DEALER INFO

POLICIES & RULES FOR VENDORS / DEALERS – PLEASE READ!

Every dealer and vendor who attends a For The Record (FTR) Vinyl Record Show agrees to and is bound by the following guidelines:

Registration

To register for any of our shows, please use the registration forms on the website or email us directly with your request. Requests should include the show date and name, the number of tables, and your full name, email, and phone number to be considered. You will receive an email confirmation if tables are available.

Due to the high volume of shows and dealers in rotation, we will not accept verbal or incomplete registrations. All registrations and confirmations will be done through email.

Table Locations

The key to any location request, established or new, is booking early. The longer you wait, the harder it will be to secure a specific location, but we will accommodate you when possible.

Priority is given to regulars who are booked year-round. Dealers who book multiple dates will also receive priority. If you are a new dealer, please be general in any location requests — “in the middle, toward the front, on a wall,” etc. If you only do one show a year, your location in the room is at our discretion.

While we do our best to accommodate requests, no location is guaranteed. If you are unhappy with a location, ask about the possibility of trying another spot at the next show.

We have a finite number of tables and spaces. If you insist on wall space, for example, we will do our best to provide one that is available. That may not be the same space every show. Being flexible is important.

It is imperative that you do not argue about table location. Excessive complaining and arguing about table location to showrunners, customers, and fellow dealers may result in a first strike or worse. 

Theft

FTR Vinyl is not responsible for stolen items. We have been pretty lucky in this department, but thieves can be found at any record show, large or small. The best defense is to pay attention to your table and look out for your fellow dealers when they need to step away.

Remember, some customers may be new to the record show setup and don’t realize you pay as you go. Please make sure you know the facts and give people the benefit of the doubt. If you observe anyone with sticky fingers, talk to the venue staff or me immediately.

Cancellations

Empty tables reflect poorly on shows and can be frustrating for fellow dealers on the waitlist. Life happens. We get that. Medical issues, family responsibilities, and work schedules can change quickly. If something makes your attendance at the show impossible, let us know as soon as you can.

If something happens through no fault of your own, an accident or car trouble, a medical or family emergency, or similar incidents, you will get a free pass, no questions asked. You won’t be penalized if you can’t attend, and we can resell your table. If we cannot resell your table, you are responsible for the table fees. We still have to pay the venue.

Weather is not a legitimate excuse unless the venue, city, or government prohibits the event for safety reasons. For example, booking a show in winter and not attending due to snow is not an acceptable excuse. You are still responsible for the table fees. Table fees for shows that require advance payment are non-refundable.

Dealers who are a no-show and have not contacted us will be asked to pay the full table price within 24 hours. If a dealer is a no-show more than once or refuses to pay a table fee for an event they have missed, their status to participate in future FTR shows will be in serious jeopardy.

Depending on the situation, dealers may be required to pay in advance until they return to good standing, or may be banned from participating in future shows.

If you leave the show without paying, you have 48 hours to pay, or you will be banned from all future shows. Period.

We never want this to happen, but we must be fair to fellow dealers who follow these rules and want to participate. Table fees cover venue costs and related expenses for these events. We make zero profit from table fees.

Dealer Responsibility

Dealers are responsible for all products sold at their tables. Sometimes a record will skip, and we don’t catch it, or a tape doesn’t work, etc. Any customer who requests a refund under reasonable circumstances should be accommodated. At your discretion, you can offer a refund, credit, or exchange. If you have any questions about the item or believe a customer is being unreasonable, please bring it to my attention. If their complaint has merit, we will see if we can work out a compromise.

Nothing does more damage to a show than a customer who feels he/she was treated unfairly. We want customers to have a positive experience and return. Making it right just brings goodwill to the show and you as a seller.

Dealer Etiquette

We want everyone to have a good time. Therefore, you are expected to be kind and courteous to customers, fellow dealers, venue staff, and organizers.

Most dealers know the unwritten rules in the community, but here are a few specific items worth noting.

