Frequently Asked Questions
Introduction
General Questions
Events and Programming Questions
Sponsorship Questions
Exhibitor Questions
Accommodation Questions
Registration Questions

Q: Who?
A: A team of enthusiastic volunteers from across the Harry Potter online fandom is organising...

Q: What?
A: an international Harry Potter Symposium...

Q: When?
A: for July 17-20, 2003 -- Thursday evening through Sunday Brunch...

Q: Where?
A: at the Walt Disney World Swan and Dolphin Resort, in Orlando, Florida.

Q: Why?
A: As grown-up fans of Harry Potter, we love the books and, having discussed them for several years online, we want to hold a real-world Symposium to meet each other, discuss the books and the fandom, fanfiction, fanart, and everything that goes with it!

Fans of the books and universe will come together to discuss, dispute and learn. To have fun. To allow fans to commune with professionals whose jobs also interact with the Harry Potter phenomenon and to gain new understandings, both of HP and of the world we live in. To shop. We're aiming for a cross between an academic symposium and a fan convention. We fervently believe that such a cross is not only possible but desirable.

Q: How?
A: In order to provide the most exciting, fulfilling Symposium possible, we are charging a Registration Fee which rises as the even gets closer. The fee is US$179.75 -- one hundred seventy-nine and three quarters dollars through July 16, 2003! We believe that this is similar to fees for other fan conventions and academic conferences.

In addition, we've procured amazing hotel rates at the Swan hotel -- in the middle of peak season, only $139 per night plus 11% tax and $8 resort fee for up to 4 in a room. Split four ways, it's only $40 per night. Read more here or at the Hotel Information Page here.

Q: I've read the whole FAQ and I still have questions. What do I do?
A: Send an email to help@hp2003.org and we'll answer it as quickly as we can.

Q: What's a Symposium?
A: Historically, "symposium" was a Greek term for a party with food, drink, music and intellectual discussion. We hope to combine the fun aspects of that type of symposium with interesting, intelligent discussion of all aspects of the Harry Potter world -- the books, people, world, literary phenomenon and online community.

The Nimbus - 2003 Symposium will be a nearly three day long international gathering of HP fans. There will be formal programming in the form of presentations, panel discussions, workshops, roundtable discussions and sessions in other formats, on a range of subjects. We encourage you to read our Call for Papers for the kind of things we solicited.

We've received submissions from presenters and panelists for a diverse range of topics (some of which are listed in the CFP), including Justice in the Wizarding World, gender roles in the HP books, comparisons of HP to other fantasy literature, fanfiction writing, fantasy art, website administration and maintenance, and the history of the HP fandom. Check out the full listing of programming here

There will also be informal programming -- a Game Room, an Exhibitors' Room, a Quest (treasure hunt/scavenger hunt), a library of international editions of the HP books, an art gallery, parties, field trips and a showing of both Harry Potter movies.

We will be hosting two keynote luncheons:

  • Friday - Judith Krug, Director of the Office for Intellectual Freedom of the American Library Association. The ALA is the entity that sponsors National Banned Books Week in the US. Also, we have a Saturday luncheon scheduled, featuring Ari Rapkin, Computer Graphics Software Engineer, from Industrial Light and Magic. Ms. Rapkin has been with ILM since 1998, working on ILM’s sequences in films such as Jurassic Park III, Star Wars: Episode II “Attack of the Clones,” and A.I. Artificial Intelligence. She is currently working on the cloth simulation system for use in several upcoming films including The Hulk, Van Helsing, and Harry Potter and the Prisoner of Azkaban. Her talk will offer us some insights into the mysteries and secrets of film enhancement through computer animation.
  • Saturday - Ari Rapkin, Computer Graphics Software Engineer, from Industrial Light and Magic. Her talk will offer us some insights into the mysteries and secrets of film enhancement through computer animation.

    Q: So, how much will it cost me in total?
    A: There are three components of your total cost: travel, accommodation and registration fee.

    Travel to Orlando is your responsibility, and costs for the Swan are detailed here, and when you register for the event, you'll also be able to make your hotel room reservation. To find a roommate, you might want to look at our message board.

    The registration fee is covered directly below.

    Q: How much is the registration fee?
    A: The fee will increase depending on how close to the event you register.

