Spring Show Artist Prep Info

Art in the Village

Exhibition Layout and Map

Art in the Village visitors will be able to view an online map of our event as well as a printed brochure with this map that will be handed out. The link is on the brochure. The map link can be shared with visitors before hand as well as throughout the day. Share it with people ahead of time to help them find you!

Here is the Spring Show Map page

It will be available on our site under the “Spring Show” menu.

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.

Please stop by the Hospitality booth on the morning of the show by 8:30 to collect your artist packet.

Competition Winners will be posted at the Hospitality booth. Judging begins at 8:30, starting with the Floral arrangement. All artists should have their booths open for viewing and for customers before 9:00 am. For information about judging and the awards, see our Awards info.

Exhibition Space Assignment

This year, depending on timing and how many artists are in the show, we may reach out to artists for preferred booth location. We would do this in order, starting with those who have contributed most to the show and the club leadership. After that it will be assigned based on order of form submission receipts. It has also been helpful when artists have let us know their preferences in their show form. Please let us know if you have feedback about any issues or challenges with your space for any reason after the show.


Outdoor exhibitors can begin unloading as early as they like on Friday before the show.
Indoor exhibitors can begin unloading as early as 8 am on Friday.

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 we prefer that 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.) are typically easier to get out of.
    Church St. can be quite busy and difficult to back onto at certain times of day. Most Hoyt Lane spaces are booth spaces.
  • Hoyt Lane Booth spots: You can pull into your tent spot, unload onto the sidewalk, and then go and part at the library.
  • 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 a longer amount of time.

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, most 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.
  • Artists will have access to close parking spots early in the morning on Saturday before the show begins for drop-off if needed.
  • All cars should be moved away before 8:45 at the latest on Saturday.

Booth Setup

  • Outdoor exhibitors can begin unloading as early as they like on Friday before the show.
  • Saturday morning setup is not recommended, however outdoor artists can come as early as they like on Saturday.
  • Indoor artists can only get inside at 8 am or after on Friday morning.
  • Indoor artists should not setup on Saturday morning.
  • The Boy Scouts may be able to arrive to help artists with unloading and setup in the afternoon, no earlier than 3:30.
  • Otherwise, we will have volunteers available to assist.
  • There may be some police and firemen available to help.
  • Please contact the show committee let us know in advance if assistance is essential for unloading and set up on Friday.

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. The only exception is in the case of extreme and dangerous weather, or if artists are instructed to do so by the Show Chair.

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. Lighting is quite necessary in this location.

See our Tips for Display Panels.

Outdoor Spaces

Each artist has approximately 12′ x 12′ for their tent.
A Tent is required for this show.
When you set up on Friday, your space will be marked.
Center the front of your tent to the marker. Keep your display within your assigned space.
You may display on the tent sides where the space allows.
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. 40 lb recommended.
  • 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.

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
Artists will receive an info packet that they should collect at the hospitality booth when they arrive in the morning on Saturday. Please try to collect it by 8:30 and read the instructions carefully. Included in the packet:

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

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 Tibbet Street
  • No open food containers indoors in carpeted areas
  • No pets indoors
  • No stakes in the ground
  • Nothing inserted into 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 benefit greatly 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.


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

Cash Sales
The club can not handle any cash sales for artists. Each artist should bring a variety of denominations for providing change, and have a place to put the cash from their sales. It is recommended to have something small enough to keep with you at all times. It is also recommended that you discreetly check large denominations for counterfeit. There have been some recent cases of counterfeit bills in the Birmingham area. A Counterfeit Detection Pen like this can be purchased online and is quite reasonable.

Collecting Taxes
Each artist must collect 9 % tax on all sales.
If your tax is included in your prices, please be sure to have a sign somewhere in your booth that indicates this to customers. Otherwise, they could assume that you are not collecting and reporting your sales tax. If you do it that way, you will need to keep a list of your pricing and how it is broken down, so that you know how much of each price is tax, since you will need to calculate it at the end of the day, and could need to have this info if you use the club credit card machine.
If further guidance is needed, see How to Collect Sales Tax.

Paying Taxes

  • MBAA provides 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.
  • Fill out the total sales and tax info on the corresponding envelope or form.
  • 9 % total tax: City of Mtn. Brook 3%, 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 tent.
  • 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 only have the option to turn in tax envelopes with sales tax number, amount of sales, note that you will pay at your regular time, and you don’t have to include your check at that time.
  • However, Mountain Brook sales tax must still be paid at the time of the show.

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 up a booklet for sales at the Hospitality Booth. It is also a good idea for all artists to be familiar with the system in case they need to use it as a backup option. This way, if something goes wrong with a personal card reader, artists can use this service that we provide. See the Credit Sales Steps.

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.