For Exhibiting Artists
2017 Artist Planning Guide
Congratulations on your selection to the 20th year celebration of the Des Moines Arts Festival® (DMAF). We look forward to welcoming you June 23-25. The Artist Planning Guide is designed to assist with planning your time in Des Moines.
After reading the information provided here, click on the link to complete and submit your Artist Information Form and Artist Agreement.
TWO IMPORTANT NOTES:
1. We are trying something new this year by going electronic with our forms.
2. At DMAF we have a dedicated page on our website where this information is posted to give you 24/7 access. After logging on to desmoinesartsfestival.org, scroll to the bottom of any page and click on FOR EXHIBITING ARTISTS.
Please bookmark this page and refer back to it when needed.
The following documents are referenced and are to be reviewed, completed and returned to us postmarked on or before February 12, 2017:
Exhibitor Agreement and Release Form It is the Festival’s policy not to ask for Social Security Numbers on the Artist Application, however, we ask for this information on your Exhibitor Release Form in order to get pre-approval for Iowa Sales Tax. All participating artists must pay sales tax and securing the appropriate paperwork is something we assist you in obtaining prior to the Festival. If you would rather accomplish this on your own, simply state this on the form. But, the form must be returned to us.
Booth Payment Form Complete this form and return with the appropriate payment by check or money order to:
Des Moines Arts Festival
700 Locust Street, Suite 100
Des Moines, IA 50309
BE SURE TO PLACE YOUR NAME ON THE CHECK IN THE MEMO SPACE SO WE KNOW TO CREDIT YOUR ACCOUNT.
This form is NOT for booth placement requests or special requests. That information and request will come at a later date. Also, we do not accept payment for booth fees through ZAPP. And we do not accept payment with credit card.
COMMUNICATIONS You will receive periodic emails from us with updates. We encourage you to read them so there will be no surprises upon arrival. Please make note of your direct contact related to the festival:
Stephen King, CFEE, Executive Director
ABOUT THE FESTIVAL SITE The site of the Festival surrounds the John and Mary Pappajohn Sculpture Park. Dedicated on September 27, 2009 the $40 million park holds over 20 pieces of important contemporary sculptures. The Pappajohn Sculpture Park is located in the thirteen-acre Western Gateway Park, home to the Des Moines Arts Festival®. The park is located from 10th to 17th Streets between Grand Avenue and Locust Street at the west entrance into the city’s downtown. The park includes various small businesses, restaurants, Des Moines’ Central Library, Pappajohn Higher Education Center, Arlington-Hallett Apartments, Temple for Performing Arts, and the corporate headquarters for Meredith Corporation, Wellmark Blue Cross & Blue Shield and Nationwide. If you would like an aerial view of the site, Google 1400 Locust Street, Des Moines, IA – click on the satellite view.
Since we last hosted a Festival, there has been significant progress on the construction of the new Krause Gentle Center (KGC). Krause Gentle owns Kum & Go, a Midwest convenience retailer, broke ground last year on their new headquarters, designed by Renzo Piano Building Workshop. Kum & Go has agreed to halt construction during the Festival to avoid dust and noise.
ARTIST BOOTH SPACE DMAF offers the following booth opportunities:
Single Booth Fee: $450
Double-WIDE Booth Fee1: $900
Corner Booth Fee2: $600
Double-DEEP Booth Fee3: $600
Double-DEEP Corner3: $750
All booths accommodate storage behind the assigned booth area. Some booths provide more storage than others. There is two feet (2’) between each interior booth. You are permitted vehicle access for load-in and load-out. All booths are located on concrete/asphalt streets where staking is prohibited by the city.
1. Double -wide booths are provided by invitation only to artists who juried in more than one medium.
2. Corner booths are an additional $150 paid for by separate check.
3. Double deep booths are 10' across the front and 20' deep. Double-deep booths are offered on the North side of Grand Ave. only. A small number of double-deep corner booths are available and require an additional $150 paid by separate check.
FEES & TAXES A standard 10’x10’ booth fee is $450 with all other options charged accordingly. A corner booth is an additional $150 paid with separate check and is due, along with your signed Exhibitor Agreement and Release on or before February 12, 2017. Artists retain 100% of their sales.
Each artist is responsible for the collection and reporting of all applicable taxes. A temporary Iowa Sales Tax Permit form will be included in your Welcome Packet that you will receive upon check-in at the Festival. These are provided for your convenience and it is your responsibility to submit these to the Iowa Department of Revenue and Finance. You do not need to do anything before the Festival to have a sales tax permit if you complete and return the attached forms. We will notify the Iowa Department of Revenue and Finance before your arrival.
INSURANCE All artists exhibiting in the Festival are required to provide to the Festival a Certificate of Insurance naming Des Moines Arts Festival as an additional insured pursuant to a general liability insurance policy with a minimum coverage of $1,000,000. This proof and certificate are due in our office no later than June 2. Please note that without this certificate, artists will not be permitted to exhibit. And there will not be any exemptions.
