Spring Show Artist Prep Info

Art in the Village 2022

Exhibition Layout and Map

Art in the Village visitors will be able to view an online map of our event. The link will be available on signs and can be shared with visitors before hand or throughout the day. It will be available on our site under the “Events” menu. This is how patrons visiting specific artists will be able to find the location of the artists they are most interested in visiting. Despite some drastic last minute changes, we have the map and layout completed. Here is the final version.

Here is the Spring Show Map page

Hospitality Booth

The hospitality booth will be located in the hallway with the clerk office windows.
We will have tables with volunteers managing the booth. For more information and answers to common questions about the Hospitality Booth, including information about Booth Sitting, Volunteers, Volunteer Art, and Credit Sales steps, please see Our Hospitality Booth info on our Spring Show Tips page. Judging begins at 8:30, starting with the Norton’s Floral arrangement. All artists should have their booths open for viewing at 8:30 for judging and possible promo photos. For information about judging and awards, which will be posted at the hospitality booth, see our Awards info.

Exhibition Space Assignment

This year there was not time for each person to individually select their space, so spaces have largely been assigned. However, at this point all the spaces look good for their own various reasons. This show really doesn’t have a “bad spot”.
If anyone really feels that their outdoor spot is a bad spot, contact the Show Committee and Nicki Cochran will personally agree to swap spots. (Offer expires one week before the show, this year only!)

Parking

Unloading
Outdoor exhibitors can begin unloading as early as they like on Friday April 29th.
Indoor exhibitors can begin unloading as early as 9 am.

All artists may pull into a spot as close as possible to their booth location. After unloading, each artist must move their vehicle to a spot at the Library lower parking lot. Then artists may set up, taking any amount of time needed, after first freeing up the close parking spots for other artists to unload.

On Friday, during peak hours, the Chamber does not want us to block off parking spaces. They request that artists not try to park at City Hall and unload during peak hours. These are the village peak hours:
Lunch rush hours 11:30 am – 1:30 pm
School pickup carpool 2:30 – 3:30 pm
Dinner rush hours 5 – 7 pm

Plan accordingly. This means artists can’t arrive at 11 and still be unloading or taking up a spot at 11:30. We need to have our cars out of the way as quickly as possible, and especially so during peak hours for school and restaurant traffic.

Important Parking Info

  • Under no circumstances can vehicles block Tibbet Street. Police need to be able to get through that street at any time, sometimes very quickly if responding to an emergency.
  • Vehicles should only park in an actual space and not block traffic going through the surrounding lanes.
  • There is a parking spot on the far left right off the street where large vehicles AND hatchback vehicles can’t park without getting a ticket. There is a small sign there. This is because it obscures the view for anyone pulling out from Tibbett St onto Church Street.
  • The side street parking spaces (Tibbett St and Hoyt Ln) are typically easier to get out of. Church St can be quite busy and difficult to back onto at certain times of day.
  • If artists try to park and unload during peak hours, there is a good chance there won’t be a parking spot. If that is the only time available, artists may attempt it at their own risk. Attempting this could lead to driving around and waiting for parking for 30 minutes or more.

Parking During Our Show

  • On Saturday it is important to leave as many close parking spaces as possible open for visitors.
  • Also important to note, some of the parking spots on Hoyt Ln will be blocked off to use for booth spots, and some parking spots on Tibbett St. may also be blocked off by the police. This should not impede any through traffic on those streets.
  • Artists should park as far away as they can reasonably do.
  • The only exception to this is in the case of mobility impairment.
  • In some cases, exhibitors could ask a fellow artist or volunteer to park their car further away, then bring it back at the end of the day.
  • The recommended extended all day parking is the upper school parking lot. It is located on Church Street, between the school and the traffic light.
  • Some of us may park by the Library lower parking lot.
  • However, the Library spots are also quite convenient for shoppers, and it would be better to leave that lot more open if possible.
  • There also could be some extra spots along Dan Watkins drive.
  • The most ideal option for artists who live close by is asking a friend or family member to “chauffeur” on Saturday.
  • Some artists who live close to one another may want to carpool.

Booth Setup

  • The Boy Scouts are expected to arrive to help artists with unloading and setup in the afternoon from 3:30 – 5:30 pm.
  • Otherwise, we will have volunteers available to assist.
  • Please contact the show committee let us know in advance if assistance is needed for unloading and set up on Friday.
  • Saturday morning setup is not highly recommended.
  • Boy Scouts are requested to help with unloading and tent setup from 7 – 9 am Saturday morning
  • Artists will have access to close parking spots early in the morning before the show begins for drop-off if needed.

Booth Breakdown

Any booth breakdown before 5 pm on Saturday will result in exclusion from the next festival. If some people start to pack up early, customers will have the impression that the show is over, and will not feel comfortable to walk around and visit. Artists must wait until after taxes have been paid and after 5 pm to begin packing up and breaking down their display.