    The Resistration fee is $179.75 (that's one hundred seventy-nine and three quarters) until July 16,2003.

    At the door, the price is $199.75 (that's one hundred ninety-nine and three quarters).

    (Please note that these dates are calculated on the US Eastern Time Zone, where the Symposium will be taking place.)

    There will be day passes available for Friday and Saturday for $69.75 each day, and will only be valid on the day issued. As you can see, these are the only days on which there are scheduled academic/fandom programming events. We'll also have tickets which registrants can purchase so their (non-registering) family members can attend the welcoming feast, the movies, the farewell brunch, the Exhibitors' Room and (taking space limitations into consideration) the informal programming rooms.

    Q: Who's organising Nimbus - 2003?
    A: A varied team of enthusiastic volunteers from across the online HP fandom, including HPforGrownups, The Leaky Cauldron, SugarQuill, FictionAlley, GryffindorTower and a wide range of YahooGroups. Get involved by visiting our Sorting Hat and volunteering for a committee.

    Q: Will I be welcome? I'm 20/I'm 17/I'm 14/I'm 12/I'm 3.

    A: We're trying to make Nimbus - 2003 as accessible an event as possible to the widest number of fans we can, while remaining committed to our focus on adults. For legal reasons, we cannot accept registrations from minors (i.e., people under 18) unless they have a parent, legal guardian or authorised adult chaperone present. People under 18 must travel with a parent, legal guardian or authorised adult chaperone, who must either remain within the hotel area or leave a cellular/mobile telephone contact in case of emergency. We may also ask parents to sign and send us additional permission forms once the formal programming is determined.

    People under 14 will not be allowed into the informal programming rooms without a parent, guardian or chaperone accompanying them. People under 14, other than pre-mobile infants, will not be allowed into the panels, round tables, workshops and presentations.

    Please note that we will be checking each registrant's identification, in part to make sure that each registrant gets the correct welcome package and to make sure that nobody takes someone else's registration.

    Age 18 and older: full access to all official Symposium events. Bear in mind that the legal alcohol consumption age in Florida is 21 and ID will be checked by the hotel.

    Ages 14-17: must be accompanied to the Symposium by a parent, legal guardian or an authorised adult chaperone (such as a schoolteacher) (i.e., not another HP fan who happens to be going, unless they're your parent or person acting in loco parentis). Nimbus is an adult conference and parents should be advised that some programming may contain adult themes and language. If the minor will be accompanied by a chaperone other than a parent or legal guardian, the parent or legal guardian must provide signed and notarized written consent. Any minors arriving with a chaperone but without a notarized and signed consent form will not be admitted.

    Ages 13 and under: We recommend reading the Unofficial Walt Disney World Information Group's Childcare FAQ. Please note that any childcare costs are separate and not included with registration or with accommodation costs.

    Care options for Children 13 and younger

    Ages 4-13: In addition to in-room childcare options discussed below for the children under age 4, kids ages 4-13 may reserve a spot at the hotel's Camp Dolphin (we're looking into making a group reservation).

    Ages under 4: There are 2 service providers of childcare (in-room care or taking the kids to the Parks) available: Fairy Godmothers (407-277-3724) and Kids Night Out (407-827-5444). Please also review the Kids Night Out website at www.kidsniteout.com for pricing and further details on their policies. It is advisable that attendees make needed reservations at least 48 hours in advance; however, you can make your reservations as early as now if you want! These services both require a 4-hour minimum, charge a flat travel fee each day and charge an hourly rate, depending on the number of children. Pre-mobile infants who are sleeping or nursing may be brought into the formal programming rooms, as long as they are removed if they begin to cry.

    Q: What will be going on at this Symposium, then?
    A: There will be a mix of formal and informal programming, including presenters and panelists for a diverse range of topics, including Justice in the Wizarding World, gender roles in the HP books, comparisons of HP to other fantasy literature, fanfiction writing, fantasy art, website administration and maintenance, the history of the HP fandom and so much more. The formal programming will be drawn from submissions in response to the Call For Papers and Presentations. Please consult our Schedule of Events for additional details.

    Q: Don't you need official permission to do this?
    A: While we are in no way an Offically Sanctioned Event, both Warner Bros. and The Christopher Little Agency (JKR's agents) have read our proposals and draft of our Call for Papers (presentations, panels, etc.). They have no objections to our going forward on that basis.

