2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax

 
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2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax
2021 CRAFT SHOWS
EXHIBITOR GUIDELINES
  Applications Due March 11, 2021

        45th
        Annual

                             35th Annual
2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax
Two of the most popular art & craft shows in the greater
               Metropolitan Washington, D.C. area!

45th Annual Fall Festival                                    35th Annual Holiday Craft Show
October 9, 2021                                              November 20, 2021 10 am - 5 pm
10 am - 5 pm                                                 November 21, 2021 10 am - 3 pm
Historic Downtown Fairfax                                    Fairfax High School
                                                             3501 Lion Run, Fairfax, VA 22030

Highlights                                                   Highlights
• Fall Festival, a one-day outdoor event, includes           • Holiday Craft Show is a two-day indoor event -
  over 500 vendors and has a public attendance of              includes over 200 vendors and attracts 5,000
  25,000 shoppers                                              holiday shoppers                              .
• Juried event - showcasing only the very best .             • Juried event - showcasing only the very best
  artisans                 .                                   artisans
• Event is free to the public                                • Event is free to the public
                                            .
• Online registration for crafter’s convenience              • Online registration for crafter’s convenience
• Event webpage provides up-to-date information              • Event webpage provides up-to-date information
  with a listing of vendors                                    with a listing of vendors
• Additional event advertising includes oversize             • Additional event advertising includes oversize
  signage at the city highway entrances, ads on the            signage at the city highway entrances, ads on the
  back of public transportation buses, in local and            back of public transportation buses, in local and
  national newspapers, cables television, local radio          national newspapers, cables television, local radio
  stations and social media                                    stations and social media
                                                             • Vendor lunch delivery

                      Visit us online at our official website www.FairfaxVA.gov

                                                        FFXCityParksRec        CityofFairfaxVA
2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax
To participate, you must complete an application,                    receipt via email from the City financial program.
any application received after the deadline will be                  The jurying process begins in April and notification
waitlisted if all festival criteria are met. Please only             of status will be mailed or emailed by late May.
include the application fee at this time. Once your                  Visit our website for answers to frequently asked
application has been processed, you will receive a                   questions: www.fairfaxva.gov