Indoor Spaces

Each artist has either a 6′ x 6′ or 6′ x 12′ size panel space to display their artwork depending on registration.
The panels are provided and set up in advance by our incredible volunteers. If artists would like to use their own, please contact the show committee to coordinate drop off times. It would be preferred to bring panels on Thursday during indoor setup so that the whole indoor area can be set up at the same time. If artists would like to help with panel setup on Thursday at 10 am, the help would be appreciated. Let us know so that we can communicate specifics details. One chair per artist will also be provided.
Nothing should be placed on the floor where it could be a potential tripping hazard, but a small table or portfolio stand can be used in front of the display.
Artists are responsible for their own sales, drapery hooks for hanging artwork, additional lighting, and fabric backing for display panels. See our Ideas for Fabric Backing on Display Panels.

Outdoor Spaces

Each artist has approximately 12′ x 12′ for their tent.
A Tent is required for this show as it is a Rain or Shine event.
A white tent is important for the best lighting for art work, and the best overall event aesthetic.
There can be absolutely no stakes used.
For more helpful recommendations about tents, See our Tent Tips.

Using Weights:
Since stakes are not allowed, and the wind is unpredictable and can be very strong, it is important to use weights. It is crucial to remember the following:

  • Use at least one weight on each tent leg, minimum of 20 lb per leg.
  • Place so that they will not cause booth visitors to trip.
  • Do not use bungee cords to secure anything in the display. This can cause a serious safety hazard, as the wind moves and can cause the bungees to flex and snap back causing serious injury.
  • Use zip ties or ropes for securing screens to each other, if using screens.
  • Also tie or secure screens to the tent frame, if using.
  • If there are strong winds, not attaching screens to each other and to the tent can be a serious safety hazard for artists and visitors.

For more ideas and recommendations about tent weights, see our Ideas for Tent Weights.

Weather
For our best recommendations about dew, rain, sunshine, as well as some info about the fountain, see our Weather Tips and Info.

Screens or Display Panels
Screens or display panels are not provided for outdoor spaces, so artists will need to supply their own. For our recommendations and some info about display panels, see our Screens or Display Panels Recommendations.

What to Expect

Show Day Info Packet
The day of the show Artists will receive an info packet with:

  • Envelopes for taxes
  • Name signs that must be displayed attached to each booth for judging
  • Some reminders about the most important info outlined on this page
  • Specific contact info for booth sitting
  • Name tags

For information about food options for Saturday, including info about group lunch orders, please see our Food Arrangements.

Location Rules and Info

  • Vehicles can NOT block the side road where fire trucks may need to come through.
  • No open food containers indoors in carpeted areas.
  • No pets indoors
  • No stakes in the ground
  • Keep parking spaces available during peak hours on Friday
  • Don’t block the side streets when unloading

For additional location information including answers to questions about the Amenities and Security, see our Location Information.

Electricity and WiFi

Free Guest WiFi
Artists will have free guest WiFi access at this location.
This is a wonderful benefit, yet 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 Indoors Only
Indoor locations have the significant benefit of access to electricity. This means Artists can add lighting to displays as needed.
Indoor artists are primarily responsible for their own extension cords or surge protectors, and for ensuring they are not going to pose a tripping hazard if they are near any possible walking areas. Use electrical tape to secure them if needed. It is best to keep them out of walking areas entirely. The Show Committee or club leadership have the right at any time to remove extension cords that are a safety hazard. Indoors artists may benefit from adding their own lighting to their display panels. See our Lighting Tips.

No Electricity Outdoors
Outdoor locations will not have electricity run to the tent locations. However, if artists need to charge a device, they can go inside to plug it in while taking a quick rest break in the Pre-Council room, or leave it in a discreet area close to the display of a trusted friend who is exhibiting indoors. We do ask that artists not to eat in the Pre-Council room due to the possibility of spills on the carpet.

Sales

Artists for our 2022 Spring Show are responsible for handling their own sales, whether showing indoor or outdoor.

Collecting Taxes
Each artist must collect 9 % tax on all sales. If further guidance is needed, see How to Collect Sales Tax.

Paying Taxes

  • Remember that we provide all licensing for artists, so that they don’t need their own license to participate in this show.
  • In show day packet artists will receive 3 envelopes.
  • At the end of the day, artists will total all sales.
  • Write a check for City, State and County Taxes and fill out the information on the envelope.
  • Artists must submit these sales tax envelopes at the end of the day before breaking down their tent.

Credit Sales

The club runs a credit card machine for those artists who do not have their own way of accepting credit card payments. Artists should let us know in advance if they want to use this feature, and be sure to pick them up at the Hospitality Booth. See the Credit Sales Steps.

Booth Breakdown

Checklist
Necessities to Bring

  • Checkbook with at least 3 checks to pay City, State, and County Sales Tax before leaving the event
  • Cash for sales change
  • Card Reader if using personal card readers
  • Calculator
  • Sales Receipts
  • A way to keep track of sales (a ledger book or computer with a spreadsheet)
  • Waters
  • A smile and a sense of humor!
  • For additional recommended supplies and items, see our full Checklist of Items to Bring
  • View our Helpful Ideas from our Members for marketing videos from some of our pro artists, Melanie Morris, Anita Bice and Vicki Denaburg, as well as some practical videos made by our Co-Show Chair, Nicki Cochran, about packing art, price tags, and talking to people at shows.