Art Show Applications Are Now Being Accepted!

Deadline April 2nd, 2013

If you are looking for an Artist’s Alley Table is SOLD OUT!

Bid Sheets can be downloaded here.

Control Sheets can be downloaded here.

Before applying, please review THESE RULES on this page. By sending us your application, we take that as acceptance of these rules.

Responses to your application will take about 4 weeks. We look forward to seeing your best work!

Once you are finished reading the rules you may apply online SOLD OUT.

If you would like to download the application SOLD OUT!

GnomeCon 2013 Art Show

Artist Rules

Welcome
Welcome to the GnomeConArt Show’s Artist Rules page and thank you for your interest in attending the Show this year. You will find answers to many of your questions about our rules, procedures and deadlines within this page. Please take the time to read through them all carefully. If you have any questions or concerns, please feel free to contact the Artshow@gnomecon.org for assistance. We are here to help.
These rules have been developed over many years with input from numerous volunteers and artists. They capture the experience and knowledge of individuals who have participated in other art shows. They are in place so that artists can obtain the greatest potential sales success while still maintaining a reasonable amount of security, safety and efficient operation of the Show for artists, fans, Art Show staff, volunteers and conference facilities.
The GnomeCon, Inc. reserves the right to modify these rules when and if such modification becomes necessary for the benefit of the Show.

Primary communications from the Show will be via e-mail.

• Our email is: Artshow@gnomecon.org

• Please ensure that you provide us with a valid e-mail address and that you check it often. Please check the capacity of your e-mail inbox from time-to-time to ensure that you have sufficient room to receive any e-mails we might be sending.

• If we need to send you a large file (over 50K in size), we will send you a small note to warn you that it is coming. This will allow you to either clear enough room out of your e-mail inbox to receive it or to notify us if it does not arrive.

We are not responsible for theft or damage to pieces displayed.
Exhibitor shall be fully responsible to pay for any and all damages to property owned by Coastal Georgia Center, Savannah, its owners or managers, and the GnomeCon, Inc. Staff which results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Coastal Georgia Center, Savannah, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, and the GnomeCon, Inc. Staff, from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, Coastal Georgia Center, Savannah, and the GnomeCon, Inc. Staff or any party thereof.
The artist(s) and/or agent(s) understands and acknowledges that GnomeCon and the Coastal Georgia Center do not maintain insurance covering artist’s property or liability.
It is the sole responsibility of the artist(s) and/or agent(s) to obtain property damage, liability, and business interruption insurance covering any and all losses by the artist.

QR Codes are Not allowed
Use of QR Codes for advertising purposes is not permitted at this time. While the Art Show staff embraces advances in technology that increase efficiency, use of these codes will conflict with our no video & photography policy. If QR Codes are found prominently shown in the room during the Show, then the artist will be asked to remove them or they will be covered up by the Art Show staff.

(NSF) Not For Sales Items
Not For Sales Items – will not be allowed at this time. All work shown must be for sale.

Video & Photography
The taking of videos or photographs, other than authorized Press, is not PERMITTED within the Art Show by ANYONE (including artists and/or any member of their party) without the express permission of Art Show Staff. Please do not give anyone permission to take videos or photographs of your artwork or surrounding artwork in the Art Show, without prior approval of the Artshow@gnomecon.org. Please note: every effort will be made to keep such devices as cell phones from being used in the art show area to curtail any unauthorized imaging.

Space Available
Acceptance into the Art Show does NOT mean that all space requests will be accepted as listed on the submitted application form. While space requests will be considered based upon various factors (e.g. Guest status, pre-approved status, floor space availability, amount of space requested, etc.). GnomeCon cannot guarantee all space requests will be granted.

Artwork – Subject Matter and Sale Policies

• You must be the original artist or authorized agent in order to sell artwork in the Art Show. Reselling someone else’s artwork is not permitted.

• We reserve the right to refuse the exhibition of any artwork piece for any reason.

• Artwork subject matter should be of a science fiction, fantasy, horror, surreal, astronomical or a related theme.

• Subject matter must not violate existing copyrights or trademarks.

• This includes fan-art. If you do not have appropriate permissions and/or documentation to sell character representations or images based on TV, movie or printed media, please do not include these items with the artwork you intend to sell at the convention.