Application Procedures & Timeline                                    Jury Process
Two Ways to Apply:                                                   •   Jury selection criteria are based on quality, originality,
1. Paper Application: For Craft and Gourmet Food Vendors                 uniqueness and popularity of times.
• After reading through this brochure, complete the                  •   Photographs must be of good quality and provide current
  enclosed application form in its entirety. Be sure to include          close-up shots.
  a minimum of five (5) color photographs (no Polaroids)             •   All images must be labeled with vendor name if submitting
  with images of your work and one (1) image of your booth               a paper application.
  display (booth display photograph required). Photos are            •   Polaroids are not acceptable
  required for new and returning vendors. Photographs will           •   Only crafts in the categories juried may be sold at the
  not be returned. Gourmet food vendors must indicate on                 show.
  application form a request for proposal (proposal will be          •   Images should accurately represent the work that will be
  submitted either at the same time or after application                 sold/displayed.
  is received). These items along with the application and
  application fee of $15 per show, are necessary before
  our panel of judges will consider you for acceptance.              Accepted Categories
  Applications must be received after the deadline will be           (Categories have changes slightly from previous years)
  waitlisted if all festival criteria are met. Application fee may   Apparel, Baskets, Brewery/Winemaking*, Business Expo*,
  be made by check, cashier’s check, money order or by               Children’s Activities, Digital Art, Dolls/Accessories, Fabric/
  Visa, MasterCard, Discover or American Express.                    Needlework, Floral, Gourmet Food, Glass, Information*,
• Applications will be juried in April by our panel of judges.       Jewelry, Miscellaneous, Multi-Media, Paintings/Drawings.
  Notification as to acceptance in the shoes will be sent in         Personal Care/Home Fragrance, Photography, Pottery/Clay/
  late May. The booth fee will be required within 30 days            Ceramics, Soft-Sculpture, Wood.
  after notification of acceptance into show. Indemnification
  forms will be sent out with acceptance letters.                    					                                       *Fall Festival only
2. Online Application – For Craft Vendors ONLY                       NOTE:
•   After reading through this brochure, go to the Juried Art        • ‘Gourmet Food’ consists of bake sale items, herbs,
    Services website www.juriedartservices.com. Once on the              dressings, dips, honey, nuts, etc. and requires a submitted
    site, click the Register Now button.                                 proposal from the vendors.
•   Complete the 3 easy steps of membership registration.            • ‘Miscellaneous’ are products that do not fit into other
•   Create a portfolio, upload images of your artwork and                categories. ‘Multi-Media’ are products that are a
    apply to our event(s).                                               combination of categories – two or more (jewelry not
       NOTE: Images must be between 1400 and 2000 pixels.                included).
       Why you ask? The JAS site states “This pixel size is to       • ‘Jewelry’ consists of ANY type of jewelry made from any
       accommodate the show’s need to have ‘print-ready’                 medium. If any type of jewelry is sold it falls under the
       images for their show catalogs, etc. The JAS system also          jewelry category.
       accepts 1920 x1920. It is important to remember you
       are not limited to the orientation of your images: they
       can be square, wide (landscape), or tall (portrait). Your
       images should reflect how your work is best portrayed.”
•   If you have previously set-up a portfolio with Juried Art
    Services, you do not need to set up a new one in order
    to apply. Simply create a NEW APPLCIATION within the
    existing portfolio.
•   Applications will be juried in April by our panel of judges.
    Notification as to acceptance in the shows will be sent in
    late May. The booth fee will be required within 30 days
    after notification of acceptance.
2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax
Eligibility Requirements                                            Exhibitor Set-up and Take-down
All work must be original, handcrafted art and craft items          Set-up is scheduled to take place the morning of the
produced by the vendor (United States-based artists) and            events. Detailed times will be provided upon notification of
must be representative of items juried. Parks and Recreation        acceptance. For the Fall Festival, vehicles will be able to drive
reserves the right to request an inventory of items to be sold      up to the vendor space location. For the Holiday Craft Show,
by vendors and to disallow any entry based on the guidelines        dollies are highly encouraged to transport items from vehicles
and decisions of the Selection Committee. Requirements              to inside the school. Each exhibitor is responsible for his/her
for food or gourmet food is dependent upon application              assist with set-up or take-down as staff is not authorized to
submitted.                                                          assist. Canopies, tables or chairs will not be provided. Set-up
                                                                    the day before is not allowed for either events. For the Holiday
The following exhibits are not allowed in the shows:                Craft Show, canopy frames are allowed without top cover.
• IMPORTED MERCHANDISE
• Copyright and/or trademark images, names and products
    may not be sold unless vendor has written permission “To        Exhibitor Insurance
    Sell” by holder of copyright or trademark. Examples are         It is strongly recommended that vendors carry their own
    ‘Disney’, ‘Warner Bros’, ‘Precious Moments’, professional       insurance policy to cover their actions. The City is not
    and college sports teams, etc.                                  responsible for loss or damage to exhibitors or vendors.
• Kits & commercially manufactured merchandise
• Affiliates of companies (Holiday Craft Show only)                 NOTE: By applying to exhibit at the Fall Festival and/or Holiday
• Buy/Sell items                                                    Crafts Show, all exhibitors and their personnel waive any claim
• Novelty sale items including inflatable toys                      against and agree to hold harmless the City of Fairfax and
                                                                    the Parks and Recreation Department and their employees
                                                                    and volunteers, from any and all liability for damages or injury
Logistical Information                                              incurred during participation in the Fall Festival and/or Holiday
•   Canopies, tables or chairs will not be provided. It is highly   Craft Show.
    recommended, though not required, that vendors bring
    canopies to the Fall Festival. Vendors must provide tie-
    downs, weights (such as sandbags), and any other sturdy         State, County & City Regulations
    equipment necessary to stabilize canopies, displays and         Vendors must comply with:
    artwork.                                                         • State of Virginia Tax Laws - (804) 367-8037 or
•   Electricity available for the Holiday Show (designated           • www.tax.virginia.gov/laws-rules-decisions
    areas).                                                          • Fairfax County Health Department - (703) 246-2444 or
•   Vendors who participated in shows the previous year                www.fairfaxcounty.gov/hd/food
    can request the same space location for the upcoming             • City of Fairfax Fire Marshal requirements - (703) 385-
    year. We will try to accommodate but cannot guarantee
    assignment of the same space.                                      7830
•   Photographs taken by staff of a vendor’s display may be
    used in future programs or advertisements.                      Exhibitor Cancellation
                                                                    In the event of a cancellation by a vendor prior to August
Exhibitor Rules                                                     6, 2021, a full refund of the participant fee paid will be
•   Only work in the style and medium stated on the                 made to the vendor. After August 6, the Parks & Recreation
    application may be exhibited.                                   Department will retain all fees paid.
•   Vendors:
        • are required to conduct all activities within their
            contracted space
        • may not switch, sublet or apportion spaces to other
            vendors or be affiliates of companies
        • must keep booth open during the ENTIRE event
        • are prohibited from using amplifying devices
        • may not use generators (exception for food
            vendors)
•   Failure to comply with regulations will result in removal
    of work that is not compliant and vendor being prohibited
    from future participation in Fairfax City craft shows.
•   If you are a city resident and your business is located in
    Fairfax City, you must have a current business license.
    Contact the Commissioner of Revenue’s office at (703)
    385-7880.
2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax
All Groups Below Are Fall Festival ONLY               Fees
                    (except for Gourmet Food)                        Application Fee: $15 per show ($30 if applying to both shows)

