Exhibitor Setup Guide 2022

2022 SciFi Expo Logo

For Immediate Release
September 30, 2022

2022 Exhibitor Setup Guide

Table of Contents

1. EXHIBIT LISTING

Click to see the 2022 exhibit listing

2. EVENT TIMELINE

Listed below are some important dates that should be kept in mind while preparing for the upcoming 2022 SciFi Expo.

  • Exhibitor Setup Begins: Saturday October 8 at 10am SLT 
  • Exhibitor Setup Ends: Wednesday October 12 at 6pm SLT
  • Blogger Early Access: Thursday, October 13
  • Event Opens: Friday, October 14
  • Event Closes: Sunday, October 23
  • Breakdown/Teardown: Monday, October 24
  • Regions Offline: Tuesday, October 25

Please Note: Each region will have at least one daily restart, however timing may vary each day. An estate message, and message in the in-world groups and Discord will be made before restarts occur. A second notification will be made once the regions are back online.

3. SHOPPING GUIDE FORMS

This year we are offering multiple shopping guides that will be listed here on our website. In order to be included in the guides you must fill out the appropriate form(s) listed below. Submitted images MUST be 512 x 512 pixels or smaller at a 1:1 square ratio.

For items to be included, you must have filled out the appropriate form(s) out by 12pm SLT on October 12.

For more information on each additional participation offering, see Section 6 of this page.

(Please ensure you read through each form carefully so that we can get the correct information to use.)

4. BLOGGER / MEDIA COVERAGE

Bloggers will have early access to the regions on October 13. In order to offer review copies, we will be setting up a blogger room for you to drop off your exclusive item. A full list of this year’s approved bloggers can be found here.

In addition to your items, it is recommended to include copies of vendor ads, a landmark to your store, a landmark to your Expo store, and any other information you may want to give to bloggers.

We would please ask that BOTH of your TWO (2) required 100% Strides items be included in your Blogger Box so that our bloggers may draw attention to them.

Please Note: The Blogger Box room will be available for Exhibitors to setup on October 8 when exhibitor setup officially opens.

Instructions for Blogger Box Setup:

  1. Purchase one of the Blogger Boxes set for sale in the blogger room.
  2. Right-click to edit it. Go to the Content tab. Drag your items from your inventory to the contents tab of the box. REMEMBER, you must have the rights to distribute whatever it is you put inside the Blogger Box. (see the Terms & Conditions for more information)
  3. Go to the General tab. In the Name box, change the name from “2022 SciFi Expo Blogger Box – <Exhibit Name Here>” to what your exhibit is actually titled. For example, “2022 SciFi Expo Blogger Box – Joes’ Dungeon” (without the quotes).

5. EXHIBIT GUIDELINES

Please limit your decorating to the interior of your exhibit. The region designers have worked very hard to create regions you will be proud to be a part of, keeping your merchandise inside your exhibit is a way of saying “thank you” for their efforts.

Please also ensure that your exhibit is fully within our Terms & Conditions. If you are unsure whether something falls into this or not please contact one of our Coordinators.

Exhibit Inspections

Once you are done setting up please contact a Coordinator to conduct a final inspection and to receive approval. (The Coordinator will specifically be looking for any inappropriate and/or insensitive content, and lag inducing items. If any item is found to fall into one of the above categories, they will be asked to be removed.)

Texture Size Preference:

The preference for texture dimensions are 512×512, especially in vendor images. The higher the texture resolution, the longer textures take to rez. It should be kept in mind that these high-res textures have a cumulative effect: each 1024×1024 texture uses four times the memory of a 512×512 texture, which affects load times and frame rates for our visitors.

Script Guidelines:

To assist with a better overall experience please try to keep your script loads down as per the Terms & Conditions. In a nutshell: No temporary rezzers or greeters. Group inviters and basic links are fine.

Single Item Vendors

Please remember that all vendors must be single item vendors, and not multi-item vendors. We will return any multi-item vendor found at the Expo without warning.

6. ADDITIONIAL PARTICIPATION

As a condition of being an exhibitor at the 2022 SciFi Expo we require additional participation in at least one of the following ways:

6.1 Quest Prize

Quest Prizes items will be given away as a part of the finale of our Interactive Quest. The Quest HUD itself is an official part of the Expo and is sold and provided as a 100% donation to the charity.

Exhibitors will be granted access to a dropbox room where they can purchase a box to place their Quest Prize(s) into. The Prize(s) will then be delivered to players during the final portion of the Quest.

Please Note: The Quest Prize dropbox room will be available for Exhibitors to setup on October 8 when exhibitor setup officially opens.

