Artists Alley 2012 Dates, process, FAQ's, and rules

[darkshardsyuki]

PLEASE READ THE ENTIRE FIRST FOUR POSTS BEFORE POSTING ANY QUESTIONS, Thanks.

Congratulations to our table contest winner: Art: Sariochan Arts, Craft: Alice & the 3 Dark Kings, Mixed: Wander Studio, and Artist Pick: World of Dice. Thanks to everyone that entered and voted, you made this contest what it is. Winners be sure to apply like normal when registration opens.

Registration begins March 4 and ends March 18, winners will be announced on March 22, Good luck to everyone, if you missed your chance please try again next year.

http://ndkdenver.org/activities/artists-alley/application Here is the sign up link.

Please note, we will only accepting applications between the days stated above.

This is to ensure that everyone gets a fair chance at table space: the online form will be available to fill out the from 6:00 PM Mar. 4th to 6:00 PM Mar. 18th. In military time it would be 1800, just to make things clear.

A link will appear here to the registration form when registration for Artists Alley open. You will NEED at least one reference image for each type of product you wish to sell, art is exempt from this rule for keychains and bookmarks provided they provide several sample of their art, and we encourage artists to include several images regardless.

REMEMBER ARTISTS ALLEY TABLES ARE NOT GIVEN OUT FIRST COME, FIRST SERVE SO DO NOT EXPECT TO GET A TABLE JUST BECAUSE YOU SENT IN YOUR APPLICATION AS SOON AS REGISTERATION OPENED.

If you try email in your application instead of using the form it will not be counted. You must use the form, if you are having trouble with it let us know ASAP, DO NOT wait until the last minute or until after signup is over.

Dates to remember:

March 4: sign up begins
March 18: sign up ends
March 22: emails letting applicants know if they got a space or are on the waitlist are sent out
April 15: winners must be preregistered before this date, if not your spot will go to someone on the waitlist
April 15: contracts will be emailed out
June 15: contracts must be in before this date or you will lose your table spot

Spaces Available: *subject to change*
10 - Guest
8 - half table
27 - single table
2- 1 ½ table
1 - 2 table

So here's the process:

Read through this thread to make sure you know the rules and to see if any questions you may have had have been answered.

Click the link above once it's up and use it to fill out your application, no rush, you have two weeks to get it in. It's no longer first come, first serve. And this year you don’t have to stay up until midnight if you want be the first to send yours in.

Do not ask if you got a spot, nothing will be released until March 22.

Email, or PM me, or post with any questions while you're filling out the form, you have a couple weeks, so that should be plenty of time if a question on the form is holding you up.

Make sure you're pre-registered for the '12 convention before April 15th.  ARTISTS DO NOT NEED TO BE PRE-REGISTERED TO APPLY. You will lose your table space if you're not pre-registered before April 15th when contracts go out. 

Once you have preregistered email me with the name and order number, this makes confirming your preregistration much easier.

Please remember spaces are NOT first come, first serve. After your application is sent in it will be reviewed to make sure it meets certain criteria (as in if it's suitable to sell at NDK and follows the rules,) then depending on the space you require it will be put in a random lottery and tables of the winners assigned from there. We have a limited amount of space so not everyone will end up getting a table that applies.

If you think you can use less than a full table to sell your products please apply for a half table, this will give us a chance to bring in more artists.

For 1  ½ table and 2 table spaces are available for returning artists only, there will be an option to tell us why you want a larger space.

If at any point you have questions or concerns, post them here in the forums or use the PM button to the left of this post to contact myself the Artists' Alley area head, if I feel it is a question that others may ask I will post it with the answer below.

Also please note:

We will continue cracking down on 18+ and 13+ material, if you have any questions please ask.

Photography outside of having your table pictured for the contest or taking a picture of your own space is strictly prohibited. It’s ok for people to take pictures of the balconies provided they don’t block traffic but if you see them taking table pictures or blocking the path to take pictures of cosplayers politely remind them about the NO PHOTOGRAPHY rule in AA, if they don’t listen get the AA staff to handle it.

We will continue to direct traffic through Artist Alley, it worked well last year. If you still have a space you wish to request please make sure to do so when you sign up.

Special requests for spaces and use of outlets and such must be made when you apply, the same goes for extra space and large groups. If you do not make your special requests at signup we may not be able to fill them. And please remember use of the electrical outlets is between the artist and the hotel and the hotel has a form for it with use prices.

With the addition of two slots in the voting contest there is no longer a returners chance, this means outside of the 5 winners everyone has an equal chance of getting a space.