Service Clubs & Organizations                                        Fall Festival – per space (all spaces are 10’x 10’)
                                                                     $160   Crafter
Fairfax City Certified Nonprofits
                                                                     $160   Gourmet Food Vendor
Recognized Fairfax City nonprofit groups are eligible to
                                                                     $300   Major Food Vendor (separate application)
participate (Limited number of spaces available) with the            $160   Minor Food Vendor (separate application)
following guidelines. Political groups are not civic organizations   $250   Fairfax City Business Expo
and therefore must pay full rates.                                   $500   Non-Fairfax City Business Expo
   - Vendor Cost (non-food): 1 free vendor space                     $250   Consultant Business Expo
   - Fall Festival Food Vendor: 1 free vendor space, all 		          $80    Non-Fairfax City Certified Non-Profit Organization
     additional spaces will be at a fee of $80                                (Each additional Space $80)
                                                                     $0     Fairfax City Certified Non-Profit Organization
Non-Fairfax City Nonprofits                                                   (Each additional Space $80)
Certified nonprofits organizations located outside of the Fairfax    $0     Fairfax City Historic District Business
City are eligible to participate at 50% of the cost of a vendor
space fee.                                                           Holiday Craft Show – per space
                                                                     $195   Hallway (10’ x 6’)
Fairfax City Businesses                                              $270   Gym (10’ x 10’)
                                                                     $245   Aux Gym (10’ x 10’) *NEW*
Only businesses physically located on the immediate festival
                                                                     $245   Cafeteria (11’ x 9’)
route will be assigned an appropriate space within locality
of their business at the festival –no fee for one (1) space.
Businesses within the city but not along the festival route          Fee Payment
are eligible to participate for a fee of $250 and will be given
                                                                     A.   If submitting a paper application, photographs must
a 10’x10’ space. Businesses will be responsible for tables,
                                                                          accompany your application. You may pay by check, Visa,
chairs and canopy.
                                                                          MasterCard, Discover, American Express, cashier’s check
                                                                          or money order. Do not send cash. Make checks payable
Non-Fairfax City Business Expo                                            to: “City of Fairfax”.
Non-Fairfax City businesses are eligible to participate for a fee
                                                                          If accepted to a show and a credit card number was
of $500 and will be given a 10’x10’ space. Businesses will be
                                                                          provided for payment of the application fee, the same
responsible for tables, chairs and canopy.
                                                                          credit card will be charged for payment of the booth
                                                                          fee. Credit cards will be charged immediately for the
Consultant Business Expo Spaces                                           application fee of $15 per show and the same card will
                                                                          be charged for the booth fee on acceptance date (May).
Business consultants (ex. Tupperware, Mary Kay, LuLaRoe) are
invited to participate as a part of the business expo. No jewelry
                                                                     B. If submitting an online application, application fee(s)
or handbag consultants allowed, other stipulations may apply
                                                                        are payable through the Juried Art Services registration
to applicants. Limited spaces available. Cost of spaces will be
                                                                        process via Visa, MasterCard, Discover & American
$250 for a 10’x10’ space. Businesses will be responsible for
                                                                        Express. If accepted to the shows, the booth fee will be
their own tables, chairs and canopy.
                                                                        required within 30 days after notification of acceptance
                                                                        directly to Fairfax City.
Gourmet Food Vendors (Fall Festival & Holiday Craft Show)
                                                                              Fairfax City Parks & Recreation
Gourmet Food Vendors consists of a bake sale items, herbs,
                                                                              Attn: Special Events
dressings, dips, honey, chocolate, nuts, etc. Space for the Fall
                                                                              10455 Armstrong Street, Suite 123
Festival will be 10’x10’, however space at the Holiday Craft
                                                                              Fairfax, VA 22030
Show varies.
                                                                           Application/Postmark Deadline: March 11, 2021
Major and Minor Food Vendors                                              Applicants will be notified of jury results in late May.
NEW this year - All major and minor Food Vendors for Fall
Festival will now apply separately using the Food Vendor              Visit our website for answers to frequently asked questions
Application, which can be found at www.fairfaxva.gov/                                     at www.fairfaxva.gov
government/parks-recreation/special-events/-fsiteid-1
                                                                                 Questions? Contact Special Events at
                                                                                      SpecialEvents@fairfaxva.gov
Booth Fee Paid
Fairfax City 2021                                                           OFFICE USE ONLY           Application Fee Paid
                                                                                                                  FF                        FF               Put in Access
                                                                           Rec#
Craft Show Application Form                                                Date Received                          HCS                       HCS              Indem Received

Use this form to apply for either or both shows. Application must be postmarked by March 11, 2021 (any application received after the deadline will be waitlisted
if all festival criteria are met). The same submitted photos may be used for both shows. No Polaroids or slides are accepted. Please fill out completely and
comply with all requests (including application fee) or the application will not be considered. Application fee does not guarantee admittance. Do not send booth
fees with application, booth fee(s) are to be sent after notification of acceptance.