Q: What sort of programming will you have?
A: You can find a list of the daytime programming sessions here. A complete schedule of all the events at Nimbus - 2003 is available here.

Q. What are the panels all about, then?

A. A panel is a discussion led by a number of experts who volunteer to share the responsibility for answering questions from a variety of positions and viewpoints. The panelists are responsible for developing a short list of questions, which the moderator will ask, and the moderator will facilitate their answers. There's a higher opportunity for audience participation in panels, although the focus will be with the panelists for their opinions, supported by evidence both within and outside the books.

Q. When will I know if my proposal has been accepted?

All proposants should have been contacted by now. There are a few proposals about which the programming team requested additional information, and decisions about those proposals are still pending. Otherwise, if you haven't heard about your proposal yet, please contact hpprog@hp2003.org.

Q. Will there be published proceedings.

A. Yes. The proceedings will be published after the symposium. Details will be released as we have them.

Q: So, what exactly will be going on?

A: You can find our printable schedule of events here; in summary, here's what we have planned:

On Thursday night, at the Welcome Feast there will be a casual menu featuring pizza, where you can meet your fellow HP fans. The Exhibitors' Room will open late on Thursday as well, and will be open each day of the Symposium.

On Friday morning, the formal programming will begin and last through Saturday afternoon. There will be 4 large rooms with 5-6 formal programming sessions in each on Friday and Saturday. We also hope to have writing and art workshops on both days.

On Friday there will be a keynote luncheon with Judith Krug, Director of the Office for Intellectual Freedom of the American Library Association, for approximately 150 people.

Friday night, we've made arrangements for the Copa Banana

On Saturday, there will be a luncheon featuring Ari Rapkin, Computer Graphics Software Engineer, from Industrial Light and Magic. Her talk will offer us some insights into the mysteries and secrets of film enhancement through computer animation.

Throughout the weekend, there will be a Game Room, an Exhibitors' Room, organised Quidditch games, an ongoing Quest (scavenger/treasure hunt type of thing), a library with different HP editions from around the world, as well as an art gallery (where we hope to get HP posters from all over the world). We'll also have a field trip to Epcot for A Taste of the UK, as well as a Friday night magical night club right at the resort (hosted by FictionAlley.org, in celebration of their second birthday).

We hope that there will be many more activities developed over the time between now and the Symposium. If you have any suggestions, please feel free to email us at helpdesk@hp2003.org

Q: What kinds of games will be in the Game Room?
A: The focus in the game room will be on licensed products -- the commercial toys and games you can buy on the open market. We're also looking to see what we can do with regards to versions of Wizarding World Games which have yet to hit Muggle markets. In addition, we'll have some games and contests that test your knowledge of the fandom itself. If you have any suggestions, please email us at helpdesk@hp2003.org.

Q: What will the art gallery have in it?
A: Art from both professional and fan artists. Some of their work will be available for sale, some for auction and some just for display. The submission rules will be available later this year.

Q: I'm interested in selling products to attendees. Can I do that?
A: We will allow vendors to sell products in the Exhibitors' Room, pursuant to the Vendor Agreement. Exhibitors (including vendors) are invited to download our Exhibitors' Folio here (in PDF format).

Q: Field trips? You mentioned field trips?
A: There will be one to the British-themed Rose and Crown pub at EPCOT for the Founder's Feast.

Q: Will there be any official HP people involved? Actors and producers from the movies, or even JK Rowling?
A: We don't expect to have any of the actors or the producers attend. We'd love JKR to attend...but we think she'll probably be working on plugging her books - or playing with her new baby! However, we are inviting all the book cover artists and the translators, and other people associated with the books, films and merchandise, although we're not sure yet who, if any, will attend. Mary GrandPre will unfortunately be unable to attend, but has been kind enough to donate art for the event.

We want to keep the focus on the books, and on our presenters, and on each other, especially at a first event, where many of us will be meeting in real life for the first time.

Q: Will there be a Yule Ball?
A: The Yule Ball is only held in conjunction with the Triwizard Cup, and given what happened at the last Triwizard cup (in Goblet of Fire) we don't think that the schools will be staging another one for a few hundred more years. However, we are planning some special events in the evenings, including a magical nightclub on Friday evening, featuring some fandomers taking over the deejay console.