[darkshardsyuki]

A few common questions and some notes:

Q: When is registration for Artists Alley?
A: Registration is March 4th to March 18th, if you miss this deadline you won't be able to sign up.

Q: Where do we find the registration form?
A: The application link to the form will appear towards the top of the first post when registration opens.

Q: Is getting a table first come first serve?
A: No, see above for details.

Q: How much does a table cost?
A: $25.00 for half a table, $50.00 for table, $75.00 for a table and a half, $100.00 for two tables.

Q: Will paying for the table replace my registration fee?
A: No. Paying for the table buys you the space and privilege to set up in the Artists' Alley for the convention weekend. You still need to be a paid, pre-registered attendee to get in to the con!

Q: When do you pay for your table or space in Artists Alley?
A: You do not pay for your table or space in Artist Alley until April 15th when the contracts are emailed to you, you will fill out the contract and mail it in with you payment before June 15th. If you fail to do so your space will be given to someone on the waiting list.

Q: When do we have to be pre-registered for Nan Desu Kan?
A: This question has come up a lot, you do NOT have to be pre-registered to sign up for a spot in Artists Alley, HOWEVER you have to be pre-registered before April 15th or you will NOT get your contract and you will lose your spot.

Q: I have more than one person selling stuff in my group, do we sign up and/or pay separately?
A: For each group regardless of how many there are or how much space you're using, if it's all under the same group you sign up together and pay with a single check. Your group members can pay the person who signs up when they get the contract and that person can send in a check for the full amount. All group members must also get their products approved at sign up in order to be able to sell them.

Q: I have friends that will be watching our table from time to time, do they have to sign up if they are not selling anything?
A: No your table watchers do not have to be signed up, however it is your responsibility for anything that happens while they are at your table. Also they must have a badge for the con, with the attendance cap it is recommended that they preregister ASAP.

Q: If there is a table that is left open at some point during the convention, can I set my stuff up?
A: No, if you attempt to do so you will have your badge punched and could get kicked out. There is a new way of handling any possible open spaces, please see the rules section for details.

Q: I have a friend who is on the wait list and I know I’ll have some open space at my table during the convention, can they use that space?
A: If you have space that you aren't going to use please apply or ask for a smaller space like a half table. You cannot add friends from the waitlist to your group. If it is a new member to your group then contact me ASAP so that it can be discussed in private BEFORE the convention. Regardless they will need to have their products cleared before they are given the go ahead.

Q: For the lottery if I don’t get a space in the group I applied for can I be put in the next group down to try again? (aka single table to half table)
A: No, once you send in your application you are stuck in that group for the lottery, this is to be fair to all applicants in all groups. You may however downsize your space at any time once win it, just be aware that once you give up that space you will not be able to get it back.

Q: How are waitlist artists chosen?
A: Unless it’s a large group or several spaces come open at once, all spaces will be divided into half table spaces and a lottery will include single and half table applicants. This gives more waitlist people a chance to get in, although closer to the con right before pre reg closes there is a chance for more single table space since less waitlist people are able to fill the spots.

Q: What are the hours Artist Alley is open?
A: Friday 14th: 12pm to 12am
Saturday 15th: 8am to 12am
Sunday 16th: 8am to 5pm

Note: I will chase artists out of AA at midnight if they are still there, the Atrium lights are turned off and it gets dark in there. ^_^

Note: Also since it worked so well last year AA will be closed to the public at least Friday for a 1-2 hours first thing while artists are checking in and setting up. This way artists can set up without worrying about people walking around looking to buy. If enough people request it we will do the same Saturday and Sunday starting at 8.

Q: Can I sell some kind of food or drink product that I made myself?
A: Sorry, no. This is hotel policy, no food or drink can be sold in AA.

Q: Can I sell items I did not make myself and/or are officially released merchandise?
A: No, all items sold at your table must be made by your or your group. Selling items not approved, belonging to someone else without approval or consent from both the maker and the Artists Alley Area Head, or from an official release will result in consequence that will get you and your entire group in trouble, see the official rules for full details.

Note: There is a special Military Exemption form that allows a group to sell pre approved products for someone.

Note: Special permission can also be given in cases like a collaborative art book, or groups where a member is suddenly unable to make it due to a death in the family, injury, or illness, but these permissions must be approved before the con itself.

Note: Guest Artists are allowed to have agents, anyone else found acting as someone’s agent without special permission and product approval will be banned.

Q: Is taking pictures allowed in AA?
A: In general this answer is no, if you want to take a picture of a passing cosplayer you must do so outside of the AA area, those wondering AA are not allowed to take pictures, just like in Dealers, if you see someone doing so politely tell them no pictures in AA, AA staff will be monitoring this as well so tell us if someone refuses to stop and we will take care of it.

