Tsubasacon Artist Alley 2018 Application Process
(The Artist Alley Application process is now closed!)
Artist Alley is open to all kinds of artists, including (but not limited to): fine arts, manga/doujinshi-ka, painters, crafters, sewers, jewelers, and other types of small art/craft displays such as school clubs and art organizations. Artist Alley is for showcasing an exhibitor’s personal work, therefore the sale of commercial or copyrighted merchandise is restricted to the Commercial Vendor Spaces. Artists who wish to sell published material may request a single table under Dealer’s pricing through the Dealer Room Coordinator.
Anyone interested in applying for a table in the Artist Alley must first submit their application before the May 14, 2018 review deadline. Tables will be offered to artists after a review period; considering relevancy to convention and uniqueness (too many of the same type of craft, for example, might be declined), space constraints and originality of artwork/craft.
This document sets forth the rules for applying to the Artist Alley at Tsubasacon 2018. By applying to the Tsubasacon 2018 Artist Alley, you (the Exhibitor) agree to abide by these rules.
Quick Breakdown of Events
- Application Process begins May 1th, 2018 and ends May 14, 2018.
- Fill out an application form below which will be sent to the Artist Alley Coordinator: email@example.com
- Tables will be reviewed and chosen by June 1, 2018 on all submissions received on time.
- Acceptance letters are sent out before June 15, 2018.
- Accepted Artists will have two (2) weeks to respond to their acceptance letter and send payment. Late payments or extensions will not be accepted.
- All Artists who were not drawn will be placed on the Waiting List.
- Wait Listed Artists will be drawn to fill any unpaid spots after August 1, 2018.
- September 8, 2018 is the deadline for groups to submit names of members to receive 3-Day Artist Badges.
- September 1, 2018 is the cancellation deadline, no tables may be refunded after this date.
- Artists will receive an email packet of information by September 23, 2018 for check-in instructions at the convention.
Artist Alley Tables and Rates
Each space in the Artist Alley includes an 8’ x 2’ table and two chairs. Artists may ask to reserve a maximum limit of one (1) table. Second tables may be offered on a limited basis. Exhibitors may configure their space as they like so long as it does not interfere with other exhibitors or violate fire codes (which includes, but is not limited to, moving a table into and impeding traffic flow of the walkway, not leaving a 3 foot gap between tables of other artists and your own, or creating walls of any sort that exceed 8 feet tall).
Rates for Artist Alley are $85 for each space. Registration for a table in Artist Alley includes one (1) 3-Day Artist Badge for Tsubasacon 2018 (you will not need to register separately to attend events). Table arrangement will be assigned by the Artist Alley Coordinator but requests may be considered as to location.
Electrical sockets may be requested, but due to safety concerns (electrical and fire hazards) the Artist Alley Coordinator must be made aware of the need before the convention due to amount of sockets available. Please note, not every artist will have access to power and those who use electrical outlets hazardously will be asked to leave the Artist Alley.
Entry & Setup
Artist’s setup begins Thursday night before the convention for a few hours and also again on Friday morning. Thursday night setup will be conducted only through the back loading docks and artists may pick up their badges at that time. During Friday morning setup, passes must be acquired in order to enter the back dock before receiving their badges. Once the vendor room opens to the convention on Friday afternoon, the dock will not be available and artists must enter through the front and check in with convention registration.
Sharing and Extra Badge Policy
Artists who wish to share a table with another attendee, or groups who wish to display their artwork together, must designate one person to be their leader. This leader should fill out the registration for their group under his or her name, indicating the number of members who may be in attendance at the table during the weekend. Each of the other members will then need to register for Tsubasacon 2018 3-Day Pre-Registration by Sept. 8, 2018 and must have an artist badge in order to be at the table. This also includes anyone just “watching” the table for the weekend, if they are in the alley, they must have a badge, even if they do not plan to attend other events during the weekend or they will not gain entry. The group leader may request these badges by submitting the names and email addresses of their group members who are registered to be switched to a 3-Day Artist Badge by emailing the Artist Alley Coordinator.
Proxy selling is not allowed at Tsubasacon. As we are a very small convention, we want our artists to be “hands on” with our attendees, thus sending a proxy to sell your artwork for you means you are not at our convention which can confuse and disappoint our attendees.
All forms of artwork may be sold in the Artist Alley. That said, Tsubasacon is a family-friendly convention so Adult Materials should be strictly monitored. Explicit materials such as nudity, sexual situations, extreme violence and other adult rated themes should be in binders/boxes that are not available for minors. If you wish to sell these materials, please ask to see a picture ID for anyone over 18 years of age. This includes commissioned artwork. Artists who do not abide by these rules will be asked to leave the convention, with no refund, and will be banned from future Artist Alleys.
Fan-art is also acceptable in the Artist Alley. However, the amount of fan-art must be lower than 30% of your inventory as we want to see YOUR original designs. Please be aware that sewn items using licensed artwork is also considered “fan-art” so please limit how much is used in your designs. Copied artwork, “splatter art”, or selling of other artwork as your own, will be cause for immediate eviction from the convention.
All types of crafts may be sold at the Artist Alley including (but not limited to): handmade jewelry, crocheted/knitted items, small hand-sewn items, sculptures, pixel bead sprites, carved wooden items, sculptures, painted figures and soaps/candles. Smaller items such as props and accessories like hats, scarves, tote-bags, gloves and jewelry will be accepted.
