Art Show

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This page contains the Art Show rules for Sasquan, the 2015 World Science Fiction Convention. Please make sure you read ALL the rules carefully before applying to participate in the Art Show. Even if you are a regular Worldcon exhibitor, there may be things that are different this year.

After reading these rules, you may use the Art Show Registration form. Alternately, you may print the paper (PDF) Art Show Registration form and mail that in with a check for payment.

A list of artists who will be displaying art at Sasquan is on the Artist List page.

1. The Basic Rules

Everyone must have at least a convention membership in order to gain access to the Art Show. You can be either an attending member or a supporting member. For information on convention memberships, check the Sasquan website
.
All entries must be original works of a science fiction, fantasy, horror, astronomical, fannish or related theme.

Artwork in any medium will be accepted including sculptures, photographs, digital, etc.
Only one copy of a print or reproduction may be displayed in the Art Show. Multiple copies may be sold via the Print Shop. The same image may not be in both with the following exception: you may hang an original in the Art Show and sell prints of it in the Print Shop.

Artists may enter the Art Show and/or Print Shop (either directly or via an agent), but each artist may enter only once.

Several artists may enter as a group, but any group entry will be held to the same limits as for
a single artist entry. Every piece submitted must be the work of (one or more of) the entering artist(s).

Collaborative works may be submitted by any of the collaborators.

All two-dimensional (flat) entries must be matted, mounted, or framed, and ready to be hung. Prints must be mounted or matted. All items to be entered must be finished before being brought to hang in the Art Show.

We reserve the right to reject any work that is physically hazardous, is a nuisance (noise, intense flashing lights, etc.), is a copyright infringement, is libelous, or is patently offensive by community standards.

Once a piece of artwork has been signed into the Art Show or Print Shop, it may not be withdrawn, nor may any conditions of its sale (e.g., minimum bid) be changed, for the duration of the show.

Not-For-Sale work is allowed in the show and is eligible for awards, but we would appreciate it if at least half of your work is for sale.

2. Display Space

The Art Show will be located in the Exhibit Hall section of the convention center known as Hall B2.

The Art Show will have approximately 200 4′ x 4′ pegboard panels for flat artwork and two dozen 8′ x 30″ tables for 3-D pieces. We choose to restrict the amount of space that each artist can reserve so that as many artists as possible can participate.

We reserve the right to waive these limits whenever, in our opinion, it will improve the show; if you think that you have a good reason why you should be granted a waiver, please write to us as soon as possible.

The Print Shop will have a separate display area, with all copies of each print hung on large/extended pegboard hooks. Work placed in the Print Shop needs a Print Shop label rather than a bid sheet because it is sold at a fixed price and does not go to auction. Buyers will be able to immediately pick up and pay for Print Shop items throughout the convention.

You must have 3-10 IDENTICAL copies of each image entered into the Print Shop. Copies of an image that are of a different size, matted vs. mounted, etc. should be considered as separate images when you are completing your Control Sheet inventory.

We will accept 3-D items if and only if they can be hung in self-packaging.

You must purchase Print Shop panel space; there is a per item fee.

3. How to Reserve Display Space

To enter the Sasquan Art Show and Print Shop, either fill out and return the PDF Registration Form with a check or money order or use the online Art Show Entry page to pay by credit card.
Advance reservations are required – no space will be available at the door unless there are last-minute cancellations.

The deadline for reservations is July 31, 2015, but we expect the show to sell out before then.
If your form arrives after the show is full, you will be put on the Wait List to wait for cancellations.

You may pay by check or money order, payable to “Sasquan Art Show”.

All paper Registration Forms must be signed and returned by post to the address specified in section 14.

All forms must be accompanied by full payment, normally by US check or money order.

If you have special requests, such as odd size displays or wish to have your art hung next to that of a friend, please tell us on the entry form. We will try to accommodate you.

We will acknowledge receipt of your entry form, indicating how much space has been reserved for you, whether some or any of your requested space has been Wait-Listed, etc. We will inform you whenever your reservation status changes (e.g. when a space request on the Wait List has been granted).