Q: How many people are you expecting?
A: We're working on a number somewhere between five hundred and a thousand attendees.

Q: How about funding?
A: We've put together a Sponsorship Package, and we're seeking donations from businesses, vendors, fandom sites, and individuals (deadline for sponsorship has been extended to June 15, 2003). Please contact us at sponsor@hp2003.org if you have any questions or want to talk to us abut sponsorship!

Q: Do you have a Wish List?
A: If you work for any company that supports educational and literary events, or a company that ties into the Harry Potter phenomenon (such as bookstores, toy stores or other "magical" retailers), we'd love to talk with you about our sponsorship and exhibitor opportunities.

Q: Will there be a costume contest?
A: For legal reasons, there won't be an official contest, but you are free to wear costumes if you so desire.

Q: Is there going to be a Sorting Ceremony?
A: Not as such. When you register and are given your badge/pass, you will be asked to pick a color for your lanyard (a neck-cord) which will correspond to a Hogwarts House or wizarding school (Beauxbatons or Durmstrang).

Q: Do we have to register for special events ahead of time?
A: That really depends on the event. Only a finite number of people can register for the luncheons and the Rose & Crown tasting, so there might not be any tickets or passes available at the door for those. However, you don't need to register in advance online for any of the discussion sessions; if we do decide to institute signups for any of those, it will be announced at Registration, and signups will be same-day only.

To add a reservation for the luncheons, the Rose & Crown tasting or the Knight Bus (which will take you from the airport to the hotel on Thursday and/or back again on Sunday), email our Registrar at registrar@hp2003.org.

Q: How about if we want to go to the various parks of Disney World?
A: The Swan offers reduced price passes for Disney World's parks. Once you've registered for the Symposium, you can order passes here, or you can purchase them at a slightly smaller discount at the hotel itself. The hotel also offers part-day passes for those who wish to attend the formal programming in the morning and go to Disney in the afternoon. However, you cannot purchase the discounted tickets unless you register for the Symposium (although you can purchase them for family members and traveling companions). Such purchases are done through the hotel, not through the Nimbus - 2003 team.

Q: How are you planning to handle any protestors that show up?
A: We will have security on site for the entire event, but as the Swan is a private hotel, they're trespassing if they try and get in the door.

Q: If all goes well, are you planning an event in 2004, and where will it be?
A: The team from Nimbus - 2003 is not planning the 2004 event. Another team is planning to submit a bid to hold an event in Ottawa, Canada.

Q: I can't come to Nimbus. Will I be able to obtain, read, or otherwise get my hands on the papers and presentations that occur there?
A: Yes, although exactly how that will happen is undecided yet. In light of the release of "Order of the Phoenix," we have decided not to attempt to publish the proceedings until after the Symposium so that our contributors can reflect the new book in their papers. We are investigating the best method of publishing the proceedings, and expect to have more solid information at the event or shortly thereafter.

Q: Okay, but what about keeping up with Nimbus as it happens. Will there be internet access?
A. We'd love for it to happen. Do you perhaps know a sponsor who'd be interested in providing an open webchat or some form of simulcasting for portions of the event? It won't be nearly the same as being there, of course, but it's something.

Q: How does sponsorship work?
A: Sponsorship is a means by which a corporation, business, individual, community, site or foundation helps support an event or organization. This support helps an event like Nimbus - 2003 defray the costs associated with the events and programmes. In turn, Nimbus is able to give that donor an acknowledgement at the event.

If you work for a company that has a matching gifts program, your employer may match your gift to Nimbus - 2003, which would double your contribution. If you have questions about this process, please ask us.

Q: Do you have 501(c)(3) status?

A: Yes, we do. This means that donations may qualify for the income tax charitable deduction, subject to certain limitations (check with your tax consultant).

Q. I want to sponsor something! Where can I find the information?
A. Click here. Remember - we've extended the deadline for sponsorship until June 15, 2003, but you have to send your donation in by that date.

