Artist exhibit set up 2017- Guidelines
PLEASE READ CAREFULLY Artwork images must be submitted as photographs or digital prints at a maximum of 8 1/2 x 11 inches in size. If submitting digital prints, they MUST be printed at high resolution (300 dpi) on photographic paper using a quality color printer. Submissions not meeting these standards will be rejected. It is the artist’s responsibility to submit images which clearly and accurately represent each type of artwork and/or medium to be considered.
Submit fi ve (5) images and fi ve descriptions for each medium in which you wish to be juried. One nonrefundable application fee of $50.00 is required per artist.
DO NOT EMAIL IMAGES. or send catalogs or brochures of your work. Your submitted photos or digital prints must be labeled with the artist’s name on the back of the photo top right corner. Do not put your name on the front. Applicants’ submissions will be returned in artist’s packet with festival check-in.
DISPLAY AREA Booths and displays must be in keeping with the quality of your artwork and the standards of the festival. No display materials, tables, easels, walls or dividers are provided. If you are planning to put up any walls in your booth, they must also be painted and/or fi nished on the sides facing your neighbors. We suggest that you co-ordinate with your fellow artists. E-mail us for neighboring artists contact information.
EXHIBIT SPACE Applicants should be aware of the following: All exhibit spaces will be located at Hale‘iwa Beach Park and will be under large open walled tents and/or canopies provided by the Hale’iwa Arts Festival. Individual tents are not allowed. Work placed for exhibit that is not of a nature or quality as that accepted by the Art & Exhibition Committee, or work that does not comply with these guidelines will be subject to removal from the booth. Artwork of only accepted exhibitor is allowed in each booth space. Exhibitor spaces are 10’x10’, 10’x20’, or 20’x20’. (approximate sizes) located under openwalled tents. Exhibitor displays may not extend outside the booth area. Exhibitors are responsible for set-up, teardown and cleanup of their displays and booth areas during and after the event.
Vehicles are not allowed on the grounds during the hours of public attendance. Hale’iwa Arts Festival will not be responsible for damaged, lost or stolen art or display material.
EVENT REGULATIONS 1. All exhibitors are required to have a current Hawaii General Excise Tax license and are responsible for collecting and paying all applicable taxes. Out of state or foreign exhibitors may be liable for Hawaii State taxes on income earned in Hawaii and should contact their tax consultant regarding appropriate compliance. For more information go to: http://hawaii.gov/tax/ a7_faq.htm and click on general excise tax.
2. Only artists displaying their own originals and/or reproductions of their artwork are eligible to participate. No dealers or agents are permitted. Exhibitors are not allowed to let another artist display in their booth or to display consigned works. Unauthorized exhibitors’ works will be removed. Exhibiting artists must be substantially present for both days and the hours of the festival. All booths are to remain open during the festival hours described in these regulations.
3. Participating artists agree to remove all displays, booth materials and booth trash at the end of the event.
4. Artists also agree to complete and return a mandatory survey report, (event critique and general financial impact report) to the Hale’iwa Arts Festival, returned upon check out Sunday July 16, 2017.
5. All artists’ booths will be subject to review to ensure compliance with event regulations.
6. No artwork other than that of a similar nature and quality as has been previously accepted by the jury may be displayed or marketed from your booth.
7. Each exhibitor’s assigned booth space must be occupied and setup in progress no later than 7:30 a.m. Saturday, July 15, 2017. An early check in and setup is available from 3:00 p.m. to 7 p.m. on Friday, July 14, 2017. We highly suggest that you begin your setup on Friday. Saturday and Sunday check in begins at 6:30 a.m. Booth setup must be completed no later than 8:00 a.m. on Saturday July 15 and be ready for review by the standards committee or participation may be denied and all fees forfeited. Booth setup must be completed by 9:00 a.m. on Sunday July 16. Booths must stay open until 6:00 p.m. on Saturday and 5:00 p.m. on Sunday. Event hours may be subject to change.
8. Exhibitors display all artwork at their own risk. The Hale’iwa Arts Festival is not responsible for damage, theft, or loss of exhibitors’ artwork, personal items, or display materials and equipment.
9. Exhibitors may leave their booth in place Saturday night. The Hale’iwa Arts Festival will provide overnight security, but will not be held responsible for any damage or losses incurred at the event. It is strongly recommended that valuable artwork and/or display materials NOT be left in the booths overnight.
10. Exhibitors are responsible for keeping their booth clean and in a safe manner at all times.
11. No pets are allowed at the event at any time, per park regulations and for safety and sanitation reasons.
12. The event takes place in wind, rain or shine. Be prepared! Bring materials to protect both displayed and purchased art.
13. Exhibitors must abide by the event parking regulations and adhere to designated parking areas and traffi c routes.
14. The Hale’iwa Arts Festival reserves the right to remove from display any art deemed inappropriate for public display at this event.