We are allowing resale of gently used pre-owned art, but the owner will be limited to a single panel and must note on their registration form that it is for resale so the correct bid sheets get sent to them. The same rules for matting, mounting, and framing apply to resale art.

During June 2015 we will make available master inventory sheets and Print Shop control sheets, confirmation of your current status, and detailed instructions for bringing your art and checking it into the show, to all artists who have space reserved, or who are on the Wait List but have a reasonable chance to be granted space due to cancellations.

We will refund your fees in full if we receive notification of your cancellation by noon CDT on July 30, 2015.

Please let us know about any emergencies, such as travel delays, to arrange for late check-in.

If you do not cancel, do not telephone, and do not show up, you will receive no refund.

If we have not heard from you by 2 pm Wednesday, August 19, we may resell your space.

Due to the substantial effort required for the staff to unpack, hang, unhang, and re-pack mailed-in art, we will only allow a limited amount of it. Please do not request permission to mail your artwork unless you really are unable to find any other way to get it to and from the show.

If we allow you to mail your art, you will be limited to at most 20 pieces on no more than two panels OR one table of space OR 40 pieces for the print shop.

There will also be an additional fee of $25, plus the actual amount of return postage for your artwork.

If you mail art to us without our prior written agreement, we will return it. Please send an email with your request to the Art Show or send a letter to the address specified below in section 14 of these rules.

4. Fees and Space Allocation

Fees

  • Our basic fee is a set fee of $40 per panel and $50 per table.
  • The Print Shop fee is $1 per print.
  • There will also be a 10% commission on all sales.

We estimate that our total fees will cover at least 75% of the Art Show’s expenses. These expenses include our share of the cost of function space, guards and other security arrangements, postage, fees for the use of credit cards, various supplies, the cost of hangings, supplemental lighting and other equipment, electricity, our share of the general costs of the convention, and gratuities.

Space

The basic unit of space is the “panel”, which is a hanging space four feet high and four feet wide. For 3-D art, the basic unit is the “table”, which will be eight feet by thirty inches.

You may reserve a maximum of 4 units of space with a further maximum of 2 tables within that.

There will be no sales of half-panels, only half-tables since they are 8’ instead of 6’ tables.

Remember that the space you reserve must allow for clearance between pieces, and space for their attached bid sheets. Pieces may not extend beyond the edge of the panel or table.

If you wish to show pieces which do not fit into these categories, such as free-standing sculptures or display cases, write to us now for a rate quote. Please include details.

We will try to keep all work by a single artist together, but this may not be possible in all cases.

We will normally fill requests for space as shown below, although we may be able to provide an area of different shape; if you will be entering large or unusually-shaped items and can only use certain arrangements, please tell us so on your entry form.

TYPE OF DISPLAY AREA
1 panel 1 panel 4’ high by 4’ wide
2 panels 2 panels 4’high by 4’wide (center of bay)
2 panels 2 panels 4’high by 4’wide arranged in an “L”
3 panels 3 panels 4’high by 4’wide arranged in an “L” or a “ |_” (offset endcap)
4 panels 4 panels 4’high by 4’wide arranged in a “U” (full bay)
1/2 table 1/2 table 48” wide by 30” deep
1 table 1 table 96” wide by 30” deep
2 tables 2 tables side-by-side (96” x 60”) or end-to-end (192” x 30”)

Art Sales to Buyers

All sale prices will be in US dollars.

Buyers may pay for art with cash, check, traveler’s checks, VISA, Discover, American Express or MasterCard. You as the artist will not be charged a separate fee to cover credit card service charges.

We must collect sales tax on all Art Show and Print Shop sales, but this is charged to the purchaser and will not affect your sales payments.

Payments to Artists

Sasquan acknowledges its obligation to pay each artist the monies collected from the sale of his/her artwork less any fees and/or commissions stated in these rules and agreed to by the artist by his/her submission of a signed Art Show Reservation Form.

We understand the importance of prompt payment to exhibiting artists. Our aim is to mail you a check no later than 45 days after the end of the convention and in practice we hope to reduce this to closer to 30 days.

