Are you an exhibitor, trader or caterer looking to attend Thames Con 2018?

Please have a read our of our FAQ below before submitting a form. If you have any questions not answered here, just let us know - email info@thamescon.co.uk. This page will be updated from time to time, so do check back in with us.


Once you're ready to book a pitch, please download the relevant form at the bottom of this page and follow the instructions on the form to send it to us. We'll do our best to get back to you within 48hrs.

Exhibitor and Trader Faqs

Venue Information

  • How many rooms will be used for exhibitors/traders?

There are two spaces reserved for exhibitors and traders - the large Main Hall and the Canteen/surrounding areas.

  • What room will I be in, and can I choose where to set up?

Both areas will be busy and equally accessible to the public. We plan to use the Main Hall for convention traders and exhibitions, whilst the Canteen will be used for more activity-based stands, e.g. face painting. Spaces within the Main Hall and Canteen will be designated on a first come, first serve basis after confirmed booking.

  • Can I use any of the walls or space other than the table(s)?

Yes you can, providing it does not leave a mark or damage the property. Exhibitors and traders will be liable for any damages caused during the event. 

  • Other venue information:

Please see our General FAQs for more information regarding the venue, such as location and access.

Information on Tables

  • What size are the tables?

A table is 8ft wide and 2ft deep.

  • Are backing tables available and what size are they?

Backing tables are half the width as normal tables (4ft x 2ft) and are ONLY available for the Main Hall.

  • How many tables am I allowed? Are chairs provided?

 *Main Hall - you can have a maximum of two normal tables (8ft x 2ft) plus backing tables. Two chairs are available with this pitch.

*Canteen - due to space limitations, only one 4ft x 2ft table will be allowed per trader. One chair is available with this pitch.

  •  Can I use my own table(s)?

Only traders based in the Canteen area can use their own tables, providing it is of a reasonable size, i.e. no wider than 4/5ft. Please indicate in the booking form if you plan to bring your own table.

  • How much does a normal/backing table cost?

*Main Hall - a normal table costs £100 and an optional backing table costs £30.

*Canteen - a 4ft x 2ft table costs £50.

Seller Information

  • What can I sell?

Anything that we deem is appropriate and relevant for Thames Con! We want to encourage variety, originality and convention classics, so please indicate what you will be selling on the booking form and we will review it.

Information on Passes

  • How many exhibition/trader passes do I get, and are they transferable?

Every exhibition/trading table will receive two passes, which can be transferred to other people if required.

  • What about parking passes?

Each exhibition/trader table will receive one parking pass, valid for one on-site parking space. If you require additional parking, please get in touch and we'll do our best to accomodate you.

Other Information

  • What time is set up?

Set up will be from 7am on the morning of the event.

  • Will I be covered by insurance by Thames Con at any point?

No, you will require your own insurance throughout the duration of the event.

  • Is anything refundable if I want to cancel my booking?

You can cancel four weeks before the event and receive a full refund; two weeks before and receive a 50% refund; any notice of cancellation with less than two weeks to go before the event is non-refundable.

caterer faqs

Event Information

  • Is there a power source? 

We can provide power with prior notice.

  • Can I choose where to be based at the event? 

Your location will be allocated upon arrival.

  • How many people are attending the event? 

Please email info@thamescon.co.uk for more information.

  • When can I set up from? 

You can set up from 7am on the day of the event, and you must be ready to trade by 10am at the latest. 

  • Can I leave at any point? 

No, for health and safety reasons you must stay until the event closes at 5pm.  

  • How much space can I have? 

The standard pitch is 3m x 3m but we may be able to extend this if needed (please specify on the Caterer Form if extra space is needed). 

  • Do I need my own insurance? 

Yes, you are required to have your own insurance throughout the duration of the event.

  • Are we allowed to give out marketing materials and free samples? 

Yes, we actively encourage it! 


download a form

Please note that the Word document forms are not compatible with phones or tablets. The PDF forms are compatible; however, you will require 'Adobe Acrobat', 'Adobe Fill & Sign' or similar app installed to be able to fill in the forms and send back to us.