REFUND POLICY Invited artists who have completed a contractual agreement with the DMAF and have paid their booth fee in full may request a refund in writing on or before May 1, 2017. The request must come in written form by the artist only (no agent, friend, spouse, etc.) and must state the reason for the refund request. If sent electronically, both DMAF and the artist agree an electronic signature is sufficient for verification. After May 1, 2017 no refunds of any amount will be issued.
RENTALS Any and all rentals (tents, tables, chairs, weights) must go through our authorized supplier – Classic Events and Parties. No other tent company or vendor will be permitted on the Festival site. There will be absolutely no exceptions to this policy. We will turn away any vendors that are not authorized by the Festival upon their arrival. If you wish to engage Classic, please contact Steve Card at 515.266.3223 or firstname.lastname@example.org. (This is a safety and security measure; the DMAF does not in any way benefit from the rental of tents. The contractual agreement is between you and Classic.)
CHECK-IN INFORMATION All artists listed on the application are required to check-in with a photo ID before setting up. This means any and all lead artist and collaborator(s). Proxy or “helpers” are not permitted to check-in for you or arrive early to set-up your booth in your absence. No artist may set-up until they have checked-in. We will not allow exceptions to this rule. If both/all artists are not available for check-in you will be turned away and not be permitted to set-up OR exhibit during the weekend of the show. Absolutely no consideration will be made to refund any associated fees including the application and booth fee or travel expenses.
Check-in begins on Thursday, June 22, 2017, at 9 a.m. (closes at 6 p.m.) and continues Friday, June 23, 2017, beginning at 8 a.m. We do NOT require you to sign-up for an appointed check-in. You must check-in BEFORE setting up. Check-in is quick and easy. To do this, drive through the check-in area located on Grand Avenue; just West of 11th Street. Enter onto Grand off 10th street and travel West. Follow the signs to Artist Check-In where our Artist Relations Team will greet you. You don’t even have to get out of your car!! At check in you will receive your Welcome Packet with information, artist credential, booth sign, maps, parking information, and more. After you check-in you may proceed to your booth for unloading and set-up.
Check-In Hours of Operation
Thursday, June 22 9 a.m. - 6 p.m.
Friday, June 23 8 a.m. - 10 a.m.
If you would like to map the check-in location, use the following information:
The physical address of Artist Check-In is 1200 Grand Avenue
SET-UP Set-up is permitted only after you have checked in. Ours is a leisurely set-up. We do NOT require you to sign-up for an appointed check-in. All set-up must be completed no later than 10 a.m. on Friday, June 23, 2017, at which time all vehicles must be off the site in preparation for the 11 a.m. opening.
Set-up may continue after Check-in closes at 6 p.m. However, absolutely no vehicles are allowed on-site after 6 p.m. and all volunteer support will be unavailable. Please make your plans accordingly.
PARKING Dedicated artist parking is available in the Meredith remote parking located at SW 16th Street and MLK Boulevard. It is a remote lot. Parking in the downtown is free of charge after 6 p.m. on Friday and all weekend. However, we do ask that you leave the streets surrounding the Festival open for our guests/your buyers. Beginning Friday afternoon, a parking lot located on the corner of 10th and Grand Ave. will be made available to artists on a first-come first-served basis.
AWARDS JURY The Awards Jury will begin on Friday, June 23, at 11 a.m. when the Festival opens to the public. Jury members will visit each booth sometime on Friday or Saturday morning. Awards are announced on Sunday morning at the Artist Awards Breakfast.
ELECTRICITY Electricity is provided to each artist’s booth at no additional charge. You must bring your own lighting and outdoor-approved extension cords at a minimum length of 50 ft. If you use multiple outlets you will need to provide your own power strip. You must attach the power strip so it is not lying on the ground. The maximum wattage available to each artist booth is 500 watts.
EXHIBITOR EQUIPMENT Artists are responsible for providing their own booth, equipment and insurance.
SECURITY The Des Moines Police Department and a private security company will provide 24-hour security, working to assure the highest possible security of the Festival site at all times. We insist you close and secure your booth each night and secure any and all personal belongings during the day and night. The DMAF is not responsible for theft or damage as identified in the Artist Agreement. Additionally, if you are a jeweler and would like an escort to your hotel or vehicle after closing, please contact an Artist Relations EMT member to make arrangements.
**WEB SITE /SOCIAL MEDIA** PLEASE HELP US TO HELP YOU! All exhibiting artists will be featured on our Online Gallery. The gallery includes images of your work, website URL, email, and bio.
In addition to the website, we have an aggressive social media campaign. On the attached agreement, we request any social media links you have so that we may push these out to our audience. If you have not “Liked” our social media pages, do so now so you and your work will be featured. Do not miss out on this opportunity for FREE publicity.
QR CODES Every artist with a URL will have a QR code printed on their booth sign. This code is a direct link to your website. If you do not have a website registered with us, let us know if there is an alternative link. Otherwise, you will not have one on your sign.
EMERGENCY NOTIFICATION Off-hour emergency notification is done by cell phone through an automated emergency notification system. We will register your cell phone number with our system and should there be an emergency or qualified reason to contact all artists, we will use this system. The message is, don’t turn off your cell phone during the overnight hours!! We will also run emergency notification messages on our website.
