Trader policy and that infamous waiting list.

So. (Deep breath)

How do we decide who gets to come and trade at Partizan and who doesn't?

This is a question that gets asked endlessly and to which we have no easy or straight forward answer.

As I mentioned in the last blog we have room at the show for between 42 and 45 traders. When we moved from Kelham Hall to the Showground we made the decision not to increase the number of traders as we felt that would dilute the takings of the existing traders and make an already pretty tough business environment even tougher. Instead we chose to increase the amount of space available for each trader if they wanted it and also free up space for other types of stands and for a lot more games.

But I think it is probably worth explaining the thinking behind how we invite people to come and trade at the show.

First of all the basic principle is 'Dead Man's Shoes' - hopefully not literally although that has been the unfortunate case in a couple of instances over the years. So if you are one of the regular traders at the show you will be invited back each time until you decide you no longer want to attend.

We follow this policy because we think it is fair and because it shows our gratitude to those traders who have stuck with us through good times and bad. We are not about to throw out an existing trader to fit in a new one no matter who they are. And I should point out we have had plenty of traders down the years who think we should do this either because they think it is unfair that the same traders get invited each year or because they think they are so important to the industry and the hobby that any show that doesn't have them in attendance is bound to be the poorer for it (Yes we really have had a few like that).

As and when a space does appear because of someone retiring, selling up or unfortunately going bust - or of course because they no longer consider it is financially worth their while to attend - then we have the notorious Waiting List. This list currently contains the names of 71 companies who have asked to attend the shows. The longest has been on the list since 2004 - so anyone complaining they have been on the list for 8 years is by no means unique in that position. And the important point about that list is that getting off it and into the show is not based on how long you have been waiting. We have a whole load of different criteria for choosing who we invite to fill slots when they become available.

Firstly we try to maintain a balance to the trade at the show. We want to have as wide a range of different types of traders as possible. So if we lose a bookseller and feel that booksellers are under-represented then we will try to do a like for like replacement. If we do not feel they are under-represented then we may well choose to look to another trader in a different line to take the slot. In addition to those already in attendance, we currently have 7 traders on the waiting list who do laser-cut buildings and terrain and there are more coming forward all the time. There is simply no way we are ever going to fit them all into the show no matter how long they have been waiting.

Another matter we have to consider is how big a stand you want. We do have plenty of traders contacting us asking to be allowed into the show and adding that they will need a minimum of 18 or 24 feet of space. Given that many of our trade stands spots are only 6 or 12 feet, if you have said there is a minimum required amount of space then you are unlikely to get chosen to fill one of those slots.

We also have a policy - and this is the one that will upset some people - of prioritising original manufacturers or their agents over resellers, retailers and second hand traders. We do not want to see a show where everyone is selling knock down Games Workshop or Flames of War. We would much rather have the companies themselves there. It is particularly annoying if you turn up as a manufacturer to trade and someone else is selling your own product at a cheaper price on the other side of the hall. We do have a few retailers but they are companies that have been with us and supported us from the very start of the shows over 30 years ago. And almost all of them also do their own original lines or act as show agents for manufacturers and designers.

So the bottom line is that if your business is based upon the sort of trade that could normally be done through Ebay then no matter how long you have been on the list you are probably not going to be getting into the show anytime soon.

This still leaves a fair number of traders waiting to get in. We do get temporary drop outs at each show because of holidays, family engagements, illness or having some tough trading conditions at the time. And unless someone is really taking the mickey by continually not showing up then we will always hold the place open for them for the next show. Traders have shown loyalty to us and we try to show loyalty to them. So we also have a set of traders - maybe half a dozen - who are loitering around the edge of the show (if they will excuse me phrasing it that way) and serve as first replacements. This is not easy for them as it means they are never sure from one show to the next if they are likely to get in. But that also means that in return if we do get a permanent slot due to a company packing up then they are the ones we will look to first to invite to fill the space. In addition we have people who have put on games for many years at the shows (decades in some cases) and who decide to move into business. We will generally try and fit them in if we can as thanks for all their support over the years.

If this all seems a bit chummy and old boys network then to be honest that is because it is. Partizan is not a commercial concern. It makes money for no one except itself with all profits (if there are any) ploughed back into the show. As such it has relied very heavily over the years on the unpaid support of dedicated people who have come from all over the country to put on games and displays or to promote the hobby to the wider public. It has survived entirely because of the people we know and respect who have supported us down the years. We are on first name terms with just about every single one of them. As a show we owe far more to them than we will ever be able to repay and that does indeed give them certain pecking rights when it comes to priority from the waiting list.

However that does not mean that new starts, or existing traders applying to the show have no chance of getting in. If what you are selling matches a gap we need filling or if it is something new and innovative which we think deserves promoting then you have a good chance of ending up trading. We can't say when that will be as we simply don't know. But as and when we do get spaces we will try to fill them according to what we think is best for the show and those who have supported us down the years.

Finally, I should point out that I do have a 'when hell freezes over' list. You have to have done something truly dreadful to get on it. A good example is claiming that you will 'drive us out of business' because we have somehow annoyed you. Another is repeatedly failing to turn up at the show when you have booked a space and not having the courtesy to let us know. But currently there are only 3 companies on that list and it really is extremely difficult to do anything that would get you added.

We know there will be people out there who are unhappy with the way we run the show when it comes to trade but we feel that we have a successful system that provides stability for our existing traders and also maintains a diverse set of products for the paying public to buy so we really are not likely to change anything any time soon.