Aug. 29 to
Sept. 2, 2002
Art Show - Rules
Table of Contents
PRICING THE ART
HOW TO ENTER
ENTERING ART IN THE SHOW
Only artists may enter the Art Show and Print Shop (either directly or via an agent) and each artist may enter under only one identity. Artists who work under two or more names will be held to the space limits for one artist.
Group entries are allowed, but will be held to the limits for a single entry regardless of the number of members in the group. Members of a group may not also enter individually or as a member of another group. Each piece submitted must be the work of (one or more of) the entering artist(s).
Fill out the on-line registration form. This will enter you in the queue. Once you print out the form, and mail it in with payment to:
When your payment is received, your space will be reserved and you will receive a confirmation letter from us. We may be able to take credit cards on-line later this year.
All entries must be the artist's own original work on a science-fiction, fantasy, or fannish theme.
Collections of works by various artists may be entered, as long as the artists are individually identified and the person submitting the art is identified as the agent.
To maintain the quality associated with a Worldcon class art show we ask the artists to consider the following guidelines when selecting work to submit to the show:
Commercial ceramic molds, painted commercially cast pieces, and mass manufactured kits of any kind will NOT be accepted for the Art Show or Print Shop. Items using patterns or designs by others must credit the second party.
FINE ART PHOTOGRAPHY & COMPUTER GENERATED ART will be accepted. The public may still be uncertain about the long-term value of these media. You can help by labeling the photo/CG art as to the archival quality of the ink/paper being used and whether the print run is unlimited (original data file/negative still exists) or limited in some way. The following are suggestions only:
LIMITED EDITIONS - All Fine Art Photography, Computer-Generated Art, hand pulled prints—serigraphs, photographs, silk-screens, etchings, lithographs, woodblocks, etc. must have the following clearly visible information on the print itself (these are minimum requirements for this art show. Additional information is required to be considered 'fine art' per California law).
Items which violate copyrights or trademarks (also see here), or which are judged to be libelous or detrimental to known persons or to well-known or trademarked characters, plagiarized, or obscene will not be permitted. The Art Show Directors will make the final determination regarding questions about these issues. If you think your work might be controversial, send us a .jpg file of the piece(s) in question for us to review.
Items that are noisy or annoying - things that make noise, flash lights, or move, may be shut off or disallowed. We also reserve the right to reject any entry. If in doubt, ask us first.
In the interest of not having damaged art: All items entered into the Art Show or Print Shop must be completed i.e., all oils, enamels, lacquers, clays, etc. must be thoroughly dry. All pastels, charcoal, pencils, etc. must be sealed or otherwise protected
All two-dimensional (flat) pieces (please please please) must be matted, mounted, or framed, and ready to be hung. Framed pieces should have an attached hanging wire. We strongly suggest but do not require that work be covered with plastic or glass whenever possible. We disallow the use of stick on plastic clips alone as this leaves the art show staff and buyer no option but to touch the surface of the art when handling it. Please matte the art!
Every piece (hanging art, 3-D or print) must have an attached label containing the artist's name and piece title. Flat art must be labeled on the back; 3-D may be labeled wherever possible including loose papers as long as there is some way to determine which piece the paper belongs to.
Not-For-Sale work is allowed in the Show and will be eligible for some awards, but prospective buyers would appreciate it if at least half of your work were for sale. Not For Sale artwork must have a value assigned so that we can request the appropriate shipping insurance.
The ConJosé Art Show cannot provide insurance coverage for art entered into the show. You should ensure that your own insurance will cover your art while it is in the show. The Art Show staff will take all reasonable care and precautions when handling your art.
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 (i.e., minimum bid) be changed for the duration of the show.
While we won't presume to tell an artist how to price their work but the following guidelines may be useful. For a more in-depth article, see "How much is that painting in the window?" by Teresa Patterson in the ASFA quarterly Winter 1999 Vol 17, Issue 1, pages 10 -13. Contact Teresa for copies at: LadyPegasus@Compuserve.com.
Minimum bid -this is the lowest price you are willing to sell for. In general minimum bid should be no less than $5 or $1 for something small like name badges.
Quick sale price - this is the price you are willing to sell at, if you allow the piece to be sold earlier in the show (Note the buyer will not be allowed to physically remove the piece until noon Saturday). In general the quick sale price should be roughly 1.5 times the minimum bid price. Please do not make the quick sale price the same as the minimum bid price, as this will almost guarantee that piece will sell for minimum bid and no more than that.