WiFi Thanks to our sponsor CenturyLink, the entire Festival site is outfitted with WiFi. Artist areas are outfitted with dedicated WiFi connections to enhance the signal.
HOME HOSTING DMAF invites you to our Home Hosting Program. The Program is designed to assist you with your accommodations while in Des Moines. The Home Hosting Program is in response to your needs to help curb your costs of doing shows. Residents of Des Moines will open their home and provide accommodations to you free-of-charge. The program is managed on a first-come, first-served basis.
The following guidelines are to ensure the program runs smoothly:
- The DMAF will match local hosts with visiting artists based on their questionnaire. DMAF will never issue a list of hosts and their contact information.
- Once you have been matched with a local host, please be in contact with them immediately and then follow-up as needed prior to your visit.
- Confirm your parking requirements before arriving.
- Do not expect meals unless invited by your host.
- Confirm your length of stay with your host.
The Home Hosting Program is chaired by former DMAF board member, Barbara Kirk. If you are interested in being hosted locally, please complete and return the Home Hosting Form found on Festival’s web site under the “For Exhibiting Artists” tab.
ACCOMMODATIONS You may find accommodations on our website or the Greater Des Moines Convention and Visitors website.
Rules (From Artist Application)
The DMAF considers its enforcement of the rules our exclusive right and responsibility. Festival officials will visit all displays at intervals throughout the Festival to ensure that exhibitors comply with all Festival rules, including but not limited to checking identification. Your submitted application and signature on the Artist Agreement (for those invited) is your indication that you agree that noncompliance can result in expulsion and ineligibility for jurying, awards and participation in future Festivals. If an artist is removed from the show for non-compliance of the rules, no booth fee refunds will be issued nor compensation made, and the artist will be ineligible to exhibit for a period of at least two years.
1. All work exhibited must be original art produced by the exhibiting artist(s). Work done by a production studio, in classes or workshops, “Buy-sell” and/or imports, work from kits, commercial designs, and derivative work is prohibited. Artists selling work that is not their own will be expelled from the Festival.
2. It is the work by the artist that is juried, therefore any change in the overall body of work by the artist after the jury process accepts the juried work is not considered juried and may not be exhibited until approved by the director of the show. Please see the description of our New Directions program below. Absolutely no consideration will be made if the work is of a different discipline.
3. Prints may only be exhibited by artists accepted in the Printmaking category. Prints must be produced in signed, limited editions of no more than 250, which are hand-pulled by the artist.
4. No reproductions are allowed. If it’s a copy of any kind, regardless of medium, it may not be exhibited.
5. All artists associated with the juried work must be present to exhibit. If artists apply as partners, each artist must be present. If each artist is not present, the artist who is present will not be permitted to set-up or exhibit. No proxy of any kind is permitted. If artists working as partners are found to apply as a single artist, the artist will be disqualified without a refund regardless of the calendar of stated deadlines.
6. Booth and display must remain intact during all hours of the show.
7. A picture ID is required at artist check-in by all artists, including partners, accepted to exhibit. In addition, the Festival reserves the right to check ID each day of the Festival to ensure the artist is present. Artists may NOT set-up or have their booth set-up until they have provided proof of their presence.
8. The sale of non-original promotional items is prohibited.
9. Artists are responsible for proper insurance and protection of work and setup. The DMAF will not be responsible for damage to work or setup for any reason. All artists are required to maintain and provide proof of insurance before they are allowed to set-up and exhibit.
10. Artists are responsible for collecting and reporting all taxes, including 6% Iowa sales tax.
11. We do not allow sharing of booths except under extraordinary circumstances and ONLY if prior approval is provided in writing from the director. Absolutely no consideration is given if the request is made at the time of set-up or during the show.
13. Artists are not permitted to use light-weight accordion-style pop-up tents. The tented structure must be commercial or professional grade with at least 40 pounds on each corner and with stabilizing maneuvers that provide maximum safety to artists and guests.
In addition to the rules of exhibiting, the following guidelines/restrictions apply to the jury process:
Artists may submit multiple applications with a distinctly different body of work. Applications may NOT be of mixed work. Artists whose work is selected in multiple mediums are eligible for a single double booth space.
Upon receipt of the application, the Festival reserves the right to return any application if it is deemed noncompliant or does not provide the information requested. If you submit an application that does not follow the criteria as requested, your application may be returned to you for modification. Application fees will not be returned or refunded. Artists may choose to submit the application as is with the understanding that a full point may be deducted from the artist’s final first-round score for not adhering to the guidelines set forth in this application after being offered the opportunity to make a change.
PLEASE NOTE – REGARDING COLLABORATING ARTISTS: If you are submitting an application as a collaborating artist/partner, you must submit the name(s) with the application. Here is how to submit your application as a collaborating artist: go to “My Profile” on ZAPPlication. Enter one of the two collaborating artists as the primary contact in the profile form (this name will always appear first in publications and online if accepted). After completing the information requested, enter the collaborating artist’s name(s) in the section at the bottom of the profile page. This information is carried over to the application for purposes of identifying a collaborative effort. You may not add a partner after the jury. If you have any questions or difficulties registering the partner, please contact the DMAF office before submitting your application.