Baycon Art Show — Artist Rules v2.9
21-Nov-2005
The Art Show
The purpose of the Baycon Art Show is to exhibit & sell works of art of a fantasy or science fiction theme.
The Artist Alley
BayCon's Artist Alley is a place for artists to create and sell they work while interacting with convention attendees. It is open to all artists, however you must actively work on your art at the alley tables (these are not dealer's tables). If producing your art is "messy", this is probably not for you.
But is it Art?
The Baycon art show is not juried. Within the guidelines below, all manner of works of art are acceptable. This could include paintings, sketches, drawings, etchings, jewelry, sculpture, etc.
It may be art, but...
...this is a "PG-13" show. We don't allow artwork that would violate "community standards". (A good rule is that if your grandmother would object to it, it's probably inappropriate). If the artwork features a character or idea that does not belong to you, you need to credit the owner or creator (e.g. Disney character must be labeled "© Disney"). Please contact the Art Show Director with any questions about a piece. We may refuse to hang art that we feel violates these guidelines. The judgment of the Art Show Director and staff is final.
Prints and mechanical reproductions (see below)
"Limited edition fine art prints", such as lithographs, etchings, serigraphs, and photographs are welcome. Mechanical reproductions (e.g. laserprint, inkjet, etc), are welcome if they come from a fairly limited run. Large (1000+) run prints are discouraged; in any case, only one print from a run may be displayed in the show and it must be labeled as a reproduction and matted/framed. We do not allow open/unlimited edition prints at all. BayCon does not have a "Print Shop" in the Art Show.
Entering the show
To enter the Baycon Art Show, contact the show director, via either electronic or postal mail, with your postal address; he will send you a packet containing the entry form, your artist number, control sheet(s), bid sheets, etc. Complete the entry form and mail it, along with payment, to the address on the form. Make checks and money orders payable to "BayCon". Let us know how many pieces you plan to exhibit so we can send enough control sheets to you. Feel free to copy forms if needed, except the multipart control sheet. If you need additional control sheets, please request them, and they will be sent ASAP.
Send all correspondence to the address listed on the entry form, or to artshow@baycon.org. Do not send to the mail-in art mail drop, we won't see it before the show.
Electronic versions (PDF forms) of the control sheet and bid sheets will be available, along with electronic submission of control sheets. Contact us for more information.
The fee for each exhibition panel space (4'x4') and table space (3'x4') is $17.50. There are also a limited number of display case spaces (inquire). Space is allocated on a first come, first reserved basis, and isn't actually reserved for you until we've received the signed entry form and payment. (Reserved means that we're expecting your artwork and holding your space, not that a specific location has been assigned. We don't do that.) Space that has not been claimed by Noon on Saturday will be made available to any waiting artists. We do not make refunds for unclaimed space.
Additionally, every Artist must be a member of the convention or be represented by an Agent that is an attending member.
(If the Artist is attending BayCon, they must have an Attending Membership. If the Artist is not physically attending the convention, they must either hold a Supporting membership ($20) to cover transportation, handling, and insurance against damage, or be represented by an Agent holding a Attending Membership.)
Reservations will be accepted until Monday, May 15, 2006. After that, entry is by special arrangement of the Art Show Director. We accept mail-in art, which must be received by Tuesday, May 23 to be assured a place in the show. See separate sheet for further instructions.
Because we handle your sales and collect sales tax, we must have your Taxpayer ID number (usually your Social Security Number) on the included IRS form W-9. We can't pay you without this. (These forms are not kept by the art show, but are forwarded directly to the treasurer.)
If you are an artist-in-residence in the Artist Alley, you are entitled to a single complimentary display panel or table space in the show. You must specifically request this space in a timely fashion or it may not being available to you. On your request, we will send you the necessary forms.
Please indicate on your entry form any special needs for your display (electricity, etc.).
Displaying artwork
Our panels are pegboard. Artwork is hung by hooks and bulldog clips (which we provide) unless the piece has attached hangers which will fit the hooks. While we'll be as careful as possible when hanging mail-in art work, we will not take responsibility for pieces that are damaged either by shipping or hanging.