This period allows time for checks and charges to clear through the banking system and the status of any non-picked-up pieces to be resolved, as well as enabling us to balance the books, cross-check the bid sheets, and prepare for each artist a complete accounting of the overall show and of the artist’s works.

5. What You Are Selling

Rights

We inform buyers that the purchase of art does not include any reproduction rights. Buyers who wish to reproduce the art they have purchased must make arrangements directly with you.

Photographs

Only the official convention photographers and supervised press (including television) will be allowed to photograph the Art Show.

Reproductions

The Print Shop is the place to sell photo prints, etc. However, single copies of fine art prints and other limited-edition works are allowed in the main Art Show.

Each reproduction must be clearly identified as such on its bid sheet.

Please include the method of reproduction used (e.g., “Cibachrome print, serigraph, hand–pulled silk-screen, lithograph, computer), and the copy number (e.g. #8 of 100).

We particularly request that you not enter in the Art Show a copy of a piece which is also for sale in the Print Shop or the Dealers’ Room, since someone who bids on such an item and later discovers that he could have bought the same thing for a fixed price often feels cheated.

You may post a notice on your panel that you have reproductions available in the Print Shop, in the Artist/Author Alley, or in the Dealers’ Room.

6. Set-up, Check-In, and Check-Out

Set-Up and Artist Check-In

We will set up the hangings and tables on Monday, August 17 and Tuesday, August 18.

Artist check-in will be held from 2 pm to 6 pm on Tuesday, August 18, and on Wednesday, August 19 from 9 am to noon.

Please try to arrive early; if you cannot arrive before noon Wednesday, have your art handled by an agent named by you, because the show will open to the convention at 1 pm.
We realize that not everyone can arrive this early, but all late check-ins must be by prior arrangement with us. If you are late and have not made special arrangements with us, or do not call us if disaster strikes, we may resell your space.

Artist Check-out

You must remove your unsold art between 10 am and 6 pm on Sunday, August 23rd.

Early artist checkout will coincide with Saturday buyers’ Pick-Up-and-Pay from 3 pm to 6 pm, and only by prior arrangement with the art show director.

Please do not pack up any pieces that have bids on them. If a bidder does not pick up his purchases, the Art Show will attempt to obtain payment from them. If this attempt fails, we will ask the next-highest bidder if they still want the piece at the price s/he bid. If that too fails, we will ship the piece back to you at our expense.

7. Selling Your Work

All pricing will be in, and all sales collected in, United States dollars.

Written Bid Sales

Each piece in the main Art Show will have a bid sheet/ID tag with information about the piece, and space for written bids. Pieces may also be marked for display only as “NFS” not for sale.
We expect that it will take 5 written bids to reach the voice auction, but have not made a final decision as yet. At Noon Saturday, the show will close and we will close out all artwork as follows:

a) Pieces with enough bids Sent to a voice auction.
b) Pieces with fewer bids Sold to the highest bidder.
c) Pieces with no bids Marked Not For Sale Withdrawn from sale
d) Pieces with no bids Marked Available After Closeout Can be purchased for after auction price.

After the Art Show reopens, winning bidders must pick up and pay for their art. On Sunday, convention members may re-enter the show, and may buy those unsold pieces marked as available. The Print Shop will also be open during these periods.

Voice Auction Sales

Pieces that have enough bids will be sent to the voice auction, on Saturday beginning at 2:30 PM.

Print Shop Sales

Whenever the Art Show is open, bidders may purchase items from the Print Shop at a fixed price, for immediate pick-up.

8. Artist & Author Alley

An “Artist & Author Alley”, comprised of a number of 8′ x 30″ tables between the Art Show and Dealer’s Room areas, will be available for use by attending authors and artists on a per-shift basis.

Each table has two chairs, and may have a piece of pegboard for a sign or display of artwork.

Time slots are available for Thursday, August 20, and Friday, August 21. There will be two shifts of 3 ¾ hours each, from 10:00 a.m. to 1:45 p.m. and from 2:15 p.m. to 6:00 p.m.

Allocations

Artists with at least one panel or one half-table in the Art Show may get one table for one shift in the Artist & Author Alley at no charge.

