Fan Table Policy

Last modified May 2024.

1. Table Reservation: Fan tables at BayCon can be reserved on a first-come, first-served basis. Interested individuals or organizations must submit a request through the designated BayCon website or email address. A confirmation will be provided upon successful reservation.
2. Table Assignments: Table locations are assigned based on space availability and convention layout. While preferences will be considered, specific table assignments cannot be guaranteed.
3. Sales Policy: Fan tables are intended for promoting fandom-related content, sharing information, and engaging with attendees. Only sales that are memberships/admission to other non-profit-run conventions or organizations are permitted. Selling merchandise, promoting commercial products, or soliciting donations require prior approval and may be subject to additional fees or restrictions. Note that violation of this section may result in a penalty fee equal to the charge for a single vendor table, and you and your group will be moved into the Vendor Hall for the remainder of the convention.
4. Membership Badge Requirement: All individuals working at a fan table must possess a valid BayCon badge. Badges must be visibly displayed or easily accessible at all times.
5. Decorations and Displays: Fan table operators are encouraged to decorate their tables creatively and appropriately within the designated space. However, wall-mounted signs or displays are strictly prohibited, in accordance with the hotel’s policies.
6. Conduct and Compliance: Fan table operators must comply with BayCon policies. Any violation may result in the removal of the fan table and potential consequences as outlined or specified within the violated policy.
7. Liability and Insurance: Fan table operators are solely responsible for their own property, merchandise, and activities at the table. BayCon and its organizers shall not be held liable for any loss, damage, theft, or injury related to fan table operations.
8. Hours of Operation: Fan tables must be manned during the below hours during BayCon. Failure to man your fan table within these hours may result in loss of the table for the weekend, and possible denial of requests for fan tables at future BayCons. It is the responsibility of fan table operators to staff their tables during these hours:
   • • Day One: 1pm to 6pm
     • Day Two: 9am to 6pm
     • Day Three: 9am to 6pm
     • Day Four: 9am to 2pm
9. Cleanliness and Tidiness: Fan table operators are expected to maintain a clean and organized table space throughout the convention. Dispose of trash and unwanted materials appropriately in designated bins.
10. Power Availability: While power/electricity may be available, it is not guaranteed for every fan table. Please plan accordingly and have backup power options if necessary.
11. Shared Use of Outlets: Fan table operators who intend to use any nearby power outlets must use power strips and/or surge protectors.  Direct connections to the outlets is not permitted. Outlets within reach of the fan tables must also be shared among neighboring tables.
12. Agreement to Uphold Policy: By claiming and working at a fan table, all persons agree to uphold and abide by this policy, as well as the rules and regulations set forth by BayCon and the Santa Clara Marriott in Santa Clara, California.
13. Policy Changes: This policy is subject to change with or without notice. It is the responsibility of fan table operators to review and comply with the most up-to-date version of the policy.
14. Enforcement and Discretion: BayCon reserves the right to enforce and interpret this policy at its discretion. Any violations may result in warnings, temporary suspension of fan table privileges, or permanent exclusion from future conventions