The Quest functions as follows:

  1. The Expo Coordinators setup a dropbox area where creators may buy a box and place their quest prizes into. (Similar to the Blogger Room)
  2. Attendees to the event may then purchase a copy of the Interactive Quest HUD for L$250, once they have played through and completed the quest they will be sent the items from each Quest Prize dropbox.

Instructions for Dropbox Setup:

  1. Purchase one of the drop boxes set for sale in the Quest Dropbox room.
  2. Right-click to edit it. Go to the Content tab. Drag your quest item(s) from your inventory to the contents tab of the box. REMEMBER, you must have the rights to distribute whatever it is you put inside the dropbox. (see the Terms & Conditions for more information)
  3. Go to the General tab. In the Name box, change the name from “2022 SciFi Expo Quest– <Exhibit Name Here>” to what your exhibit is actually titled. For example, “2022 SciFi Expo Quest – Joes’ Dungeon” (without the quotes).

Exhibitors choosing this option will need to fill out the Quest Prize Guide Form and have setup a Quest Prize Dropbox no later than 12pm SLT on October 12.

6.2 Gift Card Raffle

100% Donation of a Gift Card (Minimum Value: L$250 – the Expo organizes.) This is a great option as it helps to bring shoppers to your store after the Expo has concluded. You are free to provide as many cards as you wish but they all must have a minimum value of L$250 each.

The Gift Card Raffle functions as follows:

  1. The Expo Coordinators will set up official ACS SciFi Expo Raffle boards for each Gift Card Raffle entry in the designated Raffle area.
  2. Winners of each Gift Card Raffle will be announced on October 23 at 3pm SLT.
  3. Creators will be informed of who has won the auction by a Coordinator. Creator’s are then asked to provide the winner with their Gift Card.

Exhibitors choosing this option will need to fill out the Gift Card Raffle Guide Form no later than 12pm SLT on October 12 in order to be included.

6.3 Silent Auction

Donation of an item made exclusively for the 2022 SciFI Expo. This item can never have been offered before in Second Life, and may never be sold, offered, or given away to any individual except the winner of that auction. This is not limited to just created items, but may also be a unique package or bundle that is put together and may only be offered once.

Please Note: The Silent Auction area will be available for Exhibitors to setup their auction displays on October 8 when exhibitor setup officially opens.

The Silent Auction functions as follows:

  1. Bids will be placed via silent auction boards located in front of the Exclusive Auction item.
  2. The winning bidder will pay into a designated ACS SciFi Expo donation kiosk.
  3. Winners of the exclusive auction will be announced on October 23 at 3pm SLT. The winner will have 24 hours to pay the designated kiosk before the auction is awarded to the next highest bidder.
  4. Creators will be informed of who has won the auction by a Coordinator following payment confirmation of the winner. Creator’s are then asked to provide the winner with their Silent Auction item.

Exhibitors that choose this option must have their Silent Auction Item and/or Package displayed in the designated Silent Auction area AND have had filled out the Silent Auction Guide Form no later than 12pm SLT on October 12.

7. FUNDRAISING TOOLKIT

All of our fundraising tools are supplied directly by the American Cancer Society in Second Life and are scripted to send donations to their official fundraising account (MakingStrides AmericanCancer and THE AmericanCancer). Fundraising tools have been sent out in a group notice in the Exhibitor Kit, however if you require another copy please contact one of the Coordinators. The provided fundraising tools are as follows:

  • “ACS SciFi Expo Kiosk – OFFICIAL v27” – This is a donation kiosk, 100% of proceeds garnered go directly to Making Strides, and the event total.
    • While kiosks will be set up throughout the regions by the event, you are encouraged to also set one up in your exhibit.
  • “ACS SciFi Expo Vendor – OFFICIAL v27” – This vendor sends 100% of received funds to Making Strides and towards the event total.
    • If you are a merchant/store, please remember that a minimum of 1 New Semi-Exclusive item and 1 Old item of your choice must be sold in a 100% charity vendor. It is recommended you set them up ahead of the event.
  • “ACS SciFi Expo Split Vendor – OFFICIAL v27” – This vendor sends 50% to you, and 50% towards Making Strides, and the event total.
  • “ACS SciFi Expo LQ Vendor – OFFICIAL v27” – This vendor sends 100% of received funds to Making Strides and towards the event total. And allows for only a limited quantity of items to be sold.
  • “ACS SciFi Expo Raffle – OFFICIAL v27” – This is a Raffle/Auction vendor.  This donates 100% of proceeds to the charity. Important Note: You should not put your sale item directly inside of this board, as doing so will give that item to EVERY person who pays into it. As the board is intended to serve as a raffle board, wait until the end time to expire, and then provide the winner of the raffle their designated item(s).

Note: Each tool comes with an instructional notecard, if you encounter any bugs, or issues please contact one of the Coordinators for assistance.