• Artistic nudity is permitted at the Art Show. Please contact artshow@gnomecon.org with any questions and/or needed clarification about what constitutes artistic nudity.

• Works that are judged to be libelous, plagiaristic, obscene, or detrimental to the value of trademarked characters will not be permitted.

• All pieces are sold without any reproduction rights. Stating that rights are included with sale is not the legal method to assign rights in the State of Georgia.

• The rights granted to the artist and/or agent may not be sold, sublet, given or otherwise transferred to any third party.

Applying for Space
Correct use of the application and all other online forms is MANDATORY. Failure to follow instructions and proper procedures for any online form may result in the applicant not being accepted into the Art Show. Mailed or faxed copies of any of the online forms will not be accepted unless prior permission has been given from the Artshow@gnomecon.org. If you are having some kind of issue with the online forms, please feel free to contact Artshow@gnomecon.org for assistance.

• For more detailed information about space available in the Vendor’s room, please refer to the ‘Vendors’ tab.

• After the artist has read through the rules and procedures contained within this page and the other tabs above, they should then begin by filling out the application form online and following the prompts given to them on screen and by email.

• Please use your legal name on the Art Show application form in the “First Name” and “Last Name” fields.

• If you use an artist name that is different from your legal name, then please make note of this in the “Artist Name” field provided.

• However, unless the artist has verifiable proof (e.g. driver’s license, state photo id card, passport, etc.) that the artist name is their legal name, then all paperwork, correspondence and any post-Show sales checks will refer to the original name given on your application form and not the artist name.

• Submit payment for the space you wish to reserve for the GnomeCon2013 Art Show.

• Payment for all fees must be via check, money order, or PayPal in U.S. funds.

• For checks or money orders, mail to: GnomeCon Art Show, 5501 Abercorn Street, Suite C-146, Savannah, GA 31405

• Make checks and money orders payable to “GnomeCon”.

• Include your legal name and phone number with the check or money order.

• A fine of $30 will be charged for any NSF checks. Plus you will be put at the bottom of our list for available space.

When the artist completes the GnomeCon2013 Art Show online application form, submits their space request(s), inputs the space fee payment information and link to a website of their current art, they will be e-mailed a confirmation letter that their application has been accepted.
Artists will receive confirmation of whether or not they have been accepted into the show, though the number of responses will determine how quickly these notifications will go out. If an artist has not been accepted, their payment will be immediately returned, refunded, or cancelled. All inquiries concerning the acceptance process will be ignored.

Electricity Usage at the Show
We will be doing our best to light everyone’s artwork in the Show for the best possible presentation to the attendees. However, given the number of lights we have and the number of bays we have to light, we cannot guarantee that your panel/bay/table has a dedicated light source. If you are concerned about getting a spotlight specifically for your own artwork, please request any electrical outlet(s) on the application form you think you will need and bring your own light(s). Tables will support standing lights; bays and panels will hold most clip-on lights.
Please be aware: If you have purchased one electrical outlet, that permits you to have only ONE thing plugged into it. Please don’t order one electrical outlet and then plug multiple items into it via a surge strip or 3-way splitter. You will be asked to remove the additional items or pay for the additional per outlet usage ($35 for each outlet).

Refunds

• No refunds will be given after March 1, 2013

• Requests for refunds prior to March 1, 2012 must be made in writing and a 5% refund charge will be applied.

• If an Artist that is pre-registered and pre-paid is not onsite at the Art Show by Friday 12:00 noon, their space will be forfeited and no refunds will be given.

• If there are circumstances beyond your control that will prevent you from arriving on time, please call the number sent to you as soon as possible to ensure your space is not lost.

• A cell phone number to contact the Artshow@gnomecon.org at the Show will be provided with your Last Minute Letter.

If you have any questions or concerns about refunds, then please feel free to contact us.