Minimum bids can be anything the Artist wants, however we make the following suggestions:
Minimum bid should be $5.00 for any piece except name badges, which may have a minimum bid of $1.00. Bidders will be bidding in increments of $1.00.
HOW TO ENTER
To enter the ConJosé Art Show and Print Shop, please fill out, print out, and return (by mail) the online entry forms with payment as soon as possible. No one has been sent information before the initial artists' mailing. Space is sold FIRST COME FIRST SERVED. Your payment reserves your space. Any space which has been reserved for an artist will be held until 12 P.M. Friday morning, at which time any unclaimed space will be released to artists on the wait list or walk-in artists. WALK-INS WILL GET PRIORITY OVER LATE MAIL INS.
The deadline for reservations is July 15, 2002, but we expect the show to sell out before then. If your entry arrives after the show is full, you have the option of being put on the Wait List to wait for cancellations. Entry forms received without full payment will be returned; however, if paying in full now causes you difficulties, send us an explanatory letter with your entry form - we may be able to make special arrangements. You may pay by check or US dollar money order payable to "ConJosé Art Show", or by MasterCard, Visa, Discover or AMEX online later this year. All payments must be in U.S. funds, and checks must be drawn on a U.S. bank and have a federal routing code (e.g., 53-60/113) printed on them. Checks not meeting these requirements will be returned. Remember to sign your Money Orders. Send checks to:
We will acknowledge receipt of your entry form, indicating how much space has been reserved for you, whether part or all of your request has been Wait-Listed, etc. We will inform you whenever your reservation status changes (e.g., a space request that was on the Wait List has been granted). We will send access keys to Art Show Control sheets, Print Shop control sheets, Artist Alley confirmation sheets, and/or confirmation of your current status to all artists via email as their reservations are processed. If an artist doesn't have email, he/she may request copies of art forms be faxed or mailed via U.S. Mail. Call us at 310-640-0949 to arrange for mail or fax delivery.
We will refund your fees in full if we receive notice of your cancellation (by phone, fax or email) by noon of August 22, 2002. If you do not cancel and do not show up, you may not receive any refund.
If you have any special requests, such as wishing to have your art hung next to that of a friend, please tell us on the entry form and we will try to accommodate you.
We will charge a mail-in fee of $35 (equivalent to the cost of a supporting membership in the convention), as well as the panel/table fee, and the actual amount of return postage for your artwork. THE ARTIST IS RESPONSIBLE FOR RETURN POSTAGE!! Please include payment (or a pre-filled UPS or FEDEX form) with your art in an envelope taped to the outside of the container. Art arriving without return postage will be shipped back C.O.D.!
All mail-in art must be received by August 22, 2002 and must be accompanied by sufficient return postage, a return mailing label, and all completed Art Show paperwork. Art arriving at our house after that date will be very lonely, as we will have left for San Jose early on the 23rd. Art may not be shipped directly to the Convention Center without prior arrangement with us. IF WE DON'T KNOW WHERE IT IS IT WILL NOT GET DISPLAYED. Hotels and convention centers are notorious for not remembering to tell anyone of art that has been shipped to them. (don't laugh--it has happened!) Insufficient return postage will be deducted from any monies earned. Artwork received without completed paperwork will not be displayed (we'll have online forms for last minute entries). All mail-in artwork should be packaged in sturdy, re-closable containers, securely packed and sealed with masking or packing tape (no staples) - DO NOT USE DUCT TAPE! (The post office makes us put clear packing tape over duct tape). Packing material shall follow the guidelines of the shipping entity (UPS, FEDEX, USPS etc.). We are not responsible for damage to artwork in shipping due to inadequate packaging.
Art mailed from outside the United States will be accepted. However, the artist sending the art must abide by all rules of their respective countries regarding foreign shipments of fine art. ConJosé will not be responsible for foreign mail-in art that is delayed at customs or elsewhere.
As a service to those artists/agents who will be attending the convention but who will be unable to carry their artwork with them, you may mail in your art. All the mail in and shipped art will be delivered to the Art Show at one time. You will be responsible for unpacking, hanging, taking down and repackaging your art at the show. You will also have to pay the handling fee, plus the shipping fee to return your artwork if you do not pick it up at the end of the show.
Mail-in art shall be mailed to the following address:
The Art Show will be open from 10:00 am to 8:00 pm on Thursday for artist check-in and setup. If you arrive after this time but before noon Friday, you can still set up, but the show will be open to the public. No reservations will be held after Friday 12:00 pm unless prior arrangements have been made with the Directors.