Q: How are you going to pay for all the Nimbus - 2003 events?
A: While our registration fees will go some of the way to covering the costs of the event, the actual costs of Nimbus - 2003 are higher than we could cover with registration fees. Sponsorships from businesses, organizations and individuals will be used to cover the costs of events ranging from breakfasts for registrants and their families, the games room and library, the Keynote Luncheon with Judith Krug from the American Library Association's Office of Intellectual Freedom, and our evening events.

Q: How much money does Nimbus need?
A. We need up to $80,000 in sponsorship dollars to cover various expenses. Some of that money has already been donated by generous members of the fandom, and businesses have already pledged to sponsor some of Nimbus's activities, but we do need more support.

Q: What can I do if I know someone who might be a contact?
A. Either send an email with that person's name and phone number or email address to us at sponsor@hp2003.org or point them to our Sponsorship page.

Q: How can I help with sponsorship?
A. If you're interested in joining the sponsorship team, email Heidi at heidi@hp2003.org.

If you're interested in being one of our sponsors, visit our Sponsorship page and send us an email at sponsor@hp2003.org so we can discuss your thoughts about Nimbus - 2003.

Q: What about advertising? Where are you planning to do that?
A: We're not going to have advertising, per se, as we are a nonprofit organization and are seeking 501(c)(3) nonprofit status from the IRS. However, all sponsors will have the opportunity to have their name listed in our program, as described in the General Information for Sponsors here.

Q: What kinds of things do sponsors get in exchange?
A. We have various types of sponsorship.

Fandom sponsorships are our form of banner exchange - put our banner or button on your site, and we'll link back. Also, websites have already signed up to pay $150 to put drop-ins or flyers into 200 randomly chosen bags which will be given to attendees, and one Yahoogroups community is considering sponsoring an event, thanks to one dollar donations from all the Yahoogroup's members.

Personal sponsorships are made thanks to the generosity of individual fandom members who have given more than their registration fee to underwrite some of the Nimbus - 2003 expenses. They will be thanked in the program by name, unless they specifically state that they wish to remain anonymous.

Event sponsorships and Specialty Room sponsorships entitle the sponsor to various acknowledgements at the event and in the program.

Item sponsors are able to either place the corporate logo on the item being sponsored, or add a piece of merchandise, a brochure, or an informational flyer to the bags that are given to attendees.

Q: Can sponsors give things, instead of money?
A: Yes! We appreciate in kind contributions as much as we appreciate cash contributions! An in-kind contribution is a non-cash input which can be given a cash value. Benefits of sponsorship will be based on the value of the in-kind contribution.

Q: I've got a cool idea for a sponsor! Who do I tell?
A: Terrific! Send an email to us at sponsor@hp2003.org.

The Organizers of Nimbus – 2003 are excited to announce the unveiling of a merchandise district at the symposium, which will allow our attendees to discover some of the wonderful Harry Potter and cross-over merchandise available. The Exhibitors’ Room will be called “Kumpulsieve Alley”.

Q. What's an Exhibitor?

Any person, organization or company purchasing space in the Exhibition Hall at Nimbus – 2003 for the purpose of displaying wares throughout the exhibit.

Q. What kind of space is available?

A: There will be two types of spaces available: booths and tables.
Each Table will consist of a 6 foot draped table and two chairs.
Each 8’ x 10’ Booth will include one 6 foot draped table, four chairs, and partitions. The partitions consist of two 3’ side draped rails and an 8’ high draped valance at the front.

Q. How much will space in the exhibition room cost?

A table is $100.00
A booth is $250.00
Both prices are for the entire event!

Q. What methods of payment can I use?

As of May 1, 2003, you'll be able to use PayPal to purchase a table or booth right here.

Or send your check or money order to:

HP Education Fanon, Inc
5407 Blue Water Lane
Houston, TX 77018

Q. Can I get more than one table or booth?

Yes, absolutely! Please contact Victoria Powers for information about renting multiple tables and/or booths.

Q. If I'm an Exhibitor, do I get to go to the Programming?

Exhibitor badges do not permit entry into the symposium’s formal programming, except for Saturday night's double feature movies. However, those staffing the exhibit space may purchase day passes for the symposium at a reduced rate of $35.00 per day

Q. What does my Pass admit me to, then?

The exhibitor badge allows access to the exhibitor space, continental breakfasts, the gallery, game room, and library, the auction, and informal activities such as Saturday night’s double feature movies.