Attendance Membership Badge(s)
Per the rules and procedures for the GnomeCon Convention, attendance policies require all artists, helpers, assistants, family members, friends, etc. of the Art Show to purchase a convention membership badge if they plan on attending the convention during normal hours of. While the attending artist will be given an artist ribbon upon checking into the Show, they and/or any member of their party CANNOT use the ribbon as a badge to enter or exit the convention after we open. The artist and/or any member of their party must be a badged member by the time we open up to the GnomeCon attendees on Friday at noon. Please see below for more details.
Current membership rates are located at the www.gnomecon.org registration page.
As a participating artist, you will be given ONLY ONE artist ribbon and any necessary security sticker(s) for yourself and any helper(s) and/or other members of your party which will permit you and them access to the Art Show during specified set-up and breakdown times. Details will be discussed in the Last Minute Letter.

Hand-written forms will not be accepted
Every piece of artwork submitted to the GnomeCon Art Show at check-in – whether for the 2-D Gallery, a 3-D Table, or Floor space MUST have the correct GnomeCon2013 issued inventory number, an accompanying Bid sheet and contact information for the artist (Business card) directly attached to the artwork piece. No Exceptions Please.
The GnomeCon Art Show uses information on official GnomeCon Art Show paperwork (e.g. control sheets, application forms, bid sheets, piece id sheets, etc.) when handling or processing all artwork. Make sure these are filled out completely. If there are changes to this paperwork, you must notify us of any and all changes via e-mail to Artshow@gnomecon.org.

Check-in and Check-out at the Show

The following guidelines are for our check-in and check-out procedures for your artwork before and after the Show onsite. You will receive more detailed instructions from the staff at the Information Desk and your assigned volunteer when you arrive at the Show. Please familiarize yourself with this most important procedure for Art Show.

• Artists failing to properly check-in and check-out lose their right to challenge any and all closing amounts for their GnomeCon account.

• Art Gallery control sheets for check-in and check-out must be signed by both the artist and/or agent (unless the artwork was mailed in) and the Art Show volunteer assigned to them who has verified the documented amounts.

• Check-in occurs after the artist(s) and/or agent(s) has placed all of the artwork into the various approved exhibition space(s) as requested on the application form and before the Art Show opens.

• Once the artwork has been checked into the Art Show, an artist and/or agent may not withdraw it from the Show before 3 p.m. on Sunday without prior approval from the Art Show Staff.

• Once the artwork has been checked into the Art Show, you cannot add, subtract, or change anything during the convention including prices.

• Check-out occurs before any unsold pieces have been removed from their exhibition space(s) at the end of Show on Sunday after 3 p.m.

• Only an Art Show volunteer can perform the check-in or check-out procedure.

• The artists and/or agents are responsible for removing any of their remaining artwork at the end of the Show. The artists and/or agents leaving artwork behind at the end of the Show will be charged the applicable mail-in fee in addition to the packing and shipping charges.

• During check-out, if there is a piece that has been bid on but not yet purchased, it will be considered abandoned art and will be sent home with the artists and/or agents.

• If you wish the winning bidder to contact you after the Show to honor their bid, please leave us a business card or contact information including the winning bidder’s number and winning amount with the Information Desk when you’re ready to leave. We will also provide you with the contact information of the winning bidder, so that you may contact them to finalize the sale.

• Artists unable to reclaim their artwork in person must make prior arrangements with the Artshow@gnomecon.org. The Art Show is required to vacate the room by 6:00 p.m. on Sunday. Any artwork remaining in the Art Show rooms at this time will be transferred to the GnomeCon office and shipped to the artist at a later date. Appropriate shipping, insurance (if requested) and handling fees will be charged to the artist.

• If GnomeCon mails any artwork to the artist, it is the artist’s responsibility to acquire shipping insurance. The artist must record the amount of insurance they wish to be purchased on their control sheets; otherwise the artwork will be shipped without insurance.

Post Show Artist Payments

• GnomeCon takes a 15% commission on all art sold. Sales checks (if any) and all unsold mail-in artwork will be mailed out approximately 6-8 weeks after the convention.

• The final receipt will accompany your check.

• Only the Treasurer of GnomeCon, Inc., not the GnomeCon Art Show, can write the checks.

• The more that you call or e-mail the Artshow@gnomecon.org or the Treasurer to inquire about your check, the slower the process moves.

• If you are an agent applying to be in the Art Show for multiple artists, you will be issued an artist number. Each artist that you represent must have their own, individual artist number. After the convention a single check will be written to the agent.