Authors and other artists will be charged $25 per shift, per table.

Authors wishing to share a table may each rent a half-table for $15 per shift.

These slots are allocated on a first-come, first-served basis for the first time slot. Each artist may request one or two time slots.

Tables for all the artist’s first time slots will be given first; any time slots left over will be given second, again on a first-come, first-served basis.

To sign up for a slot, contact the Artist Alley.

Allowed Activities

Artists may sell their work from these tables, demonstrate their techniques, show their portfolios, arrange commissions, or just talk to convention members.

If you want to do active art other than sketching, painting, or sculpture, please ask us first.

No commission is charged on sales made at Artist & Author Alley tables.

Artists are responsible for collecting and remitting their own sales tax to the state of Washington for all at-table sales.

Information on sales will need to be given to the state just as with the Dealers’ Room sales.

9. Artist Showcase

Sasquan will be creating a showcase publication to introduce the exhibiting artists to the Convention members. This will be available as both a printed publication and in online form on our website.

To create the showcase, we would like to receive the following from each exhibiting artist:

  • A biography. This needs to be no more than 150 words per artist for the printed publication, but we have room for up to 300 words on the website. You can either send us two versions (short and long) or just send a longer version for the website and we will edit down as required for the printed publication.
  • A digital photo of yourself, for use on the website.
  • A sample image of your artwork that we can publish alongside the biography. This needs to be at 300 dpi to provide sufficient resolution for the print publication, and should be provided in TIFF, EPS or JPG format. We will sample the image down to lower resolution for use on the website. The chosen artwork does NOT have to be one you will be exhibiting at Sasquan but should be representative of your portfolio.
    Please make sure you specify the title and any associated credits to accompany this image.
  • Details of any personal website, blog etc that you would like us to link to from our website (you can specify more than one).

Please email these materials to art‍show@sasquan.org at the same time as you mail your entry form and entry fees for the art show. (We can handle attachments of up to 10 MB – if your image file is larger than this, please email us at the same address and we will arrange an alternative transmission mechanism).

10. Awards

We are happy to continue the tradition of awarding ribbons for exemplary artwork. A panel of judges will award most of the ribbons.

11. Security

We expect to have uniformed guards inside the Art Show area. The Sasquan Art Show cannot provide insurance coverage for art entered in the show. You should ensure that your own insurance will cover your art while it is at the show.

12. Disclaimer

While we fully intend these to be the rules which actually govern the Sasquan Art Show, we reserve the right to make changes or interpretations if unforeseen circumstances arise. Any interpretations will be guided by the spirit, rather than the letter, of these rules.

13. Art Show Schedule

Monday, Aug. 17 9 a.m. to 6 p.m. Move-in/Set-up of Hangings
Tuesday, Aug. 18 9 a.m. to 2 p.m. Set-up of Hangings/Hang mail-in
2 p.m. to 6 p.m. Artist Check-in
Wednesday, Aug. 19 9 a.m. to Noon Artist Check-in
1 p.m. to 6 p.m. Open to Convention Members
Thursday, Aug. 20 10 a.m. to 6 p.m. Open to Convention Members
7 p.m. to late Chesley Awards & Reception (location TBD)
Friday, Aug. 21 10 a.m. to 6 p.m. Open to Convention Members
Saturday, Aug. 22 10 a.m. to Noon Open to Convention Members
12 p.m. to 3 p.m. Closeout & Sales Set-up
2:30 p.m. Voice Auction start (location TBD)
3 p.m. to 6 p.m. Early Buyer Pickup, After Auction sales, Print Shop
Sunday, Aug. 23 10 a.m. to 3 p.m. Buyer Pickup, After Auction sales, & Print Shop
3 p.m. to 6 p.m. Artist Pick-up
6 p.m. to 8 p.m. Tear-down of hangings; pack up art

14. Art Show Contact Information

Postal address for Art Show entry forms and payments:

Sasquan Art Show
Kerry Kuhn
419 Springsouth Rd.
Schaumburg, IL 60193
USA

Email contacts:

Use the Art Show Registration form (or printable PDF form) to register for the Art Show.