Q. How many staff members can I bring?

Each exhibitor receives 2 badges per table or booth.
Additional badges may be purchased at the cost of 50.00/badge.
Badges are transferable from one staffer to another, but at no time are more that 4 staff members allowed in any one exhibit space (i.e. table or booth).

Q. What are the scheduled Exhibitor Room Hours?

There are a total of 35 hours for the Exhibit room; 30 hours on the regular schedule and 5 optional hours.
The Exhibit Space must be staffed and available to Symposium participants during the exhibit hours, for at least 75% of the scheduled hours (in other words a minimum of 22.5 hours). Short closings of not more than 30 minutes at a time for short breaks are permissible.
The hours are:
Thursday, July 17, 2003: 6:00 pm - 10:00 pm
Friday, July 18 2003: 8:00 am - 8:00 pm*
Saturday, July 19, 2003: 8:00 am - Midnight**
Sunday, July 20, 2003: 8:00 am - 11:00 am
*On Friday, July 18, the official close of business will be 6:00 pm, but Exhibitors may remain open until 8:00 pm if they desire. If they remain open, any optional hours will count toward the 75% minimum; however; there is no requirement to staff the booth and/or table those extra hours.
**On Saturday, July 19, the official close of business will be 9:00 pm, but Exhibitors may remain open until midnight (12:00 am Sunday) if they desire. If the exhibitor remains open, the optional hours will count toward the 75% minimum; however, there is no requirement to staff the booth and/or table those extra hours.

Q. Do Exhibitors have to stay open the whole time?

The Exhibit Space must be staffed and available to Symposium participants during the exhibit hours, for at least 75% of the scheduled hours (in other words a minimum of 22.5 hours). Short closings of not more than 30 minutes at a time for short breaks are permissible.

Q. I just want a few hours to sign my book or distribute my stuff. How can I do that?

If you are an author of a book and you would like to do a book-signing, please contact Victoria Powers. We are making arrangements with at least one of the booksellers to have a table available and there is a rate we can extend for a two-hour book-signing.
If you are a fan site or other convention and you want to put out a stack of flyers or other material that doesn't require someone to monitor the "stuff", there will be a place for your "free stuff." If you want to distribute your "free stuff" in the welcome packet, please see our Sponsorship page.

Q. When can exhibitors start setting up, and how long do they have to do so?

The exhibitor may set-up and tear-down exhibit space during the following hours:
Thursday July 17, 2003 1:00pm – 5:30 pm for set-up
Sunday July 20, 2003 11:00 – 1:00 pm for tear-down
Exhibitors may begin internal break down of their exhibit sooner than 11 am Sunday, provided that their hours are met and that they do not load out or exceed their set space prior to 11 am. They may at no time allow boxes or other storage containers to obstruct the walkways.

Q. Who will be there from Nimbus - 2003 when I set up?

Our Head of Department for Magical Commerce, Victoria Powers, will be available to help with any questions or difficulties you may have while getting set up.

Q. What kinds of things can Exhibitors bring?

While the Symposium is focused on the Harry Potter novels and all that goes with it, we recognize and welcome cross-over interests. In general, anything that the exhibitor feels would be of interest to the attendees is allowable.
However, we reserve the right to restrict products or services deemed to be dangerous or objectionable, or that would, distract from the main character of the symposium. That said, the exhibitor may use their own discretion in permitting adult attendees to view catalogues or representation of products that are not appropriate for general viewing.

Q. Can I play music to attract people to my booth?

Yes, but if the music is copyrighted to someone other than you, the exhibitor must notify HPEF in writing no later than June 30, 2003, of the music they intend to play. Exhibitors must have proper license to play copyrighted music.

Q. What can I do to enhance my presence in the Exhibitor room?

Become a sponsor. Sponsors get preferred placement in the room and other perks, as well as additional opportunities for acknowledgement in the programme and elsewhere. You can learn about our sponsorship opportunities at http://www.hp2003.org/nimbushelpsp.html

Q. Can I attach anything to the walls of the exhibit room?

Three out of the four walls of the exhibiter space are exquisite hand painted murals, and the resort will not allow anything to be affixed to these walls.
However, the fourth wall, the wall opposite to the exhibitor room entrance, is an upholstered wall, and exhibitors may Velcro banners or posters to that wall only. There are only a few booths still available in those locations.
Otherwise, all exhibit space signs, banners, booth ceilings, canopies, lighting grids, etc, must be free standing and floor supported, and must not violate fire-code.

