Friday, November 13, Booth Setup after 2:30 p.m.
Panel Setup
We are requesting artists and volunteers to help with panel setup on Thursday after 11:30 a.m. Let us know so that we can communicate specific details.
Exhibition Layout and Map
Depending on the number of artists registered for the show, we assign spaces starting with those who have contributed most to the show and the club leadership. Then, assignments will be made in order of application.
A copy of the exhibition layout will be available to verify your space for setup. Visitors will be able to view an online map of the event and printed handouts that include the map will be available the day of the show. The link to the online map can be shared with visitors before and during the show. This link will be available on the MBAA website. Share it with people ahead of time to help them find you!
Parking and Unloading
You can begin unloading as early as 2:30 p.m. on Friday. Screens will be set up in the Fellowship Hall.
All artists may pull into a spot as close as possible to unload. After unloading, each artist must move their vehicle to a spot away from the unloading area. There is ample parking next to the church office.Then artists may set up, taking the time needed. Booths should be complete no later than 5 pm.
On Friday, the church has school pick up until 2 pm so the Show Room is not accessible until after they leave.
Setup Tasks
- Hang fabric on screens. Attach lighting to screens.
- Hang artwork on screens.
- Make sure extension cords/powerstrips are not a potential tripping hazard. Secure extension cords with electrical tape.
- Tables and portfolio bins are not permitted. All artwork must be hung on the screens.
- There will be chairs available for each artist at their booth.
Location Amenities and Considerations
- WiFI is available and the password will be in your artist packet. Artists will have free guest WiFi. This is a wonderful benefit, but we don’t recommend relying exclusively on the WiFi.
On setup day, artists should sign on to the WiFi, and test data and cell reception if needed for a card reader. - Electricity. There are a number of electrical outlets available. Artists can use these for lights, chargers, etc. Artists should have extension cords and power strips as well as duck tape to secure cords to avoid trip hazard. There are adequate outlets for everyone.
Keep parking spaces available during peak set -up hours on Friday and all day Saturday.
Saturday, November 14, Day of the Show
Arrival time
Artists should arrive between 8:00-8:30am. The show starts at 9am. This will give you a chance to pick up your artist packet and get ready for your customers.
Parking During The Show
- On Saturday it is important to leave as many close parking spaces as possible open for visitors.
- Artists should park as far away as possible NEAR THE CHURCH OFFICE or take advantage of carpooling or being dropped off by a family member.
Artist Packet and Hospitality Booth
When you arrive on the day of the show, pick up an artist packet at the Hospitality Table. It will be at the entrance to the show. Please pick up your packet by 8:30am. The artist packet will include the following:
- An important checklist and key reminders
- Name signs to attach to the front right corner of each booth
- Name tag
- Envelopes for taxes
- Forms for taxes
Volunteers will be available to assist you at the hospitality booth. In addition to picking up your artist packet, volunteers can answer questions, process stripe transactions, lost and found, and collect the tax envelopes, name tags, and booth signs at the end of the day.
Food Arrangements
We recommend that artists bring their own lunch, drinks, and/or snacks. There are no places to eat nearby.
- Artists may use the kitchen to store small coolers.
- You may have a friend or family member deliver lunch to you.
- There will not be a group pre-order for this show.
Art Storage
There will not be any extra storage at your booth. You may use the meeting room for storage for supplies and additional art.
Paying Taxes
At the end of the day and before booth break down, artists must pay taxes at the Hospitality Booth.
- 10 % total tax: City of Mtn. Brook 4%, AL 4%, Jefferson County 2%
- Write a check for City, State and County Taxes.
- Artists must submit each envelope/form filled out even if there are no sales.
- Whether you have a business license or not you must submit these envelopes.
- Artists must submit these sales tax envelopes at the end of the day before breaking down their booth.
- It’s a good idea to turn in your booth sign and name tag at the same time as submitting your tax envelopes.
- Note: Artists with Jefferson County and/or Alabama business licenses have the option to turn in tax envelopes with sales tax number and amount of sales, You will pay at your regular time, You do not need to include a check for the county and state on the day of the show if you meet this condition. However, Mountain Brook sales tax must still be paid at the time of the show.
- By consistently filling out a receipt for each customer indicating amount of the net sale, the tax amount and the gross sale, it will be easier to fill out your tax forms at the end of the day. You can create a spreadsheet later if you like.
Booth Breakdown
Artists should not break down their booth before 4:00 pm on Saturday. If some artists begin to break down early, customers may think they can no longer socialize and purchase artwork. Artists who break down early will not be permitted to participate in the next MBAA show. At the end of the day, artists must disassemble the screens used and help move them to a pickup area.
Relax!