15. No signage or banners will be allowed promoting causes, organizations or retailers with which you may be affi liated. Only small signs (8 square feet or less), of a tasteful and professional nature, identifying your name, business name, and/or your product will be allowed. Hale’iwa Arts Festival reserves the right to reject and/or remove any signage deemed inappropriate.
16. All vehicles must be removed from the festival grounds by 8:30 a.m. on both days and will not be permitted back on the site prior to 6:15 p.m. on Saturday and 5:15 p.m. on Sunday. This is a safety issue with our attendees!
17. If any emergency situation arises during the event, contact our Event Coordinator or Executive Director immediately regarding the issue. They can be contacted through the Information Booth staff.
18. Failure to comply with these Event Guidelines and Regulations will jeopardize your current or future participation in this festival and other Hale‘iwa Arts Festival programs and may result in forfeiture of your refundable deposit and/or other required fees.
NOTE: If you have concerns about whether some or all of your artworks or items may be eligible, or have questions about these guidelines, call (808) 637-2277 or email arts@ HaleiwaArtsFestival.org BEFORE submitting your application and materials. We of the Hale‘iwa Arts Festival would like to share our mission statement:
“The purpose of the Hale‘iwa Arts Festival nonprofi t organization is to promote education and public awareness of arts and culture, with emphasis on participation, for the betterment of the community.”
Our objectives are to:
1. Enhance public awareness, education and appreciation of the arts and their impact on society; a. Provide a venue for the exhibition of artists and their work of which the projected annual Hale’iwa Arts Festival will be a primary focus. b. Through the projected annual Hale’iwa Arts Festival, provide a venue for the public to participate in and view a broad spectrum of arts.
2. Promote art education by funding the appearance of established artists as adjunct faculty in schools through grants.
3. Expose students to career opportunities in the arts.
4. Respond to requests to facilitate instructional support in the arts for local groups through workshops and demonstrations.
5. Provide grant opportunities for community-approved projects which facilitate general artistic and visual improvement to physical communities.” Also note: Application fees and booth fees will cover less than 40% of the direct cash expenses for our 2016 event. We have survived to our 17th Annual Hale‘iwa Arts Festival only because of dedicated supporters, hard–sought grants and sponsorships, membership and cash contributions, in-kind support, and the selfless dedication of our Board of Directors, hundreds of volunteers and our part-time staff. Please review these guidelines carefully and keep your art offerings, display and sales in compliance. A balanced mix of original, limited and unlimited editions is suggested.
Our festival is produced and structured to encourage the viewing, participation, appreciation and purchase of art by the greatest number. We are confi dent that you can understand, appreciate and support this position.
Also, we are confident that you will enjoy this unique event, and we hope that your participation will bring you personal, artistic and financial gratification. Mahalo and Aloha from the Hale’iwa Arts Festival.
ADDITIONAL NOTES REFERRED TO ON PAGE 1 We are notifying all applying artists that they need to become informed as to the following state and/or federal regulations: (Artists selling prints are required to comply with Hawaii Revised Statutes 481f.) For basic information go to: http://www.capitol.hawaii. 4 gov/hrscurrent/Vol11_Ch 0476-0490/ HRS0481F/HRS_0481F-.htm. And – (Jewelry artists are required to comply with all federal and state laws concerning copyright and trademarks, and FTC guidelines for the jewelry industry.) For basic information go to: http://www.ftc. gov/bcp/guides/jewel-gd.shtm.
(CAREFULLY NOTE DATES FOR ALL DEADLINES) February 28, 2017
ARTIST APPLICATION DEADLINE
Completed applications, photos and checklist items must be postmarked by this date or may be rejected. March 8, 2017
ARTIST ACCEPTANCE NOTIFICATION Art & Exhibition Committee decisions regarding applications to be postmarked by this date March 18, 2017
FEE DEADLINE FOR ACCEPTED ARTISTS July 14, 2017 (Friday)
EARLY EVENT CHECK-IN & SET-UP Highly suggested! 3:00 p.m.–7:30 p.m. For security reasons you may be asked to leave the site if you cannot finish setup by 8:00 p.m. July 15 & 16, 2017 (Sat & Sun)
EVENT CHECK-IN & SET-UP 6:30 a.m. – 8:30 a.m.
ALL VEHICLES MUST BE REMOVED FROM SITE BY 8:00 A.M. BOOTH SET-UP MUST BE COMPLETED BY 8:30 A.M. ON SATURDAY AND BE READY FOR REVIEW BY OUR STANDARDS COMMITTEE. BOOTHS MUST BE SET-UP AND READY BY 9:00 A.M. ON SUNDAY.
EVENT HOURS Saturday: 10:00 a.m. – 6:00 p.m. Sunday: 10:00 a.m. – 5:00 p.m.
EVENT TEARDOWN/STRIKE Saturday: 6:15 p.m. – 7:30 p.m. Sunday: 5:15 p.m. – 7:30 p.m. EVENT HOURS ARE SUBJECT TO CHANGE IF CIRCUMSTANCES OR CONDITIONS REQUIRE.