the convention center or arriving in vehicles that must use a loading dock to unload. This service is not included in the exhibitor booth fees and dealers will be billed directly by the decorating company. For more information please consult the decorator’s packet.
The loading docks will be open on Thursday and Friday for unloading of vehicles. Please note the time restrictions in the table above and plan to arrive in plenty of time to unload your merchandise. To expedite this process, you may wish to palletize your merchandise or use containers that are easily stackable. For breakdown, loading docks may be accessed as soon as the Dealer’s Room is cleared of the general membership after closing on Sunday at 3:00 PM.
Please note that during set-up hours, the BCC does NOT provide air conditioning or full lighting; please keep this in mind when planning your schedule.
Booth Configuration
You may configure your booth or block of booths as you see fit, adding additional shelves, taller pipe & drape, kiosks, etc., as long as they do not interfere with other dealers’ areas, hang from the ceiling of the room, or violate Baltimore Convention Center requirements (listed later in this document). The decorating company offers a variety of services and furniture that you may find useful and convenient. Each dealer is responsible for all fees and other costs from the decorator or the BCC associated with any dealer special requests. Dealers are welcome and encouraged to bring their own tables and other furniture to save on expenses, but please be considerate of your fellow dealers and keep it within reason and within the restrictions set by the BCC.
Electrical and telecommunications hookups for a fee are available through the BCC, and other services can be obtained from the decorating company. For more information, please see the Convention Center’s Services listing at http://www.bccenter.org.
Requirements from the Baltimore Convention Center
- Decorations, signs, banners, etc. may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, painted surfaces, or columns in the Baltimore Convention Center.
- No holes may be drilled, cored, or punched in the facility.
- No sample food and/or beverage products may be distributed by exhibitors except upon written authorization of the Baltimore Convention Center’s exclusive catering contractor, Centerplate.
- Parking in the loading dock, service drives, and the Baltimore Convention Center’s employees’ parking area, except for loading and unloading, is prohibited. Violators will be towed at their own expense and risk.
- All freight and exhibit material must enter the facility through designated loading docks. In no case should passenger elevators, escalators, or public lobbies be used for this purpose.
- All fire, safety, and building regulations must be strictly followed. Particular attention should be paid to the prohibitions against propane, acetylene, and other flammable materials.
- Exhibitors are responsible for the removal of all materials at the conclusion of the show. The booth must be broom cleaned.
- The BCC prohibits the use of normal tape on their walls and floors. No tape may be used on painted or portable walls. They have listed all approved tapes for the surfaces in the BCC. Only VINYL TAPE is allowed for booth and aisle marking in the exhibit area, only PERMACEL 665 is approved for the carpeted floor areas, for concrete areas only POLYKEN 832 (clear) or TC-19100 (double faced) is approved. It is the dealer’s responsibility to remove any and all tape applied to any surface and pay any damages resulting from the application or removal to the BCC.
Otakon 2012 Dealer’s Room Hours
Attendees will be allowed access to the Exhibit Hall between opening and closing. We require that you or an associate be present at all times during these hours. These times are subject to change (any changes will be posted to the website).
| Convention Day | Setup Time | Operating Hours |
| Thursday | 8:00 AM - 8:00 PM* | No Operating Hours |
| Friday | 8:00 AM - Noon | Noon - 8:00 PM | Saturday | 8:00 AM - 10:00 AM | 10:00 AM - 6:00 PM | Sunday | 8:00 AM - 10:00 AM | 10:00 AM - 3:00 PM** |
* Unloading of vehicles is 8:00 AM – 6:00 PM only.
** Breakdown is 3:00 PM – 8:00 PM on Sunday. All loading to leave the BCC must be completed by 8:00 PM. As a result of additional charges incurred during past conventions because of tardy participants, Otakorp, Inc. has had to institute an incentive for all dealers and industry representatives to vacate the BCC within time limits. If a dealer is not out of the BCC by 8:00 PM additional charges for cleanup will be incurred by the dealer. The dealer will be charged $500.00 by Otakorp, Inc. Your cooperation is appreciated.