Note: There are 3 exceptions to this rule: 1) those in AA may take pictures of their own tables and work, artists doing caricatures may take a no flash picture of the person making the commission so that person does not have to stand around waiting. 2) anyone taking balcony pictures, provided the person taking them is not blocking traffic or someone’s table. OR 3) people with press badges provided they get permission from the first.

Q: What do warning and being banned mean?
A: Warnings are just that, warnings. It means you are breaking a rule. Three warnings will result in a one year ban. Although if some rules are broken it’s an automatic one year ban, see the rules section for which rules those are. Breaking some of the more serious rules, or breaking enough rules to warrant more than a year ban, or not showing up at all without an explanation, results in every member of said group being banned from selling in AA for life.

Note: Warnings are pretty rare since everyone usually does a good job following the rules. Banning, even a year ban, is rarer still, most of those banned are those that never show to claim their table space at the con and never make contact again.

Q: Can you tell me where my spot is before the con and/or release a map of AA?
A: Sorry, no. You will have to wait until check in to find out what table you are at and we do not release a map of AA.

Q: Can I leave my stuff out all weekend after setting up on Friday.
A: You can leave your displays up and/or on the table but you will have to take your products with you when you leave every night and set up again in the mornings, Artists Alley is in the atrium so we cannot secure it like the dealers room, I suggest packing your products in containers and such that are easy to transport.

[darkshardsyuki]

Rules

All tables are 6 x 3 and will be covered with a tablecloth. Each table comes with two chairs. For half table spaces this is 1 chair, if you need more please request it in the application.

Electricity, and phone services are not included with the initial table cost and you will be charged onsite fees if found using these services without prior arrangements through the hotel.

 Setup Time: Friday 12:00pm; Breakdown Time: Sunday 5:00pm; Public Hours: see above (times are subject to change)

 You must purchase a convention pass. Artist Alley tables do not come with convention passes.

Artists or groups are limited to two tables.

Tables will be assigned on a Lottery basis.

Artist Alley tables are only available to artists displaying or selling original artwork, fan art, original comic, doujinshi, and fanzines. The sale of videos and software, i.e. mass produced resale items etc., is not allowed from an Artists Alley table. The Artist Alley Area Head reserves the right to prohibit the sale of any merchandise or service that they feel is inappropriate.

Artists must check in to the Artist Alley with government-issued photo IDs and their con badge. Any artist unable to produce a valid photo ID by 10am on Saturday will have his or her table sold. The name on the photo ID must match the name on the artist application and con badge.

The person who applied for the table must be the one to check in, groups members should also stop at the table when they arrive.

All artists and artist helpers MUST be registered and have a badge for NDK. Said badge must be worn at all times while on the con floor, if you are found without one you will be warned by AA staff, there will be no second warning, the issue will be taken to con security. This is necessary because of the attendance cap.

 Stolen or plagiarized work is strictly forbidden. All work must be entirely your own. Copying and attempting to sell any existing official or fan art, regardless of what medium it is copied into, is recognized as theft by the state of Colorado. Copying existing art and drawing in a different background or different colors is plagiarism and will not be tolerated. Artists are expected to sell their own art. This includes any and all art on buttons, badges, keychains, jewelry, and all other crafts. Any artists found to be plagiarizing will be asked ONCE to remove their copied artworks. If you persist in displaying or advertising plagiarized work, you will be asked to pack up and will be banned from future conventions. Art theft in the Artist Alley is akin to bootlegs in the Dealers Room, and will not be tolerated.

Artists are also not allowed to sell any kind of art or product with any kind of official logo.

Products released officially either in the US or Japan cannot be sold in Artists Alley, the same goes for completed works done by someone else and bought by you. We want work from you, not someone else.

Food and/or drink cannot be sold in Artists Alley.

 There is a strict 18+ rule in Artist Alley. We take this rule very seriously, and violating this rule will have serious consequences.  Prohibited 18+ materials include: any kind of pornography or otherwise excessive sexuality (hentai, yaoi, yuri,) excessive gore, or excessive violence. If you are found to be carrying any sort of 18+ material, you will be warned to put it away. If you persist in displaying or advertising 18+ materials, you will be asked to pack up and leave, and will be banned. The acceptability of any product is the sole discretion of the Artist Alley Area Head.

