DEALER INFO

Policies, Procedures & Expectations

Registration

Clear communication helps us manage dealer requests, waitlists, and table assignments fairly.

To register for any FTR Vinyl event, please complete the registration form on our website or email your request. Registration requests should include the event name and date, the number of tables requested, and your full name, email address, and phone number.

Registrations are not considered complete until you receive an email confirmation from FTR Vinyl. Due to the number of events and dealers we manage throughout the year, verbal requests and incomplete registrations cannot be accepted.

Table Assignments

Our goal is to create a balanced show that benefits every dealer.

Dealers are encouraged to register early, especially if they have location preferences. Priority is generally given to dealers who support multiple FTR events or participate throughout the year.

While we make every effort to accommodate location requests, table assignments cannot be guaranteed. Dealers requesting specific locations should understand that availability changes from show to show.

Table assignments are final on the day of the event. Dealers are welcome to discuss alternative locations for future events, but arguments or repeated complaints about table placement are unacceptable and may result in action under the Dealer Conduct Policy.

Theft

While theft has been rare at our events, dealers are responsible for safeguarding their own merchandise throughout the day.

Please remain attentive to your table and assist neighboring dealers when they need to step away briefly. If you observe suspicious behavior or believe theft has occurred, notify event organizers or venue staff immediately.

Many first-time attendees may not understand how record shows operate. Please give customers the benefit of the doubt before assuming dishonest intent.

Cancellations & Payment

Reliable communication allows us to maintain full shows and fairly accommodate dealers on our waiting lists.

If you are unable to attend an event, notify us as soon as possible.

Medical emergencies, family emergencies, vehicle breakdowns, and other circumstances beyond your control will generally be treated as excused cancellations. When possible, we will attempt to resell your tables. If we are unable to do so, table fees remain the responsibility of the registered dealer.

Weather alone does not constitute an excused cancellation unless the event itself is canceled or government officials advise against travel or prohibit the event from taking place.

Dealers who fail to appear without notifying FTR Vinyl will be expected to pay the full table fee within 24 hours. Repeated no-shows or failure to pay may result in advance payment requirements or loss of eligibility to participate in future FTR events.

Dealers leaving an event without paying outstanding table fees must remit payment within 24 hours.

Dealer Responsibilities

Dealers are responsible for the merchandise they sell.

If a customer experiences a legitimate issue with a purchase, we encourage dealers to resolve the matter professionally through a refund, exchange, or store credit whenever appropriate.

Nothing damages the reputation of a show more than a customer who feels they have been treated unfairly. A positive experience encourages repeat attendance and strengthens the reputation of both the dealer and the event.

Glass City Record Show Dealer Eligibility

The Glass City Record Show has served collectors throughout Northwest Ohio for more than 40 years. FTR Vinyl remains committed to preserving and growing that tradition.

To protect the long-term strength of the Glass City Record Show, dealers who choose to participate in competing record shows within the Toledo market will no longer be eligible to participate in future Glass City Record Shows.

This policy applies only to competing Toledo-area events. Dealers are welcome to participate in record shows throughout Ohio, Indiana, Michigan, and beyond.

Our goal is not to restrict where dealers do business, but to preserve the unique value of the Glass City Record Show for the dealers who choose to support it. Maintaining a distinct event allows us to continue investing in marketing, promotion, and long-term growth that benefits both dealers and collectors.

If you are uncertain whether another event falls within this policy, please contact us before registering.

Our Dealer Culture

One of the things that sets FTR Vinyl events apart is the atmosphere we create together.

We ask every dealer to help maintain a welcoming, professional environment by following these principles:

• Treat customers, fellow dealers, venue staff, and organizers with courtesy and respect.

• Arrive prepared with adequate change and supplies for the day.

• Respect neighboring dealers by keeping displays within your assigned space.

• Do not criticize another dealer’s inventory or pricing within earshot of customers.

• Do not interrupt sales conversations or attempt to solicit customers while they are shopping another dealer’s booth.

• Help customers whenever possible, even if it means directing them to another dealer who may have what they are looking for.

• Support fellow dealers by offering assistance when practical, whether that means watching a table, making change, or lending equipment.

• Be patient with new collectors and first-time attendees. Every experienced collector was once a beginner.

• Save non-urgent concerns and suggestions until after the event whenever possible. This allows organizers to remain focused on operating the show.

• Handle disagreements privately and professionally. Arguments with customers, dealers, or organizers should never occur within view or hearing of attendees.

Our goal is to create the kind of record show that people cannot wait to attend again.

Promotional Materials

We welcome the promotion of other reputable record shows, record stores, and music-related businesses.

Please obtain approval before distributing flyers, business cards, or promotional materials at any FTR event. Approval is generally granted once and applies to future events unless circumstances change.

Political materials, religious advocacy, hate speech, or materials promoting discrimination are strictly prohibited.

Loading In

Specific load-in instructions will be emailed before each event.

Please follow assigned arrival times and wait until organizers indicate that loading may begin. Dealers should be fully set up before general admission opens.

Early arrivals should avoid blocking designated organizer parking or loading areas.

Loading Out

To provide customers with the best possible experience, dealers are expected to remain set up through the final hour of the event unless prior arrangements have been made.

Packing may begin during the final scheduled half hour. Early departures create a poor experience for customers and fellow dealers and may affect attendance during the show’s final portion.

If circumstances require an earlier departure, please speak with an organizer.

Dealer Conduct Policy

We understand that anyone can have a difficult day. Our goal is to resolve issues through communication whenever possible.

Depending on the severity of an incident, dealers may receive a verbal warning or a formal strike.

Strikes remain active for one year. Additional violations during that period may result in additional disciplinary action, including suspension or permanent loss of eligibility to participate in FTR Vinyl events.

Serious misconduct, refusal to follow the organizer’s instructions, abusive behavior, threats, violence, theft, or other significant violations may result in immediate removal from an event and permanent loss of participation privileges, without prior warning.

Our objective is not to discipline dealers but to maintain the professional, welcoming environment that has become the hallmark of FTR Vinyl events.

Questions?

If you have questions about any policy in this handbook, please contact Jeremy Bonfiglio before your event. Clear communication prevents misunderstandings and helps us continue providing the best possible experience for dealers and collectors alike.