Q. Where can I get a copy of the Exhibitor Agreement?

The Exhibitor Agreement can be found here: http://www.hp2003.org/ExhibitAgreement.pdf
The Exhibitor Folio can be found here: http://www.hp2003.org/ExhibitFolio.pdf

Q. What license do I need to have to sell my merchandise?

Exhibitors are responsible for obtaining all licenses and permits, including the permit to sell in Florida.

Q. How do I get the permit to sell in Florida?

You can find seller's permit information here: http://sun6.dms.state.fl.us/dor/taxes/resale.html

Q: What about accommodations?

Nimbus – 2003 has procured amazing hotel rates at the Swan hotel -- in the middle of peak season, only $139 per night plus 11% tax and $8 resort fee for up to 4 in a room. This discounted rate is good for four nights before and three nights after the event, from the night of July 13th through the night of July 22nd, 2003. The hotel is holding this reservation through the middle of June, 2003, so it's important to make your reservations before that; they can't guarantee the special rate for bookings made after June 15,2003, and they can't guarantee that rooms will be available any nights other than the 17th through the 19th.

If the above button doesn't work, you may be accessing the internet from behind a firewall, or your security settings may be too high to allow you to access the site. In that case, email the symposium travel agent, Darleen Roth, at TvlMagic@aol.com or send a fax to (305) 573-3443, giving her your telephone number or email address and she will contact you about your hotel reservation.

Q. Who should I talk to about being an Exhibitor?

You can contact Victoria Powers at VictoriaPowers@yahoo.com or exhibits@hp2003.org

ACCOMMODATION QUESTIONS

Q: Where is the hotel?
A: The Walt Disney World Swan & Dophin Hotel is one of the Epcot Resorts hotels, and is located between the Boardwalk Hotel and the Yacht & Beach Club. It's about a ten minute walk to Epcot, or a ten minute boat ride to MGM.

Q: What are the rates?
A: We've procured amazing hotel rates at the Swan hotel -- in the middle of peak season, only $139 per night plus 11% tax and $8 resort fee for up to 4 in a room. Split four ways, it's only $40 per night. This discounted rate is good for four nights before and three nights after the event, from the night of July 13th through the night of July 22nd, 2003. The hotel is holding this reservation through the middle of June, 2003, so it's important to make your reservations before that; they can't guarantee the special rate for bookings made after June 15, 2003, and they can't guarantee that rooms will be available any nights other than the 17th through the 19th.

Q: Do I have to stay there to attend the symposium?
A: No... but... this rate more than fifty per cent off the usual July rate at the hotel, and if you stay there, you help us fulfil our room block obligations to the Swan. Why is that a good thing? Well, the more people we have staying at the hotel, the more space the hotel gives us for our events! Also, if you stay there, you'll be able to use our shuttle service from the airport to the hotel, then use Disney's transportation system to get to the Parks and other attractions.

Q: What if I want to stay longer, or arrive earlier? How much more will it cost me?
A: We have the symposium rate from the night of July 13 through the night of July 22, 2003.

Q: Are there any airlines or sites with discounted rates for Nimbus -2003?

A: We're working on specific flights with group rates, especially from London to Orlando, but we haven't been able to secure special rates from the individual airlines themselves. Meanwhile, OneTravel.com, a collective website made from small travel agencies worldwide, has offered a slight discount to travellers making their plans for Nimbus - 2003.

You can access their flight search here.

Q: How can I find a roommate or people to travel with?
A: Our message board has a section for people to make Roommate-Seeking posts.

Also, Nimbus - 2003 has been added to MeetUp.com's listing of Harry Potter gatherings worldwide. For those of you who do not know, MeetUp.com is a service that connects people through a series of monthly meetings, all held in public places like bookstores or coffee shops. The Harry Potter MeetUps are on the third Tuesday of each month at 8:00 pm local time, and they have other MeetUps for subgroups of Harry Potter fans. They'll also be holding a one-time MeetUp on the evening of June 20.

We're very pleased that Nimbus - 2003 is now included in the list of gatherings that will occur this spring and summer through MeetUp.com.