 There is a strict PG-13 rule in the Artist Alley. Artists are allowed to bring PG-13 material, but due to the increasing family-friendly nature of the convention, it may not be openly displayed. Suggestive images, mild fanservice, artistic nudity, and the like, must be placed in closed binders or otherwise be hidden from public view. Verbal or written warnings MUST be given to anyone appearing younger than 13. If you are found displaying any sort of PG-13 art, you will be warned to take it down. If you persist in openly displaying PG-13 art, or in allowing younger people to see it, you will be warned again. If your PG-13 art is still displayed after two warnings, you will be asked to leave the convention and you will be banned. If you have any questions about an image please ask with plenty of prior notice to the convention. The acceptability of any product is the sole discretion of the Artist Alley Area Head.

We have a number of people apply for the same type items every year and because of this we have to limit their numbers in Artist Alley. If you are told that you cannot sell an item then you cannot sell it. The same goes for adding new items; if you want to sell something new then you have to get it approved beforehand. Having items on your table that has not been approved before the convention will result in a warning, and you could be asked to put the product away.

Artist Alley has only so much space, and we need to know exactly who we have and what they’re selling. This is because everyone in your group has to be held accountable for following the rules. You can add helpers to your table without getting them approved, they cannot sell any of their own products, but they can watch your space and help you sell. If you want to have someone join your table as an artist after registration is over, email the Artist Alley Area Head with samples and information. Additions will be considered on a case by case basis. If you have someone leave your group, just send a quick email notifying the Artist Alley Area Head. Adding people to sell without permission will result in all members being banned for a year. If the materials are inappropriate, all members will be asked to pack up leave. If the material is approved, the group may remain for the convention but will still be banned the following year.

Under most circumstances artists would be unable to sell items made by someone else. However as a special exemption to this rule, active military members may sign up with a group, if at any between when the table winners are announced and the convention, the member finds that they will be unable to attend, contact the Artist Alley Area Head for a special permission form. At signup put (active military) next to the group members name or you will be unable to apply for the form.

Special permission can also be gained in cases like a collaborative art book, or groups where a member is suddenly unable to make it due to a death in the family, injury, or illness, but these permissions must be approved before the con itself. Guest Artists are allowed to have agents, anyone else found selling products for someone not approved and/or not attending the convention will be banned.


If you have half a table of space that you will not be using then contact the Artist Alley Area Head and a new lottery will be set up to place another artist in the space, do not try to find someone to fill the space on the forums, we have a long waitlist every year and one of the people that applied will get the space.

We understand if you decide not to sell a product or wish to add one, just email the Artist Alley Area Head of the change in case this changes what category you’re in, aka Art, craft, or mixed, or for product approval. The same goes for a business name change, for naming purposes in places like the program and the NDK website, we need your up to date business name or we will use the one we have on file.

Artists are expected to be open and available at their tables for as long as possible during daylight hours. We cannot accommodate as many artists as try for the Artist Alley. If you make it in, we expect you to contribute to the Artist Alley as much as possible, empty tables make people unhappy. We understand that many of you like to see the costume contest on Saturday and it is your choice if you wish to pack up early to see it, we make an exception for this. We also make an exception for setting up a little late in the mornings, with all the late nights, but we expect you to at least be there by 10am on Saturday and 11am on Sunday. If something does come up or you know you won’t be able to make it for one of the days, please contact the Artist Alley Area Head as soon as possible. 

Artists who do not show by 10am on Saturday will have their space sold to other artists, and will not be welcome back. This is only for check in, not set up, if you checked in Friday you won’t lose your space because you set up at 10am, the Artists Alley Area head has internet on her phone so she can check for email messages if you need to contact her.

 Noise and Behavior: While we understand that the Artist Alley is a busy and noisy place, we require appropriate noise levels. No yelling, obscene language, or general horseplay will be allowed.

Photography is not allowed in the Artist Alley. It is against our rules for you to take pictures of the prints and products for sale unless they are your own. It is also against the rules to photograph cosplayers in the Artist Alley, as it adds congestion to an already traffic-heavy area. If you feel the need to photograph someone, first move outside of the Artist Alley.

Artists are free to arrange their table space as they see fit and may supply their own tables, racks and chairs at no additional cost, remember though that space is limited, if it moves into another artists space you will not be able to use it.  NDK reserves the right to approve the setup including TVs, speakers, tables, etc.  Also, staff is allowed to restrict what can be heard and viewed outside of your area.

You will be ultimately responsible for your goods and staff as specified in the contract.  There will be unrestricted access to the area by the general populace 24 hours a day.  Artists will be responsible for clearing their tables at the close of each business day.

[darkshardsyuki]

To just point out the major changes again:

All of the dates have changed compared to last year, so make sure you know what they are.

There is no more returners chance, it was replaced with two more vote categories.

For those that get table spaces, once you/your group preregister email me names and order numbers to make looking up your registration faster.

[Squid Works]

Is the registration link supposed to appear at the top of the first post of this thread?