Unclaimed space will be forfeited and reassigned to walk-in art and then wait-listed mail-in art in that order.
The Art Show will be open to the general public from 10:00 am to 7:00 pm Friday, 10:00 am to 7:00 pm Saturday, and 10:00 am to 2:00 pm Sunday. Written bidding will close 2:00 pm on Sunday. Quick Sale pieces will be paid for on the spot and may be picked up beginning at Noon Saturday. The auction will be at 3:00 pm Sunday and we will be open again at 5:00 pm to 7:30 pm Sunday and 10:00 am to 2:00 pm on Monday for Art Show quicksale, and after auction sales at quicksale prices, as well as bidder and auction sales pickup.
There will be an Artist's Reception in the Art Show after the Chesley awards - signs will be posted in the Art Show and tickets will be issued to all attending artists and dealers. Guests will be allowed.
Artists may begin packing their work at 10:00 am Monday. Checkout will begin at 10:00 am and will extend until 2:00 pm Monday. Bid sheets of unsold art should be brought to the Control Desk for check-out confirmation. All unsold art must be picked up by the end of check-out unless prior arrangements have been made with the Art Show Directors. Any unsold art not claimed by the artist or agent (and not mail-in) becomes the property of the convention.
The Art Show will have approximately 1000 panels for flat artwork and at least 80 4' x 30" tables for 3-D pieces. Since demand for space will be high, we must restrict the amount of space that each artist can reserve so that as many artists as possible may enter. Artists will be limited to no more than twelve panels or four tables, and may be limited further as needed to ensure that we have a balanced representation of artists from North America and from around the world. Hugo Nominated Artists will be given a free panel for display of their work. Space will also be available for pieces nominated for the Chesley Awards. These spaces will be clearly labeled.. Floor space for large items will be decided on a case-by-case basis and a fee will be charged as per number of table spaces the item will occupy; please contact us up front with your needs and we will try to accommodate you.
The Print Shop will have approximately 30 panels for Print Shop display, room for a few hundred different items of flat art (small 3-D items, tee shirts, etc. will be handled on a case-by case basis - contact us up front). In order to distribute this capacity fairly, an artist may submit no more that 10 different items and there is a maximum limit of 25 of each item submitted for a total of 250 prints per Artist. For protection and ease of handling, each copy must be matted or otherwise mounted, and we suggest strongly that each display copy be covered by plastic wrap. All copies will be on the panels on hanging racks that allow one print to be displayed at a time with copies behind. (similar to what you see in most stores) The display copy will be sold if it is the only one left. All sales will be for a fixed price. To reserve space in the Print Shop you must tell us how many different items you plan to bring, the number of copies of each, and approximate size of each item (including mat). We realize that the details are likely to change; adjustments will be made when you check into the show. Once you have registered and paid your fees we will send you to the appropriate form(s).
Remember that the space you reserve must include any clearance between pieces, including space for their attached bid sheets. Tables will be arranged in a long single row; all tables will be against a wall. There will be a low pipe and drape in front of the table at a distance to prevent touching of the art by the buyers. Bid sheets will be attached to the low pipe on a clipboard with a key number to the piece on the table. Any items which do not fit into the purchased display space will either be rearranged by the artist or an Art Show Director OR will be removed for safety reasons and will be stored at the Art Show Control Desk or returned to artist.
If you wish to show pieces that do not fit into these spaces, such as large, free-standing sculpture, or you want to use your own display case, contact us ASAP for a rate quote. Please include details.
We will try to keep all the same kind of work by a single artist together, but this may not be possible in all cases. Panels and tables will be in different locations.
Pieces that have eight bids will be sent to Voice Auction Sunday at 3:00 pm.
Pieces with less than eight bids will go to the highest bid on the bid sheet at the close of the Art Show on Sunday at 2:00 pm. Quick sale pieces sold before Noon on Saturday may be picked up beginning at Noon on Saturday. Quick sale pieces sold after Noon on Saturday may be picked up immediately.
Ribbons will be awarded in a variety of categories for outstanding artwork by a panel of judges, including "Best In Show". A popular vote by attendees will award the Best Artist (Professional and Amateur) ribbons. The list of awards contemplated are: 3 Popular choice awards, 1 Directors choice award and 3 Judged awards. (Judges To Be Determined). Categories will include best SF, Fantasy, Humor, Media, Astronomical, 3d and many more.
All buyers are informed 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 the artist.