• Bring enough change. Sometimes, customers will give you nothing but $20s. We get it. Asking for change for a $20 bill or some $1s is part of doing business. That’s fine. However, forgetting to go to the bank and expecting neighbors or show organizers to provide $100 in change is not acceptable. Just don’t do it.
• Do not criticize another dealer’s inventory or prices within earshot of customers (unless it is clearly in good fun and they are in on the joke).
• Do not poach a customer shopping at someone else’s table. If you overhear a customer ask a dealer about an album or artist you happen to have, wait until the transaction is complete before letting the dealer and/or customer know you might have what they are looking for. 
• Don’t overflow your space. A little overflow is fine if it doesn’t hinder your neighbors, but don’t try to cram three tables’ worth of stuff on and around one table. This can create a tripping hazard for customers and be unfair to fellow dealers paying for the space.
• Treat customers with respect. Do not make fun of customers who like bad music. We need to sell that, too! Some customers can be chatty, so humor them as much as possible. Let me know if a customer is rude, and I will deal with it.
• If you can help a customer by handing them a flyer for the next show or sending them to a dealer you know carries the album they are looking for, please do so. This will ultimately help everyone.
• Help your fellow dealers when you can – give them change for $20, lend them your cart, watch their table while they go to the restroom, etc. We are a community that looks out for each other. If that’s not your style, these are not the shows for you.
• Be a good ambassador for the hobby. Answer newbie questions, point customers to other dealers who may have something they are looking for that you don’t carry, and share recommendations to local record stores. 
• Minor inconveniences can happen. Room temperatures vary, lights burn out, and bathroom paper towels run out. We are usually extremely busy on show days, so before rushing over to share your complaints, consider whether it is an issue or an inconvenience. We have had dealers complain that the room is both too hot and too cold at the exact same show! Sometimes, it is best to wait until after the show to tell us. We can then address it with the venue for next time.
• Do not argue with customers, fellow dealers, or show organizers within earshot of other customers! This should be obvious. If you have a dispute, take it outside the room or see me. 
• Follow the guidelines set forth by organizers. Most are listed here, or should be common sense. Some policies may be updated and sent via email or, as circumstances warrant, in person at an event. Please respect and follow that decision.

Distributing Flyers

FTR Vinyl should first approve any flyers or materials distributed to dealers or customers at the show. We’re comfortable handing out business cards and promoting other reputable record shows, stores, and related events. We want our dealers to benefit from customer interactions, so we have a dedicated table for that purpose. All materials need to be approved. This only needs to happen once. If you run other shows and we have previously given permission, you can do so at will. If you are putting flyers or cards out for the first time, please ask first. Political, religious, or material supporting hate speech or the different treatment of others is strictly prohibited and will not be tolerated. 

Loading In

Dealers should follow the load-in guidelines sent by email before each show. These include arrival and load-in times, as well as etiquette. In general, we try to arrive a full hour before the scheduled load-in. This is to ensure we can address any possible issues before dealers arrive.

If you must arrive early, ensure the closest parking spot to the venue is left available for the showrunners. This allows us to complete all tasks quickly and efficiently, so we can admit dealers as soon as possible. Please wait outside the room until we indicate that you may load in. 

Dealers MUST begin the load-in process at designated times. You should be fully set up to sell when general admission begins. It is a liability issue to have dealers still loading in when customers are shopping. 

Leaving Early

We want dealers to stay until the end of the show. Unless you have an emergency or a very good reason that you have notified us about in advance, dealers can not begin to pack up until the beginning of the last scheduled hour of the show. If a show ends at 4 p.m., you may begin organizing and packing at 3 p.m., and take out your first load at 3:30 p.m. Please note that some customers arrive late. Empty tables are bad for business. It’s also bad form to have dealers loading out while customers are still coming in. I stop taking admission when the first dealer exits. That is money used for advertising, so keep that in mind.

If you need to leave early, please see us first. If customers are scarce late in the day, we are OK with an early exit in the final hour, provided you communicate with us first. We know many of you have long drives home.

Three Strike Policy

We know anyone can have a bad day. Just don’t let a bad day turn into bad judgment. On the (hopefully rare) chance that it does, a three-strike policy is in place. If you make a bad judgment call, depending on the severity and guidelines above, you will receive a warning and/or a first strike. The slate is clean if you have one strike, and there are no further issues after a year. A second violation, however, will receive another strike. A third, and you will not be returning to our shows – ever. If there is a single incident that continues to escalate, and you refuse to follow instructions, you may receive all three strikes and be asked to leave. No one wants it to get to that point, so don’t let it. 

We value our dealers and make every effort to make our shows a pleasant experience for all. Please respect each other, our customers, venue staff, and organizers. Have fun. Make money. Talk music.

If you have any specific questions or concerns, please direct them to Jeremy Bonfiglio at jeremybonfiglio@att.net or text at 574-261-3650.