MAIL APPLICATION & APPLICATION FEE ONLY TO: Fairfax City Parks & Recreation Dept., Attn: Special Events, 10455 Armstrong Street, Suite 123 Fairfax, VA 22030

Contact Name                                                                    Business Name
                                                                                                        Business name as it is to appear in public information — Maximum 36
                                                                                                            characters, including punctuation, capitalization and spaces
Address
City/State/Zip                                                                Telephone (Best contact #)
Website                                                                  Email Address

FALL FESTIVAL             October 9, 2021         Downtown Fairfax                  HOLIDAY CRAFT SHOW                          November 20 - 21, 2021
Check all that apply       All spaces are 10’ x 10’                                 Fairfax High School        3501 Lion Run, Fairfax VA
                                                                                    Check all that apply
     $15 Application Fee
     Crafter - $160. Number of spaces
     Gourmet Food -$160. Number of spaces                                                  $15 Application Fee                           Gourmet Food
             (no electricty available and no generators allowed)
     Fairfax City Historic District Business - 1 free space                                Hallway 10’ x 6’ - $195                       Request a double space
            (Each additional space $80). Number of spaces                                                                                (if available)
                                                                                           Gym 10’ x 10’ - $270
     Fairfax City Certified NonProfit Group - 1 free space                                 (spaces have electricity)                     Request same spaces as
             (Each additional space $80). Number of spaces                                                                               previous year (if available)
     Non-Fairfax City Certified NonProfit Group - $80                                      Aux Gym 10’ x 10’ - $245                      Space #
             (Each additional space $160). Number of spaces
                                                                                           Cafeteria 11’ x 9’ - $245                        Number of vendor parking
     City Business Expo - $250. Number of spaces                                                                                         passes needed
                                                                                           (spaces have electricty)
     Non-City Business Expo - $500. Number of spaces
     Consultant Business Expo - $250. Number of spaces
     Request same space as previous year (if available). Space #                           Please note that this is a request for a specific area, it is not
                                                                                            guaranteed that you will be placed in this area if accepted.
  *Major/Minor Food Vendors have a NEW separate application available

CATEGORY LISTING (Check One Only)
     Apparel                         Children’s Activities *            Gourmet Food                  Multi-Media                                           Soft-Sculpture
     Baskets                         Digital Art                        Glass                         Painting/Drawing                                      Wood
     Brewery/Wine Making* *          Dolls & Accessories                Information*
                                                                                   *                  Personal Care/ Home Fragrances
     City Business Expo              Fabric/Needlework                  Jewelry                       Photography                                      * Fall Festival Only
     Non-City Business Expo          Floral                             Miscellaneous                 Pottery/Clay/Ceramics
List the items shown in submitted photos, including media used in composition (Gourmet Food vendors—in addition to photos, send a food items list with prices).
Descriptions will be used by the selection committee to evaluate your photos, so please write clearly (you may submit additional written information for assisting
the selection committee in evaluation). A minimum of 5 close-up photos and one booth display photo are required.Photos must be sent by both new and
returning vendors. Photos will not be returned.

1.                                                                                  4.
2.                                                                                  5.
3.                                                                                  6.
WAVIER: I have read all regulations and information pertaining to participation in the FALL FESTIVAL and HOLIDAY CRAFT SHOW and hereby waive any claim
against, and agree to hold harmless Fairfax City and the Parks & Recreation Department, their employees and volunteers, from any and all liability for damages
or injury incurred during participation in the FALL FESTIVAL or HOLIDAY CRAFT SHOW.

Signature                                                                                                      Date
      This application will not be processed unless the disclaimer is signed, application fee sent and a minimun of six (6) required photos are enclosed.

APPLICATION FEE $15.00 per show ($30 for both shows) must be enclosed with this application and will be processed immediately. Do not send booth fee(s)
                        until after an acceptance letter is received.
If accepted into the event(s), I authorize the use of my credit card (if supplied below) for payment of booth fee(s).
Credit Card                                                                                                                               Check
     Visa          Discover           American Express             MasterCard                                                             Check/Money Order #
Credit Card #                                                             CV Code                                                         Make checks payable to
                                                                                                  Exp Date
                                                                                                                                          “City of Fairfax”
Signature                                                                                  Date

                                         Questions? Please contact us at SpecialEvents@fairfaxva.gov or 703-385-1710
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