Only the official convention photographers and supervised press (including television) will be allowed to photograph the Art Show. The press and any other photographers will not be allowed to target individual pieces without the artist's permission.
We will have locked storage adjacent to the Art Show for your packing crates, carrying cases, etc.
There will be uniformed guards inside the Art Show from Artist check-in on Thursday to Artist Check out time on Monday.
We fully intend these to be the rules that actually govern the ConJosé Art Show, but the Art Show Directors reserve the right to make changes, interpretations, and allowances if unforeseen circumstances arise.
We will have a limited number of full tables available for artists who want to do sketches, take commissions, just talk to their fans, etc. These tables will be located adjacent to the Art Show, and will cost $70 to reserve for the entire convention (10:00 am Friday to 2:00 pm Monday). ANY SALES MADE AT THESE TABLES WILL HAVE TO CHARGE STATE SALES TAX. You will need a temporary seller'spermit. This permit must be displayed on your table at all times. The State Board of Equalization and the Franchise Tax Board both have offices in San José close to the Convention Center and they WILL visit the show. You may not sell at the table any of your art that is displayed in the Art Show (if you have any) - all sales in the Art Show must be handled by the Art Show Staff.
We also plan to have a series of Artist Demonstrations in this area.
Art demonstrations at Artist Alley tables can not contravene any of the McEnery Convention Center's restrictions on dangerous or hazardous materials. Please visit the McEnery website. In general, no noxious or flammable substances are allowed. Water and compressed air are available on site.
.Artist Alley tables may be subleased. All sub-lessees are subject to the same rules that govern the lessee. Any sales must have a temporary seller's permit and sales tax must be collected.
Our fee is a flat rate cost per panel or table with a 10% commission on sales or a per piece charge for each print in the Print Shop. Those fees are:
$25.00 for each unit of space, and $1.00 per print entered in the Print Shop.
Unit of space = one 4ft x 3ft panel OR one 4ft x 30 inch table;
While the Art Show space is well lighted, you may wish to supply supplemental lighting. If you want to have more lighting, you will have to provide your own lights (3-wire grounded, minimum 14 gauge, UL approved) and pay an additional electricity fee as set by the McEnery Convention Center. Please list any power requirements on your registration form; NO at-the door power requests will be accepted. Any lighting fixtures you provide cannot impede traffic in the aisles or the bidders access to your or another artist's work. All personal lighting fixtures must be UL approved and shielded to protect passersby and other artists' work. We have an extremely limited number of our own lights which can be requested if you do not have any lights of your own.
You must be either an attending or supporting member of ConJosé to exhibit in the Art Show. Due to the location of our space, you will have to have a convention badge to gain access to the show once the convention opens (after Wed.). If another person will be hanging/removing your art, he/she must be an attending member and have written authorization from the artist.
Buyers may pay for art with cash or by check, traveler's checks, Visa, MasterCard, or AMEX. We must collect the sales tax on all Art Show and Print Shop sales, but this will not affect the artist's sales payments.
Art may be purchased by winning a successful bid, by winning at auction, by Quicksale before the auction or by After Auction Minimum Bid or Quicksale where allowed by the artist. If an artist disallows After Auction sales for a piece then that piece becomes NFS if it has no bids by the end of the Auction.
ConJosé will not be able to make any payments to artists at the convention. ConJosé acknowledges its obligation to pay artists the monies collected from the sale of their artwork less any fees stated in these rules and agreed to by the artist by submission of a signed and dated Art Show Reservation Form (the one you mail back with your check).
We will mail you a check within 30 days after the end of the convention. This period allows time for checks and charges to clear through the banking system and to resolve the status of any unclaimed pieces, as well as enabling us to sleep, recover, reconcile the paperwork and provide an accounting to each artist. Payment will be made to the artist unless otherwise specified. WE WILL MAKE EVERY EFFORT TO MAINTAIN THIS SCHEDULE, HOWEVER, WE HAVE NO CONTROL OVER THE TREASURER OR CONCOM OTHER THAN THEIR PROMISE THAT THIS TIME FRAME WILL BE MET.
Whenever the Art Show is open convention members may purchase items from the Print Shop at a fixed price, for immediate pick-up.
Any artwork legally bid for but not collected and paid for by the buyer will be retained by the Directors. We will make every effort to contact the buyer, remind them of their legal obligation to pay for purchased art at the bid price, collect funds due and remit to the artist. If we are unable to complete the sale within one month, the art will be returned to the artist.
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