[darkshardsyuki]

Signup starts at 6pm. It's not first come first serve, you will have 2 weeks to get your application in.

[darkshardsyuki]

A couple people already found the link from the main page but here it is again, if you have any trouble don't wait until the last minute to bring it up, sign up is for the next two weeks only.

http://ndkdenver.org/activities/artists-alley/application

[Squid Works]

Thanks!

[darkshardsyuki]

He's guys, just tossing out a quick reminder to those of you who haven't submitted your aa applications yet, AA registration closes on Sunday at 6 pm, that's in roughly 3 days, if you don't get your application before it closes you will have to try again next year. We've had a lot amazing applicants so far, keep them coming. ^_^ If you have any problems please let me know right away.

[darkshardsyuki]

Alright guys, the AA applications are closed until next year. We had a great turnout this year with around 90 applications, this is going to be the best year in AA yet. Thanks to everyone that applied, results will be posted Thursday evening, so don't ask if you got in until after emails have been sent out.

Note: although the form has yet to shut down, AA registration is closed, as of this message no late applications will be accepted, sorry.

[darkshardsyuki]

Alright, all the emails have been sent. We had a ton of amazing entries this year and unforunitely we can only let so many in. We had 91 applications this year, I'm pretty sure that that is a record.

If you are on the waitlist just be aware that between now and the con we do see some movement, so there is still a possibility your application could be picked closer to the con. We also changed the number of what size of tables there are to allow even more people in, currently we're looking at around 48 which is 3 more then last year. The change details have been changed on the first post.

For those that got a space please be aware that April 15th is the next deadline, you must email me your order number of your badge when you pre-register, for groups, this includes all members that will be selling.

[darkshardsyuki]

This is an UPDATE: Most everyone has gotten back to me with their order numbers but several groups have not and could lose their tables if they don't make the deadline. I have sent emails out to those who haven't sent me their info but I want to remind everyone that all artists in a group that will be selling must be preregistered by noon Sunday, not just the main person. Helpers do not have to be, only artists, and this does not include artists you may have contacted me about adding to your group.

If you have any questions feel free to contact me and I will get back to you about if I have recieved your inforamtion or not, and please check your email, I would hate for anyone to lose their space. Contracts will be emailed out by Monday once everyone has been checked.

[darkshardsyuki]

Ok, another update, contracts will be delayed a couple days on being sent out but they will be sent out later this week, thank you for your patience.

[darkshardsyuki]

Alright guys contracts have been sent out, I will continue to post any updates here so feel free to ask questions here, through IM, or email me. The next deadline is June 15th so make sure you mail back your contract before this date because we must have it BY the 15th, not mailed on the 15th.

The quicker you get your contracts back in the better chance you have of getting any of the extra requests you might have made. Resources are limited for extra space, chairs, and electricity.

[darkshardsyuki]

Hey guys, this is just a quick reminder/update. We only have half the contracts in and there is only a couple weeks before the deadline. We must have your contracts by th 15th so you will need figure a couple days for them to reach us. I will be sending email reminders out as well, please don't wait until the last minute and send them in ASAP. Thanks.

[darkshardsyuki]

Alright guys, I got an update yesterday and there are still a handful of contracts that haven't been turned in, I've sent out email notifications to those still missing so please make sure to get them in, the deadline is Friday, thanks. ^^

[toadstoolssecretluvchild]

When should our checks clear from our banks from the application processing? 

[darkshardsyuki]

Sorry thought I'd answered your question awhile ago but that was the same one someone asked via email. The person who handles the checks waits until there are a handful to deposit and we are waiting on one last contract so if your check hasn't already cleared with the first batch I'd guess within the next couple weeks but I will find out for sure.

[toadstoolssecretluvchild]

Yeah I know I'm a dead-horse, but honestly, that practice is ludicrous. I have a check written on June 1st and here it is July 24th and it's still not been processed? I don't like having checks out there that are not doing what it's suppose to be doing. It shouldn't be sitting somewhere when it should be taken/processed/cleared regardless if they like to wait until there's a bundle.

[darkshardsyuki]

These questions have come up a few times in emails recently so I'm going to post the answers here as well.

Q: Can you tell me where my spot is before the con and/or release a map of AA?
A: Sorry, no. You will have to wait until check in to find out what table you are at and we do not release a map of AA.

Q: Can I leave my stuff out all weekend after setting up on Friday.
A: You can leave your displays up and/or on the table but you will have to take your products with you when you leave every night and set up again in the mornings, Artists Alley is in the atrium so we cannot secure it like the dealers room, I suggest packing your products in containers and such that are easy to transport.