For more information about MeetUp and the Harry Potter gatherings, visit the Harry Potter-focused sections of their website at:

harrypotter.meetup.com
hpforgrownups.meetup.com
seanbiggerstaff.meetup.com
alanrickman.meetup.com
danielradcliffe.meetup.com

Q: What can I do at the hotel?
A: There are 17 restaurants at the Swan and Dolphin hotels, two lap pools, a grotto pool and kiddie pool, a beach for beach volleyball, watercraft rentals on the white sand beach, a kids' play area, a gym, basketball and tennis courts, and, only a five minute walk away, there's Fantasia Gardens Mini-Golf Course.

The hotel also has: a coin-operated launderette, two game rooms (not the ones we're offering in the Symposium!), Nintendo available in all guest rooms, 24-hour sundries shop/cafeteria, a beauty salon (offering hair and nail care), National Rental Car desk, and free self-parking, or valet parking for $10.00/night.

Q: What about karaoke?
A: That too, nightly in Kimono's Lounge. But you'll have to get in line behind Severus Snape!

Q: What are the rooms like?
They have: King or two double-bedded rooms; a mini-bar; an in-room safe; color/cable TV with remote control and Nintendo (as of 9/02); non-smoking and disability accessible rooms; private vanity and full bath in bathroom; two 2-line telephones with data port; voice mail service; individual climate control; hair dryers; and an iron/ironing board

Q: What is this $8 resort fee?
The nonwaivable $8 per night fee includes unlimited access to the health club, daily newspaper delivery, an in-room coffee maker with coffee, and up to 60 minutes free local, toll free and credit card calls, so you can use your laptop to check your email.

Q: So how do I make my hotel reservation?

If the above button doesn't work, you may be accessing the internet from behind a firewall, or your security settings may be too high to allow you to access the site. In that case, email the symposium travel agent, Darleen Roth, at TvlMagic@aol.com or send a fax to (305) 573-3443, giving her your telephone number or email address and she will contact you about your hotel reservation.

Q: Will there be a discount for multiple registrations within a family?
A: Unfortunately not. Sorry!

Q: What about volunteer discounts?
A: Since this is our first year, we won't be able to give discounts to volunteers. However, volunteers will get a t-shirt and some perks which aren't available to other attendees.

All the members of the board and the committee chairs are paying for their own registration fees - many of us have paid $100.00 already - so we're not giving ourselves any special registration discount perks.

Q: How international will the event really be?
A: We expect a good-sized percentage of the attendees to travel to Orlando from countries outside the United States. It's a sad but recognised fact that *wherever* we hold the Symposium, folks will be unable to come. That said, Orlando is reachable by direct flights from more countries than most US cities, and we are trying to arrange a block of seats on a Thursday morning flight out of Gatwick, with a return overnight on Sunday, for European attendees.

Q. How can my family and/or traveling companion attend the Welcoming Feast, brunches, field trips and movie with me?
A. You can order tickets when you register, or use the link on your registration email to go back and purchase the tickets any time before June 10, 2003. You don't need to purchase tickets for kids under 3 - they eat free! During the spring, we'll announce whether there will also be passes available at the door.

Q. I registered a while ago, but now I want to add something else. How to I update my Registration?

A: As of a systems upgrade on March 20, you can now return to your registration to add other options, like one of our luncheons, or to sign up for our Night Bus shuttle between the airport and the hotel. To update your registration, go to our registration page and scroll to the button at the bottom of the page. Click on this button, just as if registering for the first time, and you will be taken to the registration system. Enter your email address and the system will remember your profile. You may then make the additions to your agenda.

Q: How do you define "family members"?
A: Family A: Family members are people who are related by blood, by marriage, or through a domestic partnership. We consider a domestic partnership to exist where the adult parties, at the time of the symposium, are unmarried; are not be related to each other as a parent, brother or sister, half-brother or sister, step-brother or sister, niece, nephew, aunt, uncle, cousin, grandparent or grandchild, or any blood relation; have an intimate, committed relationship of mutual caring of at least six months duration; are mutually responsible for each other's general welfare; and do not currently have a different domestic partner. The children of any such marriage or domestic partnership are considered family members of both adults in the marriage or the domestic partnership.