Full cosplay costumes, kimono/yukata, leatherworking, glass etching or licensed artwork made into other creations will not be accepted in the artist alley as they might represent a conflict of interest with our dealers/copyright infringement, and interested parties are asked to apply as a Vendor. If you have any questions on whether your work might compete with a vendor, please ask the artist alley coordinator for assistance.
NO FOOD is allowed to be sold in the Artist Alley, no matter how crafty it is, the convention center prohibits the sale of food items without a food vending permit.
Artist Alley Formalities
Please be considerate to those around you and clean up after your tables. The Big Sandy Convention Center has a very hard working staff but in past years some artists have left considerable messes when they leave the artist alley. Those leaving considerable messes may not be welcomed back.
We ask that artists show respect to attendees, convention staff and other artists. Tsubasacon is a family oriented convention so please refrain from excessive use of profanity or noise. If you wish to play music it is acceptable, but if it disturbs other artists or attendees, we will ask you to turn it down.
Our artist alley will hold vendor room hours and be in the same space with our vendors. At this time we cannot set up tables outside of the vendor room for artists who wish to hold longer hours, so please take this into consideration when planning on setting up your tables for maximum selling time. Hours vary, but typically run 8 hours on Friday/Saturday and 6 hours on Sunday.
As a paying ‘artist’, you have the right to ask loiterers to move on if they are blocking your table, so long as you do it in a non-threatening way. Convention staff will be happy to assist you in any way possible.
The Artist Alley staff is more than willing to address any concerns or questions you have before and during the registration period and will be available for the majority of the weekend.
All artists/groups wishing to register for an Artist Alley table must first submit the Artist Alley Application to the Coordinator by filling in the form below. Please be as thorough as possible, as improperly filled out forms may be rejected.
Include all information specified, including links to examples of your artwork (deviantART, Facebook, Imgur, or a personal website are all accepted), if you do not have any website we can refer to, please turn in your application and then you may email the Coordinator with example photos/artwork (JPGs, GIFs, PNGs accepted): firstname.lastname@example.org.
Examples of artwork do NOT have to encompass everything you are bringing, but must be an accurate representation of what you may sell during the weekend.
Once all submissions have been received and approved, the Artist Alley Coordinator will send a confirmation email. All submissions must be dated no later than May 14, 2018. Those arriving later than this date will be added to the waiting list. The review approval process will take place before June 1, 2018 with a notification posted on the website that emails will follow. The Coordinator will hold your reservation for two weeks for payment once the email has been sent. After two weeks your table will be offered to another interested party. Those who lose their spot may try again if there is room still available.
Payment can be made online using our online payment system. Instructions will be included in the acceptance letter. Payment may also be made in the form of personal check, certified/cashier’s check, money order or postal money order only in certain circumstances upon discussion with the artist alley coordinator.
Any payments received without the approval letter will be denied and returned.
Artist Alley tables cannot be canceled after September 1, 2018. No refunds will be given after this date.
Waiting List Policy
The Artist Alley waiting list is used to fill last-minute spots from cancellations and unpaid tables. If you are interested in being on the waiting list after the Artist Alley has been closed, email: email@example.com.
Q. When will I know if you have received my application?
The artist alley coordinator will email you that they have received it within 1-3 days.
Q. Why is there a limitation on fan-art?
Even if your style is original, we also want to see what you can do with your own characters. We still allow fan-art but restricting the amount of fan-art levels the playing field. We all know that fan-art sells better than originals, so let’s help introduce original artwork to our attendees.
Q. Why don’t I see the second tables available for purchase this year?
A. We are a small convention, and only have so many tables available and would like to get as many artists in as possible. If you are in need of a second table, please contact the artist alley coordinator after you have submitted your application.
Q. Why aren’t Proxy sellers allowed?
We have very limited space and our artists have a very loyal fan base they can develop by attending our convention. We understand that in order to make a living, some artists have to run multiple tables during a weekend, but if you aren’t physically at our convention, it confuses our attendees. We want our attendees to get to know you and your artwork. If you are too busy to attend our convention and would rather be at another convention instead, our attendees will know. Please consider this when applying for our convention when you have already applied to other conventions on the same weekend.
Q. Why do I only have a 2 week limit to paying for my table?
We want to know you are serious about attending Tsubasacon. We’d also like to have enough time to advertise for you on our website, plan for your inclusion in the program and artist alley map, and want to give you enough time to plan for our attendees.
Q. If I get ‘waitlisted’ what do I do? Can I get on the “waitlist” after June 1st?
We will accept applications through June 1st if we have more tables to fill, but please be patient. Each year we do get a handful of people from the waitlist into the Artist Alley due to scheduling conflicts and unpaid artists. If you do get waitlisted, being flexible helps immensely; in the past those who can fill last-minute drop outs were usually picked before others.
Q. If I don’t get chosen, can I find out why?
75% of the time it is because of our size constraints (we wish we could take everyone!). 15% is because your merchandise it too similar to others who registered ahead of you. 10% of the time it is because we don’t feel your merchandise fits the criteria of our artist alley – not anime/pop culture enough. We may reveal exact reasons to individuals, but it will be one of these three reasons.
The Artist Alley Application process is now closed!