Hi Sarah
I do appreciate your feedback. Our current vendors renew for the year, and at the end of the show drop off their payment for the next show, or mail it within 7 days. If we don't receive the payment, the table will generally become available to new vendors off of the wait list (as some vendors have learned the hard way over the years!!). We do 5 shows a year in White Plains, though, and most vendors are not going to be able to pay 5 shows worth of table fees up front at the beginning of the year (especially small-scale/hobbyist breeders!). That is why I only require them to pay ahead by one show at a time.
As stated on the vendor wait list application, open spots are not necessarily filled first come first served. The first thing I look at is what are we loosing from the cancellation? If it is one of the few breeders who, for example, breed chameleons (not that many out there!), I am first going to be looking to try to fill that "gap" at the show, rather than bring in a vendor who is selling the same species that 10 other breeders already have there.
Most cancellations, though, do tend to come in during the 24 hours leading up to the show, when unexpected things like sickness, car problems, etc. come up. With more than 200 tables at our show, it is pretty common for this to happen.
I make a point of telling prospective new vendors that if they do have last minute flexibility to fill these sort of openings to remind me of this a few days before the show. It can be hard to fill these last minute cancellations the night before the show while we are setting up tables, but I do try to do so, both a courtesy to our current vendor to receive a credit for the table, as well as to give somebody new a chance at the show. While I certainly understand that not everyone does have last-minute flexibility to do a show last minute like this, I do like to try give those who can a shot at it.
I have been offered substantial amounts of money for exclusive rights to sell certain products or animals, as well as new vendors offering to pay a "premium" over the regular table price just to get a table. I have always refused, as I do not feel right doing this. Two big factors that brings attendees to an expo, in my opinion, is the chance to see and purchase a wide assortment of herps and supplies, and to buy at discounted prices. Competition is going to drive down pricing, which benefits our attendees. We are constrained enough by the restrictive NY reptile regulations that were passed a few years ago- the last thing I want to do is to lessen even more the diversity of what is available at the show!
Sorry for my rant, but in my own way I really do try to be as fair to my vendors as possible, even when it potentially costs me money, and it really irks me when a disgruntled former potential vendor accuses me of doing something that I bend over backwards NOT to do.
Thanks for listening!