Two-dimensional works should have surfaces that are not easily damaged by hanging. This means pieces should be mounted and matted. If you feel your work is valued at more than $100.00, we strongly recommend you frame or shrink-wrap each piece for protection.
If you intend to hang a business card holder, it should not interfere with bid sheets.
Display cases for jewelry are recommended. Every piece should be shown in a protective display case if at all possible. If possible, please provide shipping boxes with packing materials for 3-D art for transport by a buyer. The BayCon Art Show staff will not take responsibility for pieces that are damaged in handling while in the show.
Once a piece is entered into the show, you cannot change its conditions of sale such as minimum bid price or NOT FOR SALE status. A piece is considered to be entered when the Art Show staff signs the control sheet, accepting the work.
Labeling & bid sheets
All artworks need two labels: a name & address label and a bid or NFS sheet.
The name & address label (on the back or bottom of the piece) should contain the your name, address, artist number, the title of the piece, and it's control sheet number. The Art Show staff has labels for your convenience.
The bid/NFS sheet contains your name & artist number, the control sheet number & title of the piece, the medium used, minimum bid (or NOT FOR SALE), and direct sale price (if any). When numbering pieces, use numbers only, do not use letters. If the piece is an original, enter the medium used to create it. If the piece is a print or reproduction, enter the printing technology used to reproduce it (NOT the medium of the original), the run size, and the position in the run. California law requires all prints to have a Certificate of Authenticity. See California Civil code, Title 1.2, "Sale of fine art prints" (sections 1740-1745, http://www.aroundthecapitol.com/code/contents.html?sec=civ).
You have the option of allowing pieces to be sold during the show immediately without the bid process (a direct sale or quick sale). A potential buyer may purchase your piece for a direct sale price (which you set) as long as no bids have been placed on the bid sheet. If you use this option, we suggest that the direct sale price be substantially higher than the minimum bid price, to make sure that you receive what the piece is worth. If you do not use this option, put the $0 or "N/A" in the Direct Sale Price space.
Use artist's or drafting tape to attach bid sheets so that removing them doesn't damage the piece.
Payment for sales
Artists are paid for art that was sold between five and six weeks after the Convention. No payments will be made at the convention and no payments will be made without a Taxpayer ID number on file. Checks are to the Artist's legal name as shown on the W-9 form. To assist artists in safeguarding their rights as creators of their works, BayCon provides each artist or exhibitor with a record of all purchaser's names and addresses
BayCon collects 15% of the total sales of each artist as its commission for the display and sales of the work. BayCon also collects the Santa Clara County, California sales tax (8.25%).
Abandoned art At the end of the show, any artwork not claimed by the artist or the buyer will be considered to be abandoned. We will attempt to contact the buyer, if there is one, or artist, however if we are unsuccessful it will be disposed of at the discretion of the Art Show Director.
Other stuff
To protect artists' rights, photography of any type is not permitted in the Art Show without approval of the Art Show Director, who may require a written release of responsibility for BayCon from each artist whose work may be seen.
Usual Disclaimer
Since the Art Show is staffed and run by volunteers, the decision of the Art Show Director is final in all matters. The exhibitor agrees to protect, keep, and save BayCon forever harmless from any damage(s) or charge(s) imposed for violations of any law or ordinance by any exhibitor, his employees or agents, as well for failure to comply with the terms and agreements. The exhibitor shall at all times protect, indemnify, save and keep harmless BayCon against and from any loss, cost, damage, liability or expense which arises out of or by reason of any act or omission of exhibitor, his employees or agents.
The following rules have been designed to protect everyone, including the artist, the fans, and convention. Your signature on the entry form is your agreement to follow these rules and all applicable laws of the State of California and the United States. If you do not abide by these rules, we will remove you (your work) from the Art Show. If we do remove you from the show, we will not refund any fees. The exhibitor (the artist) shall at all times protect, indemnify, save, and hold harmless "BayCon" against and from any loss, cost, damage, liability, or expense which arises out of or by reason of any act or omission of exhibitor, his employees, or agents.
If you have any questions about these rules, or have any special requirements, please contact the Art Show Director (artshow@BayCon.org).